City Commission - July Agenda

Published:

Our monthly voting meeting is July 26th (Monday) at 5:00 pm. All meetings are at City Hall (315 W. Second Street). Citizen comments are welcomed at the beginning of each meeting.

At our work session earlier this month, the Commission also agreed to digitally record all of our meetings and to then make those recordings available online to anyone who wants to access them. This is a great step forward for transparency and open government.

As always, I welcome questions and comments at selluswilder@gmail.com.

The following is our agenda for the month:

BOARD OF COMMISSIONERS
July 26, 2010
REGULAR MEETING
5:00 P.M. (EDT)
315 WEST SECOND STREET
FRANKFORT, KY 40601
502/875-8500
1.
INVOCATION
Rev. Glenn Spaulding, St. John AME
PLEDGE OF ALLEGIANCE
John Hammond
ROLL CALL
MINUTES
June 28, 2010 Regular Meeting; July
12, 2010 Work Session
2.
CEREMONIAL ITEMS
3.
CITIZEN COMMENTS
4.
ORDINANCES
5.
ORDERS
6.
RESOLUTIONS
6.1
Resolution adopting a Residential Antidisplacement and Relocation Assistance Plan under Section
104(d) of the Housing and Community Development Act of 1974, as amended.
Purpose: To consider adopting a Residential Anti-displacement and Relocation Plan as required
by the Department of Local Government to receive Community Development Block Grant funds for
the Mountain Recycling Equipment Lease Project.
Background: The City of Frankfort applied for and received notification that we were awarded
Economic Development funding under the Department for Local Government's Community
Development Block Grant. The funding is for CCEIDA to purchase equipment and lease the
equipment by Mountain Valley Recycling. CDBG requirements include that the city adopt a
Residential Anti-displacement and Relocation Plan.
Financial Analysis: The Residential Anti-displacement and Relocation Plan should not affect
funding.
Recommendation: Approval
Attachments:
Resolution
Residential Anti-displacement and Relocation Plan
Contact Person:
Name:
George Leamon Kim Smith
Rebecca Hall
Title:
Staff
Administrative Assistant Grants Manager
Department: BGADD
CCEIDA
City Manager
Phone:
859/269-8021
502/226-5611
502/875-8500
Email:
gleamon@bgadd.org
kimsmith@cceida.com
rhall@frankfort.ky.gov
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7. CONSENT CALENDAR
Items on the Consent Calendar 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 Calendar and considered
separately. The City Manager will read the items recommended for approval.
7.1
To authorize the Mayor to sign a Full Release of Mortgage for property located at 113 Skyview
Drive (Sewer Department).
Purpose: The purpose of this item is to authorize the Mayor to sign a Full Release of Mortgage for
property located at 113 Skyview Drive.
Background: Subsequent to construction of the Choateville Project we had a number of residents
sign promissory notes and second mortgages to pay off their sewer capacity fee over time. The
property owner at 113 Skyview Drive signed a promissory note and mortgage and has since paid
the amount owed in full. This document will be filed with the Office of the Clerk of the Franklin
County Court to release the second mortgage.
Financial Analysis: NA
Recommendation: Approval
Attachment:
Full Release of Mortgage
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.2
To authorize award of an engineering contract for the Evaluation, Preliminary Engineering and
preparation of contract documents for bidding of the Two Creeks Inflow and Infiltration (I&I)
Reduction Project, Part 1 (Sewer Department).
Purpose: The purpose of this item is to consider awarding a contract to JJG to perform the
Evaluation, Preliminary Engineering and preparation of contract documents for bidding of the Two
Creeks I&I Reduction Project, Part 1 to address excessive inflow and infiltration issues related to
three sanitary sewer overflows.
Background: In December 2007 the Sewer Department accepted Statements of Qualifications
from engineering firms for prequalification into the Wet Weather Program. The Sewer Department
received Statements of Qualifications from 27 firms. Upon review of the Statements of
Qualifications, a short-list of 3 firms was interviewed for the Two Creeks Pump Station replacement
and I&I Reduction Projects.
Based upon the presentations and the firm's responses to questions by members of the selection
committee, the selection committee unanimously recommended that the project be awarded to
JJG. A contract was awarded for design of the Two Creeks Pump Station replacement; however,
the award of the Two Creeks I&I Reduction was delayed until the pump station design was nearly
complete.
The initial contract will have a contract limit of $126,000. Additional funds will be necessary upon
completion of the bidding for construction administration, construction observation and other
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services as may be required.
Financial Analysis: Funds are available in Sewer Account No. 695.00.51100.
Recommendation: Approval
Attachment:
Contract - Draft
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.3
Authorization to amend a professional service contract to Kenvirons, Inc. for engineering services
