NOTICE OF SPECIAL CALLED MEETING FOR THURSDAY, MAY 4, 2017

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1 City of Henderson, Kentucky NOTICE OF SPECIAL CALLED MEETING FOR THURSDAY, MAY 4, 2017 May 3, 2017 Commissioner Patti Bugg Commissioner Robert N. Pruitt Sr. Commissioner Bradley S. Staton Commissioner Austin P. Vowels Dear Board Members: Please take notice that as Mayor of the City of Henderson, Kentucky, I hereby call a special called meeting of the Board of Commissioners to be held on Thursday, May 4, 2017, at 2:30 p.m., in the third floor assembly room, 222 First Street, Henderson, Kentucky. The purpose of this called meeting is for the following: 1. Roll Call 2. Bids & Contracts: Municipal Order Awarding Bid for Purchase of Complete Roof Covering Replacement on the Fraternal Order of Police Lodge #9 3. Adjournment Municipal Order Approving Agreement between the City and the Henderson Family YMCA Respectfully, Steve Austin, Mayor A copy of the foregoing notice received and service thereof waived this 4th day of May Commissioner Patti Bugg Commissioner Robert N. Pruitt Sr. Commissioner Bradley S. Staton Commissioner Austin P. Vowels

2 City Commission Memorandum May 3, 2017 TO: FROM: SUBJECT: Mayor Steve Austin and the Board of Commissioners Russell R. Sights, City Manager Municipal Order Awarding Bid for Purchase of Complete Roof Covering Replacement on the Fraternal Order of Police Lodge #9 The accompanying municipal order authorizes the award of a bid to Preferred Construction Services, Inc., Henderson, Kentucky, for the purchase of a welded TPO roofing system in the amount of $33, This is for the complete replacement of the roof covering system over a Tectum roof decking system and includes a 20-year total labor and material manufacturer's warranty. Bid packages were sent to eight vendors, with two bids received. The low bid of Preferred Construction Services, Inc. fully complies with the bid specifications, and award is recommended accordingly. Your approval of the attached municipal order is requested. c: Brian Williams Penny Hahn

3 Public Works Memorandum# Municipal Facilities Division Date: April 25, 2017 To: From: Thru: Subject: Russell Sights, City Manager Terry W. Stone, Municipal Facilities Superintendent ~ p-. Brian Williams, Public Works Director ~ Bid Reference 17-14, Complete Roof Covering Replacement on the Fraternal of Police Lodge# 9. (old Fire Station# 3) Bids were opened by the City Finance Department on April 21, 2017 for this Project. The bids received and opened were as follows: Bidder Bid Price Preferred Construction Services (Henderson, Ky) $ 33, Midwest Roofing-Sheet metal (Evansville, IN) $ 36, With eight (8) packets distributed by mail This bid is for the complete replacement of the roof covering system over a Tectum roof decking system. This bid includes a 20 year Total Labor and Material Manufactures Warranty on this roof covering system. The specifications also, calls for the project to be completed by June 16, The lowest bidder, PREFERRED CONSTRUCTION SERVICES, has included with their bid that they would need to have a Notice to Proceed and a Purchase Order by May 11, 2017 in order to meet the June 16, 2017 deadline as set forth in the Specifications. If they do not have the P.O. and N. to P. by May 11, 2017 it would be the middle of August before they can start this project. Due to their Summer School System's Roof projects. I recommend that Bid-Reference be awarded to the lowest bidder, PREFERRED CONSTRUCTION SERVICES. I believe if possible, we should get the Notice to Proceed and the Purchase Order to PREFERRED, by May 11, I believe we would have to re-bid the project if we changed the completion date.

