KY - Frankfort: BOARD OF COMMISSIONERS

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BOARD OF COMMISSIONERS

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Revised 2-9-17

AGENDA

REGULAR MEETING February 26, 2018 BOARD OF COMMISSIONERS 5:00 P.M. (EST) 315 WEST SECOND STREET FRANKFORT, KY 40601 502/875-8500 www.frankfort.ky.gov

Tagged Passions:streets

INVOCATION REV. JOHN OPSATA, FIRST CHRISTIAN CHURCH

Tagged Passions:church

PLEDGE OF ALLEGIANCE

ROLL CALL CEREMONIAL ITEMS The Board of Commissioners traditionally recognizes city employees who are retiring or are being promoted. At this meeting, the following individuals will be recognized:
Tagged Passions:recognition

Promotions: Promotion of Shawn Caldwell in the Fire Department from Captain to Assistant Chief. Promotion of Scott Meyer in the Fire Department from Sergeant to Captain. Promotion of Chuck Crittenden in the Fire Department from Firefighter III to Sergeant.

No additional detail provided

Tagged Passions:fire departments and districts

CITIZEN COMMENTS PLEASE USE THE SIGN IN SHEET. INDIVIDUAL REMARKS ARE LIMITED TO

FIVE MINUTES.

CONSENT CALENDAR Items on the Consent Calendar are considered 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.

Tagged Passions:administrator, manager, and events

1.
Minutes To be provided

No additional detail provided

2.
Professional Services Contract with Strand for Kentucky Avenue Phase 3 Project

The purpose of this memorandum is to request approval from the City Commission for approval of a Professional Services Agreement with Strand Associates, Inc. for Design, Construction Administration and Construction Inspection during the Kentucky Avenue Phase 3 project and to authorize the Mayor to sign all related documents. There are two sewer interceptor lines supplying the wastewater treatment plant. One is a 27-inch vitrified clay line installed in the 1950 s and the other is a 30-inch to 48-inch concrete line installed in the early 1980 s. Both lines have been evaluated and are exhibiting signs of decay and distress. Phase 1 and 2 of this project is designed to install a new 48-inch line in a new route to replace the 1950 era 27-inch line and upsize part of the 1980 era line to 42-inch. Phase 3 will rehabilitate deteriorated sections to extend the life of the line. The engineer s estimate for construction is 4,905,000 for all 3 phases. This is the last phase of the Kentucky Avenue project to insure that the interceptor lines in Bellepoint that directly feed the treatment plant are in reliable condition to convey sewage to the plant. Funds are available in account 300.68.56555, the budget for this account is 9,310,000.00 and as of January 1, 1,628,818.00 has been expended or encumbered. The project has been awarded a KIA loan of 4,905,000.00 (Sewer). Attachments: Professional Services Agreement Suggested Disposition: Receive and File; Approve

Tagged Passions:budget, boards and commissions, services, contract, Utility, plant, construction, utility, funding, and sewer

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3. Purchase of Replacement Grinder Blades at East Frankfort Pump Station The purpose of this memorandum is to request authorization to purchase replacement grinder blades for East Frankfort Pump Station (the vehicle it is replacing) and authorize the Mayor to sign all related documents. East Frankfort pump station was brought on line in 2012 and due to the size of the incoming pipe is required to have an in line grinder or a bar screen for debris handling. A grinder was installed to meet requirements for approval by Division of Water. With 5 years service, the blades are showing signs of wear and have been causing call outs due to the blades getting stuck. This is a replacement that is only available from the original equipment vendor. This equipment is designed to grind up any debris that flows into the station to protect the pumps. The blades are heavy duty design and can grind up concrete blocks but do wear over time and it is a normal wear item. The purchase is for an internal part that is only available through the original manufacturer. This is the most cost effective way to exchange the blades. Not changing the blades will eventually cause a shutdown of the grinder letting debris pass to damage the pumps. Funding, in the amount of 9,310,000, is available in account 300.68.56555 with 100,000 budgeted for the pump station equipment repair. As of January 1, 1,628,818 has been expensed and encumbered (Sewer). Attachments: Quote, Sole Source form Suggested Disposition: Receive and File; Approve

Tagged Passions:budget, purchasing, Utility, equipment, utility, funding, sewer, and water

