IP #994 fiber optic install - Helix SolutionsOrs
Request for Action
October 22, 2018
Approved by: Rich Johnson,
Originating Department: FIR & Admire Services
By: Rich Johnson, Director
Agenda Section
Consent
Item Number
6.8
Agenda Title
Resolution approving proposal for fiber optic installation services with Helix Solutions for the new police
station and city hall (Improvement Project No. 994).
Requested Action
Staff recommends that the City Council approve the attached resolution approving proposal for fiber optic
installation services for the new police station and city hall with Helix Solutions.
Policy/Past Practice
The city, in conjunction with LOGIS, issued a Request for Proposals on October 1, 2018 to perform low
voltage cabling for the new police station and city hall. The following four bids were received:
• Comli_nk Midwest $45,329.20
• Castrejon Inc. (CI Utilities) $47,500.00
• Electrical Production Services $48,885.83
• Helix Solutions $41,724.13
As Helix Solutions was the lowest bid, their proposal is being brought forward for approval.
Background
Helix Solutions is a fairly new company, however Eric Graning, its president/owner has worked in the field
for many years at other local firms prior to starting his own company this summer. Since that time, Helix
Solutions has worked on several fiber projects with LOGIS and has received high marks.
The scope of services will include:
• Connecting the new police station/city hall to the city's fiber network
• Running new fiber from 42nd and Xylon to 42nd and Winnetka to create a redundant loop
• Testing all new fiber connections and providing the results to both the city and LOGIS
• Providing documentation upon completion of the project
Funding
The total cost for these services is $41,724.13 and will be funded from the city hall C1P fund and with bond
proceeds. This proposal follows the low voltage cabling proposal which was approved at the October 8, 2018
council meeting. The budgeted amount for both of these items was $275,000, however the low voltage
proposal came in at $131,181.54 and this proposal is $41,724.13 for a total of $172,905.67, resulting in a savings
of $102,094.33 compared to budget.
Attachments
• Resolution
• Exhibit A, Helix Solutions Proposal dated 10/15/2018
• Cost Analysis developed by Wold dated 8/20/2018
I:\RFA\HR & Admin Svcs\ IT\ Fiber Proposal Info\Q-Low Voltage Proposal for City Hall and PD Station w Helix Solutions 10222018.docx
RESOLUTION NO. 18-119
RESOLUTION APPROVING PROPOSAL
WITH ALL STATE COMMUNICATIONS, INC.
FOR FIBER OPTIC SERVICES FOR NEW POLICE STATION AND CITY HALL
INFRASTRUCTURE IMPROVEMENT NO.994
BE IT RESOLVED by the City Council of the City of New Hope as follows:
WHEREAS, as a part of the construction of the new Police Station and City Hall which
will replace the existing City facilities ("City Hall Project"), Helix Solutions, the firm being
considered by the City for the City Hall Project has submitted a bid dated October 15, 2018 for
fiber optic services ("Services") at the City's direction;
WHEREAS, it is necessary for the City to formally select Helix Solutions as the fiber
optic installer for the City Hall Project and to enter into a contract with Helix Solutions for the
purpose of performing the Services; and
WHEREAS, City staff is hereby seeking approval from the City of the selection of Helix
Solutions as the duly qualified firm to perform the Services and approval of the proposal which
is attached herto as Exhibit A ("Proposal"); and
WHEREAS, City staff and attorney have reviewed the Proposal and are agreeable with
the terms, believing them to be in the best interest of the City for Helix Solutions to provide the
Services; and
WHEREAS, the City Council hereby approves the Proposal attached as Exhibit A, it
being in the best interest of the City to engage the Services of Helix Solutions
WHEREAS, the total cost of said Services, is $41,724.13.
NOW, THEREFORE, BE IT RESOLVED by the City Council in and for the City of
New Hope as follows:
1. That the above recitals are incorporated herein by reference.
2. That Helix Solutions is hereby selected as the firm that will provide the fiber optic
installation services relating to the City Hall Project.
3. That the Proposal with Helix Solutions, attached hereto as Exhibit A, is hereby
approved, is approved subj et to the review and approval by the City Attorney of the
final language and exhibits.
4. The Mayor, City Manager and New Hope City staff are authorized and directed to
sign the Proposal and all other appropriate documents, and to take whatever
additional actions are necessary or desirable, to complete the transactions set forth
in the Proposal and engage the services of Helix Solutions.
Dated the 22nd day of October, 2018.
y
Attest:
Valerie Leone, City Clerk
Z-�� W, -�� Vim'""
Kathi Hem n, Mayor
I:\RFA\HR & Admin Svcs\MR-Low Voltage Proposal for City Hall and PD Station w All State Communications 10152018.docx
0)
fig- Helix Solutions
Superior Services. Proven Results.