4 CITY OF HENDERSON, KENTUCKY BID TABULATION SHEET C: BID REFERENCE NO.: ts 2 Cl C: Ii= DATE BID OPENED: 04/21/17 ~~ 0 oz (.) C: o- APPROVAL DATE: "O 0 0::: G> ACCEPTANCE FORM SENT: e ~ cii '5... (I) ~-g ~ ~ e (I) -o ro - > 0.. I :i: w Complete Roof Covering Replacement on the Fraternal of Police Lodoe #9 $33, $36, Other Bidders Contacted: Bids Ooened & Recorded By: Bids Reviewed By: BRUCES Tri-State Roofing, Inc; Lehman Roofing; Ray Nolan Roofing Co., Inc.; Schreiner's; ARC Contracting; SKANSKA 1'~'11-~ Penny Hahn Terry Stone LeigkH:JJ~n Brian Williams.,!ff V H

5 City of Henderson, Kentucky Invitation to Bid Bid Reference No SPECIAL CONDITIONS Prevailing Wage Requirements: Does NOT Apply to this Project. Bid Bond: Bid Bond in the form of a bank draft, certified check, or a satisfactory bond executed by the Bidder or a surety company in the amount often percent (10%) of the Contract Price, payable to the City of Henderson, shall be submitted with each bid. Failure to include the bid bond shall result in rejection of the bid. Performance and Payment Bonds: The successful bidder must furnish, within seven (7) days of notice of bid award, a performance bond equal to 100% of the contract price, as well as a payment bond equal to 100% of the contract price. Failure to supply the performance bond will result in forfeiture of the bid bond. Failure to comply with the provisions of the plans and specifications will result in forfeiture of the performance bond. All bonds must be in a form acceptable to the City of Henderson. The performance bond shall be held for a one-year guarantee period, at which time, it will be released if no defaults are found. The payment bond will be released as soon as the contractor has certified to the City that all material and labor used on the project have been paid for. All bids shall remain in effect for sixty ( 60) days from date of opening. Payments and Retainages: Payment will be made as follows: Upon receipt of an itemized invoice, the work will be inspected and all paper work will be validated by Terry Stone of the Public Works/Municipal Facilities department. The invoice will then be paid. A ten (I 0%) retain-age of the invoice amount will be held until all work has been completed and accepted by the City, and Warranty Certificates have been delivered to the City. The City's sales tax exemption status may not be used by the bidder to acquire materials or supplies on a sales tax exempt basis. Any sales taxes or other taxes incurred by the bidder remain the responsibility of the bidder. It is assumed that all such costs incurred by any bidder are included in his bid price.

6 SPECIAL CONDITIONS Page 2 Insurance: During the term of the contract and before any part of the services are performed or the goods are delivered, Bidder shall, at Bidder's sole expense, cause to be issued and maintained not less than the insurance cove-rages set forth below: A. Broad Form Comprehensive General Liability, including Products and Completed Operations. Bodily Injury: Property Damage: $1,000,000 each occurrence $2,000,000 aggregate $1,000,000 each occurrence B. Automobile Liability, including any auto, hiring autos and non-owned autos. $300,000 combined single limit C. Workers Compensation for all employees used on the job pursuant to statute. Certificates of insurance, issued by companies authorized to do business in the state of Kentucky, satisfactory in form to the City and signed by the Bidder's insurer shall be supplied by Bidder to the City evidencing that the above insurance is in force and that not less than thirty (30) calendar days written notice will be given to the City prior to any cancellation or restrictive modification of the policies. Bidder shall replace any cancelled policy within the thirty (30) day notice period so that there is no lapse in coverage at any time during the period covered by this contract. The successful bidder will be required to obtain a City of Henderson occupational license before beginning any work on this project. The successful bidder shall comply with all applicable local, state and federal rules, regulations and guidelines. Any permits, fees, or bonds required for this project are considered incidental to the work required for this project and no direct payment will be made for same. Questions and Site Visits: Any questions about the intent of these specifications or a visit to the project site shall be directed to Terry Stone, Municipal Facilities Superintendent, at , ext Any questions about the City's bid procedures or requirements shall be directed to Penny Hahn, Assistant Finance Director, at , ext

7 SPECIAL CONDITIONS Page 3 Mandatory Pre-Bid Conference: There will NOT be a formal mandatory pre-bid conference at the site. All bidders are required to contact and set-up a time with Terry Stone at (270) x 2210 for a formal visit to the Job site, prior to their bids being submitted. Failure to Contact Mr. Terry Stone for this visit will result in automatic rejection of that vendors bid. - End of Section l-14E

