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042423 City Council Meeting Packet    NEW HOPE CITY COUNCIL  MEETING AGENDA  April 24, 2023  7:00 p.m.  City Hall – Council Chambers  4401 Xylon Avenue North    Mayor Kathi Hemken  Council Member John Elder  Council Member Andy Hoffe  Council Member Michael Isenberg  Council Member Jonathan London    The City Council wants and encourages citizen participation at Council Meetings. Your input and  opinions count and are valuable. You are encouraged to bring forth your comments and issues at  the appropriate point on the agenda.     A 15‐minute maximum Open Forum is held at the beginning of each Council Meeting. At this time  any person may address the Council on any subject pertaining to City business not listed on this  agenda or scheduled as a future agenda item. The Council requests that you limit your presentation  to 3 minutes. Anyone wishing to address the City Council on a particular item should raise their  hand and be recognized by the Mayor. Approach the podium and speak into the microphone by  first stating your name and address. Also, please record your name on the roster at the table near  the door so that your name will be spelled correctly in the minutes.    Individuals should not expect the Mayor or Council to respond to their comments tonight; Council  may refer the matter to staff for handling or for consideration at a future meeting. You are welcome  to contact the city clerk at 763‐531‐5117 after the council meeting.    COUNCIL MEETING BROADCASTS AND STREAMING  Government Access channel 16 programming includes live/taped meeting replays  Live on‐line meetings and past meetings on‐demand are available through www.nwsccc.org.    www.newhopemn.gov New Hope Values and Vision City Mission Strong local government that is proactive in responding to the community needs and issues by delivering quality public service to all city residents, businesses, property owners, and organizations in a prudent and e cient manner. Values Excellence and Quality in the Delivery of Services We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional and cost-e ective manner. Fiscal Responsibility We believe that fi scal responsibility and the prudent stewardship of public funds and city assets is essential if residents are to have confi dence in government. Ethics, Integrity and Professionalism We believe that ethics, integrity, and professionalism are the foundation blocks of public trust and confi dence and that all meaningful relationships are built on these values. Respect for the Individual We believe in the uniqueness of every individual, and welcome, appreciate, and respect diversity and the di ering of opinions. Open, Honest, and Respectful Communication We believe that open, honest, and respectful communication is essential for an informed and involved citizenry and to foster a positive environment for those interacting with our city. Cooperation and Teamwork We believe that the public is best served when all work cooperatively. Visionary Leadership and Planning We believe that the very essence of leadership is to be responsive to current goals and needs, and visionary in planning for the future. Vision e city is a great place to grow as a family, individual, or business. All within our city are safe and secure. Essential services will be those that promote a safe and healthy environment for all residents. Essential services and programs will be enhanced and streamlined, and will be provided in an economical manner and with measurable results. e city views residents as its greatest asset and seeks their input and participation. e city will meet the communication needs of citizens, elected o cials, and city sta . Strategic Goals e city will maintain and improve its infrastructure (water distribution, storm water, sewer, roads, parks, lighting, and city facilities). e city will use frugal spending and resourceful fi nancial management to maintain its fi scal health. e city will encourage maintenance, redevelopment, and reinvestment of existing properties to improve or enhance its tax base. e city will provide core services with a professional sta who are equipped with the necessary tools and equipment and given necessary direction. e city will facilitate and improve communications to promote e ective intergovernmental cooperation between sta , citizens, and Council. Adopted by the New Hope City Council, August 2006 Reaffirmed by the New Hope City Council, February 2023 CITY COUNCIL MEETING City Hall, 4401 Xylon Avenue North April 24, 2023 7:00 p.m. 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE – April 24, 2023 2. ROLL CALL 3. APPROVAL OF MINUTES: • Regular Meeting Minutes – April 10, 2023 4. OPEN FORUM 5. PRESENTATIONS 5.1 Oath of office for Police Officers Jared Gray and Sabrina DeMars 5.2 Awards presentation for the 2022-2023 New Hope Snowman/Snow Sculpture Contest Winners 5.3 Resolution approving special event at Cooper High School, Relay for Life, on Saturday, May 6, 2023, under the supervision of District 281 personnel and parents 5.4 Resolution approving agreement between the city of New Hope and Home Free for the 2023 Domestic Assault Intervention Project 6. CONSENT BUSINESS 6.2 Approval of financial claims through April 24, 2023 6.4 Resolution proclaiming May 14-20, 2023, as National Police Week in the city of New Hope 6.5 Resolution approving LG214 Premises Permit Application for Armstrong Cooper Youth Hockey Association to conduct lawful gambling at Winnetka Pizza, dba Frankie’s Pizza, at 3556 Winnetka Avenue North 6.6 Resolution approving agreement with the New Hope/Crystal/Plymouth Swim Club for use of the New Hope Aquatic Park for summer practices and meets 6.7 Resolution authorizing the appropriation of funds in the amount of $25,207.97 to rebuild the ice compressors at the New Hope Ice Arena 6.8 Resolution authorizing the appropriation of funds in the amount of $37,018.60 for the purchase and installation of skate tile at the New Hope Ice Arena 6.9 Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $10,000 for the purchase of batteries from R&R Specialties of Wisconsin Inc. for the New Hope Ice Arena 6.10 Resolution approving an agreement with Abdo Financial Solutions to assist the city in evaluating and selecting a new Enterprise Resource Planning (ERP) system and to perform chart of accounts mapping 6.11 Resolution adopting Juneteenth (June 19) as a City holiday, effective in conjunction with the date it becomes a State of Minnesota holiday 6.12 Resolution approving issuance of a Request for Proposal to conduct a Compensation Study in 2023 for the City of New Hope 6.13 Resolution approving a cooperative construction agreement with Hennepin County for the 42nd Avenue Signal Light, Trail, and Utility Project (Improvement Project No. 1029) 7. PUBLIC HEARING 8. DEVELOPMENT AND PLANNING 8.1 Resolution awarding contract to GMH Asphalt Corporation for construction of the 42nd Avenue Signal Light, Trail, and Utility Project (Improvement Project No. 1029) 9. PETITIONS AND REQUESTS 10. ORDINANCES AND RESOLUTIONS 11. UNFINISHED AND ORGANIZATIONAL BUSINESS 12. OTHER BUSINESS 12.1 Exchange of communication between members of the city council 13. ADJOURNMENT Memorandum          To:  New Hope City Council  From: Tim Hoyt, Acting City Manager  Date: April 20, 2023  Subject: Agenda Items for Monday, April 24, 2023     Board of Appeal – prior to the Council Meeting, Council is requested to meet in the Civic Center Conference  Room at 6:30 p.m. to reconvene as the Board of Appeal and Equalization. A separate agenda packet was  distributed for this meeting.    Open Forum  We are not aware of anyone who intends to address Council for the open forum.     Item 5.1  The city clerk will conduct the oath of office for Police Officers Jared Gray and Sabrina DeMars. They  completed the probationary period on March 28, 2023. Family and friends have been invited to witness the  swearing in ceremony.    Item 5.2  Staff would like Council to recognize the winners of the 2023 New Hope Snowman/Snow Sculpture  Contest. The community contest was initiated by the Citizen Advisory Commission in 2018. There were  15 entries this year. Contest winners are given the choice of a cash prize or certificate towards a parks  and recreation program. Citizen Advisory Chair Kulzer will be in attendance to assist with the awards.  Director Rader and I support the community contest.    Item 5.3  Cooper High School students and staff have requested permission to hold a special event, Relay for  Life, at the athletic stadium on May 6‐7, 2023. Per the CUP, this type of event requires Council  approval. The event is a 12‐hour overnight event and the only impact to the neighborhood would be a  minimal amount of stadium lighting for safety purposes (the public address system will not be used  after 11 pm). A group of students would like to make a presentation to the City Council regarding the  event. Director Sargent and I recommend approval.    Item 5.4  This is an agreement with Home Free for the 2023 Domestic Assault Intervention Project for $36,900  which is the same funding level as last year. Home Free provides 24‐hour emergency housing and  advocacy services for victims of domestic violence. The 2023 budget contains funds for this program.  Ms. Elsa Swanson of Home Free will provide an update to Council. I recommend approval.     Page 2    Items 6.1, 6.2, and 6.3  Item 6.1 – there are no new business license requests for this agenda.  Item 6.2 ‐ involves routine financial claims.   Item 6.3 – there are no new liability claims to report.    Item 6.4  This resolution recognizes the efforts of police personnel for their services provided to the community.  The week of May 14‐20, 2023, will be proclaimed as National Police Week in the city. A media release  will be prepared and submitted to local media. I recommend approval.    Item 6.5  This resolution approves a premises permit application for Armstrong Cooper Youth Hockey  Association to conduct lawful gambling at Frankie’s Pizza. The organization will be installing a pull‐ tab dispensing machine at the restaurant. The majority of the gambling proceeds are used for the youth  hockey program at the New Hope Ice Arena. City code requires that 15% of the lawful purpose  expenditures be expended in the trade area and 10% of net profits be contributed to the city. The  organization has successfully conducted charitable gambling operations at two other sites in the city for  several years. City Clerk Leone and I recommend approval.    Item 6.6  This resolution approves an agreement with the New Hope/Crystal/Plymouth Swim Club for use of the  New Hope Aquatic Park for early morning and evening swim practices and two swim meets. The  swim club has rented the New Hope pool for many years. A weekend morning swim meet will be held  June 17‐18 for which the city will charge $220 per hour. This meet does not interfere with open swim.  As part of the pool grant agreement with MN Swimming, the City Council has committed to allowing a  championship meet for four years (2021‐2024). The championship meet will be held the weekend of  July 14‐16 which requires closing the pool to the general public for three days. The hourly rate will be  $290 to help offset the revenue loss due to the pool being closed for general swimming during the  championship meet. The total amount will be $23,340 plus any set‐up fees. Director Rader and I  recommend approval.    Item 6.7  This resolution approves the expenditure of $25,207.97 to rebuild the ice compressors at the New Hope Ice  Arena. The low quote was submitted by Rink‐Tec Arena Specialists which the city has used in the past with  good results. The amount budgeted in the 2023 was $26,500. Director Rader and I recommend approval.    Item 6.8  This resolution approves the expenditure of $37,018.60 for the purchase and installation of skate tile at the  New Hope Ice Arena. Staff recommends replacing the skate tile on the north and west sides of the south  arena as the adhesive will be more effective with the refrigeration off. All‐American Arena Products  provided a quote of $37,018.60 to replace both areas. The vendor is part of the cooperative purchasing  program. The 2023 CIP contained $18,000 for the project and the operating budget will cover the balance as   Page 3  the south rink floor replacement project is underbudget by $134,000. Director Rader and I recommend  approval.    Item 6.9  This resolution authorizes the purchase of batteries for the 2018 Zamboni ice resurfacer. R&R Specialties of  Wisconsin Inc. was the low bidder at $10,000 for the batteries. The existing batteries are five years old and  have reached their life expectancy. The central garage replacement fund has $11,601 earmarked for this  expenditure. Director Rader and I recommend approval.    Item 6.10  At the April 17 work session staff discussed utilizing the services of Abdo to evaluate Enterprise  Resource Planning (ERP) systems and assist the city in its selection of software. The city has utilized a  JD Edwards program through LOGIS for many years. LOGIS has implemented a new ERP and staff  believes there may be better options at a more reasonable cost in the marketplace. The software review  will include finance programs such as accounts receivable, accounts payable, financial reporting as well  as payroll, human resources, special assessments, recreation, license/permits/ inspections, and utility  billing. Key stakeholders will be included to identify the city’s needs. Abdo has submitted a proposal to  evaluate various ERPs for $22,500 and for chart of accounts mapping for $7,500. It is recommended to  fund the project with IT Reserve Fund budget and include funding in the 2024 budget. Director  Johnson and I recommend approval.     Item 6.11  This resolution adopts Juneteenth (June 19) as a city holiday effective in conjunction with the date it  becomes a state of Minnesota holiday. At the April 17 work session staff and Council reviewed the  city’s existing holidays. Council supported amending the Personnel Rules and Regulations to add  Juneteenth as a city holiday. Director Johnson and I recommend approval.    Item 6.12  This item approves proceeding with an RFP process for a compensation study in 2023. The last study  was completed in 2011 and it was updated in 2017 with implementation in 2018. The RFP would be  sent to several vendors, advertised in the Sun Post and the city’s website. The 2023 budget contains  $30,000 for completion of a compensation study. Director Johnson and I recommend approval.   Item 6.13  This resolution approves a cooperative construction agreement with the county for the mill and  overlay, signal light replacement, trail construction and utility improvements along 42nd Avenue. The  project will be constructed in conjunction with the TH 169 bridge project. Project costs are shared  between the county and the city. Director Weber and I recommend approval.     Item 8.1  This resolution awards a contract to GMH Asphalt Corporation for the mill and overlay, signal light  replacement, trail construction and utility improvements along 42nd Avenue for $2,576,553.37. MnDOT  is in the process of reconfiguring TH 169 and the 42nd Avenue bridge and interchange. The city has been   Page 4  coordinating with Hennepin County to complete improvements along 42nd Avenue between Gettysburg  Avenue and Xylon Avenue to coincide with MnDOT’s project. The city will coordinate the county’s signal  project at 42nd and Boone with a city project to include burying overhead power, installing additional  lighting, paving a trail from Boone Avenue to Gettysburg Avenue, and watermain improvements.  Construction of a city monument sign will occur after the bridge project is complete. The total project cost is  $3,526,625 which includes indirect costs, contingencies, and previously approved materials (decorative street  lights and traffic signal pole assemblies). The funding sources include state aid, street light fund, water fund,  and county funds.     Item 12.1  Mayor Hemken will review the list of upcoming events/meetings.    If you have any questions regarding items in the agenda packet, please contact me prior to the  meeting so that staff can research any issues and be prepared to respond at the meeting.  New Hope City Council  April 10, 2023  Page 1   City of New Hope  4401 Xylon Avenue North  New Hope, Minnesota 55428    City Council Minutes April 10, 2023  Regular Meeting City Hall, 7:00 p.m.      CALL TO ORDER The New Hope City Council met in regular session pursuant to due call and notice  thereof; Mayor Hemken called the meeting to order at 7:00 p.m.    PLEDGE OF  ALLEGIANCE    The City Council and all present stood for the Pledge of Allegiance.  ROLL CALL Council present:          Absent:    Staff present:       Kathi Hemken, Mayor  John Elder, Council Member  Michael Isenberg, Council Member  Jonathan London, Council Member    Andy Hoffe, Council Member    Tim Hoyt, Acting City Manager  Dan Boyum, City Engineer  Rich Johnson, Director of HR/Admin. Services  Valerie Leone, City Clerk  Nick Macklem, Stormwater Specialist  Susan Rader, Director of Parks & Recreation  Bernie Weber, Director of Public Works  Stacy Woods, City Attorney    APPROVAL OF  MINUTES  Motion was made by Council Member Elder, seconded by Council Member  London, to approve the work session meeting minutes of March 20, 2023. Voted  in favor thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted  against the same: None; Abstained: None; Absent: None. Motion carried.    Motion was made by Council Member Elder, seconded by Council Member  London, to approve the executive session meeting minutes of March 20, 2023.  Voted in favor thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following  voted against the same: None; Abstained: None; Absent: None. Motion carried.    Motion was made by Council Member Isenberg, seconded by Council Member  London, to approve the regular meeting minutes of March 27, 2023. Voted in  favor thereof: Hemken, Elder, Hoffe, Isenberg, London; and the following voted  against the same: None; Abstained: None; Absent: None. Motion carried.    OPEN FORUM    There was no one present desirous of addressing the council.  PRESENTATIONS:  COMMISSIONER JEFF  LUNDE UPDATE  Mayor Hemken introduced for discussion Item 5.1, Update from Hennepin  County Commissioner Jeff Lunde.    New Hope City Council  April 10, 2023  Page 2   Item 5.1    Commissioner Lunde explained his current committee assignments including  Law, Safety & Justice; Internal Governmental Relations; Housing and  Redevelopment Authority; Blue Line Extension Corridor Management  Committee; Brooklyn Bridge Alliance for Youth; Statewide Cannabis Task Force;  and NLX (Northern Lights Express). He reported on the Juvenile Detention Center  and the risk assessment instrument (RAI). Mr. Lunde also explained the county’s  involvement with affordable housing, homelessness, and emergency rental  assistance. He stated anyone with housing instability may call 211 for assistance.  He reported the pilot of the 911 Mental Health Response Line went live in Brooklyn  Park in December, 2022. Lastly, Mr. Lunde spoke of transportation issues, transit  safety, and bike trail connections.     Council thanked Commissioner Lunde for the update.    ROTATING VOTES    Please note that votes taken on each agenda item are called by the secretary on a  rotating basis; however, the written minutes always list the mayor’s name first  followed by the council members’ in alphabetical order.    CONSENT AGENDA Mayor Hemken introduced the consent items as listed for consideration and stated  that all items will be enacted by one motion unless requested that an item be  removed for discussion. Mr. Tim Hoyt, acting city manager, reviewed the consent  items.    BUSINESS  LICENSE(S)  Item 6.1    Approval of business license(s).  FINANCIAL CLAIMS  Item 6.2    Approval of financial claims through April 10, 2023.  RESOLUTION 2023‐40  Item 6.4    Resolution proclaiming April 16‐22, 2023, as National Volunteer Week in the city  of New Hope.  RESOLUTION 2023‐41  Item 6.5    Resolution proclaiming April 16‐22, 2023, to be the “Great Shingle Creek  Watershed Cleanup Week”.  