associated with an increase in design scope for the Westover Supplemental Environmental Project
(Sewer Department).
Purpose: The purpose of this item is to consider amending a contract with Kenvirons, Inc for
engineering services associated with an increase in design scope for the Westover Supplemental
Environmental Project.
Background: In December 2007 the Sewer Department accepted Statements of Qualifications
from engineering firms for prequalification into the Wet Weather Program. The Sewer Department
received Statements of Qualifications from 27 firms.
Based upon qualifications and the time schedule associated with the project, the sewer department
recommended that the project be awarded to Kenvirons, Inc. Kenvirons, Inc was contracted to
complete design of the project.
The design was completed and this amendment is for Kenvirons, Inc to provide engineering design
services associated with an increase in project scope. The project design area increased by
an additional 59% due to design requirements related to easement acquisition. The amount of
Amendment # 2 is $36,467.00.
Original Contract
$56,750.00
Amendment # 1
$10,500.00
Amendment # 2
$36,467.00
Total Contract
$103,717.00
Financial Analysis: Funds are available in Account No. 695.00.55110.
Recommendation: Approval
Attachment:
Amendment No. 2
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
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7.4
To authorize the Mayor to sign an easement agreement between Mark T. and Penny Simpson and
the City of Frankfort for a sewer easement associated with the Westover Supplemental
Environmental Project (SEP) (Sewer Department).
Purpose: To accept an easement agreement between Mark T. and Penny Simpson and the City of
Frankfort for a sewer easement necessary to complete the Westover SEP project. Authorization
to sign above referenced easement agreement along with any future easement associated with the
Westover SEP project.
Background: The Westover SEP is a Consent Judgement driven project that will extend sewer
service to approximately 15 homes that are currently on septic tanks. The easement through the
property of Mark T. and Penny Simpson is necessary in order to connect several of those homes
into the Frankfort Sewer Department existing system.
Financial Analysis: Funds are available in Account No. 300.68.54390.
Recommendation: Approval
Attachment:
Easement Agreement
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.5
To authorize additional funding to Continuing Engineering Services Agreement with Strand
Associates, Inc. for engineering services related to the CSO Long Term Control Plan (Sewer
Department).
Purpose: To increase funding to Strand Associates for engineering services associated with the
Combined Sewer Overflow Interim Long Term Control Plan and the Long Term Control Plan (CSO
LTCP) and other CSO related engineering needs.
Background: The recently negotiated Consent Judgment requires the Sewer Department to
prepare and submit to the Division of Enforcement and the US EPA an Interim and Final Long
Term Control Plan. Strand Associates has been assisting the Department with a multitude of CSO
related services, including flow monitoring.
This funding increase, in the amount of $94,500, will allow Strand to continue with their support
of CSO related activities required by the Sewer Department. In particular this will allow Strand to
complete activities associated with the Interim and Final Long Term Control Plans, as required by
the Consent Judgment. Currently a total of $939,800 has been awarded to Strand for professional
services associated with the Long Term Control Plan. This additional funding will increase their
Professional Services fees as follows:
Previously Awarded
$ 939,800.00
Additional Funding
$ 94,500.00
Total
$1,034,300.00
Financial Analysis: Funds are available in Account No. 695.00.51100.
Recommendation: Approval
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Attachment:
Letter from Strand
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department: Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.6
To authorize award of Engineering Services Agreement with URS Corporation for design services
to replace an under capacity sewer line along Slickway Branch near US 60 and I-64 (Sewer
Department).
Purpose: To consider awarding an Engineering Services Agreement with URS Corporation for
design services to replace an under capacity sewer line along Slickway Branch near US 60 and I-
64.
Background: Near the intersection of US 60 and I-64 there is an existing sewer line that is
under capacity. During the development of Parkside this capacity issue was discovered and the
Developer of Parkside Development is cost sharing on the resolution of this issue.
The agreement calls for design and surveying services through the bidding process. The amount
of the agreement is $97,380.00.
Financial Analysis: Funds are available in Account No. 695.00.51100.
Recommendation: Approval
Attachment:
Engineering Services Agreement " Draft
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.7
Authorization to approve a change order request for Twin States Utilities on the Westover
Supplemental Environmental Project (SEP) (Sewer Department).