4.
Culy Construction Change Order 1

The purpose of this memo is to request approval from the City Commission for Change Order No. 1 to a contract with Culy Construction for additional services in the Manhole Rehabilitation project, to extend the completion date to May 11, 2018, and authorize the Mayor to sign all related documents. In June 2017, the Commission approved a construction contract with Culy Contracting, Inc. for construction services to rehabilitate manholes in the Indian Hills, Cardinal Hills, Tierra Linda and Two Creeks Lower neighborhoods. Work includes Lining 870 vertical feet of manholes, 2 point repairs, 300 feet of lateral line replacements, 12 new manholes, and 990 miscellaneous manhole repairs. The Indian Hills, Cardinal Hills, Tierra Linda and Two Creeks Lower neighborhoods have all had the rehabilitation of the sewer pipes completed and manholes are the last portion of the public sanitary sewer infrastructure targeted for I/I elimination through rehabilitation. There are two parts to this change order. One is additional scope of work requested by the owner and the other is a time extension due to weather delays. The additional scope included rehabilitation items that the department discovered needed to be done in the Two Creeks neighborhood as well as some reconstruction of manholes that could not be lined as originally bid. The net increase in cost is 1,207.45 as shown on the attached Change Order No. 1. The contractor has completed all of the work they can until warmer weather returns. The product that is being used to rehabilitate the manhole, a cementitious lining product, can only be applied as temperatures stay above 40 degrees. They plan to return to work in March weather permitting and complete the work by May 11, 2018. This project is included in the current budget. Funds are available in account 300.68.56555 which has a total budget of 9,310,000.00 and as of December 31st, 1,628,818.00 has been expensed and encumbered (Sewer). Attachments: Change Order 1 Suggested Disposition: Receive and File; Approve

Tagged Passions:budget, rfp, RFP, boards and commissions, services, contract, Utility, construction, neighborhood, utility, funding, and sewer

5.
Flow Monitoring, Spring 2018, Consultant Professional Services Agreement The purpose of this memo is to request approval from the City Commission for a Professional Services Agreement with Bidder, and authorize the Mayor to sign all related documents. In 2016, the Sewer Department contracted out flow monitoring services for 1 year in the separate sanitary sewer system. This data is being used to identify and quantify areas and sources of inflow and infiltration. It will also be used to calibrate the system hydraulic model that will help the department identify locations with capacity problems and overflow potential. Now the department has issued an RFP for flow monitoring services in the combined sewer system and in boundary locations between the separate and combined areas. This will allow us to complete and calibrate a model of the entire city s systems. A full system hydraulic model will allow us to prioritize consent judgement projects as well as identify progress made in reducing overflows to date. The City will receive proposals on February 12, evaluate them and open price bids on February 15th. The recommendation for consultant and cost will be available by February 16th. We hope to get approval in February so that monitoring can occur during wet weather months this Spring. The cost and Professional Services Agreement will be provided to the City Manager, City Attorney and City Commissioners as soon as available. This project is included in the current budget. Funds are available in account 300.68.56555 which has a total budget of 9,310,000 and as of December 31st, has 1,628,818 expensed and encumbered (Sewer).

No additional detail provided

Tagged Passions:budget, administrator, legal, rfp, manager, RFP, boards and commissions, services, contract, Utility, utility, funding, and sewer

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Attachments: None Suggested Disposition: Receive and File; Approve

6.
Sewer Extension Contract 10 Hudson Hollow Rd.

The purpose of this memorandum is to request City Commission approval for a proposed sewer extension to serve 10 Hudson Hollow Rd in Frankfort Kentucky and to authorize the Mayor to sign all documents related to the contract. The Sewer Department has received application for plan review with plans to provide service for 10 Hudson Hollow Rd. The developer is FLYER1 LLC, 7316 Lagrange Road, Louisville, Kentucky 40222, who is proposing senior care apartments. The sewer plans have gone through the first review and Sewer personnel are working with the contractor to make changes for the final plan. The proposed extension would consist of 2 new manholes and 75 linear feet of 8-inch PVC gravity sewer main. This will serve 4 new apartment buildings that are proposed to be built on the property. The developer will cover the cost of the sewer installation and then dedicate the line and manholes to the Sewer Department at no cost to the city. Additional customers added by this sewer extension will increase revenue (Sewer). Attachments: Sewer Extension Contract Suggested Disposition: Receive and File; Approve

Tagged Passions:streets, personnel, property, boards and commissions, contract, Utility, utility, and sewer