RESOLUTION 2023‐42  Item 6.6    Resolution proclaiming April 23‐29, 2023 as National Crime Victims’ Rights Week  in the city of New Hope.  RESOLUTION 2023‐43  Item 6.7    Resolution proclaiming the month of May, 2023, as Arbor Month in the city of New  Hope.  RESOLUTION 2023‐44  Item 6.8    Resolution proclaiming the month of May, 2023, as Building Safety Month in the  city of New Hope.  RESOLUTION 2023‐45  Item 6.9    Resolution proclaiming May 21‐27, 2023, as National Public Works Week in the  city of New Hope.  RESOLUTION 2023‐46  Item 6.10  Resolution approving Lease Agreement A‐2311624 with Hennepin County for use  of election equipment.  New Hope City Council  April 10, 2023  Page 3     RESOLUTION 2023‐47  Item 6.11    Resolution approving Joint Powers Agreement and Amendment #1 between  Hennepin County and the city of New Hope for years 2023 and 2024.  RESOLUTION 2023‐48  Item 6.12    Resolution approving renewing the agreement with Solution Builders to provide  information technology support services for the city effective May 1, 2023 to April  30, 2024.    RESOLUTION 2023‐49  Item 6.13    Resolution approving agreement with Off Broadway Musical Theatre for the 2023  season.  RESOLUTION 2023‐50  Item 6.14    Resolution authorizing the appropriation of funds in the amount of $24,518 for the  purchase and installation of scoreboards at the New Hope Ice Arena  RESOLUTION 2023‐51  Item 6.15    Resolution authorizing participation in the Metropolitan Council Environmental  Services 2020 Municipal Inflow and Infiltration Grant and submittal of final  documentation for reimbursement.    MOTION  Consent Items  Motion was made by Council Member Elder, seconded by Council Member  Isenberg, to approve the Consent items. All present voted in favor. Motion  carried.    MEADOW LAKE  MANAGEMENT  PLAN ALUM  TREATMENT  (IMPROVEMENT  PROJECT NO. 1053)  Item 8.1    Mayor Hemken introduced for discussion Item 8.1, Resolution awarding contract  to SOLitude Lake Management for the 2023 alum treatment under the Meadow  Lake Management Plan (Project No. 1053).    Mr. Nick Macklem, stormwater specialist/project coordinator, explained the  Meadow Lake Management Plan was developed to reduce internal phosphorous  loading via a drawdown, monitoring, chemical treatment of invasive plant and  fish species and alum treatment. The next step in the process is an alum treatment  which involves applying liquid aluminum sulfate and sodium aluminate to  Meadow Lake. He stated the alum solution blankets the lake bottom to create a  barrier to limit phosphorus release into the water, and the work will take place in  late April or May. He reported that Stantec is also coordinating herbicide  treatments of curly‐leaf pondweed in the lake.    Mr. Macklem reviewed the bid of $59,104 that was submitted by SOLitude Lake  Management for the alum treatment. He explained a grant was awarded to the  Shingle Creek Watershed Management Commission that will cover the cost of the  project.     Mr. Macklem responded to questions from Council concerning the application  process and noted the alum treatment will not negatively affect wildlife habitat.     RESOLUTION 2023‐52  Item 8.1  Council Member Isenberg introduced the following resolution and moved its  adoption: “RESOLUTION AWARDING CONTRACT TO SOLITUDE LAKE  MANAGEMENT FOR THE 2023 ALUM TREATMENT UNDER THE  MEADOW LAKE MANAGEMENT PLAN (PROJECT NO. 1053).” The motion  for the adoption of the foregoing resolution was seconded by Council Member  Elder, and upon vote being taken thereon, the following voted in favor thereof:  New Hope City Council  April 10, 2023  Page 4   Hemken, Elder, Isenberg, London; and the following voted against the same:  None; Abstained: None; Absent: Hoffe; whereupon the resolution was declared  duly passed and adopted, signed by the mayor which was attested to by the city  clerk.    42ND AVENUE SIGNAL  LIGHT, TRAIL, AND  UTILITY  IMPROVEMENTS  (IMPROVEMENT  PROJECT NO. 1029)  Item 8.2    Mayor Hemken introduced for discussion Item 8.2, Resolution authorizing the  purchase of signal pole assemblies for the 42nd Avenue Signal Light, Trail, and  Utility Improvements (Project No. 1029).    Mr. Dan Boyum, city engineer, stated the traffic signals at the intersection of 42nd  and Boone Avenue will be replaced as part of the county and city improvements  on 42nd Avenue this summer. He explained the delivery schedule for the pole  assemblies is up to 17 weeks and therefore it is prudent to purchase them now  from Millerbernd Manufacturing Company for $121,356 to prevent project  schedule delays.     Mr. Boyum stated the city will seek reimbursement for the assemblies with  municipal state aid funding. Hennepin County will pay for their share of the poles  in accordance with the construction cooperative agreement.     RESOLUTION 2023‐53  Item 8.2    Council Member Elder introduced the following resolution and moved its  adoption: “RESOLUTION AUTHORIZING THE PURCHASE OF SIGNAL  POLE ASSEMBLIES FOR THE 42ND AVENUE SIGNAL LIGHT, TRAIL, AND  UTILITY IMPROVEMENTS (PROJECT NO. 1029).” The motion for the adoption  of the foregoing resolution was seconded by Council Member London, and upon  vote being taken thereon, the following voted in favor thereof: Hemken, Elder,   Isenberg, London; and the following voted against the same: None; Abstained:  None; Absent: Hoffe; whereupon the resolution was declared duly passed and  adopted, signed by the mayor which was attested to by the city clerk.    LMCIT INSURANCE  PREMIUMS  Item 11.1  Mayor Hemken introduced for discussion Item 11.1, Motion approving renewal of  insurance premiums for general liability, property damage, employee bond and  worker’s compensation for the period April 20, 2023, through April 20, 2024  through the League of Minnesota Cities Insurance Trust (LMCIT).    Mr. Rich Johnson, director of HR/Admin Services, explained the city clerk  coordinates renewal of the general liability insurance, and the director of human  resources and administrative services handles the workers’ compensation  insurance renewal. He stated the premium for the property/liability coverage is  $197,589, an increase of $5,327 over last year.     Mr. Johnson stated the premium for workers compensation, based on a $5,000  deductible for work‐related medical expenses, is $367,398 which is an increase of  $1,103 from last year. He noted the small increase in premium is a result of a  favorable change in the city’s experience modification rating from .96 to .85. The  total cost of the insurance (property, workers compensation, liquor liability, open  meeting law defense, faithful performance, and volunteer accident plan) is  $564,987 which is lower than the budgeted amount for 2023.     New Hope City Council  April 10, 2023  Page 5   MOTION   Item 11.1  Motion was made by London, seconded by Council Member Isenberg, approving  renewal of insurance premiums for general liability, property damage,  employee bond and worker’s compensation for the period April 20, 2023,  through April 20, 2024, through the League of Minnesota Cities Insurance Trust  (LMCIT). Voted in favor thereof: Hemken, Elder, Isenberg, London; and the  following voted against the same: None; Abstained: None; Absent: Hoffe. Motion  carried.    STATUTORY  LIMITATIONS  Item 11.2    Mayor Hemken introduced for discussion Item 11.2, Motion to accept statutory  limitations of $500,000 for individual claimant recovery for insurance provided by  League of Minnesota Cities Insurance Trust (LMCIT).    Mr. Rich Johnson, director of HR/Admin Services, explained the League of  Minnesota Cities Insurance Trust requires the city to make a decision annually  regarding the statutory tort limits in accordance with Minnesota Statutes.    MOTION   Item 11.2  Motion was made by Elder, seconded by Council Member London, to accept  statutory limitations of $500,000 for individual claimant recovery for insurance  provided by League of Minnesota Cities Insurance Trust (LMCIT). Voted in  favor thereof: Hemken, Elder, Isenberg, London; and the following voted against  the same: None; Abstained: None; Absent: Hoffe. Motion carried.    CITY MANAGER  CANDIDATE  FINALISTS  Item 11.3    Mayor Hemken introduced for discussion Item 11.3, Motion selecting city manager  candidate finalists.    Mr. Pat Melvin, DDA Human Resources, Inc, was recognized. He stated the  recruitment process for the city manager yielded 33 applications and some were  removed as they did not meet the minimum qualifications. He reported the City  Council reviewed information for 19 candidates including a video interview, cover  letter/resume, and work personality index.     Council Members identified their top five candidates. Council agreed to conduct  in‐person interviews on May 2, 2023, with six candidates (identified as candidate  numbers 1, 3, 4, 6, 7, and 13).     Discussion ensued regarding the interview format, interview questions, and  reimbursement for candidates’ travel expenses.    MOTION  Item 11.3  Motion was made by Isenberg, seconded by Council Member Elder, to approve  the selection of six city manager candidate finalists. Voted in favor thereof:  Hemken, Elder, Isenberg, London; and the following voted against the same:  None; Abstained: None; Absent: Hoffe. Motion carried.    Motion was made by Elder, seconded by Council Member Isenberg, to reimburse  candidates up to $1,000 for reasonable travel expenses. Voted in favor thereof:  Hemken, Elder, Isenberg, London; and the following voted against the same:  None; Abstained: None; Absent: Hoffe. Motion carried.    EXCHANGE OF   COMMUNICATION  Mayor Hemken introduced for discussion Item 12.1, Exchange of communication  between members of the City Council.  New Hope City Council  April 10, 2023  Page 6   Item 12.1   Mayor Hemken reported on upcoming events.    ADJOURNMENT    Motion was made by Council Member Isenberg, seconded by Council Member  Elder, to adjourn the meeting, as there was no further business to come before  the Council. All present voted in favor. Motion carried. The New Hope City  Council adjourned at 8:30 p.m.  Respectfully submitted,    Valerie Leone, City Clerk    I:\RFA\City Manager\2023\5.1 Q ‐ Oath of Office police 041923.docx    Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: City Manager  By: Valerie Leone, City Clerk    Agenda Title  Oath of office for Police Officers Jared Gray and Sabrina DeMars   Requested Action  Staff is requesting that the Council allow the city clerk to formally administer the oath of office to members of  the police department.   Policy/Past Practice  Police officers are sworn in at a council meeting after completion of their probationary period.   Background  Both Jared Gray and Sabrina DeMars completed their probationary period on March 28, 2023. Acting City  Manager/Chief of Police Hoyt will share the new officers’ backgrounds with the Council and community.  Family and friends are invited to the swearing in ceremony.           Agenda Section Presentations Item Number  5.1  I:\RFA\P&R\CAC\2023\Q ‐ Snowman‐Snow Sculpture Contest.docx   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Parks & Recreation  By: Susan Rader, Director    Agenda Title  Awards presentation for the 2022‐2023 New Hope Snowman/Snow Sculpture Contest winners  Requested Action  Staff requests the City Council recognize the New Hope Snowman/Snow Sculpture Contest winners. This  contest was sponsored by the Citizen Advisory Commission (CAC).    CAC Chair Kulzer will be in attendance to assist with the awards.  Background  The idea for a snowman‐building contest was originally discussed at the October 2017 CAC meeting as part  of a brainstorming session to generate ideas to bring attention to New Hope. The commissioners quickly  agreed that it would be a fun contest to host and that it would encourage people to get outside to enjoy the  winter. In order to give the option of creating a snowman or snow sculpture, the contest was titled the New  Hope Snowman/Snow Sculpture Contest.   Similar to last year’s contest, the entries could be submitted through the end of March and the contest was  open to New Hope individuals, families, neighborhoods and groups.   The contest was advertised in In Motion, In Touch, the city web site, the city electronic sign boards, and  through social media. Participants were asked to submit a photo with their name, address and a title for the  creation via email.   Following the March 31 deadline, 15 entries were forwarded to the commissioners for voting. Last year, a  total of 11 entries were received.    The contest winners are given the choice of a cash prize or certificate toward a parks and recreation program.   Agenda Section Presentations Item Number  5.2  I:\RFA\COMM DEV\2023\City Council\04‐24‐23 Relay for Life\Q ‐ Relay for Life 04‐24‐23.docx   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Community Development  By: Brandon Bell, CD Coord/Management Analyst  and Jeff Sargent, CD Director  Agenda Title  Resolution approving special event at Cooper High School, Relay for Life, on Saturday, May 6, 2023, under the  supervision of District 281 personnel and parents  Requested Action  Staff requests that the City Council approve a resolution authorizing a Relay for Life special event at Cooper  High School on Saturday, May 6 starting at 6 p.m. through Sunday May 7 at 6:00 a.m., 2023, under the  supervision of District 281 personnel and parents.  Policy/Past Practice  The city has previously approved this educational fundraising event at Cooper High School.  Background  American Cancer Society Community Development Manager Kala Boswell has requested that the city approve  a “Relay for Life” fundraising event at Cooper High School on Saturday, May 6 through Sunday, May 7, 2023.  The overnight event is a fundraiser for cancer research, education, and advocacy that involves participants  walking around the school track in honor or in memory of those affected by cancer. The event would take place  on Saturday, May 6 beginning at 6:00 p.m. and go until 6:00 a.m. on Sunday May 7. The event would broaden  the students’ education through participation in the fundraising and program at the school.    The event has been well supervised in the past and would involve no use of amplified sound after 11:00 p.m.  As a result of injuries that were sustained at the event in 2010 due to poor lighting, organizers are requesting  use of a minimal number of stadium lights for safety. Lighting levels will be decreased after 11:00 p.m. In  addition to advisors that would be present for the event, parents would also be in attendance to help supervise.    The event qualifies as a “Special Event” under the amended Conditional Use Permit for use of athletic  stadium and requires City Council authorization prior to being sanctioned.   Attachments   Resolution   Event flyer   Presentation   Neighborhood Signatures      Agenda Section Presentations Item Number  5.3  RESOLUTION NO. 23-___ RESOLUTION APPROVING SPECIAL EVENT AT COOPER HIGH SCHOOL, RELAY FOR LIFE, ON SATURDAY, MAY 6, 2023, UNDER THE SUPERVISION OF DISTRICT 281 PERSONNEL AND PARENTS WHEREAS, a request for a special event at Cooper High School has been received from the students and advisors to conduct an overnight Relay for Life event; and WHEREAS, the event is a special educational opportunity for area students that has been traditionally supported by the New Hope City Council; and WHEREAS, the event will be well supervised by advisors from the school and parents of the student participants in the event. NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorizes an overnight special event at Cooper High School on May 6, 2023, Relay for Life, the event is a broadening of the students’ traditional education and the event shall be supervised by advisors and parents of the participating students. Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota this 24th day of April, 2023. ______________________ Kathi Hemken, Mayor Attest: __________________________ Valerie Leone, City Clerk ! 14th Annual Relay For Life of Robbinsdale Area High Schools Saturday, May 6 - Sunday, May 7, 2023 6PM to 6AM at Cooper High School Stadium The Relay For Life of Robbinsdale Area High Schools is an incredible event which brings together people from all walks of life for one common purpose; to do their part in the fight against cancer. Cancer doesn’t sleep and neither do the hundreds of participants who turn out each year to show their support of the American Cancer Society as they walk the track in honor or in memory of those touched by cancer. In the last 14 years, the Relay For Life of Robbinsdale Area High Schools has: • Raised more than $560,000 • Honored hundreds of cancer survivors • Engaged 50 teams and over 5,000 participants • Helped the American Cancer Society provide programs and services to over 4,000 cancer patients and their families in Hennepin County alone (over 400 in just North Hennepin) Help us make our 14th annual Relay For Life the most successful event yet! We need your help to ensure that this event is able to continue overnight at Cooper High School, not only for those battling cancer, but also for the hundreds of students who have worked so hard to make this event a huge success. With your support, along with that of our neighbors, this event can grow each year as more and more students and their families join in the fight against cancer. relayforlife.org/rdalehsmn kala.boswell@cancer.org I:\RFA\POLICE\2023\Council Meetings\HomeFree 2023\Q&R ‐ HomeFree2023 Agreement.docx   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Police  By: Tim Hoyt, Acting City Manager/Dir. of Police    Agenda Title  Resolution approving agreement between the city of New Hope and Home Free for the 2023 Domestic  Assault Intervention Project  Requested Action  Staff is recommending the Council pass a resolution approving a contract between Home Free and the city of  New Hope for the Home Free Domestic Assault Intervention Project for the year 2023.  Policy/Past Practice  The Home Free Domestic Assault Intervention Project provides a variety of counseling, intervention, support  and shelter services for victims of domestic assault. The police department has used their services since 1991.  Background  Home Free provides 24‐hour emergency housing and advocacy services for victims of domestic assault. They  work hand‐in‐hand with the police department and city attorney’s office assisting victims through the  criminal process, ensuring they are fully aware of all their rights and assisting them in getting help to address  their difficulties. Staff meets with the police department and city attorney regularly to review case status and  work relationships. Staff conducts roll call training for the police department on an annual basis. The police  department and city attorney fully support the Home Free Intervention Project and have found it to be a very  beneficial program. Staff from Home Free will discuss and answer questions that council has regarding  services provided.   Funding  The cost of the program for 2023 is $36,900. There has been no rate increase since 2020. Funds are budgeted in  the 2023 General Fund.  Attachments   Resolution   Agreement     Agenda Section Presentations Item Number  5.4  City of New Hope    Resolution No. 23‐    Resolution approving agreement  between the city of New Hope and Home Free   for the 2023 Domestic Assault Intervention Project      WHEREAS,  the city of New Hope is committed to serving its residents through Human Services   programs; and    WHEREAS,  citizens formed a Domestic Assault Forum Committee and, on several occasions, this  committee, as well as the Women of Today, addressed the Council and requested its  support of a domestic assault intervention program in the city of New Hope. After  extensive consideration, the Council agreed to support a program in the city of New  Hope since 1991 by providing funding for the New Hope Domestic Assault Intervention  Project; and    WHEREAS,  the project is evaluated each year and funds have been appropriated in the 2023   budget for this project.    NOW, THEREFORE BE IT RESOLVED that the City Council of the city of New Hope approves the   agreement with Home Free for 2023 for the New Hope Domestic Assault Intervention  Project, and authorize the Mayor and City Manager to sign the agreement.    Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 24th day of  April, 2023.           ___________________________  Mayor      Attest: ________________________  City Clerk  G:\City Manager\AGENDA\6.2 R‐Approval of Claims Merge Doc.docx   Request for Action  April 24, 2023    Approved by: Tim W. Hoyt, Acting City Manager  Originating Department: City Manager  By: Tim W. Hoyt, Acting City Manager    Agenda Title  Approval of claims through April 24, 2023  Requested Action  Claims for services and commodities purchased through this period are listed on the Check Disbursement  Report  Attachments   Check Disbursement Report  Agenda Section Consent Item Number  6.2  I:\RFA\POLICE\Police week\RFA ‐ Police Week\RFA Police Week 2023.docx   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Police  By: Tim Hoyt, Acting City Manager/Dir. of Police    Agenda Title  Resolution proclaiming May 14‐20, 2023, as National Police Week in the city of New Hope  Requested Action  Staff recommends that the City Council approve a resolution proclaiming May 14‐20, 2023, as National Police  Week in the city of New Hope.    Policy/Past Practice  The city recognizes the importance of law enforcement in maintaining a safe and secure community, and  understands that law enforcement officers sometimes make the ultimate sacrifice in the performance of their  duties.  Background  Police officers routinely face risks on behalf of the community. All too often, a police officer makes the  ultimate sacrifice, the forfeiture of their life, in the performance of their duty to protect the community which  they serve. The challenges facing law enforcement professionals grow every day. Domestic and international  terrorism, unheard of only a few years ago, as well as planning for pandemics have increased the demands  on the law enforcement community.      Over 800,000 sworn law enforcement officers serve in the United States. Being a professional law enforcement  officer is an inherently risky occupation. On average over the past ten years, one officer was killed every  other day. More than 60,000 officers are assaulted each year resulting in 18,000 injuries.     On May 17, 1792, Deputy Sheriff Isaac Smith, New York City Sheriff’s Office became the first known law  enforcement officer to die in the line of duty in our nation’s history. Currently, there are 23,229 federal, state,  and local law enforcement officers names engraved on the walls of the National Law Enforcement Memorial.   As of April 18, 2023, 30 officers have died in the line of duty. At the current rate names are added, the  Memorial Walls are expected to be filled by 2050.     The National Law Enforcement Memorial and Museum will hold ceremonies including the 35th Annual  Candlelight Vigil on May 13 to honor the fallen officers whose names have recently been added to the  Memorial.   Attachments   Resolution    Agenda Section Consent Item Number  6.4  City of New Hope    Resolution No. 2023 ‐    Resolution proclaiming May 14‐20, 2023,   as National Police Week in the city of New Hope    WHEREAS Congress and the president of the United States of America have designated the  calendar week of each year during which May 15 occurs as National Police Week and  May 15 of each year to be Peace Officers’ Memorial Day; and    WHEREAS the law enforcement officers of New Hope are our guardians of life, property, rights  and freedoms; defenders of an individual’s right to be free; warriors in the war  against crime; and dedicated to the preservation of life, liberty, and the pursuit of  happiness; and    WHEREAS it is important that all citizens know and understand the duties, responsibilities,  hazards, and sacrifices of their law enforcement agency, and that members of our  law enforcement agency recognize their duty to serve the people by safeguarding life  and property, by protecting them against violence and disorder, and by protecting  the innocent against deception and the weak against oppression; and    WHEREAS the men and women of the New Hope police department unceasingly provide a vital  public service.    NOW, THEREFORE BE IT RESOLVED that the City Council of the city of New Hope calls upon the   citizens of our community to especially honor and show their sincere appreciation  for the police officers of this city by deed, remarks, and attitude. We call upon all our  citizens to make every effort to express their thanks to the men and women who are  willing to sacrifice their lives, if necessary, to guard our loved ones, property, and  government against all who would violate the law; and    NOW, THEREFORE BE IT FURTHER RESOLVED that the City Council of the city of New Hope    proclaims May 14‐20, 2023, as National Police Week in the city of New Hope.    Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 24th day of  April, 2023.       Mayor  Attest:    City Clerk     I:\RFA\City Manager\2023\ACYHA\6.5 Q&R ‐ Gambling‐ACYHA 042423.docx   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: City Manager  By: Valerie Leone, City Clerk‐Treasurer    Agenda Title  Resolution approving LG214 Premises Permit Application for Armstrong Cooper Youth Hockey Association  to conduct lawful gambling at Winnetka Pizza, dba Frankie’s Pizza, at 3556 Winnetka Avenue North  Requested Action  Staff recommends that the Council approve the application permitting ACYHA to conduct lawful gambling at  Frankie’s Pizza.   Background  ACYHA has conducted lawful gambling for many years at Pub42 and New Hope Bowl, and the organization has  complied with city ordinances and state law. Frankie’s Pizza is permitting ACYHA to install a pull‐tab dispensing  machine at the restaurant. Since there have been no changes in the organization’s gambling manager, a  background investigation was not required.     ACYHA understands and agrees to comply with the city’s ordinance relative to reporting requirements and  required contributions to the city and trade area. In accordance with New Hope City Code 8‐26, it is necessary  for the organization to:   Contribute 10% of the organization’s net profits to the city of New Hope (nearly $90,000 has been collected  over the past five years from ACYHA); the city uses the funds for recreation scholarships and summer musical  productions.   Submit a report listing lawful purpose expenditures in past calendar year, the name of the entity to whom  each check was written, and the city location of the recipient (15% to be expended in trade area)   Submit a report prepared by an independent certified public accountant documenting compliance with City  Code 8‐26 as it relates to charitable gambling activities.  Attachments   Resolution   LG 214 form     Agenda Section Consent Item Number  6.5  City of New Hope    Resolution No. 2023‐    Resolution approving LG214 Premises Permit Application  for Armstrong Cooper Youth Hockey Association  to conduct lawful gambling at Winnetka Pizza, dba Frankie’s Pizza,  at 3556 Winnetka Avenue North      WHEREAS, Minnesota Statutes Chapter 349 provides that organizations licensed by the  Charitable Gambling Control Board must obtain authority from the Board to conduct  lawful gambling at a specific location. The statute also stipulates that the application  will not be approved unless the organization submits a resolution of approval by the  local unit of government;     WHEREAS, Armstrong Cooper Youth Hockey Association has submitted form LG214,  Premises Permit Application, to conduct lawful gambling at Winnetka Pizza, 3556  Winnetka Avenue North.    NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of New Hope,    Minnesota, hereby approves the lawful gambling premises application to conduct  lawful gambling at Winnetka Pizza, 3556 Winnetka Avenue North.           Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of April,   2023.           Mayor      Attest:     City Clerk       I:\RFA\P&R\POOL\2023\NHCP\Q&R ‐ NHCP 2023 Agreement.docx    Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Parks & Recreation  By: Susan Rader, Director     Agenda Title  Resolution approving agreement with the New Hope/Crystal/Plymouth Swim Club for use of the New Hope  Aquatic Park for summer practices and meets  Requested Action  Staff recommends that the City Council approve an agreement with New Hope/Crystal/Plymouth (NHCP)  Swim Club for use of the New Hope Aquatic Park. This agreement will give the local swim club permission  to use the city’s outdoor pool for evening swim practices, May 30‐June 1 and June 5‐7 from 5‐7:30 p.m. and  for early morning swim practices, Monday through Friday, June 12 – July 27 (probably no July 4) from 6‐8:30  a.m. It also gives permission to host a weekend morning swim meet on June 17 and 18 and a championship  meet the weekend of July 14‐16.    The practice usage will occur prior to the city’s swim lesson program, with the club using all eight lanes of  the pool. The city will charge $115 per hour for this usage, which totals 100 hours.     The weekend morning swim meet will take place on Saturday, June 17 and Sunday, June 18, from 6‐10:30  a.m. The Club will set up on Friday, June 16, after the pool closes to the general public. The city will charge  $220 per hour for the meet, which totals 9 hours, and $50 per hour for set‐up. This use would not interfere  with any city sponsored activities, other rentals or any use by the general public. The pool will be available  for open swim each day.    The championship swim meet will take place July 14‐16. The Club will set up on Friday morning during lap  swim/water walking. The meet will run from 12‐8 p.m. and then from 6 a.m.‐7 p.m. on both Saturday and  Sunday. The city will charge $290 per hour for the meet, which totals 34 hours, and $50 per hour for set‐up.  The pool will be closed for open swim for all three days.    The amount due for this usage totals $23,340, plus any set‐up fees. All fees will be paid at the conclusion of  the swim agreement and all insurance requirements will be met prior to use. Staff recommends approval.  Background  The NHCP Swim Club has rented the New Hope Pool for many years. The per hour rental fee is the same fee  charged to all renters of the facility. The revenue realized pays for expenses incurred and the extra dollars  brought in are important for this facility.    When the 2023 budget for the aquatic park was discussed on September 19, 2022, Council supported staff’s  recommendation of raising the full day swim meet rates from $265 per hour to $290 per hour to help offset  the revenue loss due to the pool being closed for general swimming during the meet. Similar to other Parks  and Recreation fees, the rates for the practices and the morning only swim meet were increased slightly.      Agenda Section Consent Item Number  6.6    Request for Action, Page 2     2021 Rate 2022 Rate 2023 Rate   Practices $107/hr $110/hr $115/hr Does not impact use, so less is charged  June 17‐18 AM Meet $200/hr $210/hr $220/hr Does not impact use, but facility is more  heavily used  July 14‐16  Championship Meet  $230/hr $265/hr $290/hr Closed for public swim during 3‐day meet;  facility heavily used    As part of the pool grant agreement with MN Swimming, the City Council committed to allowing a  championship meet for four years (2021‐2024).     Total rental hours for all swim teams is estimated around 237 hours for the season.  Attachments   Resolution   Agreement   Calendar view of all swim team rentals for 2023        City of New Hope    Resolution No. 2023‐     Resolution approving agreement with the New Hope/Crystal/Plymouth Swim Club   for use of the New Hope Aquatic Park for summer practices and meets      WHEREAS, the City of New Hope encourages use of the New Hope Aquatic Park during the summer season;  and    WHEREAS, the New Hope/Crystal/Plymouth Swim Club wishes to use the New Hope Aquatic Park for  practices, May 30‐June 1 and June 5‐7 from 5‐7:30 p.m. at a rate of $115 per hour; and    WHEREAS, for practices Monday through Friday, June 12‐July 27 (no July 4) from 6‐8:30 a.m. at a rate of $115  per hour; and    WHEREAS, for morning swim meets on June 17 and June 18 from 6‐10:30 a.m. at a rate of $220 per hour; and     WHEREAS, for a championship swim meet July 14‐16 at a rate of $290 per hour; and     WHEREAS, all fees will be paid at the conclusion of the season.      NOW, THEREFORE, BE IT RESOLVED that the City of New Hope approves the agreement with the New Hope/    Crystal/Plymouth Swim Club for use of the New Hope Aquatic Park this summer.       Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, 24th day of April, 2023.                                            _____________________________                                          Mayor         Attest: __________________________              City Clerk  I:\RFA\P&R\ARENA\2023\Compressor Rebuild\Q&R ‐ Compressor Rebuilds.docx    Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Parks & Recreation  By: Susan Rader, Director and  Mark Severson, Recreation Facilities Manager      Agenda Title  Resolution authorizing the appropriation of funds in the amount of $25,207.97 to rebuild the ice compressors  at the New Hope Ice Arena  Requested Action  Staff requests that the City Council approve a resolution authorizing the rebuild of the three New Hope Ice  Arena ice compressors by Rink‐Tec Arena Specialists for $25,207.97.   Policy/Past Practice  The city develops a ten‐year capital improvement program (CIP) for capital equipment, facility  improvements, and infrastructure projects. Each year the CIP is reviewed, updated, and extended for another  ten‐year period. The rebuilding of the three ice compressors is listed in the 2023 CIP budget.  Background  All three of the compressors were installed new in 2011 as part the ice arena improvement project which  included the change to an ammonia refrigeration system. The compressors are rotated through a schedule  which allows the use to be distributed evenly. Rebuilding the top end of the compressors should be done  anywhere between 10,000 – 12,000 hours, or approximately every three years. The compressors were last built  in 2020. Along with the rebuilding of the three compressors, replacement of the shaft seals, safety heads and  pin assemblies will be done at the same time.     Staff received quotes from two companies.   Company Quote  Rink‐Tec Arena Specialists $25,207.97  Gartner Refrigeration Inc. $27,337.00    Staff recommends approval of the low quote from Rink‐Tec Arena Specialists. Rink‐Tec Arena Specialists  completed the rebuilds in 2020 and have previously provided repair and maintenance work to the  refrigeration system at the ice arena. The work would be performed this spring.  Funding  The cost to rebuild the three compressors by Rink‐Tec Arena Specialists is $25,207.97. This project is included  in the 2023 CIP and the 2023 Ice Arena Operating budget as shared with the Council during 2023 budget  meetings. The amount budgeted for this rebuild was $26,500.  Attachments   Resolution  Agenda Section Consent Item Number  6.7    Request for Action, Page 2     Recreation Facilities Manager’s memo   Quotes   Copy of 2023 CIP listing  I:\RFA\P&R\ARENA\2023\Compressor Rebuild\Q&R ‐ Compressor Rebuilds.docx   City of New Hope    Resolution No. 2023 ‐    Resolution authorizing the appropriation of funds in the amount of $25,207.97  to rebuild the ice compressors and replace shaft seals at the New Hope Ice Arena    WHEREAS,  the City of New Hope prepares a ten‐year capital improvement program (CIP) as a guiding  document for equipment acquisition and improvement projects to assist with preparation of each  annual operating budget; and,    WHEREAS,  the CIP is not formally adopted as a budget document, nor does it authorize the acquisition of  individual equipment and/or projects listed therein; and,  WHEREAS,  staff recommends the rebuilding of three compressors and replacement of shaft seals at the ice  arena be performed by Rink‐Tec Arena Specialists for $25,207.97; and,  WHEREAS,    funds are available for this purchase within the Ice Arena Operating Fund.    NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of New Hope, Minnesota, that the  appropriation of $25,207.97 for payment to Rink‐Tec Arena Specialists from the ice arena CIP  account is authorized.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of April,  2023.             ______________________________           Mayor    Attest: ________________________  City Clerk  Memorandum   To: Susan Rader‐Director of Parks and Recreation  From: Mark Severson‐Recreation Facilities Manager  Date: April 15, 2023  Subject: Compressors rebuild at ice arena  Staff is recommending the rebuilding of the three (3) ice arena compressors used in the refrigeration  system as part of the 2023 Capital Improvement Program (CIP).   The city develops a ten‐year capital improvement program (CIP) for capital equipment, facility  improvements, and infrastructure projects. Every year the CIP is reviewed, updated, and extended  another year for another ten‐year period.  Having routine and recommended maintenance preformed on the equipment is critical to the  operations at the ice arena.  These compressors are the backbone of the refrigeration system in  making and maintaining the ice and to get the longevity and the efficiency out of them requires this  type of maintenance.  It is recommended that the top end of the compressors be rebuilt every 10 to  12 thousand hours of use. All three compressors will soon go over the 12‐thousand‐hour threshold  since they were last rebuilt.   The replacement of the shaft seals in all three of the compressors is part  of the bid as well as the replacement of the safety heads and assembly pins for the pistons.  We  currently have a shaft seal that is leaking, making one of the compressors not operational.  The  history of our compressors shows that the shaft seals, the safety heads, and the pin assemblies are  lasting around three years, so we are now including their replacement as part of a preventative  maintenance program every three years.      Staff received two quotes from companies that have done work on the ice arena refrigeration  system in the past, both are familiar with the system.  Staff recommends the low bid of $25,207.97  from Rink‐Tec Arena Specialists.  The work will be scheduled to be done in May.     This work has been budgeted for in the 2023 ice arena CIP.  The amount budgeted is $26,500.      City of New Hope, MinnesotaCapital Improvement Plan - Ice Arena Fund 9303Schedule of Planned Capital Outlay 2022 to 20322022 2023 20242025 2026 2027 2028 2029 2030 2031 2032Year toEstimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated EstimatedReplace Item Cost Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts AmountsIce Arena 2022 IA door security and security cameras60,000 60,000 - - - - - - - - - - Ice Arena 2022 IA HVAC upgrades50,000 50,000 - - - - - - - - - - Ice Arena 2022 IA replace dasher boards and glass (north rink)210,000 210,000 - - - - - - - - - - Ice Arena 2022 IA scoreboard (south rink) 25,000 25,000 - - - - - - - - - - Ice Arena 2022 IA weight room upgrades20,000 20,000 - - - - - - - - - - Ice Arena 2023 IA compressors26,500 - 26,500 - - - - - - - - - Ice Arena 2023 IA concession stand36,000 - 36,000 - - - - - - - - - Ice Arena 2023 IA meeting room carpet9,600 - 9,600 - - - - - - - - - Ice Arena 2023 IA re-cement floor and replace glass and boards (south rink) 1,200,000 - 1,200,000 - - - - - - - - - Ice Arena 2023 IA skate tile18,000 - 18,000 - - - - - - - - - Ice Arena 2023IA water heaters48,000 - 48,000 - - - - - - - - - Ice Arena 2024IA bathrooms50,000 - - 50,000 - - - - - - - - Ice Arena 2024IA bleacher caps (south rink)25,000 - - 25,000 - - - - - - - - Ice Arena 2024IA HVAC (south rink)50,000 - - 50,000 - - - - - - - - Ice Arena 2024IA Zamboni room garage doors20,000 - - 20,000 - - - - - - - - Ice Arena 2025 IA bleacher caps (north rink)33,000 - - - 33,000 - - - - - - - Ice Arena 2025 IA HVAC (south rink)50,000 - - - 50,000 - - - - - - - Ice Arena 2025 IA reader board- - - - - - - - - - - - Ice Arena 2025 IA skate tile for locker rooms20,000 - - - 20,000 - - - - - - - Ice Arena 2025 IA system relief valves8,000 - - - 8,000 - - - - - - - Ice Arena 2026 IA community room tile22,000 - - - - 22,000 - - - - - - Ice Arena 2026 IA compressors24,000 - - - - 24,000 - - - - - - Ice Arena 2026 IA HVAC75,000 - - - - 75,000 - - - - - - Ice Arena 2026 IA radiant heaters (north rink) 30,000 - - - - 30,000 - - - - - - Ice Arena 2026 IA shower20,000 - - - - 20,000 - - - - - - Ice Arena 2027 IA bathrooms (lower level public)30,000 - - - - - 30,000 - - - - - Ice Arena 2027 IA overhead doors25,000 - - - - - 25,000 - - - - - Ice Arena 2027 IA water heater for showers15,000 - - - - - 15,000 - - - - - Ice Arena 2028 IA protective netting15,000 - - - - - - 15,000 - - - - Ice Arena 2029IA compressors27,000 - - - - - - - 27,000 - - - Ice Arena 2030IA system relief valves10,000 - - - - - - - - 10,000 - - Ice Arena 2031IA water heaters30,000 - - - - - - - - - 30,000 - Ice Arena 2032IA cameras30,000 - - - - - - - - - - 30,000 Ice Arena 2032IA compressors30,000 - - - - - - - - - - 30,000 365,000$ 1,338,100$ 145,000$ 111,000$ 171,000$ 70,000$ 15,000$ 27,000$ 10,000$ 30,000$ 60,000$ Department I:\RFA\P&R\ARENA\2023\Skate Tile\Q&R ‐ Skate Tile for South Rink.docx         Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Parks & Recreation  By: Susan Rader, Director and  Mark Severson, Recreation Facilities Manager    Agenda Title  Resolution authorizing the appropriation of funds in the amount of $37,018.60 for the purchase and  installation of skate tile at the New Hope Ice Arena   Requested Action  Staff requests that the City Council approve a resolution authorizing the purchase and installation of skate  tile in the south arena from All‐American Arena Products for $37,018.60.   