October 15, 2018
Logis-New Hope Exhibit A
Attn: J.J. Freels
Project Manager
(763)543-2688
RE: City of New Hope Fiber installation for New City Hall
Dear Mr. Freels,
Helix Solutions would like to thank you for the opportunity to bid on the above mentioned project. The
bid is as follows:
i Provide and Place (2) 1.25" conduit approx. 1,650' with tracer wire
• Provide and Place 3-24"06"x24" hand holes
■ Provide and place approx. 4,000' 48F single mode/single armor
• Provide and place 4" conduit from New Hope vault to Zayo vault
■ Provide and place locate wire, ground rods, and grounding materials in hand holes
• CAD engineering and permitting
■ Splice 156 fibers total as instructed in RFP with OTDR test results upon completion
■ Provide and place 144F port patch panel
■ Provide CAD asbuild drawings upon completion of project
Labor Total: $31,140.13
Material: $10,584.00
Project Total: $41,724.13
Please feel free to give me a call if you have any questions at (763)310-5505. We look forward to the
opportunity to work with you.
Sincerely,
Eric Graning
President/Owner
Helix Solutions
info@helixsolutions.us
COST ANALYSIS
FUNDING SOURCE
New Police/City Hall (net proceeds)
Utility - Energy Rebates
Generalor Funding
Council Chambers Equipment
TOTAL FUNDING
CONSTRUCTION
Bid Pack 01
Building Construction
Site Development
Change Order 1
Pending Change Order
Pending Change Order 3
Construction Contingency Remaining
City of New Hope
Police & City Hall
8/20/2018
Bid
Update
Award
12/4/2017
8/20/2018
$18,900,000
$18,900,000
$50,000
$50,000
$235,000
$235,000
$204,000
$2D4,000
$19,389,000 $29,389,000
S 14,792,500 $ 14,792,500
incl incl
$ 164,170
$ 90,330
5
$ 500,000 $ 245,500
Subtotal
S
15,292,500 $
15,292,500
Bid Pack a<2
Parking Lot
$
630,000 $
630,000
Landscaping
$
400,000 S
400,000
Building Demolition
S
200,000 S
200,000
Contingency
$
40,000 5
40,000
Subtotal
$
1,270,000 S
1,270,000
SUBTOTAL
S
16,562,500 S
16,562,500
FEES. TESTING
Architectural Fees
S
830,000 $
830,000
Engineering Fees
5
117,370 $
155,870
Bond IS]LtanCL Fees and Underwriter's Discount
5
- $
Goolcehnical/Surveying/Wetland Delineation
S
20,000 5
Reimbursables
5
50,000
50,000
Metropolitan Council / City SAC (1#1 SAC units)
5
80,000
52,1&5
Abatement
$
25,000 5
800
Abatement Testing
5
2,874 $
5,216
Trunk Stonn Drainage Fee
S
S
'
Trunk Sanitary Fee
S
S
'
Engineering/City Inspections (Walermain Plan Review and Inspection)
S
$
-
Water Access Charge Fee
incl
ind
Trunk Water Fee
ind
ind
Engincering/City Inspections
5
S
'
State or City Building Code Plan Review Fee
5
- 5
-
State or City Review/Inspection Fee
$
- S
-
Health Dept. Plumbing Plan Review Fee
$
2,500 S
2,127
Health Dept. Food Service Plan Review Fee
5
5
-
City Roads and Services Fees
5
- S
-
UtilityTransformerFees/Inspection
$
40,000 S
64,389
Bid Advertisement/Prinling
S
10,000 $
2,524
Legal Allowance
5
S
Special Structural Inspections
S
50,000 $
67,639
Commissioning
S
- $
-
Moving Costs
5
25,000 S
25,000
Civil Defense Siren Relocation
5
6,700 4
6,700
Private Locales
5
- S
370
Contingency
$
5O,000 S
25AMO
SUBTOTAL
$
1,309,444 $
1,287,820
'FljtNITURF, & EQUIPMENT IlEgHNOLOG
Furniture Allowance
$
655,000 $
655,000
Equipment Allowance
$
100,000 $
W,000
--4Aw:VoltuW(Ls*i0 *
, I-
.- wDAwo s-
275=
Technology Allowance (Council Chambers)
$
225,000 $
439,500
Furnishing/Consultant Fees
$
39,300 $
39,300
Technology Consul ling Fees
$
9,900 $
9,900
Contingency
$
50,000 $
25,000
SUBTOTAL (FF&E)
$
1,379,200 $
1,493,700
PROJECT BALANCE
$137,856
$44,980
WlDocsrprojeeWpmdesigrimst_analyss_master Commission No. [COMM A]
CONTRACT
FOR FIBER INSTALLATION &
REDUNDANT LOOP FOR
NEW POLICE STATION/CITY
HALL
(Project994)
For valuable consideration as set forth below, this contract dated the 29th of October, 2018, is made and signed by
the city of New Hope (hereinafter "City') and Helix Solutions, (hereinafter "Contractor").
1. CONTRACT DOCUMENTS
The Contractor hereby promises and agrees to perform and comply with all the provisions of the proposal dated
October 15, 2018, this Contract, and specifications, all of which are incorporated hereby by this reference. This
Contract shall comprise the total agreement of the parties hereto. No oral order, objection or claim by any party
to the other shall affect or modify any of the terms or obligations contained in this Contract.
2. THE WORK
The work to be performed by Contractor under this Contract is defined in the proposal dated October 15, 2018
and approved by the New Hope City Council October 22, 2018.