Purpose: The purpose of this item is to consider adding additional construction funds, Change
Order # 1, to the contract with Twin States Utilities to install a sewer system for the Westover
Supplemental Environmental Project (SEP).
Background: In December 2009, a contract was entered into with Twin States Utilities to
install sewers to service an unserved section of Westover Drive. Upon start of the project, it
was discovered that three manholes and sections of lines needed to be adjusted to meet the
requirements of an easement agreement.
The total contract amount is summarized below:
Original Contract
$327,844.00
Change Order # 1
74,514.22
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Revised Contract
$402,358.22
Financial Analysis: Funds are available in Account No. 695.00.51100
Recommendation: Approval
Attachment:
Change Order No. 1
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.8
To authorize award of an engineering agreement to O'Brien and Gere to perform an Energy and
Greenhouse Gas Assessment for the Cardinal Hills project (Sewer Department).
Purpose: The purpose of this item is to consider awarding an Engineering Agreement to O'Brien
& Gere Engineers, Inc. (OBG) to perform an Energy and Green House Gas Assessment.
Background: The Sewer Department recently completed the construction of the Cardinal Hills
Pump Station. This station utilized Variable Frequency Drives (VFD's) and to evaluate the effective
saving in energy consumption and the corresponding impact on green house gas emissions OBG
will be reviewing energy consumption for the past 18 to 24 months.
Additionally the Sewer Department is preparing to perform pipe repairs to address inflow &
infiltration (I&I) in the Cardinal Hills collection system. As part of OBG's assessment, they will
also evaluate in the impact of the I&I reduction on energy consumption at the pump station and
associated green house gas emissions. Based upon limited research, neither OBG nor the Sewer
Department can find where an evaluation of an I&I project's impact on energy consumption has
never been performed.
The Sewer Department recommends that the project be awarded to O'Brien & Gere Engineers, Inc.
for a lump sum amount of $5,000.00.
Financial Analysis: Funds are available in Sewer Account No. 200.68.53265
Recommendation: Approval
Attachment:
Engineering Services Agreement - Draft
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department: Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.9
To authorize award of an Engineering Services Agreement to QK4 for the Wilkinson Boulevard
Bicycle/Pedestrian Facilities Project (Public Works).
Purpose: To award an Engineering Services Agreement to QK4 for the Wilkinson Boulevard
Bicycle/Pedestrian Facilities Project.
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Background: The City of Frankfort accepted a $314,500 Transportation Enhancement (TE)
Grant to construct a bicycle/pedestrian facility in April, 2010. Engineering services are required to
prepare plans, specifications and construction oversight to meet the grant requirements. The new
7,400 foot pedestrian/bicycle trail will begin at Riverview Park and terminates near the intersection
of Wilkinson Boulevard and Fair Oaks Lane. A portion of the project will be along the banks of
the Kentucky River while other portions of the facility will be along the north side of Wilkinson
Boulevard. Staff rated the submitted qualifications from four different firms and recommend QK4 for
the Wilkinson Trail Project. The scope of work for the Project includes:
1.
Preliminary Concept Planning & Environmental Coordination
$ 5,000.00
2.
Survey Services including up to 10 easement descriptions
$23,000.00
3.
Design Services
$24,000.00
4.
Meetings and Coordination (optional)
$ 5,000.00
5.
Construction management, reporting, and oversight
$25,000.00
Total
$82,000.00
Financial Analysis: Funds are available for this professional service agreement with QK4
in the Municipal Aid Account (535.00.51100) in the amount of $82,000. The TE Grant is 80%
reimbursable with a 20% in kind city match.
Recommendation: Approval
Attachment:
Agreement
Name:
Jeff Hackbart
Rebecca Hall
Title:
Director
Grants Manager
Department:
Public Works
City Manager
Phone:
502/875-8500
502/875-8500
Email:
jhackbart@frankfort.ky.gov
rhall@frankfort.ky.gov
7.10 To authorize the Mayor to sign a Business Associate Agreement and a Service Agreement between
the Franklin County Health Department and the City of Frankfort (Human Resources).
Purpose: To authorize the Mayor to sign an agreement with Franklin County Health Department
(FCHD) to provide health care services to city employees.
Background: This agreement with FCHD details the services they can provide to city employees.
These include, but are not limited to, vaccines, shots, boosters, screenings, tests, etc. The
agreements spell out the services and pricing, as well as privacy and confidentiality requirements.
The price of flu shots cannot be determined at this time, but will be negotiated when the
FCHD knows the serum that will be utilized in 2010. This agreement is for a one year period.
Recommendation:
Approval
Financial Analysis:
Approximately $10,000.
Attachments:

