HomeMy WebLinkAboutCCMPacket2020-03-31CALLED CITY COMMISSION MEETING
AGENDA FOR MARCH 31, 2020
5:30 PM
CITY HALL COMMISSION CHAMBERS
300 SOUTH FIFTH STREET
Any member of the public who wishes to make comments to the Board of Commissioners is asked to fill out a Public
Comment Sheet and place it in the box located at the end of the Commissioner’s desk on the left side of the Commission
Chambers. The Mayor will call on you to speak during the Public Comments section of the Agenda.
ROLL CALL
INVOCATION
PLEDGE OF ALLEGIANCE
DELETIONS
Items on the Consent Agenda are considered to be routine by the Board of Commissioners and will be enacted by one
motion and one vote. There will be no separate discussion of these items unless a Board member so requests, in which
event the item will be removed from the Consent Agenda and considered separately. The City Clerk will read the items
recommended for approval.
I. CONSENT AGENDA
A.Approve Minutes for March 10, 2020
B.Receive & File Documents
C.Appointment of Mary Katz, April Cochran, Steven Page, Cindy
Ragland and Shand Stamper to the Paducah Creative and Cultural
Council
D.Appoint Deborah Edmonds to the Paducah Convention & Visitors
Bureau
E.Reappointment of Paul King, Brad Arterburn, and Shirley Walker and
appointment of Melissa Yates to the Forest Hills Village, Inc., Board.
F.Personnel Actions
G.KDLA Local Records Grant Program Application and Acceptance for
the Paducah Police Department - B LAIRD
H.2019 Bulletproof Vest Partnership Grant Acceptance - B LAIRD
I.2020-2021 Kentucky Hazardous Waste Grant Application - C
YARBER
J.Approve Tyler Technologies ERP Contract Amendment Change Order
- M SMOLEN
K.Approve Application for the KDLA Local Records Grant for the City
Clerk's Office - L PARISH
L.KOHS 2020 Grant Application in the amount of $437,172.81 for radio
upgrades for the Paducah Police Department - B LAIRD
II. RESOLUTION(S)
A.Authorize the Engineering Project Manager of the Engineering
Department to be Applicant Agent for all FEMA and KYEM
documentation required for Federal Disaster Assistance related to the
2020 Flood and Severe Weather Events - R MURPHY
III. MUNICIPAL ORDER(S)
A.Approve Municipal order providing for compliance with the “Families
First Coronavirus Response Act” to assist with the impact of COVID-
19 – S SUAZO
IV. ORDINANCE(S) - EMERGENCY
A.Emergency Response Stimulus and Relief for COVID-19 - J ARNDT
V. ORDINANCE(S) - ADOPTION
A. Approve Budget Amendment in the amount of $141,000 for the
Replacement of Paxton park Grounds Equipment - J ARNDT
B. Approve a Budget Amendment in the amount of $80,000 for For the
Buckner Lane Bridge Project - J ARNDT
C. Approval of a Professional Services Contract with BFW Engineering
& Testing, Inc. in the amount of $154,036.00 for Engineering Services for the
Buckner Lane Bridge Project - R MURPHY
D. Approve Professional Services Contract for a Classification and
Compensation Study for a base fee of $39,000 with additional expenses not to
exceed $1,600 with CBIZ Benefits & Insurance Services, Inc. d/b/a CBIZ Talent
and Compensation Solutions - S SUAZO
VI. ORDINANCE(S) - INTRODUCTION
A.Closure of a Portion of an Alley Between 160 and 200 Bruce Avenue -
R MURPHY
B.Approval of contract with Jim Smith Contracting, LLC in the amount
of $479,350.50 for the Greenway Trail Phase V project - R MURPHY
C.Approval of a Professional Services Contract with BFW Engineering &
Testing, Inc. in the amount of $250,000 for the Environmental
Assessment Services for the Paducah Riverfront Infrastructure
Improvement Project (BUILD Grant) - R MURPHY
VII. COMMENTS
A.Comments from the City Manager
B.Comments from the Board of Commissioners
VIII. EXECUTIVE SESSION
March 10, 2020
At a Regular Meeting of the Board of Commissioners, held on Tuesday, March 10, 2020, at
5:30 p.m., in the Commission Chambers of City Hall located at 300 South 5th Street, Mayor Harless
presided, and upon call of the roll by the City Clerk, the following answered to their names:
Commissioners Abraham, McElroy, Watkins, Wilson and Mayor Harless (5).
INVOCATION:
Commissioner McElroy led the Invocation.
PLEDGE OF ALLEGIANCE
Mayor Harless led the pledge.
PRESENTATIONS
Public Information Officer, Pam Spencer, provided the following summaries for presentations:
COVID-19 Update
Lindsey Cunningham, Purchase District Health Department epidemiologist, provided an update on
COVID-19, a novel coronavirus. Cunningham says in Kentucky, eight people have tested positive for the
virus with no positive reports in our region. Citizens can find the latest information about COVID-19 in
Kentucky by visiting the Kentucky Department of Public Health’s website at
http://kycovid19.ky.gov. Kentucky has set up a hotline for concerned citizens at 1-800-722-5725. For
more information, visit the CDC’s webpage dedicated to COVID-19 at
https://www.cdc.gov/coronavirus/2019-ncov/index.html.
Annual Audit Presentation (Comprehensive Annual Financial Report)
Finance Director Jonathan Perkins and David Hampton of Kemper CPA Group, LLP provided an
overview of the City’s Comprehensive Annual Financial Report (CAFR) which includes the City
audit. The audit is required by State law; however, the CAFR is a voluntary document that the City
prepares to provide additional information and transparency to the public. The report is for the fiscal year
that ended June 30, 2019. Paducah is one of the few cities in Kentucky that prepares a CAFR. For 28
consecutive years, Paducah has been awarded the Certificate of Achievement for Excellence in Financial
Reporting from the Government Finance Officers Association of the United States and Canada
(GFOA). The entire CAFR report and previous audits dating back to 2001 can be found on the City’s
website, www.paducahky.gov.
Parking Assessment Study Presentation
Project Manager Mohammad Nouri with Concepts21 presented to the Paducah Board of Commissioners
the findings from the downtown parking study that was initiated in 2019. The study included an open-
house public information event on February 13 which over a four-hour period, citizens were able to
provide their input. The study analyzed the current parking supply in a 12-block area with a focus around
the block at Broadway and 2nd Street, the city-owned lot. The assessment considers how parking will be
impacted by the proposed City Block re-development project in addition to identifying present parking
needs and providing parking recommendations. Visit http://paducahky.gov/downtown-redevelopment to
read the entire parking study.
The City Block development, which is being developed by a private developer, is proposed for the city-
owned lot and would include a 4 ½ story hotel on Jefferson and a 3-story mixed-used residential and
commercial complex along Broadway. Between the two developments would be the town square and
public parking with 172 parking spaces. The parking supply within a one block area of the development
(including the 172 spaces as part of the development) is 560 spaces. Nouri says no immediate action is
required to accommodate the parking for this project, “There is room for this growth in downtown.”
March 10, 2020
In the 12-block area, the study identified 608 off-street public parking spaces, 541 off-street parking space
with neighbor agreements, and 563 on-street or curbside parking spaces for a total of 1712 spaces. An
occupancy study was performed to determine parking usage during weekdays and weekends in November
and December which reflect typical daily usage in addition to special event usage (the Small Business
Saturday Shopping Event). Regarding the public parking lot spaces (608 total), the average utilization
rate on a normal weekend or weekday is approximately 22 percent.
A large portion of the study focused on improvement strategies to better manage the existing parking
supply in downtown and plan for future growth. Recommendations include the following:
Identify and mark the individual on-street parking spaces that are not marked and explore angled parking
in areas;
Determine accessible parking locations;
Upgrade signage, lighting, and wayfinding;
Secure spaces in city-owned lots for downtown business employees; and
Evaluate the need for a future parking garage.
CONSENT AGENDA
Mayor Harless asked if the Board wanted any items on the Consent Agenda removed for separate
consideration. There were no items removed. Mayor Harless asked the City Clerk to read the items on
the Consent Agenda.
I(A)
Approve Minutes for the February 25, 2020 Meeting of the Board of Commissioners of the City of
Paducah
I(B) Receive and File Documents:
Deed File:
1. Quitclaim Deed – City of Paducah to 1469 Properties, LLC – Alley Closure West Side of
6th Street between 600 and 606 Broadway, 105 and 111 South 6th Street and 603 Kentucky
Avenue (ORD 2019-12-8601)
2. Quitclaim Deed – City of Paducah to Irvin Cobb Limited Partnership - Alley Closure
West Side of 6th Street between 600 and 606 Broadway, 105 and 111 South 6th Street and
603 Kentucky Avenue (ORD 2019-12-8601)
Contract File:
1. Cable Television Franchise Agreement between City of Paducah and Comcast of the
South – ORD 2020-02-8618
2. Agreement to Purchase an Explosive Ordinance Disposal (EOD) Robot between City of
Paducah and Remotec, Inc. – MO #2325
3. Fuel Supply Agreement between JSC Terminal, LLC d/b/a Midwest Terminal and City of
Paducah – ORD 2020-02-8615
Financials File:
1. Paducah Water Works – Period ending January 31, 2020
2. City of Paducah – Comprehensive Annual Financial Report – Year Ended June 30, 2019
Bids File:
1. Surplus Property – Bid of Michael Petter 831 Campbell Street – MO #2322
March 10, 2020
2. Surplus Property – Bid of Dr. Velma J. Dennis – 2706 Ohio Street – MO #2323
3. Paducah Police Department – Bomb Squad – Explosive Ordinance Disposal (EOD) Robot
– MO #2325
I(C) Appointment of Mark Kettler and reappointment of John Gill to the Paducah Golf Commission.
Mark Kettler will fulfill the unexpired term of Bill Griggs, who resigned. Said term shall expire
March 26, 2022. John Gill’s new term shall expire March 26, 2024.
I(D) Personnel Actions
I(E) A MUNICIPAL ORDER APPOINTING SIDONIE HANCOCK TO FILL THE VACANCY OF
THE LATE DR. WALLY MONTGOMERY AS A MEMBER OF THE BOARD OF TRUSTEES
FOR THE OPERATION OF A MUNICIPAL COLLEGE IN THE CITY OF PADUCAH,
KENTUCKY, FOR A PERIOD OF SIX YEARS, SAID TERM SHALL EXPIRE MARCH 20,
2026 (MO #2327; BK 11)
I(F) A MUNICIPAL ORDER ACCEPTING GRANT FUNDS THROUGH THE KENTUCKY
OFFICE OF HOMELAND SECURITY (KOHS) FOR A 2019 GRANT AWARD IN THE
AMOUNT OF $97,000 FOR AN AIRPORT TERMINAL ACCESS CONTROL SYSTEM FOR
BARKLEY REGIONAL AIRPORT AND AUTHORIZING THE MAYOR TO EXECUTE THE
GRANT AGREEMENT, KENTUCKY PROCUREMENT POLICY AND ALL DOCUMENTS
RELATED TO SAME (MO #2328; BK 11)
I(G) A MUNICIPAL ORDER ADOPTING CHANGE ORDER NO. 4 TO THE LICENSE AND
SERVICES AGREEMENT WITH TYLER TECHNOLOGIES, INC., FOR THE COMPUTER
AIDED DISPATCH SYSTEM FOR THE CITY OF PADUCAH 911 SERVICES DIVISION TO
REMOVE TWO SOFTWARE MODULES AND TO PURCHASE TWO SOFTWARE
MODULES WITH THE CURRENTLY AVAILABLE SOFTWARE CREDIT, RESULTING IN
A REMAINING SOFTWARE CREDIT BALANCE OF $14,614 AND NO CHANGE TO THE
TOTAL CONTRACT AMOUNT AND AUTHORIZING THE MAYOR TO EXECUTE THE
CHANGE ORDER (MO#2329; BK 11)
Mayor Harless offered motion, seconded by Commissioner McElroy, that the consent agenda be
adopted as presented.
Adopted on call of the roll, yeas, Mayor Harless, Commissioners Abraham, McElroy, Watkins, and
Wilson (5)
RESOLUTION
Commissioner Abraham offered motion, seconded by Commissioner McElroy that the Board of
Commissioners adopt a Resolution entitled, “A RESOLUTION OF THE CITY OF PADUCAH,
KENTUCKY, IN SUPPORT OF HOUSE BILL 484 THAT WILL REORGANIZE THE KENTUCKY
RETIREMENT SYSTEMS AND CREATE AN INDEPENDENT COUNTY EMPLOYEES
RETIREMENT SYSTEM BOARD OF TRUSTEES”
Adopted on call of the roll, yeas, Mayor Harless, Commissioners McElroy, Watkins, and Wilson (4);
Commissioner Abraham abstained from the vote.