7.
Amendment 2 to Professional Services Agreement with AECOM for Home Depot Pump Station Project

The purpose of this memorandum is to request approval from the City Commission for Amendment 2 to a Professional Agreement with AECOM for the completion of design service for the Home Depot pump station project and to authorize the Mayor to sign all related documents. In May 2013 the Sewer Department entered into a contract with AECOM to perform a preliminary assessment of the Home Depot pump Station. In November 2014 the City approved Amendment 1 which provided for design of the replacement of the Home Depot pump station. Original Agreement 31,533.00, Amendment 1 99,220.00, Amendment 2 90,050.00, total of 220,823.00. During design there was found to be a significant capacity issue in the line that the pump station is currently pumping into. The subject line goes through the parking lot of Franklin Square Shopping Center and looking at the cost of pavement replacement and disruption to the local businesses, it was estimated to be cheaper and more desirable to construct a new line behind the shopping center in order to minimize disruption to businesses. A benefit to this reroute and new line will be the creation of sewer availability to a large piece of property for potential future development. The cost of this amendment is 90,050.00. Funds are available in account 300.68.56555 (Sewer). Attachments: Amendment 2 (draft) Suggested Disposition: Receive and File; Approve

Tagged Passions:commercial, property, boards and commissions, services, contract, Utility, development, utility, Development, parking, funding, sewer, and business

8.
Amendment 2 to Professional Services Agreement with AECOM for Poplar Creek Pump Station Project

The purpose of this memorandum is to request approval from the City Commission for Amendment 2 to a Professional Agreement with AECOM for the completion of design service for the Poplar Creek pump station project and to authorize the Mayor to sign all related documents. In May 2013 the Sewer Department entered into a contract with AECOM to perform a preliminary assessment of the Poplar Creek pump Station. In November 2014 the City approved Amendment 1 which provided for design of the removal and redirection of flow from the Poplar Creek pump station. Original Agreement 21,701.00, Amendment 1 61,840.00, Amendment 2 13,450.00, total of 96,991.00. During design the potential development of a currently unserved lot was brought to the department s attention. This amendment is for AECOM to reroute the designed sewer to provide sewer to provide sewer access to the potential development. The cost of this amendment is 13,450.00. Funds are available in account 300.68.56555 (Sewer). Attachments: Amendment 2 (draft) Suggested Disposition: Receive and File; Approve 9. SCADA, NPW System and Emergency Generator Change Order 5 The purpose of this memo is to recommend the authorization of Change Order 5 to SCADA, NPW System and Emergency Generator Contract with Herrick Co. and to authorize the Mayor to sign all related documents. In January 2011 the Sewer Department experienced the first power outage of both incoming lines at the wastewater treatment plant. Subsequent to this power failure the Department entered into a contract with HMB to evaluate alternatives for providing emergency power to the wastewater treatment plant in the event of a power failure. During design of the backup generator it was recommended that the Department consider installation of a SCADA system since during installation of the emergency generator conduit for the SCADA

Tagged Passions:boards and commissions, services, contract, Utility, development, plant, events, utility, Development, emergency, funding, and sewer

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system can be installed at the same time, substantially reducing the cost of the SCADA installation. The SCADA system will allow better control of the processes at the plant and allow remote assessment of the plant systems from offsite. In the event of a plant problem an experienced operator can assist a less experienced operator without having to return to the plant; thereby saving cost of overtime. The Sewer Department received bids on August 11th, 2016 for construction of the SCADA, Process Water system and an Emergency Generator and Herrick Company was the lowest responsible bidder at 2,279,000.00. The budget impact will be 34,000.00 as the budget for the RAS VFD s was 100,000.00. By including the RAS VFD s in this project, we were able to save any additional cost that would have used for engineering and advertising of a separate project. Funding, in the amount of 9,310,000, is available in the Capital Projects account 300.68.56555 with 100,000 budgeted for the RAS VFD Replacement. As of January 31, 961,283.00 has been expensed and encumbered (Sewer). Attachments: Change Order 5, HMB Recommendation letter Suggested Disposition: Receive and File; Approve