Business Associate Agreement " to be provided

Service Agreement " to be provided
Contact Person
Name:
Randy Donahue
Title:
HR Director
Department:
City Manager/Human Resources
7
Phone:
502/875-8500
Email:
rdonahue@frankfort.ky.gov
7.11 To authorize a bid award to Tom Chesnut Excavation, Inc. for the Louisville Road Sidewalk and
Curb Maintenance project (Public Works).
Purpose: To authorize a bid award to Tom Chesnut Excavation, Inc. for the Louisville Road
Sidewalk and Curb Maintenance project.
Background: On 6.29.10, the City received seven (7) bids for the Louisville Road Sidewalk and
Curb Maintenance project. The bids ranged from $68,630 to the low bid of $22,194 submitted
by Tom Chesnut Excavation, Inc. The project consists mainly of the removal and replacement
of approximately 1051 linear feet of concrete curb and 309 linear feet of concrete sidewalk.
Financial Analysis: The Total Project cost, including a 15% contingency, is $25,523. The City
will utilize $20,000 from an Agreement for Reimbursement from the Kentucky Transportation
Cabinet and $5,523 from funds available in the Municipal Aid Account (No. 535-00-51100)
Recommendation: Approval
Attachments:
Agreement
Bid Tabulation Sheet
Contact Person
Name:
Jeff Hackbart
Title:
Director
Department:
Public Works
Phone:
502/875-8500
Email:
jhackbart@frankfort.ky.gov
7.12 To authorize a bid award to ADE Contracting, Inc. for the East Main Street Sidewalk Maintenance
Project " Phase 1 project (Public Works).
Purpose: To consider a bid award to ADE Contracting, Inc. for the East Main Street Sidewalk
Maintenance Project " Phase 1 project.
Background: On 6.29.10, the City received nine (9) bids for the East Main Street Sidewalk
Maintenance Project " Phase 1. The bids ranged from $189,880 to the low bid of $41,555
submitted by ADE Contracting, Inc. The project consists mainly of the overlay of approximately
1700 linear feet of sidewalk, concrete sidewalk resurfacing, installation of three ADA compliant
ramps, and 100 linear feet of concrete curb replacement.
Financial Analysis: The Total Project cost, including a 15% contingency, is $47,788. The City will
utilize funds available in the Municipal Aid Account (No. 535-00-51100)
Recommendation: Approval
Attachments:
Agreement
Invitation for Bids
Bid Tabulation Sheet
Contact Person
Name:
Jeff Hackbart
Title:
Director
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Department:
Public Works
Phone:
502/875-8500
Email:
jhackbart@frankfort.ky.gov
7.13 To authorize approval of Amendment # 2 to contract with HMB Professional Engineers for
Rehabilitation of Oxidation Ditches # 1 and # 2 at the Wastewater Treatment Plant (Sewer
Department).
Purpose: The purpose of this item is to consider approval of Amendment # 2 to engineering
contract with HMB Professional Engineers for Rehabilitation of Oxidation Ditches # 1 and # 2 at the
Wastewater Treatment Plant.
Background: Two of the three oxidation ditches at the Wastewater Treatment Plant have been in
operation for 30 years. These two ditches are mechanically in a serious state of disrepair. HMB
provided design and bidding services for the replacement equipment.
Award of the equipment and installation contractor have been made. HMB will provide contract
administration services, shop drawing review and record drawings.
Original Contract
$90,500.00
Amendment # 1
$ 0.00
Amendment # 2
$32,500.00
Total Contract
$123,000.00
Financial Analysis: Funds available in Account No. 695.00.51100
Recommendation: Approval
Attachment:
Amendment # 2
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.14 To authorize the filing of an Intent to Apply for Transportation Enhancement funding to paint and
rehab the historic RJ Corman Bridge in downtown Frankfort and to authorize the Mayor to execute
all grant documents pertaining to this application (Grants Manager).
Purpose: To authorize the filing of an Intent to Apply for Transportation Enhancement funding to
paint and rehab the historic RJ Corman Bridge in downtown Frankfort and to authorize the Mayor