March 10, 2020
ORDINANCE(S) – ADOPTIONS
ACCEPT BID OF ADAMS CONTRACTING LLC, PERKINS CREEK “BOB LEEPER”
PEDESTRIAN BRIDGE PROJECT
Commissioner McElroy offered motion, seconded by Commissioner Abraham, that the Board of
Commissioners adopt an Ordinance entitled, “AN ORDINANCE ACCEPTING THE BID OF ADAMS
CONTRACTING, LLC, IN THE AMOUNT OF $274,121 FOR THE PERKINS CREEK “BOB
LEEPER” PEDESTRIAN BRIDGE PROJECT, AND AUTHORIZING THE MAYOR TO EXECUTE
A CONTRACT FOR SAME.” This Ordinance accepts the bid of Adams Contracting, LLC, in the
amount of $274,121, for the Perkins Creek “Bob Leeper” Pedestrian Bridge Project and authorizes the
Mayor to execute a contract with Adams Contracting. Further, this ordinance authorizes the Finance
Director to transfer $80,000 from the Boyles Estate Trust into the Bob Leeper Bridge project account
for expenditures related to the project.
Adopted on call of the roll, yeas, Commissioner Abraham, McElroy, Watkins, Wilson and Mayor
Harless (5). (ORD #2020-03-8619, BK 36)
APPROVAL OF PROFESSIONAL SERVICES CONTRACT WITH BFW ENGINEERING &
TESTING, INC., FOR THE FLOODWEALL SEAL CLOSURE PROJECT
Commissioner Watkins offered motion, seconded by Commissioner Wilson, that the Board of
Commissioners adopt an Ordinance entitled, “AN ORDINANCE AUTHORIZING THE MAYOR TO
EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH BFW ENGINEERING &
TESTING, INC. IN AN AMOUNT NOT TO EXCEED $52,204 FOR THE FLOODWALL SEAL
CLOSURE PROJECT.” This Ordinance authorizes the Mayor to execute a professional services
agreement in an amount not to exceed $52,204 with BFW Engineering & Testing, Inc. for professional
services related to the Floodwall Seal Closure Project.
Adopted on call of the roll, yeas, Commissioner Abraham, McElroy, Watkins, Wilson and Mayor
Harless (5). (ORD #2020-03-8620, BK 36)
AMEND CODE OF ORDINANCES SECTION 78-32 RELATED TO VACATION LEAVE
Commissioner Wilson offered motion, seconded by Commissioner Watkins, that the Board of
Commissioners adopt an Ordinance entitled, “AN ORDINANCE AMENDING CHAPTER 78 OF
THE CODE OF ORDINANCES OF THE CITY OF PADUCAH.” This Ordinance is summarized as
follows: This ordinance amends Section 78-32 of the Code of Ordinances of the City of Paducah to
increase the rate at which vacation time accrues for employees of the City of Paducah based on the
number of years of employment. During the first nine (9) years of employment, vacation time shall
accrue per pay period for a total of 120 hours per year. At the beginning of the tenth year, vacation
time shall accrue per pay period for a total of 160 hours per year. At the beginning of the fifteenth year,
vacation time shall accrue per pay period for a total of 200 hours per year. At the beginning of the
twentieth year, vacation time shall accrue per pay period for a total of 240 hours per year. Each
member may accrue up to a maximum of 400 hours of vacation at any one time. These rates do not
apply to employees whose vacation accruals are governed by the rates set forth in the current
applicable collective bargaining agreements, or otherwise specified in the ordinance.
March 10, 2020
Adopted on call of the roll, yeas, Commissioner Abraham, McElroy, Watkins, Wilson and Mayor
Harless (5). (ORD #2020-03-8621, BK 36)
APPROVE A BUDGET AMENDMENT FOR BUILD GRANT MATCH AND PROJECT
RELATED EXPENSES
Commissioner Watkins offered motion, seconded by Commissioner Wilson, that the Board of
Commissioners adopt an Ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO.
2019-6-8578, ENTITLED, ‘AN ORDINANCE ADOPTING THE CITY OF PADUCAH,
KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1, 2019,
THROUGH JUNE 30, 2020, BY ESTIMATING REVENUES AND RESOURCES AND
APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT’.” This Ordinance
is summarized as follows: That the annual budget for the fiscal year beginning July 1, 2019, and
ending June 30, 2020, Ordinance No. 2019-6-8578, be amended by the following re-appropriation:
Transfer $1,500,000 from the FY2020 General Fund Unreserved Fund Balance to
the BUILD Grant Project (DT0050) Project Account
Adopted on call of the roll, yeas, Commissioner Abraham, McElroy, Watkins, Wilson and Mayor
Harless (5). (ORD #2020-03-8622, BK 36)
ORDINANCE(S) – INTRODUCTION
APPROVE BUDGET AMENDMENT IN THE AMOUNT OF $141,000 FOR THE
REPLACEMENT OF PAXTON PARK GROUNDS EQUIPMENT
Commissioner McElroy offered motion, seconded by Commissioner Abraham, that the Board of
Commissioners introduce an Ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO.
2019-6-8578, ENTITLED, “AN ORDINANCE ADOPTING THE CITY OF PADUCAH,
KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1, 2019,
THROUGH JUNE 30, 2020, BY ESTIMATING REVENUES AND RESOURCES AND
APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT” This
Ordinance is summarized as follows: That the annual budget for the fiscal year beginning July 1, 2019,
and ending June 30, 2020, as adopted by Ordinance No. 2019-6-8578, be amended by the following re-
appropriations:
Transfer $141,000 from the FY2020 Fleet Trust Fund Fund Balance to the Fleet
Trust Fund.
APPROVE A BUDGET AMENDMENT IN THE AMOUNT OF $80,000 FOR THE BUCKER
LANE BRIDGE PROJECT
Commissioner Watkins offered motion, seconded by Commissioner Wilson, that the Board of
Commissioners introduce an Ordinance entitled, “AN ORDINANCE AMENDING ORDINANCE NO.
2019-6-8578, ENTITLED, “AN ORDINANCE ADOPTING THE CITY OF PADUCAH,
KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1, 2019,
THROUGH JUNE 30, 2020, BY ESTIMATING REVENUES AND RESOURCES AND
APPROPRIATING FUNDS FOR THE OPERATION OF CITY GOVERNMENT” This Ordinance is
March 10, 2020
summarized as follows: That the annual budget for the fiscal year beginning July 1, 2019, and ending
June 30, 2020, as adopted by Ordinance No. 2019-6-8578, be amended by the following re-
appropriations:
Transfer $80,000 from the FY2020 Unreserved MAP Fund fund balance to the
Flood Mitigation – Bridge Design Project Account PF0077
APPROVAL OF A PROFESSIONAL SERVICES CONTRACT WITH BFW ENGINEERING &
TESTING, INC., IN THE AMOUNT OF $154,036 FOR ENGINEERING SERVICES FOR THE
BUCKNER LANE BRIDGE PROJECT
Commissioner Wilson offered motion, seconded by Commissioner Watkins, that the Board of
Commissioners introduce an Ordinance entitled, “AN ORDINANCE AUTHORIZING THE MAYOR
TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH BFW ENGINEERING &
TESTING, INC. IN AN AMOUNT OF $154,036 FOR SURVEY, ROADWAY AND STRUCTURE
DESIGN FOR THE BUCKNER LANE BRIDGE REPLACEMENT OVER CROOKED CREEK”.
This Ordinance is summarized as follows: This Ordinance authorizes the Mayor to execute a
professional services agreement in an amount of $154,036 with BFW Engineering & Testing, Inc. for
professional services related to the Buckner Lane Bridge Replacement Project. This expenditure shall
be charged to the Flood Mitigation-Bridge Design Project No. PF0077.
APPROVE PROFESSIONAL SERVICE CONTRACT FOR A CLASSIFICATION AND
COMPENSATION STUDY FOR A BASE FEE OF $39,000 WITH ADDITIONAL EXPENSES NOT
TO EXCEED $1,600 WITH CBIZ BENEFITS & INSURANCE SERVICES., INC. d/b/a CBIZ
TALENT AND COMPENSATION SOLUTIONS
Commissioner Abraham offered Motion, seconded by Commissioner McElroy, that the Board of
Commissioners introduce an Ordinance entitled, “AN ORDINANCE AUTHORIZING THE MAYOR
TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH CBIZ BENEFITS &
INSURANCE SERVICES, INC. IN AN AMOUNT OF $39,000 PLUS DIRECT EXPENSES IN AN
AMOUNT NOT TO EXCEED $1,600 FOR A CLASSIFICATION AND COMPENSATION STUDY
FOR THE CITY OF PADUCAH.” This Ordinance is summarized as follows: That the Mayor is
hereby authorized to execute a professional services agreement in the amount of $39,000, plus direct
expenses in an amount not to exceed $1,600, with CBIZ Benefits & Insurance Services, Inc., for a
classification and compensation study for the City of Paducah. This expenditure shall be charged to
the Pay & Class Study 2020 Project Account No. MR0077.
DISCUSSION
Public Information Officer, Pam Spencer, offered the following summary of the discussion:
2020 Our Paducah Strategic Plan Discussion
Assistant City Manager Michelle Smolen provided an overview of the Our Paducah Strategic Plan
document that incorporates updates from the Board. At the January 25 meeting of the Paducah Board of
Commissioners, the Board reviewed the initiatives listed in the plan and prioritized items. Smolen says
the final document will be brought before the Board for approval at the March 24 meeting.
PUBLIC COMMENTS
The following members of the audience offered public comments about the Parking Lot/Study:
March 10, 2020
Matt Baker, Alberta Davis, Melinda Winchester, Nick Warren, Ron Ward, Clayton Norton
Regina Varvel and George Bray also offered public comments.
ADJOURN
Mayor Harless offered motion, seconded by Commissioner Wilson, to adjourn the meeting. All in
favor.
Meeting ended at approximately 7:37 p.m.
ADOPTED: March 31, 2020
______________________________
Brandi Harless, Mayor
ATTEST:
________________________________
Lindsay Parish, City Clerk
March 31, 2020
Minute File:
1. Downtown Paducah Parking Assessment – Concepts 21
2. Geotechnical Subsurface Investigation – City Block Development
3. HDR – Phase II Preliminary Environmental Site Investigation (PSI)
4. Declaration of Local State of Emergency – February 17, 2020 Flooding
5. Revocation – State telecom distribution fund – cable franchise fee – February 27, 2020
6. Certificate of Liability Insurance – Murtco, Inc.
7. Certificate of Liability Insurance – McClusky Concrete Construction, Inc.
8. Certificate of Liability Insurance – Coast to Coast Signs, LLC
9. Paducah Parks and Recreation Master Plan – (MO#2324)
Deed File:
1. Deed of Conveyance – City of Paducah to James M. Hardin and Jackie K. Bradford – 164
Clements Street (MO #2309)
2. Deed of Conveyance – Michael and Tina Tolbert to City of Paducah – 1314 Oscar Cross
(MO #2314)
Contract File:
1. Agreement between City of Paducah and Adams Contracting LLC for Perkins Creek
Pedestrian Bridge Project (ORD 2020-03-8619)
2. Engineering for Various Floodwall Closures – BFW Engineering & Testing
(ORD 2020-03-8620)
3. Amendment to Tyler Technologies Contract (911)– (MO #2329)
4. American Queen Steamboat Company Docking Agreement (Signed by CM)
5. Grant Agreement – City of Paducah – Yeiser Art Center – Kentucky Arts Council Grant
(MO #2312)
6.
Financials File:
1. GPEDC, Inc. – Financial Statement for year ended June 30, 2019
Bids File:
1. Bids for Rough Mower for Paxton Park Golf Course
a. Hutson
b. ERB Turf Equipment, Inc. *Bid Winner
c. Kenney Machinery
2. Bids for Greens Mower for Paxton Park Golf Course
a. Kenney Machinery *Bid Winner
b. ERB Turf Equipment, Inc.
Proposals File:
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: KDLA Local Records Grant Program Application and Acceptance for the Paducah Police
Department - B LAIRD
Category: Municipal Order
Staff Work By: Ty Wilson
Presentation By: Brian Laird
Background Information: The Kentucky Local Records Branch provides records management assistance to
more than 2,900 local government agencies in the Commonwealth. The Paducah Police Department wishes to
apply for a Kentucky Department of Libraries and Archives (KDLA) grant to digitize approximately 54 boxes
of felony case files that state law requires to be stored for 80 years. The size of the boxes and files has created a
lack of storage space and accessibility issues and digitizing them will allow for easier access to the file
information. The work to scan and digitize the files will be competitively bid according to the city's and
KDLA's guidelines (bid attached). No match is required. The grant amount is dependent upon the bids
received. The grant request will be in the amount of $33,529 based on the bids received.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize and direct the Mayor to execute all required grant application
documents. Authorize and direct the Mayor to execute all required documentation to accept an award if offered
by KDLA.