Policy/Past Practice  The city develops a ten‐year capital improvement program (CIP) for capital equipment, facility  improvements, and infrastructure projects. Each year the CIP is reviewed, updated, and extended for another  ten‐year period. Replacement of skate tile was originally listed in the 2021 CIP budget and has been moved  forward each year.  Background  Skate tile is necessary for skaters to walk on as they get to and from the ice surface, since walking on cement  will damage their skates. It is also safer for users who are not wearing skates, by creating a less slippery  flooring. In the south arena, the skate tile along the north end of the rink was original in 1996 and is starting  to wear thin in several areas. It was identified for replacement in 2021, but staff felt it would be best to wait  until after the floor replacement project.    Staff had originally planned to replace only the skate tile along the north end this year, however, the skate tile  along the west side of the ice rink is also in need of replacement. Most of this skate tile is original; however, a  section was replaced in 2017 near the high school locker rooms. During the rink floor improvement project,  additional wear has taken place on this area of skate tile.    Replacing the skate tile in both heavily used areas at one time will give the arena a more unified look and it is  beneficial to have the installation take place while the refrigeration is off for the adhesive to be more effective.      Staff is recommending the approval of the quote from All‐American Arena Products for $37,018.60, which  includes removal and disposal of the existing skate tile, and estimated shipping and installation of the new  skate tile. All‐American Arena Products is part of the Sourcewell Cooperative Purchasing Program and is  currently installing the new south rink floor.    The work would be performed this spring before the refrigeration is restarted.    Agenda Section Consent Item Number  6.8    Request for Action, Page 2    Funding  The cost for purchase and installation of the skate tile from All‐American Arena Products is $37,018.60. This  project was originally included in the 2021 CIP and the 2021 Ice Arena Operating budget and was delayed  until 2023. The amount budgeted for this purchase was for $18,000, however, the south rink floor replacement  project is approximately $134,000 under the budgeted amount, so additional funds would be available in the  Ice Arena Operating budget.    Attachments   Resolution   Recreation Facilities Manager’s memo   Quote from All American Arena Products   Copy of 2023 CIP listing  I:\RFA\P&R\ARENA\2023\Skate Tile\Q&R ‐ Skate Tile for South Rink.docx        City of New Hope    Resolution No. 2023 ‐    Resolution authorizing the appropriation of funds in the amount of $37,018.60  for the purchase and installation of skate tile at the New Hope Ice Arena    WHEREAS,  the City of New Hope operates the Ice Arena as a business; and,    WHEREAS,  having skate tile that is in good condition is important; and,    WHEREAS,  the City of New Hope prepares a ten‐year capital improvement program (CIP) as a guiding  document for equipment acquisition and improvement projects to assist with preparation of each  annual operating budget; and,    WHEREAS,  staff recommends the purchase and replacement of approximately 4,000 sq ft of skate tile from  All‐American Arena Products; and,  WHEREAS,    funds are available for this project within the Ice Arena Operating Fund.    NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of New Hope, Minnesota, that the  appropriation of $37,018.60 from the Ice Arena Operating Budget for payment to All‐American  Arena Products is hereby authorized.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of April,  2023.               ______________________________           Mayor    Attest: ________________________  City Clerk  Memorandum   To: Susan Rader‐Director of Parks and Recreation  From: Mark Severson‐Recreation Facilities Manager  Date: April 15, 2023  Subject: South arena skate tile  Staff is recommending the replacement of the skate tile flooring in the south rink located on the north end of the  arena and along the west side of the arena as part of the 2023 Capital Improvement Program (CIP).  The city develops a ten‐year capital improvement program (CIP) for capital equipment, facility improvements,  and infrastructure projects. Every year the CIP is reviewed, updated, and extended another year for another  ten‐year period.     The area of skate tile that will be replaced on the north end of the arena is original from 1996 and is in poor  condition having many spots worn through to the concrete.  This area includes a large area in front of the  referee room where people taking skating lessons get ready, the area leading to the ice from locker rooms 5  and 6, and the area at the bottom of the stairs and past the Zamboni room.  The area along the west side of the  arena is heavily used by skaters accessing the ice from the different locker rooms located on the west side of  the rink. There is also has an area that is used for skating lesson participants and as an overflow dressing area  during events like try hockey for free, skate and a movie, and the mite Jamboree. This area is not quite as worn  as the area on the north side of the arena, but with this area being the focus of construction staging, including  the storage of materials and equipment for the rink floor replacement project, that area should be replaced as  well. By replacing both areas, we will have nice new skate tile that all look the same in all the visible areas of  the arena.  Skate tile is needed for skaters to walk on as the get to the ice surface from where the get ready as  walking on cement will damage their skates.     Staff received a quote from All‐American Arena Products of $37,018.60 to replace both areas.  The bid is part of  the Sourcewell Cooperative Purchasing Program.     Skate tile replacement is budgeted in the 2023 CIP.  The budgeted amount is $18,000.         City of New Hope, MinnesotaCapital Improvement Plan - Ice Arena Fund 9303Schedule of Planned Capital Outlay 2022 to 20322022 2023 20242025 2026 2027 2028 2029 2030 2031 2032Year toEstimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated EstimatedReplace Item Cost Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts Amounts AmountsIce Arena 2022 IA door security and security cameras60,000 60,000 - - - - - - - - - - Ice Arena 2022 IA HVAC upgrades50,000 50,000 - - - - - - - - - - Ice Arena 2022 IA replace dasher boards and glass (north rink)210,000 210,000 - - - - - - - - - - Ice Arena 2022 IA scoreboard (south rink) 25,000 25,000 - - - - - - - - - - Ice Arena 2022 IA weight room upgrades20,000 20,000 - - - - - - - - - - Ice Arena 2023 IA compressors26,500 - 26,500 - - - - - - - - - Ice Arena 2023 IA concession stand36,000 - 36,000 - - - - - - - - - Ice Arena 2023 IA meeting room carpet9,600 - 9,600 - - - - - - - - - Ice Arena 2023 IA re-cement floor and replace glass and boards (south rink) 1,200,000 - 1,200,000 - - - - - - - - - Ice Arena 2023 IA skate tile18,000 - 18,000 - - - - - - - - - Ice Arena 2023IA water heaters48,000 - 48,000 - - - - - - - - - Ice Arena 2024IA bathrooms50,000 - - 50,000 - - - - - - - - Ice Arena 2024IA bleacher caps (south rink)25,000 - - 25,000 - - - - - - - - Ice Arena 2024IA HVAC (south rink)50,000 - - 50,000 - - - - - - - - Ice Arena 2024IA Zamboni room garage doors20,000 - - 20,000 - - - - - - - - Ice Arena 2025 IA bleacher caps (north rink)33,000 - - - 33,000 - - - - - - - Ice Arena 2025 IA HVAC (south rink)50,000 - - - 50,000 - - - - - - - Ice Arena 2025 IA reader board- - - - - - - - - - - - Ice Arena 2025 IA skate tile for locker rooms20,000 - - - 20,000 - - - - - - - Ice Arena 2025 IA system relief valves8,000 - - - 8,000 - - - - - - - Ice Arena 2026 IA community room tile22,000 - - - - 22,000 - - - - - - Ice Arena 2026 IA compressors24,000 - - - - 24,000 - - - - - - Ice Arena 2026 IA HVAC75,000 - - - - 75,000 - - - - - - Ice Arena 2026 IA radiant heaters (north rink) 30,000 - - - - 30,000 - - - - - - Ice Arena 2026 IA shower20,000 - - - - 20,000 - - - - - - Ice Arena 2027 IA bathrooms (lower level public)30,000 - - - - - 30,000 - - - - - Ice Arena 2027 IA overhead doors25,000 - - - - - 25,000 - - - - - Ice Arena 2027 IA water heater for showers15,000 - - - - - 15,000 - - - - - Ice Arena 2028 IA protective netting15,000 - - - - - - 15,000 - - - - Ice Arena 2029IA compressors27,000 - - - - - - - 27,000 - - - Ice Arena 2030IA system relief valves10,000 - - - - - - - - 10,000 - - Ice Arena 2031IA water heaters30,000 - - - - - - - - - 30,000 - Ice Arena 2032IA cameras30,000 - - - - - - - - - - 30,000 Ice Arena 2032IA compressors30,000 - - - - - - - - - - 30,000 365,000$ 1,338,100$ 145,000$ 111,000$ 171,000$ 70,000$ 15,000$ 27,000$ 10,000$ 30,000$ 60,000$ Department I:\RFA\P&R\Central Garage\2023\Zamboni Batteries\Q&R ‐ Zamboni Batteries.docx    Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Parks & Recreation  By: Susan Rader, Director and  Mark Severson, Recreation Facilities Manager    Agenda Title  Resolution authorizing the purchase of equipment and appropriation of funds in the amount of $10,000 for  the purchase of batteries by R&R Specialties of Wisconsin Inc. for the Ice Arena  Requested Action  Staff requests that the City Council approve a resolution authorizing the purchase of one set of Zamboni  batteries for $10,000 for the 2018 Zamboni.  Policy/Past Practice  The city develops a ten‐year capital improvement program (CIP) for capital equipment, facility  improvements, and infrastructure projects. Each year the CIP is reviewed, updated, and extended for another  ten‐year period. The batteries for the Zamboni’s are funded through Central Garage and the ice arena  operating budget is charged an annual replacement cost for the equipment over its life expectancy.  Background  The batteries in this Zamboni are original when the machine was purchased in 2018 and are in need of  replacement. The current batteries are no longer able to charge completely and can no longer last for a full day of  resurfacing without having to charge the batteries at some point during the day.  These batteries typically have a life expectancy of 4 to 5 years. Staff has an excellent battery maintenance program,  checking and documenting battery readings after each use to maximize charges. Weekly water maintenance is also  performed on all the batteries as part of the maintenance program.   Staff received two quotes for the replacement.  Company Quote  R&R Specialties of Wisconsin Inc. $10,000  Midwest Industrial Battery Inc. $10,040    Staff recommends the low quote from R&R Specialties of Wisconsin Inc. They have provided service on both  of the Zamboni ice resurfacers in the past and are well respected in the industry.  Funding  The cost to purchase the set of batteries is $10,000.     This set of batteries was identified as a 2023 purchase and funding is available in the Central Garage  Replacement Fund, with the amount of $11,601.92 dedicated for the purchase. The ice arena operating budget  will be charged an annual replacement cost for these batteries over the five‐year life expectancy. The  operations costs will continue to be covered in the ice arena operating budget.  Agenda Section Consent Item Number  6.9    Request for Action, Page 2    Attachments   Resolution   Recreation Facilities Manager’s memo   Quotes    City of New Hope    Resolution No. 2023‐    Resolution authorizing the purchase of equipment and appropriation of funds   in the amount of $10,000 for the purchase of batteries   by R&R Specialties of Wisconsin Inc. for the Ice Arena    WHEREAS,  the City of New Hope prepares a ten‐year capital improvement program (CIP) as a guiding  document for equipment acquisition and improvement projects to assist with preparation of each  annual operating budget; and,    WHEREAS,  the CIP is not formally adopted as a budget document, nor does it authorize the acquisition of  individual equipment and/or projects listed therein; and,  WHEREAS,  staff recommends the purchase of one set of Zamboni batteries from R&R Specialties of  Wisconsin Inc.; and,  WHEREAS, the funds for this equipment purchase are available within the Central Garage Equipment  Replacement Fund.    NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of New Hope, Minnesota, that the  appropriation of $10,000 from the Central Garage Equipment Replacement Fund for payment to  R&R Specialties of Wisconsin Inc. for one set of Zamboni batteries is hereby authorized.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of April,  2023.               ______________________________           Mayor    Attest: ________________________  City Clerk  I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Meetings\04242023\6.10 Q & R ‐ ERP Evaluation and Chart of Accounts Mapping.docx    Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director    Agenda Title  Resolution approving an agreement with Abdo Financial Solutions to assist the city in evaluating and selecting  a new Enterprise Resource Planning (ERP) system and to perform chart of accounts mapping.  Requested Action  Staff recommends approval of an agreement with Abdo Financial Solutions to assist the city in evaluating  and selecting a new Enterprise Resource Planning (ERP) system and to perform chart of accounts mapping.    Policy/Past Practice   The city enters into contracts for professional services on an as needed basis.  Background  The city has had the same ERP that has been provided by LOGIS since 2001. In 2021 LOGIS began evaluating  various ERPs and in August 2022 they announced their ERP selection as well as their selection for utility  billing software which they will be rolling as an offering to their members. At that time, LOGIS notified its  members of the pricing moving forward (both implementation costs and annual ongoing costs) and required  members that wanted to move to these new systems to make a 10‐year commitment by November 15, 2022.  After lengthy internal discussions, city staff did not believe it was in the best interest of the city to commit to  these new offerings and informed LOGIS of its decision.     Staff has entered into various agreements with Abdo Financial Solutions to provide financial consulting  services with the city and has received excellent service. Staff does not have the time nor expertise needed to  undertake a project of this magnitude and believes the City will benefit significantly by utilizing Abdo  Financial Solutions for this project.  Funding  The proposal by Abdo Financial Solutions to provide (ERP) system evaluation is $22,500 and to perform chart  of accounts mapping is $7,500. The cost for these projects is not currently budgeted, however the amount due  in 2023 could be drawn from the IT Reserve Fund ($11,250) and the remaining funds ($18,750) could be included  in the 2024 budget.  Attachment   Resolution   Abdo Memo dated April 5, 2023       Agenda Section Consent Item Number  6.10        City of New Hope    Resolution No. 2023 ‐ ___      Resolution approving an agreement with Abdo Financial Solutions to Provide Enterprise Resource  Planning (ERP) system Evaluation and Perform Chart of Accounts Mapping    WHEREAS, the City Council approved a three‐year contract with AEM Financial Solutions,  LLC for professional financial management services for years 2021‐2023 at the  August 24, 2020, Council Meeting; and    WHEREAS, the major component of the contract was for finance director services, including  cash and investment monitoring, monthly/quarterly reporting, annual reporting,  audit preparation and annual budget preparation; and    WHEREAS, it is mutually understood that when special projects or tasks are undertaken that  require a significant amount of additional time and effort that an amendment or  change order to the agreement for additional compensation may be considered;  and    WHEREAS, the City Council discussed and gave preliminary approval at the April 17, 2023  work session to utilizing Abdo Financial Services to assist the city in evaluating  and selecting an ERP and perform chart of accounts mapping; and     NOW, THEREFORE, BE IT RESOLVED by the City Council:    1. That the proposal by Abdo Financial Solutions to provide (ERP) system evaluation  for $22,500 and to perform chart of accounts mapping for $7,500 is approved.        Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 24th day  of April, 2023.        