to execute all grant documents pertaining to this application.
Background: R. J. Corman Roalroad. would like the city to apply for funding to paint and rehab the
historic RJ Corman Bridge in downtown Frankfort. The Intent to Apply will allow the Transportation
Cabinet to determine if this is an eligible activity.
Financial Analysis: Submitting an Intent to Apply to the Transportation Cabinet does not obligate
the City of Frankfort to proceed with this project. If the project is eligible under Transportation
Enhancement Guidelines the City will be invited to submit a full application. If the project is eligible
and the Commission decides to go forward with the full application the local match would be 20%
of the project costs. Total project estimate is $6,200,000.00. The local match requirement would
be $1,240,000.00 which could be cash or in-kind. RJ Corman Railroad will be responsible for the
9
local match.
Recommendation:
Approval
Attachment:
Intent to Apply Form
Contact:
Name:
Rebecca Hall
Title:
Grants Manager
Department:
City Manager
Phone:
502/875-8500
Email:
Rhall@Frankfort.ky.gov
7.15
To authorize the Mayor to sign the Collateral/Surety Agreement with Main Source Bank (Finance).
Purpose: The contract insures that all funds on deposit are continuously secured by collateral or
a surety bond as provided by KRS 41.240.
Background: This contract is to insure that all funds on deposit are continuously secured
by collateral or a surety bond. This is to comply with the request from the CTM annual audit dated
6/30/08.
Financial Analysis: No Cost Impact
Recommendation: Approval
Attachments:
Main Source Surety Agreement
Contact Person:
Name:
Stephen R. Dawson
Title:
Director
Department:
Finance
Phone:
502/875-8500
Email:
sdawson@frankfort-ky.gov
7.16 To authorize approval of Change Order No. 1 to the contract with BCD, Inc., for construction of a
new Laboratory Building at the Wastewater Treatment Plant (Sewer Department).
Purpose: The purpose of this item is to consider approval of Change Order No. 1 to the contract
with BCD, Inc. for construction of a new Laboratory Building at the Wastewater Treatment Plant.
Background: In June 2009 the City awarded a construction contract to BCD, Inc. for construction
of a new Laboratory at the wastewater treatment plant.
This change order covers changes encountered during construction of the laboratory and final
balancing quantities. The total contract amount is summarized below:
Original Contract
$707,440.00
Change Order # 1
$ 32,780.61
Revised Contract
$740,220.61
Financial Analysis: Funds available in account 695.00.51100
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Recommendation: Approval
Attachment:
Change Order No. 1
Contact Person
Name:
William R. Scalf, Jr., PE
Title:
Director
Department:
Sewer
Phone:
502/875-2448
Email:
wscalf@frankfort.ky.gov
7.17 Personnel Action
EmployeeDepartment
Effective Date Other
Promotion
Jason Broyles
Sewer
7/20/10
From Maintenance Tech II to
Maintenance Tech IV
Promotion
TJ Wooldridge
Sewer
7/20/10
From Maintenance Tech II to
Maintenance Tech III
Transfer
Matt Burriss
Public Works /
7/20/10
From (Public Works) Tech II to
Sewer
(Sewer) Maintenance Tech II
Resignation Nicole Ingle
Finance
7/21/10
Account Clerk I; authorize
payment for accrued leave
Attachment:

Nicole Ingle's resignation letter (to be provided)
Contact Person
Name:
Randy Donahue
Title:
Director
Department:
Human Resources
Phone:
502/875-8500
Email:
rdonahue@frankfort.ky.gov
8.
BOARD APPOINTMENTS
8.1
Tourism Board " Reappointment of Marc Stone, for a 3-year term ending 6-30-13.
8.2
Tourism Board - Appointment of Brian Booth, for a 3-year term ending 6-30-13.
8.3
Board of Zoning Adjustments " Appointment of John McKaig, to a 4-year term ending 7-1-14.
Attachments:
Letters of recommendation from Mayor Graham
Marc Stone resume
Brian Booth resume
John McKaig resume
9.
OLD BUSINESS
10.
NEW BUSINESS
11.
ADJOURNMENT

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