Attachments:
1.Bid Packet 2021_1
2.Municipal Order
Attachment A
February 16, 2020
Project (Bid) Specifications: Paducah Police Department (PPD)
Section I – Scanning/Digitizing Paper Records
1. Scan/digitize approximately 200K pages (Approximately 80 cubic feet of paper records
or 54 mixed sized boxes) – Felony Investigation Files, L6669
o Electronic Arrangement (Mirror Boxes) - Electronic files must be foldered and
subfoldered just as they currently are arranged as paper files, i.e., foldered by
box number, thereby subfoldered chronological by case folders. Each image
must be searchable (OCR, or other). Documents are to be repacked in boxes
maintaining original numeric and chronological order.
o Documents (boxes) must be picked up from, and returned to, facility storage
shelving at PPD.
o Vender must provide both physical and electronic document access to PPD for
the entirety of project (while paper documents are off-site being converted).
2. Provide scanned images on an external portable media in a format preferred by PPD.
E.g., Vender provides PDF images on an external hard-drive.
3. Provide copies of scanned images to Kentucky Department of Library & Archives on an
external portable media.
Section II – Miscellaneous Equipment (boxes)
1. Repack each set of records as originally marked/Identified (per box label) into new one
(1) cubic foot archival boxes. Some records will need to go from a single box to multiple
boxes, in these cases boxes must be identified as box 1 of 2, 2 of 2, etc. Grantee must
approve storage boxes. (Preferred box size is 1 cubic foot and of archival quality. New
labels will be created by vendor and placed on repacked boxes.)
NOTE: It is the sole responsibility of the prospective bidder to evaluate box conditions,
sheet sizes, sheet/page counts, location pickup and delivery, record arrangement, and
any other aspect of this bid not explicitly expressed in these specifications.
IF YOU DO NOT WISH TO BID, PLEASE SUBMIT A NO BID.
Bids must be returned no later than 2pm CDT, March 4, 2020 to:
Ty Wilson, Grants Administrator
300 South Fifth Street, 2nd Floor
PO Box 2267
Paducah, KY 42002-2267
**MARK ENVELOPE WITH “BID: PPD RECORDS”**
To arrange an onsite review and/or for questions, please contact:
Amy Travis, Records Manager
Phone: (270) 444-8547
Email: atravis@paducahky.gov
MUNICIPAL ORDER NO. ________
A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE ALL
DOCUMENTS NECESSARY TO APPLY FOR AND ACCEPT GRANT FUNDS THROUGH
THE KENTUCKY DEPARTMENT FOR LIBRARIES & ARCHIVES (KDLA) FOR A FY2020
LOCAL RECORDS PROGRAM GRANT IN THE AMOUNT OF $33,529 BASED ON THE
BIDS RECEIVED, FOR SERVICES RELATED TO DIGITIZING RECORDS FOR THE
PADUCAH POLICE DEPARTMENT AND AUTHORIZING THE MAYOR TO EXECUTE
THE GRANT AGREEMENT AND ALL DOCUMENTS RELATED TO SAME.
WHEREAS, The Kentucky Local Records Branch provides records management
assistance to more than 2,900 local government agencies in the Commonwealth. The Paducah
Police Department wishes to apply for a Kentucky Department of Libraries and Archives
(KDLA) grant to digitize approximately 54 boxes of felony case files that state law requires to be
stored for 80 years.
NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH,
KENTUCKY:
SECTION 1. That the City of Paducah hereby authorizes the submission of an
application for an FY2020 Kentucky Department of Libraries and Archives Grant for the
Paducah Police Department. It is anticipated that this grant will be in the amount of $33,529
based upon the bids received by the City of Paducah. No local cash or in-kind match is required.
SECTION 2. That the City of Paducah hereby accepts the FY2020 Kentucky
Department of Libraries and Archives Grant in the sum awarded through the Kentucky Local
Records Branch to digitize approximately 54 boxes of felony case files.
SECTION 3. This order shall be in full force and effect from and after the date of
its adoption.
__________________________________
Brandi Harless, Mayor
ATTEST:
____________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners March 31, 2020
Recorded by Lindsay Parish, City Clerk March 31, 2020
MO\grants\PD app and award – Local Records KDLA Grant – digitizing records – 2020
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: 2019 Bulletproof Vest Partnership Grant Acceptance - B LAIRD
Category: Municipal Order
Staff Work By: Robin Newberry, Ty Wilson
Presentation By: Brian Laird
Background Information: The U.S. Department of Justice (DOJ) Bulletproof Vest Partnership (BVP)
Grant Program, an online application, provides a maximum 50-percent reimbursement for the purchase of body
armor for police. The City received $14,060 from this grant program in 2016 and $6,330 in 2018.
The National Institute of Justice, the research, development and evaluation agency of the United States
Department of Justice, sets the only nationally accepted standards for body armor worn by law enforcement
officers. NIJ recognizes an industry standard of a five-year life span on body armor. The Department of Justice
BVP also recognizes five-year life span on body armor. In light of these industry standards and endorsements
by the preeminent law enforcement agencies, the Paducah Police Department follows a five-year replacement
plan on body armor worn by law enforcement officers.
The Police Department applied for this grant under Municipal Order 2233 and was awarded the grant in the
amount of $4,367.71. This grant requires a 50% match, which will be provided from FY20 operating funds.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize the Mayor to execute all grant award documents
Attachments:
1.Municipal Order
MUNICIPAL ORDER NO. _______
A MUNICIPAL ORDER ACCEPTING GRANT FUNDS THROUGH THE U.S.
DEPARTMENT OF JUSTICE FOR A 2019 U.S. BULLETPROOF VEST PARTNERSHIP
GRANT AWARD IN AN AMOUNT OF $4,367.71 FOR THE PURCHASE OF BODY
ARMOR VESTS FOR USE BY THE PADUCAH POLICE DEPARTMENT
WHEREAS, the City of Paducah applied for a 2019 U.S. Bulletproof Vest
Partnership Grant in the amount of $6,752 through the U.S. Department of Justice, adopted by
Municipal Order No. 2233 on May 15, 2019, to be used for the purchase of body armor vests for
the Paducah Police Department; and
WHEREAS, the U.S. Department of Justice has approved the application and is
now ready to award this grant in the amount of $4,367.71.
NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH,
KENTUCKY:
SECTION 1. That the Paducah Police Department is hereby authorized to draw
down grant funds as acceptance of grant conditions for a 2019 U.S. Bulletproof Vest Partnership
Grant through the U.S. Department of Justice in the amount of $4,367.71 to be used to purchase
body armor vests for the Police Department. The 50% local match of $4,367.71 will be provided
by the Police Department’s FY2020 operating funds.
SECTION 2. This order shall be in full force and effect from and after the date of
its adoption.
__________________________
Brandi Harless, Mayor
ATTEST:
_____________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners, March 31, 2020
Recorded by Lindsay Parish, City Clerk, March 31, 2020
\mo\grants\award - police-bulletproof vest 2019
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: 2020-2021 Kentucky Hazardous Waste Grant Application - C YARBER
Category: Municipal Order
Staff Work By: Ty Wilson
Presentation By: Chris Yarber
Background Information: The Kentucky Division of Waste Management, through the Household
Hazardous Waste Award Program, funds cities across the commonwealth for annual clean-up days. This grant
award program provides a partial reimbursement for the expenses incurred by the city for the disposal and
advertising/education of Spring Clean-up Day. For the past 27 years, this project has been a collaborative effort
between the McCracken County Fiscal Court and the City of Paducah.
The Engineering/Public Works and Planning Departments desire to submit an application for the 2020-2021
Kentucky Division of Waste Management Household Hazardous Waste Award Program. This grant requires a
25% cash or in-kind match. The City will act as the Lead Agency/Fiscal Agent and seeks an award of $25,500,
which will be combined with the required local cash match of $6,375 for a project totaling $31,875. Local cash
match will be divided equally between the city and the county. As in previous years, the City’s share of the
local cash match will be paid through the Engineer/Public Works account number 50002209-520040.
Any award offered as a result of this application will require an Inter-local Agreement to be signed and will be
brought before the City Commission and Fiscal Court for consideration.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize and direct the Mayor to execute all required application documents.
Attachments:
1.Municipal Order
MUNICIPAL ORDER NO. ________
A MUNICIPAL ORDER AUTHORIZING AN APPLICATION FOR A 2020-2021
KENTUCKY HOUSEHOLD HAZARDOUS WASTE GRANT THROUGH THE KENTUCKY
DIVISION OF WASTE MANAGEMENT IN AN AMOUNT OF $25,500 TO ASSIST IN FUNDING
THE CITY/COUNTY ANNUAL SPRING CLEAN-UP DAY AND AUTHORIZING THE MAYOR TO
EXECUTE ALL DOCUMENTS RELATED TO SAME
BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. The City of Paducah hereby authorizes the submission of a joint
application with the McCracken County Fiscal Court for a Kentucky Household Hazardous Waste Grant
through the Kentucky Division of Waste Management in the amount of $25,500 to assist in funding the
City/County Annual Spring Clean-up Day.
SECTION 2. The City of Paducah and the McCracken County Fiscal Court hereby agree
that the City shall act as the lead government agency in meeting all grant requirements, including the local
cash match of $6,375.00 that will be split 50/50 with the McCracken County Fiscal Court.
SECTION 3. The City’s match of $3,187.50 will be funded through the
Engineering/Public Works account number 50000 2209 520040. Funding for the local cash match will be
subject to approval of appropriation in the Engineering/Public Works FY2021 budget.
SECTION 4. This order shall be in full force and effect from and after the date of its
adoption.
____________________________________
Brandi Harless, Mayor
ATTEST:
_______________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners, March 31, 2020
Recorded by Lindsay Parish, City Clerk, March 31,2020
\mo\grants\app-Household Hazardous Waste Clean Up Day 2020-2021
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approve Tyler Technologies ERP Contract Amendment Change Order - M SMOLEN
Category: Municipal Order
Staff Work By: Michelle Smolen
Presentation By: Michelle Smolen
Background Information: Under Ordinance No. 2016-6-8373, the City of Paducah previously authorized a
contract Tyler Technologies, Inc. for the initial cost and fees associated with the Enterprise Resource Planning
software project.
City staff is recommending to amend the contract through a change order for the following actions:
Converting Codes & Permitting business process consulting costs to implementation days for the
Energov implementation
Removing the Property Tax Enhancement for tax bill installments and converting the budget to an
additional property tax form and travel expenses
Changing the Statement of Work dates for property tax, payroll & HR and work orders.
This is change order is primarily administrative and is not a revision of the contractual amount.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize the Mayor to Execute the Tyler Technologies ERP Contract
Amendment Change Order
Attachments:
1.Municipal Order
MUNICIPAL ORDER NO. ________
A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO
EXECUTE AN AMENDMENT TO THE AGREEMENT WITH
TYLER TECHNOLOGIES FOR THE LICENSE OF SOFTWARE
AND THE PROCUREMENT OF RELATED PRODUCTS AND
SERVICES
WHEREAS, by Ordinance No. 2016-6-8373, the City and Tyler Technologies, Inc.
executed a contract for Tyler to provide software and related products and services that will
accommodate the City’s data processing needs; and
WHEREAS, Ordinance No. 2018-6-8534 amended the contract to include 18 post
implementation days from the initial RFP response to be shared across all six phases; and
WHEREAS, Municipal Order No. 2142 amended the contract to allow for the $23,000
designated for conversions and forms to be used instead for 18 additional implementation days at a cost of
$22,950; and
WHEREAS, Municipal Order No. 2284 to amended the agreement with Tyler
Technologies to remove certain services and to add services related to the implementation of Energov
software; and
WHEREAS, the City now desires to amend the contract with Tyler Technologies to
convert Codes & Permitting business process consulting costs to implementation days for the Energov
implementation, remove the Property Tax Enhancement for tax bill installments and converting the
budget to an additional property tax form and travel expenses, and change the Statement of Work dates
for property tax, payroll & HR and work orders.
NOW, THEREFORE, BE IT ORDERED BY THE BOARD OF COMMISSIONERS OF
THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. The City Commission hereby approves an amendment to the
contract with Tyler Technologies, Inc. in order to convert Codes & Permitting business process
consulting costs to implementation days for the Energov implementation, remove the Property
Tax Enhancement for tax bill installments and converting the budget to an additional property
tax form and travel expenses, and change the Statement of Work dates for property tax, payroll
& HR and work orders.
SECTION 2. The City Commission does hereby authorize and instruct the Mayor
to execute the “Amendment” in behalf of the City.
SECTION 3. This Order shall be in full force and effect from and after the date
of its adoption.
____________________________________
MAYOR
ATTEST:
__________________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners, March 31, 2020
Recorded by Lindsay Parish, City Clerk, March 31, 2020
\ord\contract-software-amendment-tyler 3-20
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approve Application for the KDLA Local Records Grant for the City Clerk's Office - L
PARISH
Category: Municipal Order
Staff Work By: Ty Wilson, Claudia Meeks, Lindsay Parish
Presentation By: Lindsay Parish
Background Information: The Kentucky Local Records Branch provides records management assistance to
more than 2,900 local government agencies in the Commonwealth. The Paducah City Clerk wishes to apply for
a Kentucky Department for Libraries and Archives (KDLA) grant to digitize permanent records including
Ordinance Books #1-18 and Minutes Books 2-26. These are permanent records which date back to the mid
1800's. The digitized versions will be uploaded and made available for public viewing in order to improve ease
of access and to safeguard the original records. The work to digitize the records have been bid according to the
city’s and KDLA’s guidelines. No match is required. The grant request will be in the amount of $16,567 based
on the bids received.