Mayor  Attest:      City Clerk    MEMO TO: TIM HOYT FROM: ERIN ENSTAD, ABDO FINANCIAL SOLUTIONS SUBJECT: ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM CHANGES DATE: APRIL 5, 2023 BACKGROUND LOGIS has decided to move away from the system that has been in place for over 20 years (JD Edwards) and begin moving towards a new system. The new system will be implemented in many LOGIS cities/counties over the next few years. New Hope has worked with LOGIS since the 1970’s to provide IT services, including various software that is used daily in the city (JD Edwards, Hubble, CIS Infinity, PIMS, RecTrac, etc.). Over the past 2 years LOGIS has been working with its membership to research, evaluate, and select a new Enterprise Resource Planning (ERP) and Utility Billing software solution. After LOGIS made their selections, each city had to choose between continuing with the solutions that LOGIS selected (at a very significant cost and would be required to make 10-year commitment to the new software) or consider other options that would suit their needs. RECOMMENDATIONS We have evaluated LOGIS’ selections alongside management and feel it is in the best interest of the City to consider other options through a request for proposal (RFP). The tentative timeline for the RFP, discovery, and selection is summarized below. The process will incorporate the appropriate staff from each department to evaluate and select the future ERP and subsidiary software selections, to ensure they meet the needs of the staff and City. ‐ April 2023 – Meet with the city council and get their approval to publish a request for proposals for a new ERP and ancillary applications ‐ April 2023 - Begin gathering software requirements ‐ May 2023 – Send out a request for software proposals ‐ June/July 2023 – Demo ERPs and ancillary solutions ‐ August 2023 – Sign contract ‐ Estimated implementation would be January 2025 (depending on the software vendor’s implementation schedule at the time of contract execution) Abdo and City management welcome your questions on this request for action. ENCLOSURES Appendix A – LOGIS Member Letter Appendix B – Abdo Proposal for Consulting Services Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG August 17, 2022 Dear LOGIS Members, Over the past 18 months LOGIS has been working with its membership to research, evaluate, and select a new ERP and Utility Billing software solution to meet your needs. This featured a member- driven process involving 27 agencies who collectively established software functional requirements and participated in software demonstrations. It also included an 8-member ERP Selection Team to guide and oversee the entire process. We also partnered with the Government Finance Officers Association’s Research and Consulting Center to refine the requirements, create the RFP, guide the selection process, and assist on pricing negotiations. We received proposals from the following providers:  Advanced Utility Systems  Central Square  Oracle Fusion  Sprypoint  Tyler MUNIS  Workday After two months of proposal reviews, four weeks of software demonstrations, and several months of follow-up discussions; the Oracle Cloud ERP and Sprypoint Cloud Utility Billing software solutions have been elevated by the ERP Selection Team as the preferred choice – a culmination of over 1,500 collective hours from the membership and LOGIS staff. We recognize that moving to the new systems will require a significant financial and operational investment. To help guide you in this decision, we’ve compiled a list of advantages and value- added outcomes that accompany these changes. This list is presented in Appendix A. Proposed member costs are included in Appendices B (annual) & C (one-time implementation). We understand that this is a major decision that requires careful consideration. However, to secure your pricing, each member organization will need to provide a formal 10-year commitment by November 15, 2022. Please let us know if you have any questions or concerns regarding the selection process, proposed costs, or formal commitment. We look forward to serving your ERP and utility billing needs moving forward. Sincerely, Christopher K. Miller Tonya L. Kusmirek Christopher K. Miller Tonya L. Kusmirek LOGIS Executive Director LOGIS Director of Finance & Administration Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix A: Advantages & Value-Added Outcomes Member Advantages General  Top-tier software solution with advanced features and capabilities  Cloud-based solutions with on-going enhancements and functionality that will meet member needs as they evolve  Direct software support from highly-trained LOGIS staff  Guaranteed pricing for the next 10 years  More competitive price entry points for prospective member participants Oracle  Enhanced user experience for financial & human resources staff and workflow and employee self-service capabilities for all employees  Improved/added HR functionality over JDE  Potential replacement for third-party HR applications such as NEOGOV, Benefits Connect, etc.  Fully-integrated HR/payroll/general ledger systems (no more double-entry)  Built-in workflow module including accounts payable  Built-in budgeting and financial reporting modules/dashboards  Separate data and configuration environment for each member Sprypoint  Fully-integrated with Oracle general ledger  Fully-integrated meter management function  Built-in mobile field service: Sprypoint  Built-in customer portal/payment solution: Sprypoint  Built-in utility billing workflow module  Potential replacement for third-party electronic payment solutions  State-of-the-art interface/web service capability  Embedded business intelligence reporting platform  Separate data and configuration environment for each member Member Value-Added Outcomes  Volume discount pricing on software solutions  Vendor and LOGIS staff implementation services  Relationship with vendors managed by LOGIS staff  Software evaluation & selection process that featured a collective knowledge-base from 27 member-organizations  Free on-site or remote training for system enhancements and staff on-boarding  Locally-held user group meetings with over two dozen participating local governments Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix B: Member Annual Costs Oracle Fusion Cloud ERP Current NEW ERP Cost (estimated) Fin/HR/Pay Oracle LOGIS Total $ Member Cost Cost Cost Cost Change NW Community TV 16,255$ 50,886$ 11,858$ 62,745$ 46,490$ DCC 18,190 50,886 13,270 64,156 45,966 SW TRANSIT 18,555 50,886 13,536 64,423 45,868 MN VALLEY TRANSIT 27,410 50,886 19,996 70,882 43,472 WACONIA 36,860 50,886 26,890 77,776 40,916 RAMSEY 66,855 50,886 48,772 99,658 32,803 NEW HOPE 74,665 50,886 54,470 105,356 30,691 S. ST PAUL 77,655 50,886 56,651 107,537 29,882 AUSTIN 83,350 80,886 60,806 141,692 58,342 CRYSTAL 86,470 80,886 63,082 143,968 57,498 FARMINGTON 88,210 80,886 64,351 145,237 57,027 WHITE BEAR 95,750 80,886 69,852 150,738 54,988 GOLDEN VALLEY 104,680 80,886 76,366 157,253 52,573 SHAKOPEE 129,835 80,886 94,717 175,604 45,769 RICHFIELD 141,695 80,886 103,370 184,256 42,561 EDEN PRAIRIE 138,795 114,636 101,254 215,890 77,095 BROOKLYN CENTER 149,690 114,636 109,202 223,838 74,148 LAKEVILLE 152,785 114,636 111,460 226,096 73,311 APPLE VALLEY 155,120 114,636 113,163 227,800 72,680 COON RAPIDS 167,655 114,636 122,308 236,944 69,289 MINNETONKA 184,490 114,636 134,589 249,226 64,736 ST LOUIS PARK 201,210 114,636 146,787 261,423 60,213 EAGAN 216,965 114,636 158,281 272,917 55,952 MAPLE GROVE 251,770 114,636 183,672 298,308 46,538 2,684,915$ 2,005,020$ 1,958,704$ 3,963,724$ 1,278,809$ Notes:  Current financial, HR, & payroll costs are based on members’ 2023 budget amounts.  Oracle costs includes annual licensing, software enhancements & upgrades, and data hosting. Oracle costs will remain fixed for 2023-2027, followed by a 2% annual increase from 2028-2032.  LOGIS costs include all software support and training. Inflationary-type increases are projected in 2024-2032.  ‘$ change’ column represents the difference between the new ERP system cost and your current cost with JDE + add-ons.  Oracle Fusion ERP system modules are tightly integrated and cannot be priced separately. Oracle pricing includes all system components including financial, HR, payroll, workflow tools, and advanced reporting tools. Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix B: Member Annual Costs Sprypoint Cloud Utility Billing Current NEW Utility Billing Cost (estimated) Utility Billing Sprypoint LOGIS Total $ Member Cost Cost Cost Cost Change NEW HOPE 69,640$ 27,824$ 36,689$ 64,513$ (5,127)$ S. ST PAUL 69,710 33,372 36,726 70,098 388 FARMINGTON 51,620 33,580 27,195 60,775 9,155 GOLDEN VALLEY 69,760 35,620 36,752 72,372 2,612 CRYSTAL 69,905 36,888 36,828 73,716 3,811 WHITE BEAR 69,725 37,900 36,734 74,634 4,909 BROOKLYN CENTER 92,049 41,160 48,494 89,654 (2,395) RICHFIELD 84,830 48,480 44,691 93,171 8,341 ST LOUIS PARK 103,505 60,852 54,530 115,382 11,877 APPLE VALLEY 116,240 71,096 61,239 132,335 16,095 MINNETONKA 116,320 74,572 61,281 135,853 19,533 EDEN PRAIRIE 134,395 88,032 70,804 158,836 24,441 EAGAN 132,130 88,312 69,611 157,923 25,793 COON RAPIDS 132,130 90,500 69,611 160,111 27,981 LAKEVILLE 116,320 98,996 61,281 160,277 43,957 MAPLE GROVE 132,130 103,744 69,611 173,355 41,225 WOODBURY 132,130 107,092 69,611 176,703 44,573 1,692,539$ 1,078,020$ 891,687$ 1,969,707$ 277,168$ Notes:  Current utility billing costs are based on members’ 2023 budget amounts.  Sprypoint costs includes annual licensing, software enhancements & upgrades, and data hosting. Sprypoint costs will increase 5% annually from 2024-2032.  LOGIS costs include all software support and training. Inflationary-type increases are projected in 2024-2032.  LOGIS costs include all software support and training.  ‘$ change’ column represents the difference between the new utility billing system cost and your current cost with CIS Infinity (Advanced).  Pricing includes all system components including billing & payments, meter management, and mobile field service. Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix C: Member Implementation Costs Oracle Fusion Cloud ERP Impl. Member Cost (est.) NW Community TV 158,885$ DCC 158,885 SW TRANSIT 158,885 MN VALLEY TRANSIT 158,885 WACONIA 158,885 RAMSEY 158,885 NEW HOPE 158,885 S. ST PAUL 158,885 AUSTIN 252,555 CRYSTAL 252,555 FARMINGTON 252,555 WHITE BEAR 252,555 GOLDEN VALLEY 252,555 SHAKOPEE 252,555 RICHFIELD 252,555 EDEN PRAIRIE 357,935 BROOKLYN CENTER 357,935 LAKEVILLE 357,935 APPLE VALLEY 357,935 COON RAPIDS 357,935 MINNETONKA 357,935 ST LOUIS PARK 357,935 EAGAN 357,935 MAPLE GROVE 357,935 6,260,380$ Notes:  Software implementation involves one-time costs that will be pro-rated and paid at various milestones throughout the process.  Implementation services will be conducted jointly by the software provider and LOGIS. Phone: 763-543-2600 Address: 5750 Duluth Street, Golden Valley, MN 55422-4036 WWW.LOGIS.ORG Appendix C: Member Implementation Costs Sprypoint Cloud Utility Billing Impl. Member Cost (est.) NEW HOPE 109,081$ S. ST PAUL 109,081 FARMINGTON 109,081 GOLDEN VALLEY 109,081 CRYSTAL 109,081 WHITE BEAR 109,081 BROOKLYN CENTER 109,081 RICHFIELD 109,081 ST LOUIS PARK 109,081 APPLE VALLEY 156,184 MINNETONKA 156,184 EDEN PRAIRIE 156,184 EAGAN 156,184 COON RAPIDS 156,184 LAKEVILLE 156,184 MAPLE GROVE 156,184 WOODBURY 156,184 2,231,200$ Notes:  Software implementation involves one-time costs that will be pro-rated and paid at various milestones throughout the process.  Implementation services will be conducted jointly by the software provider and LOGIS. Proposed by Victoria Holthaus, CPA Partner |Abdo victoria.holthaus@abdofs.com P 952.715.3069 March 15, 2023 SERVICE PROPOSAL FOR City of New Hope 4401 Xylon Avenue, New Hope, Minnesota 55428 abdosolutions.com |Mankato, MN -Edina, MN -Scottsdale, AZ LETTER OF TRANSMITTAL We are pleased to submit our proposal to the City of New Hope (the City) and are confident the City will find Abdo Financial Solutions (Abdo FS) to have the experience and expertise to exceed your expectations. The primary contact for this engagement will be Victoria Holthaus, CPA, Partner. Victoria's contact information is listed below. Victoria Holthaus, CPA 5201 Eden Ave, Suite 250 Edina, MN 55436 victoria.holthaus@abdofs.com 952.715.3069 In the event the City selects this Abdo FS proposal, Abdo FS is prepared to enter into an agreement with the City to provide services outlined in the proposal. 1 Executive Summary Tim Hoyt,Interim City Manager City of New Hope 4401 Xylon Avenue New Hope, Minnesota 55428 Dear Tim, Thank you for the opportunity to submit this proposal to the City of New Hope (the City) for partnering with the City on a request for proposal and chart of accounts mapping services. Based on our experience with the type of work outlined in the proposal, we are confident our experience and expertise will allow us to exceed your expectations. Our proposal will demonstrate to you that Abdo Financial Solutions (Abdo FS) will be the service provider of choice for your city. Our success has been driven by utilizing staff that is experienced and well trained in governmental planning and operations. We understand attention to detail, project approach, management plan and quality work product are important factors in your selection process. We are confident in our ability to demonstrate we are the firm to select. Our approach to this project is to engage with city staff to ensure we have an exceptional understanding of the project, each individual’s role in the project, overall expectations and desires as well as exceptions to standard operations. Throughout the project there will be periodic meetings with city staff to share information, solicit input and provide updates. Based on our experience, we will structure each phase of the project to ensure your project stakeholders feel informed and supported in the decision-making process. It is critical that your request for proposal result in an enterprise resource planning solution that meets the organization's needs today and well into the future. 2 ABILITY TO SUCCESSFULLY COMPLETE ALL REQUIREMENTS -A component of our mission statement is a philosophy that we will assist clients in reaching their maximum potential by open communications and teamwork. This means we will do the following for you: •Present to you a clear project plan •Use portal technology to share and collaborate documents •Provide an environment that solicits and welcomes input and par ticipation from the city team •Produce a request for proposal that will attract multiple vendors that fit the city's need and budget •Support the city and decision-makers throughout the process EXPERIENCE WITH SIMILAR PROJECTS -We believe our experience with similar projects and our expertise in governmental accounting, operational effectiveness, analysis, process and planning is greater than any other CPA or financial advisory Firm in Minnesota. UNDERSTANDING OF THE PROJECT AND ABILITY OF THE FIRM TO COMPLETE THE EXPECTED SCOPE OR WORK ON SCHEDULE AND WITHIN BUDGET -Abdo FS is committed to providing a team environment that gives us the ability to complete projects on time and on budget. We leverage our staff to ensure the work is being completed by the appropriate individuals and reviewed by the President of Abdo FS. We understand the parameters and expectations of this project and will complete the expected scope of work on schedule and within budget. ACCOMPLISHING PROJECT OBJECTIVES -Our approach to a project is heavily dependent on communication and technology. We believe that listening to our clients’ needs, concerns and challenges is of upmost importance for a successful project. Our experience in internal operations, processes, procedures, analysis of outputs and knowledge of financial software packages allows us to partner with the city to solicit a robust financial software system. We use portal technology to share and collaborate on documents. This allows us to expedite our work product, provide answers to staff questions quickly and communicate instantaneously with city staff. The Firm is independent of the City as defined by auditing standards generally accepted in the United States of America. We look forward to meeting with you to discuss our proposal and appreciate this opportunity to present Abdo FS for your consideration. We will contact you within two weeks to discuss your interest in our services and provide any further information you may need. Abdo Financial Solutions Victoria Holthaus, CPA Partner |Abdo 3 Executive Summary Continued The Abdo Difference At Abdo, we believe in the importance of relationships. This core value is the foundation of our approach to delivering the best experience and outcomes for our clients. It’s inherent in our people and the way we work. We know that for our clients to be successful, it takes more than having experience and credentials – we take the time to listen to their unique motivations, goals, and challenges. We truly care about their journey and where their path leads. Our process is built around a deep commitment to every client: We light the path forward so you can proceed with confidence. We're the par tner you can trust to help you along the way. We're the catalyst who empowers you to reach your goals. 44 LIGHTING THE PATH FORWARD Based on our ability to provide the requested services, our shared core values, and an understanding of your unique needs, we firmly believe we would be a great par tner for the City of New Hope.We have the resources, knowledge, people and services to light the path forward for your city. We have assembled a team with relevant experience who are committed to working with you to ensure success. Each team member is briefly profiled below, and full biographies can be found in Appendix C. Your Team Partner victoria.holthaus@abdofs.com P 952.715.3069 VICTORIA HOLTHAUS, CPA Senior Manager erin.enstad@abdofs.com P 507.304.6809 ERIN ENSTAD, CPA 55 Manager annette.storm@abdofs.com P 952.449.6224 ANNETTE STORM 6 Services Overview SOFTWARE EVALUATION We will partner with the City to evaluate technology options by requesting proposals from vendors serving the local government sector. After the proposals are received, we will assist in the analysis and selection process. It is important for the City to see demonstrations of the software packages, receive feedback from current users, and determine if the infrastructure platform is viable. Abdo FS will assist in coordinating the demonstrations, compiling feedback from current users and working with IT to ensure they are comfortable with the infrastructure platform. When the selection process is complete, we will assist with negotiation and establishing implementation schedules. CHART OF ACCOUNTS MAPPING Prior to any significant software conversion, a city may elect to evaluate and change its chart of accounts structure. A conversation provides an opportunity to address any reporting shor tfalls with the exiting structure. Time spent to convert the chart of accounts on the front end can lead to better financial reports and performance measurement in the new system. Our team will partner with the you to: review the existing chart of accounts and reporting deficiencies, prepare a crosswalk of existing and proposed chart of accounts, ensure that regulatory matters are factored into the City's new chart of accounts, and meet with end users to ensure the proposal will fit the needs of the City now and into the future. As part of the software evaluation, implementation support and chart of accounts mapping projects, the City agreed to: •Devote uninterrupted time to working with us as needed •Make candid representations about your plans and expectations •Make all management decisions and perform all management functions •Provide an individual responsible to review and accept our work Software Evaluations The Abdo FS team expertly manages software evaluations — empowering you to select an enterprise resource planning solution that meets the needs of the organization today and well into the future. We’ll perform a comprehensive evaluation of your requirements to understand the way in which stakeholders deliver and receive information. By engaging key stakeholders throughout your organization, our team will ensure your request for proposal process is effective and timely. OUR PEOPLE In Financial Solutions, we’re proud to have over 50 years of experience in government operations and government auditing. This experience affords us a rich understanding of government-supporting software. Our staff members are experts in the top software platforms that are being used in government organizations to effectively support your technology needs. Our team will make experience-based recommendations around your current systems and processes as well as how they may interface with other software to create efficiencies. Our staff’s experience in government, operations, auditing, and financial management gives us a distinctive perspective to stand apart from other available options. We can bring you value in an environment where you’re being asked to do more with less and look forward to supporting you. Notable Memberships: Government Finance Officers of United States and Canada, Minnesota Society of CPAs, American Institute of Certified Public Accountants AICPA, and Minnesota Government Finance Officers Association. OUR PROCESS Time and time again, we’ve successfully supported organizations following a this three-phase process. Each step will be tailored to best support your organization through the decision-making process. 