8 City of Henderson, Kentucky Invitation to Bid Bid Reference No TECHNICAL SPECIFICATIONS The City of Henderson is accepting bids for all labor and material to replace the roofing on the entire roof on the Fraternal Order of Police Lodge# 7, 1740 North Green Street. The building is currently occupied and shall be kept waterproof throughout this replacement project. The site is to be kept clean and hazard free. All bidders shall have a minimum of five years experience performing this type of work and have the ability to furnish one or more manufacture certified crews until the job is completed once started The successful bidder shall have twenty working days to complete the project once begun and shall have the project completed by June 16, Scope of Work Furnish and warrant all labor, materials, and all aspects of work, for the installation of the selected new roofing system: Existing roof systems (Hot melt with Rock ballast) shall be completely removed down to the original TECTUM roof deck and the new roof system installed to manufactures specifications; New Polyisocyanurate insulation board of 1.5 inch thickness, adhered to the TECTUM deck, to meet the manufactures criteria for the selected new roofing system; Install a Fully adhered welded seam,.060-tpo Roofing System. Tan in color. Total replacement of all metal flashings, drip edgings, fascia wraps, and counter-flashings with 24 ga. Prefinished metal in no less than 1 O' lengths. All wood nailers and roof penetrations crubs to be replaced; Furnish an 20 year Total Labor and material system manufacturer's warranty on roofing system; All aspects, but not limited to, of this project are to be per the included specifications;

9 TECHNICAL SPECIFICATIONS Page2 The successful bidder shall be fully responsible for all aspects of this project. Except for electrical, H.V.A.C., and piping work; Bid Options All work must be at substantially completed by: June 16, 2017 OPTION: Fully adhered welded seam.060"-tpo Roofing System-TAN CARLISLE Sure-Weld System or approved equal The bid will be awarded to the lowest lump sum bid. Field Verification All aspects of this project shall be verified by the contractor. This includes all measurements and conditions of the areas of work for this project. Area for Contractor on Site The City will designate an uncovered area on the site to be used by the contractor. The contractor will be responsible for keeping it safe and secure. Submittals Submittals for all materials shall be given to Terry Stone, Municipal Facilities Superintendent, for approval. Site Clean-up and Tear off Disposal The contractor is responsible for the cleaning and restoration of the site and all effected areas to the condition they were in when the projected started. Warranty All warranty shall be in writing and registered with the roofing system manufacture. Actual manufacturer warranty certificates must be in the City's possession before the retainage will be release. - End of Section !

10 MUNICIPAL ORDER ---- MUNICIPAL ORDER A WARDING BID FOR THE REPLACEMENT OF THE ROOF ON THE FRATERNAL ORDER OF POLICE LODGE #9 (OLD FIRE STATION #3) TO PREFERRED CONSTRUCTION SERVICES, INC. OF HENDERSON, KY IN THE AMOUNT OF $33, WHEREAS, the City of Henderson has issued invitations to bid for the replacement of the roof at the Fraternal Order of Police Lodge #9 ( old Fire Station #3) building; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on April 21, 2017, with Preferred Construction Services, Inc., of Henderson, KY submitting the best bid, which bid the City Manager recommends be accepted. WHEREAS, while the lease dated December 12, 2006 places the responsibility for the ordinary repair and maintenance of the exterior on the Fraternal Order of Police Lodge #9, it is silent as to the responsibility for roof replacement. Since the building is owned by the City, the City generally bears the capital expenses of its buildings. NOW, THEREFORE, BE IT RESOLVED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Preferred Construction, Inc., P.O. Box 283, 3069 Ohio Drive, Henderson, Kentucky for the replacement of the roof on the Fraternal Order of Police Lodge #9 ( old fire station #3) in the amount of $34,400.00, in strict accordance with their bid as submitted pursuant to Bid Reference On motion of Commissioner, seconded by Commissioner, that the foregoing Order be adopted, the vote was called. On roll call the vote stood: Commissioner Pruitt: Commissioner Staton: --- Commissioner Bugg: Mayor Austin: Commissioner Vowels: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the day of May, ATTEST: Steve Austin, Mayor Date: Maree Collins, City Clerk APPROVED AS TO FO~ AND LEGALITY THIS ~AY OF MAY;JJ. ~ By: ~. DawnS.Kclsey City Attorney