Does this Agenda Action Item align with a Strategic Plan Action Step? Yes
If yes, please list the Action Step Item Codes(s): O-2 Create and sustain a customer centric culture
aligned with our organizational values.
Funds Available:Account Name:
Account Number:
Staff Recommendation: Approve a Municipal Order to apply for and accept Kentucky Department for
Local Records Grant for the City Clerk's Office.
Attachments:
1.Municipal Order
MUNICIPAL ORDER NO. ________
A MUNICIPAL ORDER A MUNICIPAL ORDER AUTHORIZING THE
MAYOR TO EXECUTE ALL DOCUMENTS NECESSARY TO APPLY FOR AND ACCEPT
GRANT FUNDS THROUGH THE KENTUCKY DEPARTMENT FOR LIBRARIES &
ARCHIVES (KDLA) FOR A FY2020 LOCAL RECORDS PROGRAM GRANT IN THE
AMOUNT OF $16,567 BASED ON THE BIDS RECEIVED, FOR THE PURCHASE OF
SERVICES RELATED TO DIGITIZING PERMANENT RECORDS FOR THE PADUCAH
CITY CLERK’S OFFICE, AND AUTHORIZING THE MAYOR TO EXECUTE THE GRANT
AGREEMENT AND ALL DOCUMENTS RELATED TO SAME
WHEREAS, the Kentucky Local Records Branch provides records management
assistance to more than 2,900 local government agencies in the Commonwealth; and
WHEREAS, the Paducah City Clerk’s Office wishes to apply for a Kentucky
Department of Libraries and Archives (KDLA) grant to digitize permanent records including
Ordinance Books #1-18 and Minutes Books #2-26.
NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. That the City of Paducah hereby authorizes the submission of an
application for an FY2020 Kentucky Department of Libraries and Archives Grant for the
Paducah City Clerk’s Office. It is anticipated that this grant will be in the amount of $16,567
based upon the bids received by the City of Paducah. No local cash or in-kind match is required.
SECTION 2. That the City of Paducah hereby accepts the FY2020 Kentucky
Department of Libraries and Archives Grant in the sum awarded through the Kentucky Local
Records Branch to digitize permanent records including Ordinance Books #1-18 and Minutes
Books 2-26. These are permanent records that date back to the mid 1800's.
SECTION 3. This order shall be in full force and effect from and after the date of
its adoption.
__________________________________
Brandi Harless, Mayor
ATTEST:
____________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners March 31, 2020
Recorded by Lindsay Parish, City Clerk March 31, 2020
MO\grants\PD app and award – Local Records KDLA Grant – digitizing records – 2020
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: KOHS 2020 Grant Application in the amount of $437,172.81 for radio upgrades for the Paducah
Police Department - B LAIRD
Category: Municipal Order
Staff Work By: Ty Wilson, Justin Crowell
Presentation By: Brian Laird
Background Information: The Kentucky Office of Homeland Security (KOHS) grant program, funded by
the U.S. Department of Homeland Security, can be used by city and county governments, area development
districts and public universities to address high-priority preparedness gaps in order to prevent, protect against,
mitigate, respond to , and recover from acts of terrorism. In 2018, the City of Paducah received $117,582 for
the purchase of four (4) bomb suits for the Police Department’s FBI Certified Bomb Squad. In 2019, the City
received $442,181.76 for an EOD Robot.
For the 2020 KOHS funding cycle, the Paducah Police Department seeks funds for radio upgrades to replace
all outdated handheld and mobile radios currently in use. The estimated cost will be $437,172.81. There is not
a match requirement for this project.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize and direct the Mayor to execute all required grant application
documents including the Kentucky Procurement Policy.
Attachments:
1.Municipal Order
MUNICIPAL ORDER NO. _______
A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE A GRANT
APPLICATION AND ALL DOCUMENTS NECESSARY FOR A 2020 KENTUCKY OFFICE
OF HOMELAND SECURITY GRANT IN THE AMOUNT OF $437,172.81, TO ENABLE
THE PADUCAH POLICE DEPARTMENT TO PURCHASE RADIO UPGRADES TO
REPLACE ALL OUTDATED HANDHELD AND MOBILE RADIOS CURRENTLY IN USE
BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. The Mayor is hereby authorized to execute a grant application and
all documents necessary for a 20202 Kentucky Office of Homeland Security Grant in the amount
of $437,172.81, for the Paducah Police Department’s Hand-Held and Mobile Radio Replacement
Project. No local cash match or in-kind contributions are required.
SECTION 2. This order shall be in full force and effect from and after the date of
its adoption.
____________________________________
Mayor
ATTEST:
_______________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners, March 31, 2020
Recorded by Lindsay Parish, City Clerk, March 31, 2020
\mo\grants\police-homeland security hand-held radios 2020
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Authorize the Engineering Project Manager of the Engineering Department to be Applicant
Agent for all FEMA and KYEM documentation required for Federal Disaster Assistance related to the 2020
Flood and Severe Weather Events - R MURPHY
Category: Resolution
Staff Work By: Melanie Townsend
Presentation By: Rick Murphy
Background Information: In order to receive Federal disaster assistance for the 2020 Flood and Severe
Weather Events, the City of Paducah is required to designate an applicant agent. This applicant agent will be
officially authorized to provide to KYEM (state) and FEMA (federal) all documentation, assurances and
agreements as required to obtain Federal and State financial assistance.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: To adopt a Resolution designating the Engineering Project Manager of the
Engineering Department to be the City of Paducah's official applicant agent to provide to KYEM (state) and
FEMA (federal) all documentation, assurance and agreements as required in order to obtain Federal and State
financial assistance for the 2020 Flood and Severe Weather Events.
Attachments:
1.Resolution
2.KYEM Form 500 App Agt Appt (2)
RESOLUTION
A RESOLUTION AUTHORIZING THE ENGINEERING PROJECT MANAGER TO
EXECUTE DOCUMENTS FOR AND ON BEHALF OF THE CITY OF PADUCAH TO APPLY FOR
FINANCIAL ASSISTANCE THROUGH THE FEDERAL EMERGENCY MANAGEMENT AGENCY
FOR ALL MATTERS PERTAINING TO SUCH FEDERAL DISASTER ASSISTANCE
BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE CITY OF
PADUCAH, KENTUCKY:
SECTION 1. That Melanie Townsend, Engineering Project Manager is hereby authorized
to execute for and in behalf of the City of Paducah, a public entity established under the laws of the
Commonwealth of Kentucky, this application and to file it in the appropriate State office for the purpose
of obtaining certain Federal financial assistance under the Disaster Relief Act (Public Law 288, 93rd
Congress) or otherwise available from the President’s Disaster Relief Fund.
SECTION 2. That the City of Paducah, a public entity established under the laws of the
Commonwealth of Kentucky, hereby authorizes its agent to provide to the State and to the Federal
Emergency Management Agency (FEMA) for all matters pertaining to such Federal disaster assistance
the assurances and agreements printed on the reverse side hereof.
SECTION 3. That this resolution shall take effect upon adoption as provided by law.
_________________________________
Brandi Harless, Mayor
ATTEST:
___________________________
Lindsay Parish, City Clerk
Adopted by the Board of Commissioners, March 31, 2020
Recorded by Lindsay Parish, City Clerk, March 31, 2020
\resoln\FEMA Funding 2020
CERTIFICATION
I, Lindsay Parish, duly appointed and City Clerk of the City of Paducah, Kentucky, do hereby certify that the above is a true and correct copy
of a resolution passed and approved by the Board of Commissioners of the City of Paducah, Kentucky, on the 31st day of March, 2020.
Date:
(Official Position) (Signature)
DESIGNATION OF APPLICANT’S AGENT
RESOLUTION
BE IT RESOLVED BY OF
(Governing Body) (Public Entity)
THAT ,
(Name of Incumbent) (Official Position)
is hereby authorized to execute for and in behalf of
, a public entity established under the laws of the Commonwealth of
Kentucky, this application and to file it in the appropriate State office for the purpose of obtaining certain Federal financial
assistance under the Disaster Relief Act (Public Law 288, 93rd Congress) or otherwise available from the President’s Disaster
Relief Fund.
THAT , a public entity established under the laws of the
Commonwealth of Kentucky, hereby authorizes its agent to provide to the State and to the Federal Emergency Management
Agency (FEMA) for all matters pertaining to such Federal disaster assistance the assurances and agreements printed on the
reverse side hereof.
Passed and approved this day of , 20 .
(Name and Title)
(Name and Title)
(Name and Title)
CERTIFICATION
I, , duly appointed and of
(Title)
, do hereby certify that the above is a true and correct copy of a
resolution passed and approved by the of
(Governing Body) (Public Entity)
on the day of , 20 .
Date:
(Official Position) (Signature)
KyEM Form 500
Rev. 05/00
APPLICANT ASSURANCES
The applicant hereby assures and certifies that he will comply with the FEMA regulations, policies, guidelines and requirements including OMB's Circulars No. A-95
and A-102, and FMC 74-4, as they relate to the application, acceptance and use of Federal funds for this Federally-assisted project. Also, the Applicant gives
assurance and certifies with respect to and as a condition for the grant that:
1. It possesses legal authority to apply for the grant, and to finance and
construct the proposed facilities; that a resolution, motion or similar action
has been duly adopted or passed as an official act of the applicant's
governing body, authorizing the filing of the application, including all
understandings and assurances contained therein, and directing and
authorizing the person identified as the official representative of the
applicant to act in connection with the application and to provide such
additional information as may be required.
2. It will comply with the provisions of: Executive Order 11988, relating to
Floodplain Management and Executive Order 11990, relating to Protection
of Wetlands.
3. It will have sufficient funds available to meet the non-Federal share of the
cost for construction projects. Sufficient funds will be available when
construction is completed to assure effective operation and maintenance of
the facility for the purpose constructed.
4. It will not enter into a construction contract(s) for the project or undertake
other activities until the conditions of the grant program(s) have been met.
5. It will provide and maintain competent and adequate architectural
engineering supervision and inspection at the construction site to insure that
the completed work conforms with the approved plans and specifications;
that it will furnish progress reports and such other information as the Federal
grantor agency may need.
6. It will operate and maintain the facility in accordance with the minimum
standards as may be required or prescribed by the applicable Federal, State
and local agencies for the maintenance and operation of such facilities.
7. It will give the grantor agency and the Comptroller General, through any
authorized representative, access to and the right to examine all records,
books, papers, or documents related to the grant.
8. It will require the facility to be designed to comply with the "American
Standard Specifications for Making Buildings and Facilities Accessible to,
and Usable by the Physically Handicapped," Number A117.1-1961, as
modified (41 CFR 101-17-7031). The applicant will be responsible for
conducting inspections to insure compliance with these specifications by the
contractor.
9. It will cause work on the project to be commenced within a reasonable
time after receipt of notification from the approving Federal agency that
funds have been approved and will see that work on the project will be
prosecuted to completion with reasonable diligence.
10. It will not dispose of or encumber its title or other interests in the site and
facilities during the period of Federal interest or while the Government holds
bonds, whichever is the longer.
11. It agrees to comply with Section 311, P.L. 93-288 and with Title VI of the
Civil Rights Act of 1964 (P.L. 83-352) and in accordance with Title VI of the
Act, no person in the United States shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits of,
or be otherwise subjected to discrimination under any program or activity for
which the applicant receives Federal financial assistance and will
immediately take any measures necessary to effectuate this agreement. If
any real property or structure is provided or improved with the aid of Federal
financial assistance extended to the Applicant, this assurance shall obligate
the Applicant, or in the case of any transfer of such property, any transferee,
for the period during which the real property or structure is used for a
purpose for which the Federal financial assistance is extended or for another
purpose involving the provision of similar services or benefits.
12. It will establish safeguards to prohibit employees from using their
positions for a purpose that is or gives the appearance of being motivated by
a desire for private gain for themselves or others, particularly those with
whom they have family, business, or other ties.
13. It will comply with the requirements of Title II and Title III of the Uniform
Relocation Assistance and Real Property Acquisitions Act of 1970 (P.L. 91-
646) which provides for fair and equitable treatment of persons displaced as
a result of Federal and Federally assisted programs.
14. It will comply with all requirements imposed by the Federal grantor
agency concerning special requirements of law, program requirements, and
other administrative requirements approved in accordance with OMB
Circular A-102, P.L. 93-288 as amended, and applicable Federal
Regulations.
15. It will comply with the provisions of the Hatch Act which limit the political
activity of employees.
16. It will comply with the minimum wage and maximum hours provisions of the
Federal Fair Labor Standards Act, as they apply to hospital and educational
institution employees of State and local governments.