10.
Hazen and Sawyer Professional Services Agreement

This memo is to request commission approval of a professional services agreement with Hazen and Sawyer to complete bidding and construction phase services for the Holly Hills and Meadowview I I reduction project, and for the Mayor to sign all related documents. In April 2012 the Sewer Department entered into a contract with Obrien and Gere (OBG) to perform an SSES of the Holly Hills and Meadowview subdivisions. It was determined from the SSES performed by OBG that the collection system serving the Holly Hills and Meadowview service areas are suffering from excessive I I. OBG s contract included design services, development of bid documents for the rehabilitation of identified deficiencies and for the provision of bidding and construction phase services. The total amount in their contract was 277,477.50. OBG has closed their Kentucky office and has not completed bidding and construction phase services. They have submitted final stamped plans and specifications for us to submit for public bidding. Many of the OBG employees have now been employeed by Hazen and Sawyer. OBG recommended assigning the contract to Hazen and Sawyer in order to complete this work. Hazen and Sawyer preferred a new professional services agreement so that they could include appropriate language about responsibility for the design. OBG still has offices open and will be responsible for their stamped design. Hazen and Sawyer will be responsible for overseeing and managing construction. OBG had fees broken down in their original proposal for all phases of the project. They had estimated 179,720.00 for Construction Phase services. Their open purchase order has 176,070.64 remaining. Many of the OBG staff has been employed by Hazen and Sawyer. OBG recommended assigning their Professional Services Agreement to Hazen and Sawyer to complete the work. In order to more clearly identify responsibilities, Hazen and Sawyer will have a new Professional Services Agreement rather than an assignment of contract. They have submitted a fee of 133,530.00 plus time and materials in accordance with the attached rate schedule for KIA funding requirements, not to exceed 20,000, for a total not to exceed price of 153,530.00. Note that the OBG purchase order has 176,070.64 remaining for this work so the Hazen agreement is well within the budgeted cost for the remaining work. Funds are available in account 300.68.56555. The budget for this account is 9,310,000.00 and as of January 31, 2018, 1,918,414.00 has been expended or encumbered (Sewer). Attachments: Professional Services Agreement Suggested Disposition: Receive and File; Approve

Tagged Passions:budget, rfp, RFP, purchasing, boards and commissions, services, contract, Utility, development, subdivision, construction, utility, Development, materials, funding, and sewer

11.
Request for approval to waive the Payment in Lieu of Taxes (PILOT) for 2014 2015 for the Kentucky

Housing Authority The Frankfort Housing Authority has requested annually by letter from the Executive Director of the Housing Authority a waiver of the payment in lieu of taxes (PILOT). Based on assessed property values, per the PVA website , the Frankfort Housing Authority property tax due the City would be approximately 18,000.00 for 2014 2015. The letter dated 7/6/17 requests a waiver of payment of the PILOT of 24,290.58 for 2014 23,157.25 for 2015 which appears to include taxes from other agencies. The Kentucky Housing Authority requires that this letter be approved annually by the City Commission to receive their Annual Overhead Allocation money from the Federal Government (Finance). Attachments: PILOT letter Suggested Disposition: Receive and File; Approve

Tagged Passions:taxes, property, Taxes, boards and commissions, finance, housing, and property tax

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12. Public Safety Security Upgrade Staff requests to award contracts to Unified Technologies, Stanley Schultze Inc., and Frankfort Overhead Door for the Public Safety Building to be incorporated into the city wide security system and authorize the Mayor to sign all related documents. This contract will cover the inclusion of the PSB to the city network, eliminate fire hazards in the evidence area, and create an ability to manually egress from the sally port area. The city will pay the contractor and subcontractors directly. According to the contract, Unified Technologies will be paid 32,806.18. This total includes the labor, access readers, controls, and alerts for inclusion into the system. Stanley Schultze Inc. will be paid 6,270 for the physical changes to the doors in the evidence area, including materials and construction. Frankfort Overhead Doors will be paid 1,024.52 for the work done to the sally port doors including materials and construction. The total for this project should be 40,100.70. I have spoken with Fire, E-911, and Emergency Management about this project. FPD will pay 20,100.70 from asset forfeiture account and asked the other three departments to split the remaining costs between the three departments. The other three departments have agreed to different amounts, but all have contributed a portion to pay off the balance. The longer we wait to complete the project the higher the bid and quote will continue to grow. All departments that utilize the Public Safety building should share in the building cost; however, Police should pay the biggest portion due to the fire safety issues that have been brought forward (Police). Attachments: Executive Summary, Purchase Agreement Suggested Disposition: Receive and File; Approve

Tagged Passions:rfp, RFP, public safety, purchasing, contract, Tony Taylor Custom, construction, materials, emergency, 911, and security