11 City Commission Memorandum May 3, 2017 TO: FROM: SUBJECT: Mayor Steve Austin and the Board of Commissioners Russell R. Sights, City Manager Municipal Order Approving Agreement between the Henderson Family YMCA and the City of Henderson The accompanying municipal order approves an agreement with the Henderson Family YMCA and authorizes the Mayor to execute the agreement on the City's behalf, to provide outdoor swimming opportunities for YMCA members and their families on Saturdays and Sundays. If approved, the Agreement will allow YMCA members and their families to be admitted to the Atkinson Pool Complex on Saturdays and Sundays during normal operating hours for the 2017 swim season at half direct cost, and the City will invoice the YMCA for the remainder of the cost. The attached Agreement details the proposed transaction between the YMCA and the City. Your approval of the attached municipal order is requested. c: Dawn Kelsey Trace Stevens

12 MUNICIPAL ORDER NO. --- MUNICIPAL ORDER APPROVING THE AGREEMENT BETWEEN THE CITY OF HENDERSON AND THE HENDERSON FAMILY YMCA, AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY WHEREAS, the City of Henderson (hereinafter "City") and the Henderson Family YMCA (hereinafter "YMCA") desire to enter into an Agreement to provide outdoor swimming opportunities for YMCA members and their families on Saturdays and Sunday, during the 2017 swimming season at half direct cost to their members, and the City invoicing the YMCA the remainder of the cost; and WHEREAS, the City operates an outdoor facility, the Atkinson Pool Complex, which is available for such purpose and the parties have agreed to the conditions regarding the use of the facility in the attached agreement; and WHEREAS, the City Manager recommends that the attached Agreement between the City and the YMCA be approved. NOW, THEREFORE, BE IT ORDERED BY THE CITY OF HENDERSON, KENTUCKY, that the recommendation of the City Manager is approved, and the Mayor is hereby given authority to execute the attached Agreement between the City and the YMCA on behalf of the City. On motion of Commissioner, seconded by Commissioner, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood: Commissioner Pruitt: Commissioner Staton: --- Commissioner Bugg: Mayor Austin: Commissioner Vowels: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING and Mayor Austin, affixed his signature and the date thereto and ordered that the same be recorded. ATTEST: Steve Austin, Mayor Date: Maree Collins, City Clerk APPROVED AS TO FORM AND LEGALITY THIS v:2-day OF MAY, By: City Attorney

13 Agreement This Agreement entered into on this day of, by the City of Henderson, Kentucky, hereinafter referred to as the "City", and the Henderson Family YMCA, hereinafter referred to as the "YMCA". WHEREAS, the YMCA desires to provide outdoor swimming opportunities for their family members on Saturdays and Sundays during the 2017 swimming season at half direct cost to their members; and WHEREAS, the City operates an outdoor facility, the Atkinson Pool Complex, which is available for such purpose. THEREFORE, in consideration of the conditions: 1. YMCA Family Members will be admitted to the Atkinson Pool Complex on Saturday and Sundays during normal operating hours for 2017 swim season at the rate of $1.25 for youth age 3 through 15, and $1.50 for ages 16 and older for every attendee presenting a YMCA Family Membership Card. The YMCA will be billed, for this usage, at the rate of $1.25 for youth age 3 through 15, and $1.50 for ages 16 and older for every attendee presenting a YMCA Family Membership Card. Invoices will be sent to YMCA Director's attention on July 3 and August The YMCA will furnish the City with a facsimile of a YMCA Family Membership Card. The Family Membership Card will not contain any information deemed as personal information under Kentucky Revised Statutes (6). 3. YMCA Family Members will be required to show proof of membership and sign-in prior to admittance, including the age(s) of youth participants. 4. Attendance records will be kept daily and initialed by the cashier. 5. The sign-in sheets will be faxed or delivered to the YMCA no later than Tuesday for the previous weekend attendance. The City will keep a copy for invoicing purposes. 6. The term of the agreement is effective June 1, 2017 through July 31, This agreement can be ended by either party with 5 (five) business days written notice of cancellation. The notice should be sent to: For City of Henderson City Manager, City of Henderson Russell Sights P.O. Box 716 Henderson, KY Sheldon Booze YMCA Parks & Recreation Trace Stevens 920 Madison Street Henderson, Kentucky The parties have made and executed this Agreement on the day and year listed above.

14 CITY OF HENDERSON HENDERSON FAMILY YMCA Mayor (Signature and Title)