17. (To the best of his knowledge and belief) the disaster relief work described
on each Federal Emergency Management Agency (FEMA) Project Application
for which Federal Financial assistance is requested is eligible in accordance with
the criteria contained in 44 Code of Federal Regulations, Part 206, and
applicable FEMA Handbooks.
18. The emergency or disaster relief work therein described for which Federal
Assistance is requested hereunder does not or will not duplicate benefits
received for the same loss from another source.
19. It will (1) provide without cost to the United States all lands, easements and
rights-of-way necessary for accomplishments of the approved work; (2) hold and
save the United States free from damages due to the approved work or Federal
funding.
20. This assurance is given in consideration of and for the purpose of obtaining
any and all Federal grants, loans, reimbursements, advances, contracts,
property, discounts of other Federal financial assistance extended after the date
hereof to the Applicant by FEMA, that such Federal Financial assistance will be
extended in reliance on the representations and agreements made in this
assurance and that the United States shall have the right to seek judicial
enforcement of this assurance. This assurance is binding on the applicant, its
successors, transferees, and assignees, and the person or persons whose
signatures appear on the reverse as authorized to sign this assurance on behalf
of the applicant.
21. It will comply with the flood insurance purchase requirements of Section
102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-234, 87 Stat.
975, approved December 31, 1973. Section 102(a) requires, on and after March
2, 1975, the purchase of flood insurance in communities where such insurance is
available as a condition for the receipt of any Federal financial assistance for
construction or acquisition purposes for use in any area that has been identified
by the Director, Federal Emergency Management Agency as an area having
special flood hazards. The phrase "Federal financial assistance" includes any
form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster
assistance loan or grant, or any other form of direct or indirect Federal
assistance.
22. It will comply with the insurance requirements of Section 314, PL 93-288, to
obtain and maintain any other insurance as may be reasonable, adequate, and
necessary to protect against further loss to any property which was replaced,
restored, repaired, or constructed with this assistance.
23. It will defer funding of any projects involving flexible funding until FEMA
makes a favorable environmental clearance, if this is required.
24. It will assist the Federal grantor agency in its compliance with Section 106 of
the National Historic Preservation Act of 1966, as amended, (16 U.S.C. 470),
Executive Order 11593, and the Archeological and Historic Preservation Act of
1966 (16 U.S.C. 469a-1 et seq.) by (a) consulting with the State Historic
Preservation Officer on the conduct of investigations, as necessary, to identify
properties listed in or eligible for inclusion in the National Register of Historic
places that are subject to adverse effects (see 36 CFR Part 800.8) by the
activity, and notifying the Federal grantor agency of the existence of any such
properties, and by (b) complying with all requirements established by the Federal
grantor agency to avoid or mitigate adverse effects upon such properties.
25. It will, for any repairs or construction financed herewith, comply with
applicable standards of safety, decency and sanitation and in conformity with
applicable codes, specifications and standards; and, will evaluate the natural
hazards in areas in which the proceeds of the grant or loan are to be used and
take appropriate action to mitigate such hazards, including safe land use and
construction practices.
STATE ASSURANCES
The State agrees to take any necessary action within State capabilities to require
compliance with these assurances and agreements by the applicant or to
assume responsibility to the Federal government for any deficiencies not
resolved to the satisfaction of the Regional Director.
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approve Municipal order providing for compliance with the “Families First Coronavirus
Response Act” to assist with the impact of COVID-19 – S SUAZO
Category: Municipal Order
Staff Work By: Stefanie Suazo
Presentation By: Stefanie Suazo
Background Information: Pursuant to the "Families First Coronavirus Response Act" signed into Law,
which created the Emergency Paid Sick Leave Act, and the Emergency Family Medical Leave Expansion Act
(EFMLEA), this Municipal Order shall provide eligible City employees for two weeks of paid leave at their
regular rate of pay who qualify for any of the approved reasons listed, additionally all eligible employees will
have job-protection for 12-weeks for other reasons resulting from the COVID-19 epidemic.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: This Ordinance would support employees with isolation and quarantined situations
allowing for additional leave for any employee diagnosed or with a documented exposure to COV-19. It will
also grant job-protection for employees that may miss work due to the COVID-19 virus.
Attachments:
1.MO 2020 EFMLA-COVID19
MUNICIPAL ORDER 2020 - ________
MUNICIPAL ORDER PROVIDING FOR LEAVE UNDER THE
FAMILIES FIRST CORONAVIRUS RESPONSE ACT
WHEREAS, the President signed into law the “Families First Coronavirus Response Act” to
assist with the impact of COVID-19, employees may be eligible for additional leave under the
law;
WHEREAS, to comply with the temporary leave requirements, the City of Paducah, Kentucky, is
altering its leave policy for city employees;
NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY:
1. Pursuant to the Emergency Paid Sick Leave Act, all employees are eligible for two weeks
of paid leave at their regular rate of pay for the following reasons. Eligible full-time
employees will receive up to eighty (80) hours of paid sick leave. Eligible part-time
employees will receive pay based on the average number of hours worked over the last
six months. The Act allows the employers to exclude healthcare providers and
emergency responders from the definition of employees who are allowed to take such
leave.
a. Subject to a federal, state or local quarantine or isolation order related to COVID-19;
b. Advised by a healthcare provider to self-quarantine due to COVID-19 concerns;
c. Experiencing COVID-19 symptoms and seeking medical diagnosis;
d. Caring for an individual subject to a federal, state or local quarantine or isolation
order or advised by a healthcare provider to self-quarantine due to COVID-19
concerns (caring for another who is subject to an isolation order or advised to self-
quarantine as described above is not limited to only family members).
e. Caring for the employee’s child if the child’s school or place of care is closed or the
child’s care provider is unavailable due to COVID-19 precautions; or
f. Experiencing any other substantially similar condition specified by the Secretary of
Health and Human Services in consultation with the Secretary of the Treasury and
the Secretary of Labor.
2. Pursuant to the Emergency Family Medical Leave Expansion Act (EFMLEA), an
employee that has been employed for thirty (30) days or more is eligible for up to
twelve (12) weeks of job-protected leave to allow the employee, who is unable to work
or telework, to care for the employee’s child (under 18 years of age) if the child’s school
or place of care is closed or the childcare provider is unavailable due to a public health
emergency. The Act allows the employers to exclude healthcare providers and
emergency responders from the definition of employees who are allowed to take such
leave.
a. The first 10 days of EFMLEA-qualified leave are unpaid. An employee may either be
eligible for Emergency Paid Sick Leave as outlined in paragraph 1. or may take other
paid leave concurrently with the EFMLEA.
b. Beginning the third week of EFMLEA, an eligible employee shall be paid according to
the following:
i. Full-time employees at two-thirds the employee’s regular rate for the number of
hours the employee would otherwise be normally scheduled. The EFMLEA limits
this pay entitlement to $200 per day and $10,000 in the aggregate per employee.
ii. Employees who work a part-time or irregular schedule are entitled to be paid
based on the average number of hours the employee worked for the six months
prior to taking Emergency FMLA. Employees who have worked for less than six
months prior to leave are entitled to the employee’s reasonable expectation at
hiring of the average number of hours the employee would normally be
scheduled to work.
c. The city will return the employee to their prior position in accordance with the
restoration requirements of the FMLA.
d. The city’s FMLA leave is otherwise unchanged and any EFMLEA leave will count
toward the employee’s total twelve (12) weeks of job-protected FMLA leave.
3. The executive authority shall determine which employees are eligible for continued
work or telework based on the needs and capacity of the city.
All other Employee Manual rules shall remain in force.
This order will terminate at the expiration of the Families First Coronavirus Relief Act,
currently set for December 31, 2020.
On motion of ______________________, seconded by ________________, that the foregoing Municipal
Order be adopted, the vote was called. On roll call the vote stood: ________________________________
________________________________ ________________________________ _________________________________
_________________________________ _________________________________
INTRODUCED,PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the
31st day of March, 2020.
___________________________
Brandi Harless, Mayor
ATTEST:
_______________________________
Lindsay Parish, City Clerk
Introduced and Adopted by the Board of Commissioners, March 31, 2020
Recorded by Lindsay Parish, City Clerk, ______, 2020
Published by the Paducah Sun
R:\Planning\45 City Commission\2020\MO 2020 EFMLA COVID19.docx
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Emergency Response Stimulus and Relief for COVID-19 - J ARNDT
Category: Ordinance
Staff Work By: Lindsay Parish, Michelle Smolen, Jonathan Perkins, James Arndt, Chris
Yarber, Brian Laird
Presentation By: James Arndt
Background Information: In order to combat the financial impact of the novel coronavirus (COVID-19) in
the City of Paducah, this emergency ordinance provides for the following:
Amends FY20 budget to move funds from various city accounts to a project account for relief efforts
associated with the COVID-19 pandemic.
Authorizes the Finance Director to appropriate $150,000 of the funds transferred to the COVID-19
Stimulus (MR0079) Project for the Small Business Relief Fund Program, upon approval of the
applications submitted. The remaining $100,000 will be appropriated in the same manner upon receipt
of donated funds from the Community Foundation of West Kentucky, but only in the form of 1-to-1
matching funds.
Postpones the filing of the annual Gross Receipts License Tax (Business License Tax) to July 15,
2020, for calendar year filers. The deadline of July 15, 2020, is the same time established by the federal
government and Internal Revenue Service.
Establishes a 50% price reduction for solid waste collection for commercial (non-residential) rollouts
and commercial dumpsters. This fee reduction will be in effect for commercial solid waste collection
services provided during the months of April 2020 and May 2020. The City Manager is granted
authority to extend this for two additional months as deemed necessary.
The requirement for Taxicab Driver’s License renewal is waived until July 1, 2020. The City Manager
is granted authority to extend this for two additional months as deemed necessary.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name: COVID-19 Stimulus
Account Number: MR0079
Staff Recommendation: Approve as an emergency ordinance to provide relief during the COVID-19
pandemic.
Attachments:
1.Emergency – 2020 COVID-19 Stimulus Package
ORDINANCE NO. 2020-______-_________
AN ORDINANCE AUTHORIZING A LOCAL ECONOMIC STIMULUS
PACKAGE TO MITIGATE THE IMPACT OF THE COVID-19 PANDEMIC BY AMENDING
ORDINANCE NO. 2019-6-8578; AUTHORIZING THE FINANCE DIRECTOR TO
TRANSFER $250,000 FROM VARIOUS PROJECTS/FUNDS TO A SMALL BUSINESS
RELIEF FUND AND AUTHORIZING THE EXPENDITURE OF SAID FUNDS FOR SMALL
BUSINESS RELIEF; APPROVING A GROSS RECEIPT TAX EXTENSION FOR CALENDAR
FILERS; TEMPORARILY WAIVING TAXICAB DRIVER'S LICENSE RENEWAL
REQUIREMENTS; TEMPORARILY REDUCING SOLID WASTE COLLECTION RATES
FOR COMMERCIAL ACCOUNTS; AND DECLARING AN EMERGENCY TO EXIST
WHEREAS, the President of the United States and the Governor of Kentucky have both
declared a State of Emergency in response to the novel coronavirus (COVID-19) pandemic; and
WHEREAS, the Mayor of the City of Paducah declared a State of Emergency on March
16, 2020 based upon the COVID-19 virus outbreak; and
WHEREAS, on March 18, 2020 and directly in response to the nationwide effects of
COVID-19, the Internal Revenue Service announced tax payment relief for federal tax returns that
are due by April 15, 2020 by automatically extending the tax payment deadline until July 15, 2020;
and
WHEREAS, the City of Paducah Finance Director has recommended the implementation
of similar tax relief for local gross receipts taxes due and collected pursuant to Chapter 106 of the
Code of Ordinances of the City of Paducah, Kentucky; and
WHEREAS, the City of Paducah recognizes the local effects of the COVID-19 pandemic
including the implementation of state and federal recommendations for social distancing, closing
of businesses, and self-quarantining requests all in an effort to prevent the spread of this
devastating virus; and
WHEREAS, the City of Paducah further recognizes the financial impact on local
businesses, its employees and the citizens resulting from both the state and federal
recommendations and, more recently, the necessary actions implemented by Executive Order by
Governor Beshear to reduce the spread of COVID-19 in the Commonwealth of Kentucky; and
WHEREAS, in an effort to prevent any additional financial strain on the businesses and
citizens of City of Paducah during these difficult times, the City of Paducah believes it to be in the
best interests of the City to extend the deadline for which gross receipts taxes are to be paid for
calendar filers under of the City of Paducah Code of Ordinances until July 15, 2020; and
WHEREAS, the City of Paducah desires to provide economic assistance to small
businesses that are impacted by the COVID-19 pandemic by setting aside funds to be disbursed as
relief and stimulus for the local economy; and
WHEREAS, the City of Paducah also desires to provide relief to local businesses by
reducing the cost for commercial solid waste collection services; and
WHEREAS, the City Manager after consultation with the Finance Director, has advised
the Mayor that the financial impact resulting from the proposed extensions, price reductions and
payment to the local small business relief fund will not affect the City’s ability to deliver the
essential services relied upon by its citizens.