13.
Neighborhood Reinvestment Grant Reallocation/Area Extension Staff requests to reallocate Neighborhood Reinvestment Grant funds in the amount of 25,000 each from the Holmes Street and Bellepoint/Buttimer Hill Areas to the South Frankfort and Central Business District Areas. Staff also requests that the Holmes Street Area be extended to include Thornhill (map attached). The Neighborhood Reinvestment Grant application process was opened September 1, 2017. Funds for the South Frankfort Area and the Central Business Area were exhausted within 23 minutes of application acceptance on September 1. There are over 61, 000 in unfunded projects in those areas. The Holmes Street and Bellepoint/Buttimer Hill Areas have not received the number of applicants as the two previously mentioned Areas. As of January 2018, there was over 116,000 remaining between the two Areas. Since the Holmes Street and Bellepoint/Buttimer Hill Areas have more funds than they will likely need in the remaining three months the City is accepting applications for these projects, staff requests to have 25,000 from each Area moved to the South Frankfort and Central Business Areas to fund applications which have already been submitted and future applications if funding remains. Staff would further request that the Holmes Street Area be expanded to include Thornhill (map attached). These funds have already been approved as part of a 300,000 Neighborhood Reinvestment Program. This change will not impact the budget (Grants). Attachments: Map Suggested Disposition: Receive and File; Approve

No additional detail provided

Tagged Passions:streets, budget, neighborhood, grant, funding, program, and business

14.
Fire Engine Bid Acceptance The purpose of this memo is to recommend the Board of Commissioners accept a bid by Ferrara Fire Apparatus, Inc. for the purchase of a custom built fire engine in the amount of 584,673.00 and authorize the Mayor to sign all related documents. During the planning and development of the FY 17/18 budget, the Fire Department budgeted one half of the cost of a replacement Engine with the second half of the cost planned in the FY 18/19 budget. During the Board of Commissioners voting meeting on November 27, 2017, the Board approved the request by the Fire Chief to publish an RFP for a new Fire Engine. The RFP was published December 10, 2017 with bid opening on January 5, 2018. The RFP publication resulted in the submittal of one (1) bid. This bid was received from Ferrara Fire Apparatus, Inc. in the amount of 584,673.00. While the bid amount was nearly 20K more than originally anticipated, it is our intent to make alterations once the bid is accepted to lessen the overall cost of the engine by the 15- 20K. As noted in the original memo, account 42.56550 currently contains 275K which is reserved for the purchase of a new fire engine. Recent surplus sales and a cut in equipment spending has allowed for the savings of additional funds for a total of 300K in our current budget cycle. With 275K being earmarked for the FY 18/19 budget, a total of 575K will be available with no alterations or budget amendments. There will be a budget impact of an estimated total of 575K - 300K from FY 17/18 and an estimated 275K in FY 18/19. The 300K funds are currently available in account 42.56550 with 275K due for FY 18/19 (Fire). Attachments: Proposal Suggested Disposition: Receive and File; Approve

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15. Personnel Employee Department Date Other

Resignation DeJanee White Police 2/8/18 Patrol Officer I (authorize payment of accrued leave) Resignation Eric Bugay E911 2/6/18 Telecommunicator I (authorize payment of accrued leave) Promotion Mark Luttrell Sewer 2/20/18 Pump Maintenance Superintendent
Tagged Passions:superintendent, personnel, public safety, Utility, utility, 911, and sewer

Appointment Erik Ferguson PW/Solid Waste 2/20/18 Tech I

Appointment Wes Clevinger Fire 2/6/18 Firefighter/Paramedic Promotion Shaun Caldwell Fire 2/13/18 Captain to Asst Fire Chief Promotion Scott Meyer Fire 2/13/18 Sergeant to Captain
Tagged Passions:appointments, Utility, utility, fire departments and districts, and solid waste

Promotion Chuck Crittendon Fire 2/13/18 Firefighter III to Serge

Tagged Passions:fire departments and districts

Attachments: DeJanee White resignation letter, Eric Bugay resignation letter Suggested Disposition: Receive and File; Approve

BOARDS

1.
Board Appointments

Tagged Passions:appointments

1.1 Frankfort Electric Water Plant Board - Appointment of Stephen A. Mason (replacing John Cubine) expiring

Tagged Passions:appointments, Utility, plant, utility, electric, and water

9-23-20. Attachments: Letter from the Mayor Resume Suggested Disposition: Receive and File; Approve

ACTION ITEMS These are items where discussion is held by the City Commission. Items such as Ordinances, Orders and Resolutions are discussed under this section of the agenda. Public comments are not allowed except as authorized by the Mayor.
Tagged Passions:boards and commissions and ordinance

1.
Second Reading

No additional detail provided

An Ordinance amending section 36.197(a) of the City of Frankfort Code of Ordinances regarding terms and appointments of the Capital Community Economic/ Industrial Development Authority (doing business as Kentucky Capital Development Corporation). This Ordinance had its First Reading on January 22, 2018.

Suggested Disposition: Receive and File; Adopt Ordinance

Tagged Passions:appointments, ordinance, development, Development, industrial, and business

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