77 8 Time and time again, we’ve successfully supported organizations following the approach below. Each step will be tailored to best support your organization and provide you the greatest value and highest impact. •Project Planning: Initial meeting with your team to review organizational information and key departments/ segments as well as discuss project expectations, scope, process, key project resources, desired modules, timeline and deliverables. •Initial Data Gathering: We will send a questionnaire to you in advance for review and completion as well as request additional information.We will ask for completed information to be returned to us in advance of interviews. •In-person and remote Interviews: We will conduct interviews as well as observation of key areas of the City’s financial management office functions, processes, procedures and documentation for each of the areas included within scope.These interviews will inquiry around technical specifications for the organization's new enterprise resource planning solution. •Analysis & Documentation: We will utilize information gathered in the initial questionnaire and interviews to develop your request for proposal. •Due Diligence & Contract Negotiation: It is critical to conduct on-site or virtual interviews with each of the preferred software vendors to ensure fit. Our team will support you through this process, ensuring stakeholders have the information they need to make an informed decision. Once a solution is selected, we will assist the City through the contract review, negotiation, and execution. PROJECT SCOPE EVALUATION PROCESS Our software evaluation will focus on the following enterprise resource planning modules: •Accounts receivable •Cash receipting •Accounts payable, including workflow •Bank reconciliation •Capital assets •Financial reporting •Human resources •Payroll Process Evaluations Continued OUTCOMES & CONCLUSION Upon completion of the due diligence phase, will prepare a formal memorandum outlining the recommendation of the stakeholder group along with consideration given during the decision-making process. •Special assessments •Budget management •Project accounting •Inventory •Work order •Recreation •Utility billing •License, permits, and inspection 9 Chart of Accounts Mapping When making significant software changes, it is important to review the existing chart of accounts. Abdo FS will map the existing char t of accounts to the new char t of accounts work with the Software Engineers to ensure the mapping is imported to the new software. The goal of the restructuring is to consolidate financial reporting, provide additional reporting features and create efficiency with accounting processes. Specific Objectives: •Initial meeting with City team to review existing chart of accounts and discuss outcomes/expectations •Review of financial software requirements •Preparation of mapping guidelines •Incorporation of project accounting •On site/off site interviews and meetings to gather detailed information as needed •Follow-up interviews will be conducted as necessary to develop and evaluate all potential solutions and recommendations •Outcomes with chart of accounts recommendation •Chart of Accounts that incorporates best practices, standardization and financial software requirements PROJECT BENEFITS When considering a project of this scale, it is important to consider the investment of time as well as the overall cost. In addition, the benefits of moving to a consolidated software platform should also be considered. Based on our experience working with other entities, the City should anticipate the following benefits as they consider the overall investment. •Reduction of data integrity issues; file rebuilds •Enhanced financial reporting capabilities •Streamlined processes resulting in increased staff capacity •Reduction in adjusting entries •Elimination of tracking spreadsheets outside of the financial system •Positions City for future growth •Potential to save dollars in future 10 Assumptions & Key Success Factors ASSUMPTIONS •The City provides an administrative resource to assist with scheduling and onsite meeting coordination KEY SUCCESS FACTORS •Client and client staff will commit the time needed for the various tasks (evaluation, due diligence phase, and review of char t of accounts recommendations) •Client will have the right resources identified from the star t of the project •Client resources will have the time needed to complete tasks •Client staff are committed to the success of this project •Client has little to no staff turnover during the project •Project team is committed to meet target completion dates •Project team will devote uninterrupted time to the project •Client will make all management decisions, perform all management functions, and will provide an individual responsible to review and accept our work •Client will be responsible for the review and approval of all proposals and agreements, including legal review Management & Timeline RECOMMENDED APPROACH & TIMELINE We recommend the following project order and potential timeframe (timing subject to change depending upon project acceptance, the City’s resource allocation, and financial audit). Project Name Start Date End Date Software Evaluation: Requirements Gathering April 1 April 30 Software Evaluation: Vendor Communication & Response May 1 June 15 Software Demonstrations and Follow Up Questions June 15 July 31 Software and Vendor Analysis Contract Negotiations Complete by August 1 Vendor and Software Analysis - Final Documentation and Contract Execution August 30 Note: Depending upon scope, an ERP software implementation could take 12-18 months from contract signing to system Go-Live. PROJECT ASSUMPTIONS As part of this engagement, the City agrees to: •Devote uninterrupted time to working with us as needed •Make candid representations about your plans and expectations •Make all management decisions and perform all management functions •Provide an individual responsible to review and accept our work 11 Value We at Abdo FS help cities achieve their financial goals. Investment by the City Contract Fee Software Evaluation $22,500 Chart of Accounts Mapping $7,500 Initial invoice will be sent within 10 days of the execution of this agreement. Start of Software Evaluation 50% of Software Evaluation contract Software Contract Completion 50% of Software Evaluation contract Completion of New Chart of Accounts 100% Upon Delivery of New Chart of Accounts This quote is valid for ninety (90) days. In an effort to reduce environmental impact, you will receive printable, downloadable PDFs of your report. To receive one (1) paper report, you will be charged $150 for a set-up fee. Additional paper copies will be charged at the rate of $50 per report. We do not believe in charging for phone calls or emails during the year. When our communications identify additional service needs, we will provide you with an expected fee range. 12 We believe technology should enhance our service offerings, making our work less intrusive, our time with you more productive and everyone’s data more secure. The use of technology in our consulting services enables us to streamline our processes and helps to automate certain functions of our work so we are able to spend more time analyzing our results and working directly with you. Through the outbreak of COVID-19, our team has been able to seamlessly move to a completely remote work environment with no loss of productivity, cooperation, or communication. Since March 17, 2020, our staff has been successfully conducting remote consulting services using the latest video conferencing and secure file sharing technology. Through Zoom, Microsoft Teams, or whatever technology your city may use, our team will continue to work through normal procedures, including regular meetings with you during the services to ensure effective collaboration with your team. We take the security of our client's data - and our own - very seriously. A number of systems are in place to ensure the safety of your city’s data. We operate on a remote distributed infrastructure leveraging Microsoft’s Cloud Platform Azure. This not only allows our staff to securely work from any computer, anywhere, any time,but also provides large- scale, cutting-edge technology and security for your data. Your data is housed in secure data centers that reside exclusively in the U.S. and not on laptops or local servers which could be stolen or misplaced. We also continually provide security awareness training to our staff members to ensure they are good digital stewards of your data. IT ALSO MEANS: All firm staff use dual authentication to ensure that every login to our remote environment is secure and authorized. 13 Technology All data is saved on redundant servers and data centers so if one server fails, another immediately takes over with no data lost. All data is backed up continually which means we always have an extra copy for safe-keeping. All incoming emails, attachments, and embedded links are scanned for viruses prior to landing in our inbox, which allows us to operate with more protection from phishing emails, malware attacks, and other digital threats.Our cloud platform, Azure, is globally trusted by companies and governments and has numerous security compliance standard they adhere to. Reports of these can be provided as requested. CLIENT REFERENCES One of the things we enjoy most about our work is developing long-term relationships with our clients and watching their city thrive as we help them to evolve and grow. Our clients listed below serve as a sample of references of those we partner with for their financial management services. Additional references are available upon request. What Our Clients Say DES MOINES WATER WORKS Michelle Holland Controller P 515.323.6208 CITY OF HASTINGS Chris Eitemiller Finance Director P 651.480.2350 CITY OF BAXTER Todd DeBoer GIS | IT Director P 218.454.5117 14 Value Added Services When you partner with Abdo, you get access to our entire catalog of services. Below is a selection of the services that we believe could be of great value to your city. If you have need of these services, please reach out to us so we can help! Our additional service offerings can be found at www.abdosolutions.com. HR & PAYROLL SERVICES We help employers better support their most valuable resource... their people. Having clear and consistent HR practices that best suit the individuality of your city is key, even more so in today’s tight employment environment. And because the right policies are just as important, we lend our HR expertise to help you strategically plan for your future. We help cities with: •Employee management and development •Regulatory compliance •Benefits analysis and administration, including the Affordable Care Act (ACA) and workers’ compensation •HR/Payroll software implementation and management •Advisory services such as specialized labor cost analysis, compensation studies, and HR process development and implementation •Advisory services such as specialized labor cost analysis, compensation studies, and HR process development and implementation PROCESS SOLUTIONS “Because we’ve always done it way” is an easy trap to fall into.But this outdated processes or systems rarely get results. Instead, they often lead to redundancies, unreliable outcomes, and frustrated staff. An ineffective process can become your Achilles heel in a crisis. Our customized process improvement solutions will meet you where you are — and guide you to a better tomorrow. Our Process Solutions Services Include: •Process Mapping Documentation --How do transactions and data flow through your city? •Abdo ProEval --Removing waste in your processes allows your team members to focus on what they were hired to do—and to spend more time on value-added initiatives. •Abdo ProEval - Kaizen --Does the project seem too large, or the change too overwhelming? The Kaizen approach is a pared–down version of our ProEval service. Instead of a full operational review, we’ll focus on one aspect of your operation •Software Inventory & Assessment --Including recommendations for increasing efficiency and, if possible, reducing software-related costs. 15 At Abdo, we recognize the need for continuous improvement in diversity, equity and inclusion initiatives throughout our firm and the accounting industry at large. We believe that when we understand each other better, we grow better together. Over the past year, we have increased our efforts to promote diversity, equity, and inclusion within our firm and community through implicit/unconscious bias, anti- harassment, and interview training. Our Diversity, Equity, and Inclusion Committee continues to implement new ideas, projects, and initiatives to move our firm forward through learning, understanding, and improving on these issues. We continue to increase our number of women at the highest leadership level. We strive for continued growth in our ability to attract and retain women and people of color within our firm and we are working towards greater equity and diversity for all within our industry. In order to build a more inclusive work environment, the firm has implemented diversity and inclusion education through partnering with expert speakers and trainers. Please let us know if you have any ideas on how we can improve diversity, equity, and inclusion at Abdo. 16 61% of our employees are female 51% of our management level employees are female 23% of our interns this year were people of color Why Partner with Abdo “Listening to our clients’ needs, understanding their challenges, and adjusting how we work together is key to our partnership with the people we serve.” --Steve McDonald, CPA |Managing Partner LIGHTING THE PATH FORWARD In a world of ever-changing complexity, people need caring, empathetic and highly skilled professionals they can depend on to provide the right advice and solutions for them. Our clients seek growth and success, but also want security and confidence. For nearly 60 years, Abdo has provided insights for our clients to help them achieve their goals. That same innovative spirit is also what has earned us the title of being one of the top accounting firms in the Midwest. Abdo is a better firm today because of the efforts we made to support a culture driven by our core values of growth, relationships, and teamwork. With this foundation in place, we have successfully helped our clients identify and break through their own growth barriers. Every challenge they face is an opportunity for us to listen, understand and empower them with solutions and a plan to achieve their goals. It’s fulfilling to serve as the catalyst that helps them overcome obstacles that block their progress. When it comes to our working relationships, we are partners. We’re confidants. We’re the catalyst that sparks true business growth, providing guidance through every challenge and opportunity along the way. ABOUT ABDO Abdo is a full-service accounting and consulting firm that delivers customized strategies and innovative solutions to help businesses, governments and nonprofits succeed. With more than 180 professionals and nearly six decades of experience, Abdo is ranked as one of the top accounting firms in the Midwest. It is a licensed CPA firm with offices located in Minneapolis and Mankato, Minnesota, and Scottsdale, AZ. Abdo’s commitment to its clients is to gain in- depth knowledge of their unique challenges, opportunities, and needs. Through this consultative approach, Abdo partners with organization leaders to light the path forward to confidently reach their goals. 17 Appendix A AGREEMENT FOR FINANCIAL SERVICES 18 Agreement for Financial Services THIS AGREEMENT, is made and entered into on March 15, 2023 by and between the City of New Hope, Minnesota (hereinafter referred to as the “Client”), and Abdo Financial Solutions (hereinafter referred to as the “Contractor”). Articles of Agreement & Recitals WHEREAS, the Client is authorized and empowered to secure from time to time certain professional services through contracts with qualified consultants; and WHEREAS, the Contractor understands and agrees that: 1.The Contractor will act as an Independent Contractor in the performance of all duties under this Agreement. Accordingly, the Contractor shall be responsible for payment of all taxes, including federal, state and local taxes and professional/business license fees arising out of the Contractor’s activities; 2.The Contractor shall have no authority to bind the Client for the performance of any services or to obligate the Client. The Contractor is not an agent, servant, or employee of the Client and shall not make any such representations or hold himself/herself out as such; 3.The Contractor shall be the exclusive outsourced accounting service provider for the Client during the term of this Agreement; 4.The Contractor shall perform all professional services in a competent and professional manner, acting in the best interests of the Client at all times. 5.The Contractor shall not accrue any continuing contract rights for the services performed under this contract. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, it is agreed as follows: ARTICLE I INCORPORATION OF RECITALS The recitals and agreement set forth above are hereby incorporated into this Agreement. ARTICLE II LIABILITY INSURANCE Section 1 Liability Insurance:The Contractor shall obtain professional liability insurance, at their expense with liability insurance coverage minimums in the amount of $2,000,000, which Contractor must secure and maintain during the term of this Agreement. Contractor will provide Client with proof of liability insurance coverage under this Agreement in writing upon request by the Client. 19 ARTICLE III DURATION OF THE AGREEMENT Section 1 Duration:This Agreement shall commence upon date of execution by all parties and will remain in effect until December 31, 2024 unless earlier terminated as provided in Sections 2 and 3. Section 2 Client's Termination Rights:The Client may terminate this Agreement upon sixty (60) days written notice in the event the Client determines in its sole discretion that it is not in the Client's best interest to continue using Contractor’s services. The Client may terminate on ten (10) days written notice of the Contractor fails to perform its obligations under this Agreement. Section 3 Contractor’s Termination Rights:Contractor may terminate this Agreement upon thir ty (30) days written notice to City in the event Client does not pay Contractor compensation as required under Article 5, Section 9 within fifteen (15) days after invoice is received by Client. In the event of non-payment within thirty (30) days, Contractor shall give the Client an oppor tunity to cure the default by giving a notice of such non-payment and an additional five (5) days after the Client's receipt of the notice to remit such payment, prior to giving a notice of termination. Contractor can also terminate the Agreement with sixety (60) days written notice if the Contractor believes it is in its best interests to terminate the Agreement. ARTICLE IV GENERAL Section 1 Authorized Client Agent:The Client's authorized agent for the purpose of administration of this Agreement is the City Administrator/Manager. Said agent shall have final authority for approval and acceptance of the Contractor’s services performed under this Agreement and shall further have responsibility for administration of the terms and conditions of this Agreement. All notices under this Agreement shall be sent to the person and address indicated below on the signature lines. Section 2 Amendments: No amendments or variations of the terms and conditions of this Agreement shall be valid unless in writing and signed by the parties. Section 3 Assignability: The Contractor’s rights and obligations under this Agreement are not assignable or transferable. Section 4 Data:Any data or materials, including, but not limited to, reports, studies, photographs, negatives, or any and all other documents prepared by the Contractor or its outside consultants in the performance of the Contractor's obligations under this Agreement shall be the exclusive property of the Client, and any such data and materials shall be remitted to the Client by the Contractor upon completion, expiration, or termination of this Agreement. Further, any such data and materials shall be treated and maintained by the Contractor and its outside consultants in accordance with applicable federal, state and local laws. Further, Contractor will have access to data collected or maintained by the Client to the extent necessary to perform Contractor's obligations under this Agreement. Contractor agrees to maintain all data obtained from the Client in the same manner as the City is required under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 or other applicable law (hereinafter referred to as the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the Client. Upon receipt of a request to obtain and/or review data as defined in the Act, Contractor will immediately notify the Client. The Client shall provide written direction to Contractor regarding the request within a reasonable time, not to exceed fifteen (15) days. The Client agrees to indemnify, hold harmless and defend Contractor for any liability, expense, cost, damages, claim, and action, including attorneys' fees, arising out of or related to Contractor's complying with the Client's direction. Subject to the aforementioned, Contractor agrees to defend and indemnify the Client from any claim, liability, damage or loss asserted against the Client as a result of Contractor's failure to comply with the requirements of the Act. Upon termination and/or completion of this Agreement, Contractor agrees to return all data to the Client, as requested by the Client. 