NOW THEREFORE, BE IT ORDAINED BY BOARD OF COMMISSIONERS OF THE
CITY OF PADUCAH, KENTUCKY:
SECTION 1. Budget Amendment. That the annual budget for the fiscal year
beginning July 1, 2019, and ending June 30, 2020, as adopted by Ordinance No. 2019-6-8578, be
amended by the following re-appropriations: Transfer $250,000 to the COVID-19 Stimulus
(MR0079) Project from the following account/projects:
$100,000 from the Administrative Contingency Account No. 10000106
524500
$80,000 from the Bike Plan Project CD0095
$20,000 from the Strategic Plan Outreach Project CD0094
$25,000 from the Streets & Sidewalks New Construction Project CD0092
$20,000 from the Micro Façade Project DT0035
$5,000 from Roof Stabilization Project DT0030
SECTION 2. Small Business Relief Fund. That the Finance Director is hereby
authorized to appropriate $150,000 of the funds transferred to the COVID-19 Stimulus
(MR0079) Project for the Small Business Relief Fund Program, upon approval of applications
submitted. The remaining $100,000 will be appropriated in the same manner upon receipt of
donated funds from the Community Foundation of West Kentucky, but only in the form of 1-to-1
matching funds.
SECTION 3. Gross Receipts License Deadline Extended. That in order to
combat the financial impact of the novel coronavirus (COVID-19) in the City of Paducah, the
filing of the annual Gross Receipts License Tax (Business License Tax) as outlined in Section
106-61 through 106-160 of the Code of Ordinances of the City of Paducah, Kentucky, is hereby
postponed to July 15, 2020, for calendar year filers. The deadline of July 15, 2020, is the same
time established by the federal government and Internal Revenue Service. The Finance Director
shall ensure the tax relief provisions set forth in this Ordinance are effectuated.
SECTION 4. Solid Waste Collection Rates. That the City of Paducah hereby
establishes a 50% price reduction for solid waste collection for commercial (non-residential)
rollouts and commercial dumpsters. Municipal Order No. 2046 relating to the schedule of fees
and charges for solid waste pick up is hereby temporarily amended in that commercial solid
waste collection fees for commercial (non-residential) rollouts and commercial dumpsters is
reduced by 50%. This fee reduction shall be in effect for commercial solid waste collection
services provided during the months of April 2020 and May 2020. Further, authority is hereby
granted to the City Manager to extend said price reduction on behalf of the City for up to two (2)
additional month as deemed necessary.
SECTION 5. Taxicab License Renewals. That the City of Paducah hereby
waives the requirement of Section 122-33(d) of the Code of Ordinances of the City of Paducah
requiring the renewal of Taxicab Driver's License at least ten (10) days before the expiration of
the existing license but no sooner than thirty (30) days before the license is set to expire. This
requirement for Taxicab Driver’s License renewal is hereby waived until July 1, 2020. Further,
authority is hereby granted to the City Manager to extend said waiver of renewal requirement on
behalf of the City for up to two (2) additional month as deemed necessary.
SECTION 6. Emergency Declared. Pursuant to KRS 83A.060, the City
Commission suspends the requirement of a second reading of this ordinance. As grounds
therefor, the City Commission does hereby declare an emergency to exist due to the need to
mitigate the local economic effects of the COVID-19 pandemic.
SECTION 7. Severability. The provisions of this Ordinance are declared to be
severable. If any section, phrase or provision shall for any reason be declared invalid, such
declaration shall not affect the validity of the remainder of this Ordinance.
SECTION 8. Effective Date. This ordinance shall become effective immediately
upon its adoption by affirmative vote of 2/3 or more of the legislative body.
________________________________________
Brandi Harless, Mayor
ATTEST:
______________________________
Lindsay Parish, City Clerk
Introduced & Adopted by the Board of Commissioners March 31, 2020
Recorded by Lindsay Parish, Paducah City Clerk, March 31, 2020
Published by The Paducah Sun, ____________________
ORD\Emergency – 2020 COVID-19 Stimulus Package
Ordinance Prepared by Lindsay Parish
Attorney Review by Stacey Blankenship, KKHB
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approve Budget Amendment in the amount of $141,000 for the Replacement of Paxton park
Grounds Equipment - J ARNDT
Category: Ordinance
Staff Work By: James Arndt, Jonathan Perkins, Mark Thompson, Lindsay Parish
Presentation By: James Arndt
Background Information: Paxton Park Municipal Golf Course is in need of new equipment for the golf
course grounds. This budget amendment would move $141,000 from the Fleet Trust Fund fund balance to the
Fleet Trust Fund in order to make it available for the purchase of new mowers and equipment for Paxton Park.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Approve the Budget Amendment
Attachments:
1.budget amend 2019-20 - March 2020 (5th Amendment)
ORDINANCE NO. 2020-_____-______
AN ORDINANCE AMENDING ORDINANCE NO. 2019-6-8578,
ENTITLED, “AN ORDINANCE ADOPTING THE CITY OF PADUCAH,
KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1,
2019, THROUGH JUNE 30, 2020, BY ESTIMATING REVENUES AND
RESOURCES AND APPROPRIATING FUNDS FOR THE OPERATION OF CITY
GOVERNMENT”
WHEREAS, Paxton Park Golf Course is in need of new equipment for the
maintenance of the golf course grounds; and
WHEREAS, funds now need to be transferred into an appropriate account
for expenses related to the purchase of new equipment for Paxton Park Golf Course; and
WHEREAS, KRS prohibits expenses to exceed the budget in any
department and it is therefore necessary to amend the City’s FY2020 budget.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF
PADUCAH, KENTUCKY:
SECTION 1. That the annual budget for the fiscal year beginning July 1,
2019, and ending June 30, 2020, as adopted by Ordinance No. 2019-6-8578, be amended
by the following re-appropriations:
Transfer $141,000 from the FY2020 Fleet Trust Fund Fund Balance to
the Fleet Trust Fund.
SECTION 2. This ordinance shall be read on two separate days and will
become effective upon summary publication pursuant to KRS Chapter 424.
______________________________
Brandi Harless, Mayor
ATTEST:
_____________________________
Lindsay Parish, City Clerk
Introduced by the Board of Commissioners, March 10, 2020
Adopted by the Board of Commissioners, _______________________
Recorded Lindsay Parish, City Clerk, ________________________
Published by The Paducah Sun, ______________________
\ord\finance\budget amend 2019-20 - March 2020 (5th Amendment)
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approve a Budget Amendment in the amount of $80,000 for For the Buckner Lane Bridge
Project - J ARNDT
Category: Ordinance
Staff Work By: Lindsay Parish, Jonathan Perkins
Presentation By: James Arndt
Background Information: This ordinance approves a budget amendment in the amount of $80,000 from the
Unreserved MAP Fund fund balance into the Flood Mitigation - Bridge Design Project Account PF0077 for
funding for the Buckner Lane Bridge Project. These funds will be used for the professional services contract
with BFW Engineering & Testing for the engineering design of the Buckner Lane Bridge Replacement
project.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Approve the Budget Amendment.
Attachments:
1.Ordinance
ORDINANCE NO. 2020-_____-______
AN ORDINANCE AMENDING ORDINANCE NO. 2019-6-8578,
ENTITLED, “AN ORDINANCE ADOPTING THE CITY OF PADUCAH,
KENTUCKY, ANNUAL OPERATING BUDGET FOR THE FISCAL YEAR JULY 1,
2019, THROUGH JUNE 30, 2020, BY ESTIMATING REVENUES AND
RESOURCES AND APPROPRIATING FUNDS FOR THE OPERATION OF CITY
GOVERNMENT”
WHEREAS, in a bridge report provided by the Kentucky Transportation
Cabinet on September 30, 2019, the bridge on Buckner Lane over Crooked Creek was
rated Poor overall with a substructure geometry rating of substandard; and
WHEREAS, funds now need to be transferred into an appropriate project
account for expenses related to the survey, roadway design and structure design for the
bridge/box culvert for the Buckner Lane Bridge replacement over crooked creek; and
WHEREAS, KRS prohibits expenses to exceed the budget in any
department and it is therefore necessary to amend the City’s FY2020 budget.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF
PADUCAH, KENTUCKY:
SECTION 1. That the annual budget for the fiscal year beginning July 1,
2019, and ending June 30, 2020, as adopted by Ordinance No. 2019-6-8578, be amended
by the following re-appropriations:
Transfer $80,000 from the FY2020 Unreserved MAP Fund fund
balance to the Flood Mitigation – Bridge Design Project Account
PF0077
SECTION 2. This ordinance shall be read on two separate days and will
become effective upon summary publication pursuant to KRS Chapter 424.
______________________________
Brandi Harless, Mayor
ATTEST:
_____________________________
Lindsay Parish, City Clerk
Introduced by the Board of Commissioners, March 10, 2020
Adopted by the Board of Commissioners, _______________________
Recorded Lindsay Parish, City Clerk, ________________________
Published by The Paducah Sun, ______________________
\ord\finance\budget amend 2019-20 - March 2020 (4th Amendment)
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approval of a Professional Services Contract with BFW Engineering & Testing, Inc. in the
amount of $154,036.00 for Engineering Services for the Buckner Lane Bridge Project - R MURPHY
Category: Ordinance
Staff Work By: Melanie Townsend
Presentation By: Rick Murphy
Background Information: On April 26, 2018, a major disaster declaration FEMA-4361-DR-KY was signed
by the President for the 2018 Flooding and Severe Weather Events occurring February 21, 2018 through
March 21, 2018. As a result, the City of Paducah applied for and received Disaster Relief Funding for the
restoration of the Buckner Lane Bridge under Event 4361DR-KY. The Federal Emergency Management
Agency (FEMA) has estimated $438,775.00 total project cost with 75% Federal Share and 25% Non-Federal
Share. FEMA has obligated $329,081.00 in Federal funds for the Buckner Bridge Project. The Non-Federal
Share of $109,693.00 is split between State ($52,652.00) and Local ($57,041.00) cost shares.
In a bridge report provided by the Kentucky Transportation Cabinet on September 30, 2019, the bridge on
Buckner Lane over Crooked Creek was rated Poor overall with a substructure geometry rating of substandard.
The report identifies two (2) wooden piles under the bridge with 75% deterioration.
Pursuant to Section 2-659(1) of the City of Paducah Procurement Code, an Emergency was declared on
January 23, 2020 necessitating the immediate replacement of the Buckner Lane Bridge over Crooked Creek.
The deteriorated condition of the bridge needs immediate attention in order to prevent possible harm to
Paducah citizens, emergency response access and convenience of traffic circulation.
Under emergency procurement procedure, BFW Engineering & Testing, Inc. has submitted a fee proposal for
survey, roadway design and structure design for the bridge/box culvert for the Buckner Lane Bridge
replacement over Crooked Creek in the amount of $154,036.00.
Services not included in this scope of work, but included as options in the event the City wishes to take
advantage of these project services, are as follows:
Utility Relocation Plans - $1920.00
RW Negotiations (HMB Engineers) - $32,000.00
Construction Inspection & Testing - $64,800.00
The City of Paducah appropriated $100,000 into Flood Mitigation- Bridge Design Project Account PF0077 in
the FY2019 General Operating Budget as approved by Ordinance 2018-06-8537. A balance of $74,565.00 is
available to fund the Buckner Lane Bridge engineering services. An additional $80,000 will be transferred
from the unreserved MAP Fund Balance to fully fund the engineering design of the Buckner Lane Bridge
replacement project.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize and direct the Mayor to sign a professional services contract with BFW
Engineering & Testing, Inc. in the amount of $154,036.00 for engineering services for the Buckner Lane
Bridge Project.
Attachments:
1.FEE PROPOSAL BUCKNER LANE
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approve Professional Services Contract for a Classification and Compensation Study for a base
fee of $39,000 with additional expenses not to exceed $1,600 with CBIZ Benefits & Insurance Services, Inc.
d/b/a CBIZ Talent and Compensation Solutions - S SUAZO
Category: Municipal Order
Staff Work By: Stefanie Suazo
Presentation By: Stefanie Suazo
Background Information: The most recent classification and compensation study was completed in 2011,
and it is recommended in order for the City to remain competitive to recruit and retain employees that it is time
to review all positions and pay again. The compensation study would analyze the market competitiveness of
the City’s compensation structure and develop a new compensation structure for the City of Paducah to address
both external and internal equity. The objective of the study will also be to provide the City with a
compensation plan that will continue to accurately reflect job roles and responsibilities, establish an
organizational structure that is flexible in order to accommodate the City’s growth and well-aligned with its
broader goals and strategies. Staff is also proposing to set aside funds for potential salary adjustments to be
implemented in the FY2021 budget pending Commission approval.