3. CONTRACT PRICE
The City agrees to pay the contractor $41,724.13 for labor and materials for the fiber installation and redundant
loop for the new police station/city hall facility.
4. COMPLETION DATE
Contractor shall complete his performance under this contract by the 30th day of April, 2019 (hereinafter
"completion Date").
5. INSURANCE BOLD
Before beginning actual work under this Contract, the Contractor shall submit to the City and obtain the City's
approval of a certificate of insurance on Standard Form C.I.C.C.-701 or ACORD 25 forms, showing the following
insurance coverage and listing the City as a loss payee under the policies:
a. General Contractor Liability: $1,000,000.00
b. Automobile Liability for all Automobiles: $1,000,000.00
c. Workman's Compensation: Statutory Amounts
This certificate must provide for the above coverages to be in effect from the date of the Contract until 30 days
after the Completion Date and must provide the insurance company will not cancel the insurance coverage
without 30 days written notice to the City of intent to cancel. The certificate must further provide that the
contractor's insurance coverage is primary coverage notwithstanding any insurance coverage carried by the City
that may apply to injury or damage relating to the maintenance or repair of City owned property by either the
City or any employee, agent, independent contractor or any other person or entity retained by the City to perform
the services described herein
All insurance is subject to the review and approval of the New Hope City Attorney.
6. LAWS REGULATIONS AND SAFETY
The Contractor shall give all notices and comply with all laws, ordinances, rules and regulations
applicable to performance under this Contract.
7. INDEMNIFICATION
The Contractor agrees to indemnify, defend and hold the City harmless from any damages, including costs and
reasonable attorney's fees, from any claims, demands, actions or causes of action arising out of any act or
omission on the part of the Contractor or its agents, servants or employees in the performance of or with relation
to any of the work or services performed or furnished by the contractor under this Contract, provided, however,
that the Contractor's indemnity obligations shall be comparatively reduced to the extent that the Claim is caused
in part by the negligent, grossly negligent or intentional act or omission of the City, any other contactor of the
City or any other party indemnified hereunder; and provided further, that the forgoing indemnity will not apply
if the claim is caused in whole by the City, any other contractor of the City or any other party indemnified
hereunder.
8. ASSIGNMENT
The Contractor shall not assign or transfer, whether by an assignment or notation or otherwise, any of its rights,
duties, benefits, obligations, liabilities or responsibilities without prior written consent of the City.
9. "NOTICE
The address and telephone number of the Contractor for purposes of giving notices and any other purpose under
this contract shall be Eric Graning, President/Owner of Helix Solutions at 13254 Jackson Street, Becker, MN 55308
or phone at (763)310-5505.
The address and telephone number of the City for purposes of giving notices and any other purpose under this
contract shall be 4401 Xylon Avenue North, New Hope, MN 55428. The City's contact person is Valerie Leone,
City Clerk, 763-531-5117.
IN WITNESS WHEREOF, the parties to this Contract have hereunto set their hands and seals as of the day and
year first above written.
CITY OF NEW OPE
By
Its
By
Its City Manager
STATE OF MINNESOTA
COUNTY OF HENNEPIN
I
iJa
The foregoing was acknowledged before me this --) t day of, 2018, by Kathi Hemken and
Kirk McDonald, the Mayor and City Manager, respectively, of the City of New Hope, a Minnesota municipal
corporation, on behalf of said municipal corporation.
Notary Public
ww+n
VALERIE J LEONE
Notary Public -Minnesota
My Commission Expires Jan 31, 2020
CONTRACTOR — Helix Solutions
By ,
Its Representat' e
STATE OF MINNESOTA
COUNTY OF HENNEPIN
The foregoing was acknowledged before me on this ;19 *"day of J e.— 2018, by
Fr-t Crca +z•e of on behalf of Helix Soluti s.
94�-
Notary Public
VALERIE J LEONE
Notary Publl�Minnesota
My Commissfon Expires Jan 31, 2020
,� 4
Helix Solutions
Superior Services. Proved Results.
October 15, 2018
Logis-New Hope
Attn: J.J. Freels
Project Manager
(763)543-2688
RE: City of New Hope Fiber installation for New City Hall
Dear Mr. Freels,
Helix Solutions would like to thank you for the opportunity to bid on the above mentioned project. The
bid is as follows:
• Provide and Place (2) 1.25" conduit approx. 1,650' with tracer wire
• Provide and Place 3-24"x36"x24" hand holes
• Provide and place approx. 4,000' 48F single mode/single armor
• Provide and place 4" conduit from New Hope vault to Zayo vault
• Provide and place locate wire, ground rods, and grounding materials in hand holes
• CAD engineering and permitting
• Splice 156 fibers total as instructed in RFP with OTDR test results upon completion
• Provide and place 144F port patch panel
• Provide CAD asbuild drawings upon completion of project
Labor Total: $31,140.13
Material: $10,584.00
Project Total: $41,724.13
Please feel free to give me a call if you have any questions at (763)310-5505. We look forward to the
opportunity to work with you.
Sincerely,
Eric Graning
President/Owner
Helix Solutions
info@helixsolutions.us