20 Agreement for Financial Services Continued 21 ARTICLE IV - CONTINUED GENERAL (CONTINUED) Section 5 Entire Agreement:This Agreement is the entire agreement between the Client and the Contractor, and it supersedes all prior written or oral agreements. There are no other covenants, promises, under takings, or understandings outside of this Agreement other than those specifically set forth. Any term, condition, prior course of dealing, course of performance, usage of trade, understanding, or agreement purpor ting to modify, vary, supplement, or explain any provision of this Agreement is null and void and of no effect unless in writing and signed by representatives of both par ties authorized to amend this Agreement. Section 6 Severability:All terms and covenants contained in this Agreement are severable. In the event any provision of this Agreement shall be held invalid by any court of competent jurisdiction, this Agreement shall be interpreted as if such invalid terms or covenants were not contained herein, and such holding shall not invalidate or render unenforceable any other provision hereof. Section 7 Contractor Fiscal Decision Waiver: Contractor is responsible for providing the Client with timely and accurate financial recommendations and information that allows the Council/Board the ability to make final financial decisions. Contractor will provide final financial recommendations but is not responsible for the final decisions made regarding financial matters. Section 8 Client Employment of Contractor’s Employees: The Client acknowledges and agrees that Contractor’s workforce, including employees assigned to staff the engagement provided for under this Agreement, constitutes an important and vital aspect of Contractor’s business. In recognition of the foregoing and the harm that Contractor will suffer in the event of the loss of one or more of its employees, the Client agrees that during the Term of this Agreement and for a period of six (6) months following the termination of this Agreement for any reason (the “Restrictive Time Period”) the Client shall not, directly or indirectly, on behalf of itself or any person, firm, corporation, association or other entity, (a) recruit, solicit, or assist anyone else in the recruitment or solicitation of, any of Contractor’s employees to terminate their employment with Contractor and to become employed by or otherwise engaged with or by the Client in any capacity independent of Contractor; (b) hire or engage any Contractor employee; or (c) otherwise encourage or induce any of Contractor’s employees to terminate their employment with Contractor. Notwithstanding the foregoing, Contractor may (but shall not be obligated to) consent to the Client's recruitment, solicitation, employment or other engagement of a Contractor employee otherwise prohibited by this paragraph provided that (a) the Client discloses to Contractor in writing its desire to recruit, solicit, employ or otherwise engage the Contractor employee independent of Contractor before engaging with the Contractor employee regarding any such potential relationship; (b) the Client agrees to pay Contractor a Restrictive Covenant Exception Fee (as hereafter defined) in the event the Contractor employee becomes employed by or otherwise engaged with the Client independent of Contractor; and (c) Contractor provides written consent to the Client to engage with the Contractor employee regarding any such relationship. For purposes of this Agreement, the Restrictive Covenant Exception Fee shall be the greater of: (i) 150% of the annual contracted cost of Contractor’s services under this Agreement in addition to the annual contracted cost paid or due Contractor hereunder; or (ii) 150% of the fees paid or due Contractor for services provided under this Agreement during the twelve (12) month period immediately prior to the termination of this Agreement or, in the event the Agreement has not been terminated, during the twelve (12) month period immediately prior to Contractor’s provision of written consent to the Client to engage in the recruitment, solicitation, employment or other engagement of a Contractor employee otherwise prohibited by this paragraph. Agreement for Financial Services Continued 22 ARTICLE IV - CONTINUED GENERAL - CONTINUED Section 9 Compensation:The par ties agree that the Contractor shall be paid compensation for the services provided hereunder, payable for work performed in accordance with this Agreement, based on the fees indicated on the Value page of this proposal. Additional fees will not be incurred without prior approval of the Client. Initial invoice for anticipated first month fees will be sent within 10 days of the execution of this agreement. Section 10 Additional Services:Should the Client request additional services in addition to the Contracted Services, the Contractor will provide the Client with proposed fees for the services to be provided. The Client shall provide a written or electronic confirmation prior to the proposed services implementation. Section 11 Outside Contractors:It shall be the responsibility of Contractor to compensate any other outside consultants retained or hired by Contractor to fulfill their obligations under this Agreement and shall be responsible for their work and Contractor, by using outside contractors, shall not be relieved of its obligations under this Agreement. Section 12 Municipal Advisor:Abdo FS understands the Client has retained an independent registered municipal advisor (IRMA) to advise in the evaluation of information and recommendations relating to the issuance of municipal securities and/or municipal financial products. The engaged IRMA is the recognized municipal advisor (MA) for the Client. Agreement for Financial Services Continued Appendix B AGREEMENT FOR THE PROVISION OF PROFESSIONAL SERVICES 23 Agreement for the Provision of Professional Services WHEREFORE, this Agreement was entered into on the date set forth below and the undersigned, by execution hereof, represent that they are authorized to enter into this Agreement on behalf of the respective parties and state that this Agreement has been read by them and that the undersigned understand and fully agree to each, all and every provision hereof, and hereby, acknowledge receipt of a copy hereof. City of New Hope 4401 Xylon Avenue New Hope, Minnesota 55428 SIGNATURE Tim Hoyt Abdo Financial Solutions, LLC 5201 Eden Avenue, Suite 250 Edina, Minnesota 55436 Victoria Holthaus, CPA Partner |Abdo March 15, 2023 24 Appendix C PROFESSIONAL BIOS 25 26 Victoria Holthaus CPA Partner |Abdo Financial Solutions Municipal Advisor Representative (Series 50) Municipal Advisor Principal (Series 54) victoria.holthaus@abdofs.com P 952.715.3069 Vicki aims to simplify the complex for her clients. Her goal is to give them a solid understanding of their finances, so they can confidently plan ahead. She specializes in working with local governments and nonprofit agencies to strategize capital improvements, develop long-range financial plans, and troubleshoot accounting and financial challenges. She also provides process evaluation and process improvement services for nonprofit and private sector clients. Over the past several years, Vicki has helped many organizations with strategic upgrades to technology and software as they navigate new ways of interacting with constituents and customers. Along with the ability to creatively explain technical terms, Vicki has firsthand knowledge of the issues local governments often face. Prior to joining the firm, she served Minnesota municipalities and joint ventures in various finance and administrative roles. EDUCATION •Bachelor of Science in Accounting, National American University •Master of Ar ts in Public Administration, Hamline University •Minnesota Cer tified Municipal Clerk •Continuing professional education PROFESSIONAL MEMBERSHIPS •Minnesota and Arizona Society of Cer tified Public Accountants •American Institute of Certified Public Accountants •Government Finance Officers Association of the United States and Canada •Minnesota and Arizona Government Finance Officers Association AFFILIATIONS •Hamline School of Business, Accounting Board Member •Arizona Women Leading Government Member QUALIFICATIONS •16 years of experience working with local governments in finance and administration •Experience with budgeting, capital planning and debt management •Process evaluation and process improvement engagement lead TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 27 Erin Enstad CPA Senior Manager |Abdo Financial Solutions erin.enstad@abdofs.com P 507.304.6809 Erin joined the firm in 2011 after graduating from Minnesota State University, Mankato. Erin has nearly ten years of experience auditing and providing accounting services for governmental clients. EDUCATION •Bachelor of Science in Accounting and Corporate Finance, Minnesota State University, Mankato ◦Graduated Magna Cum Laude ◦Dean's List •Continuing professional education PROFESSIONAL MEMBERSHIPS •American Institute of Certified Public Accountants •Minnesota Society of Certified Public Accountants QUALIFICATIONS •9 years of experience auditing local governments and schools in Minnesota •Over 90 percent of billable time relates to governmental clients TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 28 Annette Storm Manager |Abdo Financial Solutions annette.storm@abdofs.com P 952.449.6224 Annette joined the Firm in 2022 as a Manager in the Financial Solutions group. Prior to joining Abdo, Annette spent three years as the Director of Administrative Services and two years as the Assistant Finance Director for the City of Marshall and three years as an Accountant for Lyon County. She has a wealth of knowledge and experience in all aspects of governmental finance, including, but not limited to: budgeting, financial reviews, monthly and annual reporting, cash flow projects, economic development and software implementation. EDUCATION •Bachelor of Science in Accounting and Finance, Southwest Minnesota State University •Continuing professional education PROFESSIONAL MEMBERSHIPS •Minnesota Government Finance Officers Association •Government Finance Officers Association of the United States •Marshall, MN Young Professionals QUALIFICATIONS •9 years experience working with local governments •Experience in a variety of roles within local government, including, but not limited to: monthly and annual reporting, audit preparation and review, budget development and control, training and supervising staff, cash flow projections, and long-range planning •Experience in policy and procedures development •Leadership skills having managed finance teams/departments, participation in leadership meetings, and preparation of Council reports and attendance at City Council meetings •Proficient in Tyler Technologies Incode 9 and 10 software; including software conversion from version 9 to 10 along with account restructure TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 29 I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Meetings\04242023\6.11 Q & R ‐ Juneteenth.docx      Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director    Agenda Title  Resolution adopting Juneteenth (June 19) as a City holiday, effective in conjunction with the date it becomes a  State of Minnesota holiday.  Requested Action  Staff recommends adoption of Juneteenth as a City holiday for the City of New Hope, effective in conjunction  with the date it becomes effective as a State of Minnesota holiday.  Background  On June 17, 2021, President Biden declared June 19 a federal holiday to commemorate the emancipation of  enslaved African Americans. The holiday references June 19, 1865, which is the date Union General Gordon  Granger arrived in Galveston, Texas, announcing the Civil War had ended and the enslaved in Texas were  free. On February 3, 2023, Governor Tim Walz signed a bill into law making Juneteenth a holiday in  Minnesota. This law is scheduled to go into effect August 1, 2023, which means that on June 19, 2024, no  public business shall be transacted (other than in cases of necessity e.g., police, fire, emergency utility repairs,  etc.). There is currently legislation at the State level to revise enactment of this law from August 1, 2023, to  June 1, 2023, which would make June 19, 2023, a state holiday.  Attachments  Resolution                           Agenda Section Consent Item Number  6.11      City of New Hope    Resolution No. 2023 ‐ ___    Resolution Adopting Juneteenth (June 19) as a City holiday, effective in conjunction with the date it  becomes a State of Minnesota holiday    WHEREAS, Juneteenth, or June 19, 1865, is considered the date when the last enslaved people in  America were freed when Union General Gordon Granger rode into Galveston, Texas and  issued General Order No. 3, almost two and one‐half years after President Lincoln issued  the Emancipation Proclamation; and    WHEREAS, Juneteenth commemorates African American freedom and emphasizes education and  achievement; it is a day to be marked with celebrations, reflection, rejoicing, and  encouragement for the future; and     WHEREAS, Juneteenth is a day to recognize the contributions that African Americans have made to  our city, state and country, and provides an opportunity to reflect on the progress that  must continue to ensure that all have equal access and opportunity to participate fully in  our society, and to acknowledge that the struggle for equality continues,    WHEREAS, Juneteenth is a day to recognize the high price African Americans have paid for civil rights,  and the importance of ensuring equal access under the law in housing, education, health  care and criminal justice; and    WHEREAS, New Hope City Council recognizes the significance of diversity of New Hope’s community  and that people of all races, ethnicities, cultures, and faiths contribute to New Hope’s  strength and well‐being and are what make the City a great place to live, work and play;  and    WHEREAS, the New Hope community is enriched when we are sensitive to the challenges and  experiences of African Americans and use that knowledge to eliminate institutional racism  in all its forms.    WHEREAS, The Council hereby amends the City of New Hope Personnel Rules and Regulations to  identify and include Juneteenth as a City holiday implemented in conjunction with it  becoming a State of Minnesota holiday; and    NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of New Hope that the   New Hope Personnel Rules and Regulations will be amended to include Juneteenth as a  City holiday in conjunction with it becoming a State of Minnesota holiday.    Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 24th day of April,   2023.        Mayor  Attest:      City Clerk      I:\RFA\HR & Admin Svcs\Human Resources\2023\Council Meetings\04242023\6.12 Q ‐ Issuance of RFP for 2023 Compensation Study.docx    Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: HR & Admin Services  By: Rich Johnson, Director    Agenda Title  Motion approving issuance of a Request for Proposal to conduct a Compensation Study in 2023 for the City of  New Hope    Requested Action  Staff recommends approval for staff to issue an RFP to vendors to conduct a compensation study in 2023.    Policy/Past Practice   The city issues RFPs to provide services to the city on an as‐needed basis.  Background  The city has conducted compensation studies over the years to ensure the city’s compensation plan remains  competitive with the market. In addition to the last study being done six years ago, staff believes due to the  recent inflationary landscape a study should be done at this time.   In 2010, staff sent out a request for proposals (RFP) to several vendors who perform compensation studies.  When an update was done in 2017, staff requested proposals from Springsted, Inc. (now Baker Tilly) and  AEM (now Abdo) who currently serves as the city’s financial consultant. At this time, staff would like to issue  an RFP which would be sent to several vendors, advertised in the Sun Post, and placed on the city’s website.  The Council indicated their support for issuing an RFP at the Council work session of April 17, 2023.     After proposals are received Council will be asked to approve the vendor selection at a future council  meeting.   Funding  The 2023 Human Resources budget includes $30,000 for the completion of a compensation study.    Agenda Section Consent Item Number  6.12  I:\RFA\PUBWORKS\2023\Council\1029 42nd Ave\RFA County cooperative construction agreement   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Public Works  By: Bernie Weber, Public Works Director    Agenda Title  Resolution approving a cooperative construction agreement between the City of New Hope and  Hennepin County for the 42nd Avenue Signal Light, Trail, Utility Project (Improvement Project No.  1029)    Requested Action  Staff recommends that the Council pass a resolution approving the cooperative construction agreement  between the City of New Hope and Hennepin County for the mill and overlay, signal light replacement, trail  construction, and utility improvements along 42nd Avenue North.    Policy/Past Practice  It is past practice to request direction from the City Council on potential upcoming infrastructure projects.  Through cooperative agreements with MnDOT, the city took part in construction of noise walls in 2003, 2012,  and 2016. Additionally, the city has also previously entered into similar cooperative construction agreements  with neighboring cities as well as Hennepin County for construction of various infrastructure improvement  projects.    Background  New Hope Public Works and engineering staff have met with representatives from Hennepin County to  discuss improvements along 42nd Avenue to be completed in conjunction with MnDOT’s replacement of the  TH 169/42nd Avenue (CSAH 9) bridge and interchange in 2023. Staff provided the City Council with an update  on this project at past work sessions highlighting the improvements with trails, signal lights, water main,  decorative lighting, and burying of power. The bridge replacement project was originally planned to be done  in 2024, but MnDOT moved up the construction year to 2023.  At the March 13, 2023, council meeting the City  Council approved the city engineer’s plans and specifications for the 42nd Avenue improvements and  authorized the advertisement for bids. At that time, city staff indicated to the council that the attached  agreement would be forthcoming.     Funding  The costs of this project will be shared by both Hennepin County and the City of New Hope, and cost share  percentages laid out in the agreement are shown in the table below:    Item Cost Share  Boone/42nd Avenue Signal and ADA 50% city, 50% county up to $340,000  42nd Avenue Trail 50% city, 50% county up to $290,000  42nd Avenue ADA and Traffic Signal Revisions 100% county  42nd Avenue Mill and Overlay 100% county  42nd Avenue Lighting 100% city  Boone Avenue Trail 100 % city  42nd Avenue Watermain 100% city  Agenda Section Consent Item Number  6.13    Attachments   Resolution   Engineer’s Memorandum   Hennepin County Agreement                                                                                                              City of New Hope    Resolution No. 23‐    Resolution approving a cooperative construction agreement   between the City of New Hope and Hennepin County for the   42nd Avenue Signal Light, Trail, Utility Project   (Improvement Project No. 1029)    WHEREAS, the County of Hennepin wishes to complete infrastructure improvements partially within  the city limits along 42nd Avenue North (County Road 9) to coincide with the MnDOT  bridge and interchange project along Trunk Highway 169 at 42nd Avenue North; and    WHEREAS, the county requests the city participate in the costs of the infrastructure improvements and  the city agrees to participate in the costs according to the Cost Participation section of the  agreement; and    WHEREAS, a cooperative construction agreement has been prepared between the city of New Hope and  Hennepin County setting forth the scope of work, terms, and conditions for sharing project  costs.      