Does this Agenda Action Item align with a Strategic Plan Action Step? Yes
If yes, please list the Action Step Item Codes(s): Recruitment and Retention
Funds Available:Account Name:
Account Number:
Staff Recommendation: Adopt a municipal order appropriating $40,600 from the General Fund to a Project
Account named Pay & Class Study 2020, to pay for professional services with CBIZ Talent and Compensation
Solutions to complete the City's Pay and Classification Study.
Attachments:
1.Ordinance
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Closure of a Portion of an Alley Between 160 and 200 Bruce Avenue - R MURPHY
Category: Ordinance
Staff Work By: Melanie Townsend
Presentation By: Rick Murphy
Background Information: The following adjacent property owners have submitted an executed application
requesting that a portion of an alley located between 160 and 200 Bruce Avenue be closed:
William Curtis
Kelly Curtis Morgan Walker and Scott Walker
On March 2, 2020, the Planning Commission held a public hearing and made a positive recommendation to the
City Commission for this closure. All of the utility companies have agreed to this closure with a 50 foot wide
ingress-egress and utility easement as shown on the plat.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: To adopt an ordinance authorizing the closing of a portion of an alley between 160
and 200 Bruce Avenue be closed and authorizing the Mayor to execute the closure plat and all necessary
documents to complete the transfer of property to the adjacent property owners.
Attachments:
1.Ordinance
2.Planning Commission closing alley_160 Bruce Ave 2
3.160 Bruce Ave_plat survey alley closure 2
ORDINANCE NO. 2020-______-________
AN ORDINANCE PROVIDING FOR THE CLOSING OF A PORTION OF
PORTON OF AN ALLEY BETWEEN 160 AND 200 BRUCE AVENUE, AND AUTHORIZING
THE MAYOR TO EXECUTE ALL DOCUMENTS RELATING TO SAME
BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. That the City of Paducah does hereby authorize the closing of a
portion of 160 and 200 Bruce Avenue as follows:
LEGAL DESCRIPTION
16 foot wide Alley Right of Way Closure
A portion of an existing 16 foot wide alley containing 0.1641 acres as surveyed by Ricky A. Tosh, PLS
2900 of the firm of Dummer Surveying & Engineering Services, Inc. of Paducah, Kentucky on
December 30, 2019 located on the east side of Bruce Avenue and south of Pecan Drive in Block "A" of
Hillcrest Subdivision in Paducah, McCracken County, Kentucky, and being more particularly described
as follows:
Bearings described herein are based on a magnetic observation taken at the time of the survey.
All rebars and caps (set) are 1/2" diameter by 18" long rebar with a plastic cap stamped "R. TOSH
KYPLS 2900" unless stated otherwise.
Beginning at a rebar and cap (set) in the east right-of-way of Bruce Avenue and the centerline of the 16
foot wide alley right-of-way, said rebar being 25.00 feet east of the centerline of Bruce Avenue, said
centerline point be located 46.87 feet north of the centerline intersection of Valley View Drive and
Bruce Avenue;
Thence with the east line of Bruce Avenue North 10 Degrees 24 Minutes 09 Seconds West for a
distance of 8.13 feet to a 1/2" diameter rebar (found), said point being located 25.00 feet east at right
angles from the centerline of Bruce Avenue;
Thence with a common line to the W.M. Curtis property recorded in Deed Book 1171, Page 226 and
being Tract 4 of Plat Section "L", Page 1939 the following (2) two courses:
1. North 69 Degrees 28 Minutes 51 Seconds East for a distance of 148.18 feet to a 3/4" diameter
iron pipe (found);
2. South 74 Degrees 49 Minutes 18 Seconds East for a distance of 302.46 feet to a rebar and cap
(set);
Thence crossing the alley South 15 Degrees 10 Minutes 42 Seconds West for a distance of 16.00 feet
to a 1/2" diameter rebar with a plastic cap stamped "DH Dummer PLS 1955" (found);
Thence along a common line to the Kelly Curtis Morgan Walker property described in Deed Book 900,
Page 139 and being Lot 22B of Plat Section "K", Page 973 the following (2) two courses:
1. North 74 Degrees 49 Minutes 18 Seconds West for a distance of 297.31 feet to a rebar and cap
(set);
2. South 69 Degrees 28 Minutes 51 Seconds West for a distance of 145.88 feet to a rebar and
cap {set), said point being located 25.00 feet east at right angles to the centerline of Bruce
Avenue;
Thence with the east line of Bruce Avenue North 10 Degrees 24 Minutes 09 Seconds West for a
distance of 8.13 feet to the Point of Beginning.
Together with and subject to covenants, easements, right of ways and restrictions of record and in
existence.
SECTION 2. In support of its decision to close the aforesaid public way, the Board
of Commissioners hereby makes the following findings of fact:
a. William Curtis, Kelly Curtis, Morgan Walker and Scott Walker, own the
properties abutting the public way which the Board of Commissioners has authorized to be closed as
is evidenced by the application for street and/or alley closing which is attached hereto and made part
hereof.
b. On the 2nd day of March, 2020, the Paducah Planning Commission of the City
of Paducah adopted a resolution recommending to the Mayor and Board of Commissioners of the
City of Paducah closure of the aforesaid public way.
c. Written notice of the proposed closing was given to all property owners in or
abutting the public way or the portion thereof being closed as is evidenced by the application for
street and/or alley closing which is attached hereto and made a part hereof.
d. All property owners in or abutting the public way or the portion thereof being
closed have given their written notarized consent to the closing as is evidenced by the application for
street and/or alley closing which is attached hereto and made a part hereof.
SECTION 3. All requirements of KRS 82.405(1) and (2) having been met, the
Board of Commissioners of the City of Paducah hereby concludes that the aforesaid public way, as
described above, should be closed in accordance with the provisions of KRS 82.405.
SECTION 4. The Mayor is hereby authorized, empowered, and directed to execute a
quitclaim deed from the City of Paducah to each of the property owners in or abutting the public way
to be closed with each to acquire title to that portion of the public way contiguous to the property
now owned by said property owners up to center line of the said public way. Provided, however, that
the City shall reserve such easements upon the above described real property as it deems necessary.
Said deed shall provide the reservation by the City of Paducah any easements affecting the herein
described real property as described in Section 1 above. Further, the Mayor is hereby authorized,
empowered, and directed to execute all documents related to the street closing as authorized in
Section 1 above.
SECTION 5. This ordinance shall be read on two separate days and will become
effective upon summary publication pursuant to KRS Chapter 424.
___________________________________
Brandi Harless, Mayor
ATTEST:
___________________________________
Lindsay Parish, City Clerk
Introduced by the Board of Commissioners, March 31, 2020
Adopted by the Board of Commissioners, _______________________
Recorded by Lindsay Parish, City Clerk, _______________________
Published by The Paducah Sun, ____________________________
\ord\eng\st close\160 and 200 Bruce Avenue
CERTIFICATION
I, Lindsay Parish, hereby certify that I am the duly qualified and acting Clerk of the City of Paducah,
Kentucky, and that the foregoing is a full, true and correct copy of Ordinance No.
_________________ adopted by the Board of Commissioners of the City of Paducah at a meeting
held on _____________________.
____________________________________
City Clerk
Exhibit A
City of Paducah, Kentucky
Public Right-of-Way Closure Application
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approval of contract with Jim Smith Contracting, LLC in the amount of $479,350.50 for the
Greenway Trail Phase V project - R MURPHY
Category: Ordinance
Staff Work By: Melanie Townsend
Presentation By: Rick Murphy
Background Information: On February 25, 2020, sealed bids were opened and read aloud for the
Greenway Trail Phase V Project. Two responsive and responsible bids were received with Jim Smith
Contracting, LLC submitting the lowest base bid in the amount of $479,350.50. This bid was 2.4% below the
engineer’s construction cost estimate.
This Project is primarily funded with a FHWA Transportation Enhancement Grant administered by the
Kentucky Transportation Cabinet Office of Local Programs (KYTC-OLP) in the amount of $432,500 with a
20% City match. The estimated project cost is $540,625.00. Per Ordinance 2018-01-8511 an initial match
amount of $100,790.00 was transferred into the project account from the Boyles Trust Fund. An additional
$50,000 will be transferred from the Boyles Trust Fund to the Greenway Trails Phase V project account to
fully fund the project as currently budgeted.
As required by the FHWA grant LPA process, documentation was forwarded to the KYTC-OLP
recommending the award of the Project to Jim Smith Contracting, LLC, and confirmation was received from
Ms. Kim Tompkins on March 11, 2020, copy attached.
Does this Agenda Action Item align with a Strategic Plan Action Step? Yes
If yes, please list the Action Step Item Codes(s): E-4: Continue developing the riverfront from the
Carson Center to the Convention Center.
Funds Available:Account Name: Greenway Trail Phase V
Account Number: PA0111
Staff Recommendation: To receive and file the bids and adopt an Ordinance authorizing the Mayor to
execute a contract with Jim Smith Contracting, LLC, in the amount of $ 479,350.50 for construction of the
Greenway Trail Phase V Project. In addition, authorizing the Finance Director to transfer $50,000 from the
Boyles Trust Fund into the Greenway Trail Phase V project account (PA0111).
Attachments:
1.Ordinance
2.00500 - Agreement GWT5
3.01-03201_ Paducah - Greenway Trail Phase 5 - Notice to Proceed with Construction Award 2
4.Feb_2_2020_bid ads 2
ORDINANCE NO. 2020-_____-________
AN ORDINANCE ACCEPTING THE BID OF JIM SMITH CONTRACTING,
LLC, IN THE AMOUNT OF $479,350.50 FOR THE GREENWAY TRAIL PHASE V
PROJECT, AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME
BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. That the City of Paducah accepts the bid of Jim Smith Contracting,
LLC, in the amount of $479,350.50, for the Greenway Trail Phase V Project, said bid being in
substantial compliance with bid specifications, and advertisement for bids, as contained in the
bid of Adams Contracting, LLC, of February 25, 2020.
SECTION 2. That the Mayor is hereby authorized to execute a contract with Jim
Smith Contracting, LLC, for the Greenway Trail Phase V Project, authorized in Section 1 above,
according to the specifications, bid proposal and all contract documents heretofore approved and
incorporated in the bid.
SECTION 3. That the Finance Director is hereby authorized and instructed to
transfer $50,000 from the Boyles Estate Trust (PF0049) into the Greenway Trail Phase V Project
Account (PA0111). The expenditure, authorized by Section 1 above, shall be charged to the
Greenway Trail Phase V Project Account.
SECTION 4. This Ordinance shall be read on two separate days and will become
effective upon summary publication pursuant to KRS Chapter 424.
______________________________
Brandi Harless, Mayor
ATTEST:
_______________________________
Lindsay Parish, City Clerk
Introduced by the Board of Commissioners, March 31, 2020
Adopted by the Board of Commissioners, _______________________
Recorded by Lindsay Parish, City Clerk, ______________________
Published by The Paducah Sun, __________________________
\ord\eng\agree- Jim Smith Contracting Greenway Trail Phase V
00500
AGREEMENT
Page 1 of 2
CITY OF PADUCAH, KENTUCKY
ENGINEERING-PUBLIC WORKS DEPARTMENT
AGREEMENT FOR GREENWAY TRAILS PHASE V PROJECT
THIS AGREEMENT, made this day of , 2020 by and between the CITY OF
PADUCAH, hereinafter called the OWNER, and JIM SMITH CONTRACTING CO.,LLC, hereinafter
called the CONTRACTOR, for the consideration hereinafter named, agree as follows:
ARTICLE 1. SCOPE OF WORK
The Contractor agrees to furnish all the necessary labor, materials, equipment, tools and services
necessary for the construction of the GREENWAY TRAILS PHASE V PROJECT. All Work shall be in
accordance with this Agreement, the Plans, Specifications and any Addendum(s) issued.
Throughout the performance of this Contract, the Engineering-Public Works Department of the
City of Paducah shall, in all respects, be acting as both Engineer and agent for the Owner, City of
Paducah. All work done by the Contractor shall be completed under the general supervision of the
Engineer.
ARTICLE 2. TIME FOR COMPLETION AND LIQUIDATED DAMAGES
The Contractor hereby agrees to commence work under this contract on or before a date to be
specified in the Notice to Proceed and to fully complete the project within One Hundred Fifty (150)
consecutive calendar days thereafter.
Failure of the Contractor to complete the work in the time specified above plus any extensions
allowed in accordance with the General Conditions shall result in the assessment of liquidated damages
for the delay (not as a penalty). Liquidated damages shall be in the amount of $500.00 per consecutive
calendar day for failure to meet the final completion date and shall be withheld from final payment.
ARTICLE 3. THE CONTRACT SUM
The Owner agrees to pay the Contractor for the performance of the Contract, subject to additions
and deductions provided therein: Four Hundred Seventy-Nine Thousand, Three Hundred Fifty and
50/100 Dollars ($479,350.50) as quoted in the Bid Proposal by the Contractor dated February 25, 2020
which shall constitute full compensation for the work and services authorized herein.
ARTICLE 4. PROGRESS PAYMENTS
Payments for work completed will be made in accordance with the Specifications.
ARTICLE 5. ACCEPTANCE AND FINAL PAYMENT
Final payment shall be due sixty, (60) days after substantial completion of the work, provided the
work will then be fully completed and the Contract fully performed in accordance with the specifications.
ARTICLE 6. GOVERNING LAW
The Parties agree that this Agreement and any legal actions concerning its validity, interpretation
and performance shall be governed by the laws of the Commonwealth of Kentucky. The parties further
agree that the venue for any legal proceeding relating to this Agreement shall exclusively be in
McCracken County, Kentucky.
00500
AGREEMENT
Page 2 of 2
ARTICLE 7. THE CONTRACT DOCUMENTS
The Plans, Specifications and any addendum that may have been issued are fully a part of this
Contract as if thereto attached or herein repeated.
IN WITNESS WHEREOF:
The parties hereto have executed this Agreement, the day and year first above written.
CONTRACTOR CITY OF PADUCAH, KENTUCKY
BY __________________________ BY ____________________________
TITLE ________________________ Brandi Harless, Mayor
ADDRESS: ADDRESS:
1108 Dover Rd. Post Office Box 2267
Grand Rivers, KY 42025 Paducah, Kentucky 42002-2267
From:Tompkins, Kimberly J (KYTC)
To:Melanie Townsend;Mike McGregor
Cc:Stansel, Rick L (KYTC);Kuntz, Chris C (KYTC-D01)
Subject:01-03201: Paducah - Greenway Trail Phase 5 - Notice to Proceed with Construction Award
Date:Wednesday, March 11, 2020 5:31:17 PM
READ THIS – KNOW THIS – DO THESE THINGS
and make sure the Contractor is aware of these requirements, please.
The Kentucky Transportation Cabinet, Office of Local Programs (KYTC OLP) has received and reviewed the
bid documents submitted for the subject project.
Based on documents as submitted, KYTC OLP approves the award to Jim Smith Contracting
Continue to adhere to the provisions of the Federal-Aid Highway Program Project Development Guide for Local Public
Agencies. Failure to follow these provisions can adversely affect your project. Any/All changes and alterations to your
project must be submitted to OLP prior to construction or purchasing for review of compliance with State and Federal
Regulations. Please review these reminders/requirements and forward this email/information to the contractor so they have
it as well:
1. Include the Project# on all project related paperwork and the subject line of emails: 01-03201.
2.The amount of the construction phase award will be adjusted to reflect the amount of the successful bid. Excess
funds will be returned for awards to other projects. Only pre-approved change orders may result in construction
funding changes.
3. Finalize all payments for previous phases and forward so those phases may be closed.
4. Notify your OLP Project Manager of the date construction will begin.
5.Certified Payrolls must be checked by the LPA or consultant and forwarded to the KYTC PM with payment requests.
6.Daily Inspection Reports, signed by the appropriate personnel are required with test results & Buy America certs.
They too, must be checked by the LPA or consultant and forwarded to the KYTC PM with payment requests.
7.Make sure the contractor knows to turn in the affidavit and copies of the invoices and cancelled checks for the DBE
work during the course of the project. We must have documentation to prove the DBE goal was met and paid
according to guidelines. It is understood DBEs work at different times on projects depending on their function;
regardless,copies must be turned in before the project is closed or final payment is made.
8.Call the District Office to schedule a final inspection PRIOR to the contractor vacating the site. Any corrections must
be completed before the project is closed or final payment is made.
9.Make sure the contractor DOES NOT calculate retainage in their billing. Federal Guidelines do not allow
retainage on these projects.
10.If there is any potential deviation from the plans, short of an emergency, it needs to be approved before it is done!If
you are not sure if OLP should be notified or if it will need a change order, call Mike Jones in OLP for an opinion.
Changes without prior approval are not reimbursable.
11. The LPA can begin turning in reimbursement requests as early and as often as needed. We prefer monthly
requests. If a payment schedule is negotiated, a copy must go to the OLP Project Manager. .
It is preferred that each Application for Payment include the invoice detailed breakdown, certified payroll,
daily inspection reports (with test results or Buy America certificates), DBE paperwork if applicable and any
other relevant information for the time frame being billed.
We look forward to working with you to move this project forward. If you have any questions, please contact
me, rather than risk losing reimbursement
kt
Kim Tompkins
Transportation Alternatives Program (TAP) Coordinator
502-782-4737 Direct Line
Office of Local Programs
OLP-TAP Webpage
Include the project Item#, if awarded project, in the subject line of all emails.
From: Stansel, Rick L (KYTC) <Rick.Stansel@ky.gov>
Sent: Wednesday, March 4, 2020 2:36 PM
To: Tompkins, Kimberly J (KYTC) <Kimberly.Tompkins@ky.gov>
Bidder Total Base Bid Alt #1 Alt #2
Total Bid with
Alternate(s)
Prequal?
Y/N
Jim Smith Contracting $479,350.50
$10,287.00 $135,008.00 $624,645.50 Y
Youngblood Excavating & Contr. $491,814.00
$11,8713.00 $155,398.00 $648,083.00 Y
Engineer’s Estimate $491,220.99
$11,354.00 $139,886.50 $642,461.49
Cc: Jones, Michael R (KYTC) <MichaelR.Jones2@ky.gov>
Subject: City of Paducah - greenway Trail Phase 5 Item No. 01-3201
There were (2) two bids submitted on the subject project. The bids are as follows:
The project will be awarded only on the Total Base Bid of $479,350.50
Jim Smith Contracting’s bid is (-) $11,870.49 or (-) 2.4% below the Engineer’s Estimate.
There is a 5% DBE goal establish for the project
The project was advertised in the Paducah Sun for 23 days.
Jim Smith Contracting will utilize James Sanders Nursery a KYTC Certified and Prequalified DBE. Sanders Nursery
will perform the work items, Tree Protection Zone Fencing & Signage, Shade Trees, Seeding and Protection,
Excavate/Prep Planting Beds, Shrubs, Perennials/Glasses/Groundcover, Shredded Hardwood Mulch and Landscape
Bed Edging for total of $58,007.50 or 12.1% DBE participation.
Based on Jim Smith Contracting’s bid being (-)$11,870.49 or 2.4% below the Engineer’s Estimate and the contractor
meeting and exceeding the DBE goal of 5% with 12.1% DBE participation, it is recommended that a Notice to
Proceed to Award be issued to the City of Paducah to award the subject project in the amount of $479,350.50 to
the low bidder Jim Smith Contracting.
If you have any questions, please advise.
Thank you,
Rick Stansel
KYTC Program Management
502-782-4739
paducahsun.com The Paducah Sun • Sunday, February 2, 2020 • 7C
>Ê/ iÊ*>`ÕV> Ê-ÕÊÌ`>Þt
ÓÇäxÇxnÇää
ÀÊ->iÊ ÞÊ"ÜiÀ]Ê,i>Ê
ÃÌ>ÌiÊ}iÌÃÊEÊ Õ`iÀÃÊÀiÊ7iVit
3/,
$
1, /
,
-1 /-t
f{ääää
7iÊÜÊ>`ÛiÀÌÃiÊÞÕÀ
ÕÃiÊÕÌÊÌÊÃiÃI
",
" 9
vÀÊÃÕLÃVÀLiÀÃ
f{°ääÊvÀÊÃÕLÃVÀLiÀî
ÊÊÊÊÊÊIÊÓÝÓÊ Ã«>ÞÊ`Ê6>ÕiÊf£{{°ääÊ«iÀÊ`>Þ®
ÊÊÊÊÊIÊ`ÛiÀÌÃiiÌÊÜÊÀÕÊ
6
,9Ê 9
ÊÊÊÊIÊ`ÛiÀÌÃiiÌÊÜÊVÕ`iÊ« Ì]Ê`iÃVÀ«Ì]
ÊÊÊÊÊ>`Ê«ÀViÊvÊÞÕÀÊ i
ÊÊIÊ
iÀÌ>ÊÀiÃÌÀVÌÃÊ>««Þ
ÊIÊ/ ÃÊvviÀÊÛ>`ÊvÀÊ>ÊÌi`ÊÌiÊÞ
IÊ`ÛiÀÌÃiiÌÊÜÊÀÕÊÊÀiÊÌ >Ê£näÊ`>ÞÃ
HOME SERVICE
DIRECTORY PADUCAH
TREE
SERVICE
(270) 210-5132
FREE ESTIMATES
PROFESSIONAL
SERVICE DIRECTORY
REAL ESTATE FOR
SALE
TRANSPORTATION
FINANCIAL
LEGALS
Agenda Action Form
Paducah City Commission
Meeting Date: March 31, 2020
Short Title: Approval of a Professional Services Contract with BFW Engineering & Testing, Inc. in the
amount of $250,000 for the Environmental Assessment Services for the Paducah Riverfront Infrastructure
Improvement Project (BUILD Grant) - R MURPHY
Category: Ordinance
Staff Work By: Ty Wilson, Melanie Townsend
Presentation By: Rick Murphy
Background Information: In 2019, the City of Paducah was awarded the Better Utilizing Investments To
Leverage Development (BUILD) Grant in the amount of $10.4 million. The City has a required match of $1.1
million. This grant is for the Paducah Riverfront Infrastructure Improvement Project, which includes: an
excursion pier and plaza, transient dock landing improvements, and four intersection improvements and a
multi-use pathway.
In order to execute a grant contract with MARAD (Maritime Administration), the City of Paducah must
complete an Environmental Assessment to fulfill the National Environmental Protection Act (NEPA)
requirements.
On February 2, 2020, a Request for Qualifications was released and the City received bids through February
25, 2020. After reviewing the statement of qualifications, and given the firm's and subcontractors' experience
in the project area, BFW Engineering & Testing, Inc. was selected and was sent a request for a formal fee
proposal. A fee proposal in the amount of $250,000 was received on March 16th. The proposal is broken out
by category: NEPA Document Preparation, Grant Compliance, Permitting, Biological/Ecological Resources,
Cultural Resources, Socioeconomic, Noise, Public Communications, Traffic, and Utilities. Subcontractors
included in the proposal are HDR Engineering, Redwing Environmental and Corn Island Archaeology.
This portion of the project is not covered by the grant funding and is not included in the City's match
requirement. The expenses associated with the Environmental Assessment will be covered by the funds from
the BUILD Grant Project account.
Does this Agenda Action Item align with a Strategic Plan Action Step? No
If yes, please list the Action Step Item Codes(s):
Funds Available:Account Name:
Account Number:
Staff Recommendation: Authorize and direct the Mayor to sign a professional services contract with BFW
Engineering & Testing, Inc. in the amount of $250,000 for environmental services for the Paducah Riverfront
Infrastructure Improvement Project (BUILD Grant).
Attachments:
1.agree- BFW Environmental Assessment BUILD Grant
2.PaducahRiverfrontInfrastructureImprovement-FeeProposal-2020-03-16-FINAL 2
3.BUILD_EA_RFP Letter 2
ORDINANCE NO. 2020-_____-________
AN ORDINANCE AUTHORIZING AND DIRECTING THE MAYOR TO
EXECUTE A PROFESSIONAL SERVICES CONTRACT WITH BFW ENGINEERING &
TESTING, INC. IN THE AMOUNT OF $250,000 FOR ENVIRONMENTAL SERVICES FOR
THE PADUCAH RIVERFRONT INFRASTRUCTURE IMPROVEMENT PROJECT (BUILD
GRANT)
WHEREAS, in 2019, the City of Paducah was awarded the Better Utilizing
Investments To Leverage Development (BUILD) Grant in the amount of $10.4 million for
construction of an excursion pier and plaza, transient dock landing improvements, and four
intersection improvements and a multi-use pathway; and
WHEREAS, in order to execute a grant contract with MARAD (Maritime
Administration), the City of Paducah must complete an Environmental Assessment to fulfill the
National Environmental Protection Act (NEPA) requirements; and
WHEREAS, on February 2, 2020, a Request for Qualifications was released and
the City received bids through February 25, 2020; and
WHEREAS, BFW Engineering & Testing, Inc. was selected and offered a fee
proposal in the amount of $250,000.
NOW THEREFORE, BE IT ORDAINED BY THE CITY OF PADUCAH,
KENTUCKY:
SECTION 1. That the City of Paducah authorizes the Mayor to execute a
professional services contract with BFW Engineering & Testing in the amount of $250,000, for
environmental services for the Paducah Riverfront Infrastructure Improvement Project (BUILD
Grant).
SECTION 2. This Ordinance shall be read on two separate days and will become
effective upon summary publication pursuant to KRS Chapter 424.
______________________________
Brandi Harless, Mayor
ATTEST:
_______________________________
Lindsay Parish, City Clerk
Introduced by the Board of Commissioners, March 31, 2020
Adopted by the Board of Commissioners, _______________________
Recorded by Lindsay Parish, City Clerk, ______________________
Published by The Paducah Sun, __________________________
\ord\eng\agree- BFW Environmental Assessment BUILD Grant