NOW, THEREFORE, BE IT RESOLVED,   1. The City of New Hope enter into Hennepin County Agreement No. PW 52‐39‐22  with the County of Hennepin to provide payment by the City of New Hope to  Hennepin County of the City of New Hope’s share of the costs for the associated  improvements to be performed upon, along, and adjacent to County State Aid  Highway No. 9 (42nd Avenue North) within the corporate limits of the City of New  Hope under Hennepin County Project(s) No. 2183510, 4600914   IT IS FURTHER RESOLVED,  2. That the mayor and acting city manager are authorized to execute the Agreements  and any amendments to the Agreements.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of April,  2023.                                                               _________________________                                     Mayor                                                  Attest: __________________________                City Clerk  Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 April 17, 2023 File: 193805693 Attention: Bernie Weber, Director of Public Works City of New Hope 5500 International Parkway New Hope, MN 55428 Reference: 42nd Avenue (CSAH 9) and Boone Avenue Improvements – City/County Cooperative Agreement City Project No.’s 1016 and 1029 Dear Bernie, Attached please find the cooperative agreement between Hennepin County and the city of New Hope for the above referenced project. As discussed in the agreement, the city is the lead agency in the project construction contract that consists of: ·Installing a new signal and ADA improvements at Boone/42nd Avenue ·installing new decorative lighting similar to the lighting done in 2019 to the east of Xylon Avenue North along 42nd Avenue North (CSAH 9) to Gettysburg Avenue North ·paving a trail on the south side of 42nd Avenue from Boone to Gettysburg Avenue North and connecting to the new trails being constructed for the TH 169/CSAH 9 Bridge ·pipe bursting the existing water main along 42nd Avenue from Xylon Avenue North to Gettysburg Avenue North (pipe bursting was last done on Winnetka Avenue in 2020) ·milling and overlaying of 42nd Avenue from Winnetka to Gettysburg Avenue ·ADA and signal push button Improvements from Winnetka to Gettysburg Avenue The project will be constructed in conjunction with the TH 169/CSAH 9 Bridge Project. Due to the bridge and ramp closures at TH 169, a majority of the east/west traffic on 42nd Avenue will be routed to other connections. Two lanes of traffic will be maintained along 42nd Avenue throughout the majority of the project. There will be times when the intersections of Gettysburg, Boone, and Xylon will need to be closed for construction. Detours will be set up during those times. The costs on the project will be shared by both as discussed below: Table 1 – Cost Share Item Cost Share Boone/42nd Avenue Signal and ADA 50% city, 50% county up to $340,000 42nd Avenue Trail 50% city, 50% county up to $290,000 42nd Avenue ADA and Traffic Signal Revisions 100% county 42nd Avenue Mill and Overlay 100% county 42nd Avenue Lighting 100% city Boone Avenue Trail 100 % city 42nd Avenue Watermain 100% city April 17, 2023 Mr. Bernie Weber Page 2 of 2 Reference:42nd Avenue Signal, Trail, and Utility Improvements The city attorney has previously reviewed the agreement and found it to be similar to previous agreements between the county and city. If Council chooses to award the project at its April 27, 2023 Council meeting, we recommend the council approve this construction cooperative agreement also. If you have any questions or require further information, please call me at (612) 712-2021. Sincerely, Stantec Consulting Services Inc. Dan D. Boyum, P.E. City Engineer dan.boyum@stantec.com Attachments: Construction Cooperative Agreement Cc: Tim Hoyt, Valerie Leone, Andrew Kramer, Dave Lemke, Matt Rowedder, Nick Macklem – New Hope; Stacy Woods - Jensen Sondrall Persellin & Woods, P.A., Ann Ackerson – Stantec. Agreement No. PW 52-39-22 County Project(s) No. 2183510, 4600914 County State Aid Highway 9 City of New Hope County of Hennepin 1 ___ CONSTRUCTION COOPERATIVE AGREEMENT This Agreement is made between the County of Hennepin, a body politic and corporate under the laws of the State of Minnesota, hereinafter referred to as the “County”, and the City of New Hope, a body politic and corporate under the laws of the State of Minnesota, hereinafter referred to as the “City”. The County and the City collectively are referred to as the “Parties”. Recitals The following Recitals are incorporated into this Agreement. 1.The City, in coordination with the County, plans to improve a segment of County State Aid Highway (CSAH) 9 (42nd Avenue) from Gettysburg to Boone avenues (“City’s Corridor”), which improvements include traffic signal replacement and pedestrian ramp upgrades at the intersection of CSAH 9 and Boone Avenue (“City’s Signal & ADA Work”), and conversion of the existing sidewalk along the City’s Corridor to a multi-use trail (“City’s Trail Work”). The City’s Signal & ADA Work and the City’s Trail Work collectively are referred to as the “City’s Project”. 2.Additionally, the County desires to improve a segment of CSAH 9 from Gettysburg to CSAH 156 (Winnetka Avenue) (“County’s Corridor”), which improvements include pedestrian ramp upgrade to the current Americans with Disabilities Act (ADA) standards as part of the County’s planned ADA work (“County’s ADA Work”) and mill and overlay work (“County’s Mill Overlay Work”) along the County’s Corridor. The County’s ADA Work and the County’s Mill Overlay Work collectively are referred to as the “County’s Project”. 3.The City is the lead agency in contract construction of the City’s Project and it is beneficial to the Parties to combine the County’s Project with the City’s Project as shown in the plans under City project No. 1029, and County project (CP) No. 2183510 and CP 4600914 as further illustrated in the Project Plan Title Sheet, marked Exhibit D, and which shall hereinafter be referred to as the “Project”. 4.The Parties have agreed to enter into this Agreement to memorialize the partnership and to outline each party’s ownership and financial responsibilities, maintenance responsibilities, and associated costs for the Project. 5.The City shall be the lead agency in the design engineering for the City’s Project, the County’s ADA Work, and striping and signing portion of the County’s Mill Overlay Work (the “Striping and Signing Design”), collectively (the “City’s Design Work”), while the County shall be responsible for the remaining design engineering services for the County’s Mill Overlay Work (“County’s Design Work”). The City shall be responsible for construction administration and Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 2 ___ inspections for the Project. 6.The City Engineer has prepared an Engineer’s Estimate of quantities and unit prices for the above described Project, and a copy of the Engineer’s Estimate and an estimated Division of Cost Summary, marked Exhibit A, is attached hereto. 7.The County has indicated its willingness to cost participate in the Project as detailed herein. 8.The Project will be carried out by the Parties under the provisions of Minnesota Statutes, Section 162.17, Subdivision 1, and Section 471.59. Agreement NOW, THEREFORE,the Parties agree as follows: 1.Term of Agreement, Survival of Terms, and Exhibits. Effective Date. This Agreement is effective as of the date of the final signature. Expiration Date. This Agreement will expire after the date in which all obligations have been satisfactorily fulfilled. Survival of Terms.Provisions that by their nature are intended to survive the term, cancellation or termination of this Agreement do survive such term, cancellation or termination. Such provisions include but are not limited to: Maintenance Responsibilities, Records/Audits, Indemnification, Insurance, Worker Compensation Claims, Cancellation, Termination, and Minnesota Laws Govern. Exhibits. All exhibits are attached and incorporated into this Agreement. 1.4.1.Exhibit A (Division of Cost Summary) 1.4.2.Exhibit B (MnDOT ADA Compliance Checklist (Curb Ramp) and Accessibility Pedestrian Signal (APS) forms) 1.4.3.Exhibit C (Drainage Ownership and Maintenance Responsibilities) 1.4.4.Exhibit D (Project Plan Title Sheet) 2. Project Construction. Contract Award and Administration. The County shall furnish the City with the County’s Design Work to be included into the overall Project plans. The City or its agents shall, then, prepare the necessary Project plans, specifications, and proposal; obtain approval of the plans and specifications from the County; advertise for bids for the work and construction; receive and open bids pursuant to the advertisement; enter Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 3 ___ into a contract with the successful bidder at the unit prices specified in the bid of such bidder; administer the contract; and perform the required engineering and inspection; all in accordance with the plans and specifications set forth below. Plans and Specifications. 2.2.1. Design Work.All design work performed by the Parties or their agents for the Project shall be prepared and certified by a Professional Engineer licensed in the State of Minnesota. All designs which affect County facilities shall conform to the Minnesota Department of Transportation (MnDOT) Design Standards applicable to County State Aid Highways and to the requirements of the Americans with Disabilities Act (ADA) standards, and be approved by the County Engineer prior to construction. Attached as Exhibit B is a copy of the MnDOT ADA Compliance Checklist (Curb Ramp) and APS forms. The City or its agents shall complete the forms for each curb ramp constructed and APS installed as part of the Project and submit the forms by using the County’s “Asset Management” site, which requires registration to access. Additionally, the City shall furnish the County with the before and after photographs of the ADA and APS work. The City understands and agrees that the final payment as stated in Subsection 4.5 will be withheld until all required ADA curb ramp and APS certification forms have been received and verified by the County. Directions for obtaining access to the Asset Management site can be found at the following link, under the “ADA checklists for construction within county right-of-way” bar: (https://www.hennepin.us/residents/transportation/ada-transition-plan). 2.2.2. Plan Numbers (S.A.P#/ S.P.#).The plans and specifications for the Project are referenced and identified as S.A.P.# 182-020-028 and S.A.P.# 182-101-020, and shall be approved by MnDOT prior to Project construction. 2.2.3. Request for Copies of Plans.At the request of the County, the City or its agents shall furnish the County with any working copies of any plans, designs or reports of the City’s Design Work at any time during the design process. Likewise, at the request of the City, the County or its agents shall furnish the City with any working copies of any plans, designs or reports of the County’s Design Work at any time during the design process. Upon completion of the Project, the City or its agents shall furnish the County with a complete set of as-built plans of the Project certified as to their accuracy by the City Engineer and shall be submitted to Public Works Transportation Project Delivery Design and Operations Asset Management Divisions. 2.2.4. Plan Review and Approval.The City shall furnish the County Public Works Transportation Project Delivery Design Division with the City’s Design Work plans and specifications for review and approval as follows: electronic submittals at 60%, 90%, and 100%; comment response letter with 90% and 100% package; electronic copy of plans at 100% for County permit approval. Construction Supervision and Inspection.The City or its agents will administer the construction contract, perform all necessary engineering, inspection, and testing of all the Project work. All work for the Project shall be completed in compliance with the County approved plans and specifications. The County Engineer or a designated Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 4 ___ representative shall have the right, as the work progresses, to enter upon the job site to make any inspections deemed necessary and shall cooperate with the City Engineer and staff at their request to the extent necessary, but will have no responsibility for the supervision of the work. Plan Changes and Additional Construction. 2.4.1.Plan Changes. The County agrees that the City may make changes in the plans or in the character of the Project construction that are reasonably necessary to cause the construction to be in all things performed and completed in a satisfactory manner, subject to the County’s rights under Subsection 2.4.2 and the limitations and restrictions on County cost participation provided in Section 3. 2.4.2.Review Proposed Changes. The County shall have the right to review any proposed changes to the plans and specifications as they relate to the County's cost participation prior to the work being performed, except in emergencies, and in those instances where the proposed changes necessitate a re-engineering of the design and/or specifications, the City shall submit the re-engineered design and/or specifications to the County. The County Engineer or designated representative shall respond to the City’s request for approval to authorize the issuance of any negotiated change orders or supplemental agreements prepared by the City that affect the County's share of the construction cost within a reasonable time frame, subject to the limitations and restrictions on County cost participation provided in Section 3. Right of Way/Permit 2.5.1.Right of Way Acquisition. The City or its agents shall acquire all additional right of way, permits and/or easements required for the construction of the Project. Additionally, upon completion of the Project, the City agrees to convey to the County all permanent right of way and easement acquired for the County highway included in this Project, at no cost to the County. 2.5.2.Access Rights and Permits. The County shall cooperate with the conveyance of any reasonable access rights over the County right of way that may be required by the City for the Project. The Parties understand that any such access rights must be necessary for completion of the Project and shall be subject to applicable County Board or County staff approval requirements; these access rights will be granted at no cost to the City. Any and all County permits required for the Project shall be granted by the County at no cost or expense to the City or its contractors. The City shall also obtain, and comply with, any and all permits and approvals required from other governmental or regulatory agencies to accomplish the Project. 2.5.3.Right of Way Costs. Not applicable to the Project. Traffic Signal. 2.6.1. Electrical Power. The City, at no cost to the County, shall: (1) install, cause the installation of, or perpetuate the existence of an adequate three wire, 120/240 volt, single Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 5 ___ phase, alternating current electrical power connection to the permanent traffic control signal systems and integral streetlights included in the Project; and (2) shall provide the electrical power for the operation of all permanent and temporary traffic control signal systems and integral traffic signal pole mounted luminaires installed as a part of the Project. 2.6.2.Emergency Vehicle Preemption (EVP). The EVP Systems shall be managed and maintained by the County. The City shall report malfunctions of EVP systems to the County immediately after discovery of the malfunction. 2.6.3.Accessible Pedestrian Signal (APS). The City will install APS push buttons and associated components, and integrate the components to the existing traffic signal system at the intersections along the Project corridor as described in the construction plans. Street Lighting.The City, at no cost to the County, shall provide the electrical energy for the operation of all streetlights installed as part of the Project. Asbestos.The Project may include the removal of asbestos containing electrical conduit. Only firms licensed to conduct asbestos abatement shall be used for the safe removal of asbestos containing electrical conduit with proper shipping manifest prepared and submitted to appropriate agency. The lead agency in the Project construction shall be responsible for the oversight of the removal of asbestos containing electrical conduit and compliance with the abovementioned specifications. Detours.The Project may require limited detouring of traffic onto the City’s streets. The Parties agree that there will be no compensation to the City for detours onto its streets required to construct the Project. 3.Cost Participation.The County will participate in the construction costs for the Project as provided herein. County’s Cost Participation in City’s Signal & ADA Work.The County’s cost participation in the City’s Signal & ADA Work shall be a total Not to Exceed (NTE) amount of $340,000 and shall be calculated based on only those portions of the City’s Signal & ADA Work construction costs identified in Exhibit A as the County’s shares (“County’s Cost Participation in City’s Signal & ADA Work”). The County’s Cost Participation in City’s Signal & ADA Work includes the County’s shares of construction costs and indirect costs relating to City’s Signal & ADA Work calculated at twenty percent (20%) of the County’s shares of construction costs which include legal, fiscal, design, construction administration, and additional administrative costs, and the County’s share of County Supplied Equipment estimated at $30,000 as further described in Section 5. County’s Cost Participation in City’s Trail Work.The County’s cost participation in the City’s Trail Work shall be a total NTE amount of $290,000 and shall be calculated based on only those portions of the City’s Trail Work construction costs identified in Exhibit A as the County’s shares (“County’s Cost Participation in City’s Trail Work”). Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 6 ___ The County’s Cost Participation in City’s Trail Work includes the County’s shares of construction costs, and indirect costs relating to City’s Trail Work calculated at twenty percent (20%) of the County’s shares of construction costs which include legal, fiscal, design, construction administration, and additional administrative costs. County’s Cost Participation in County’s Project.The County’s Project consists of the County’s ADA Work and the County’s Mill Overlay Work. 3.3.1.The County’s ADA Work. The County will reimburse the City for the County’s ADA Work at one hundred percent (100%) of the City’s actual costs for such work, including associated design engineering costs (12% of the construction costs), and construction administration costs (10% of the construction costs) (“County’s Cost Participation in County’s ADA Work”). For informational purposes only, based on the engineer’s estimate and as shown in Exhibit A, the County’s ADA Work is estimated to cost $375,000 including the design and construction engineering costs. 3.3.2.The County’s Mill Overlay Work. The County will reimburse the City for the County’s Mill Overlay Work at one hundred percent (100%) of the City’s actual costs for such work, including the Striping and Signing Design costs (6% of the construction costs), and construction administration costs (10% of the construction costs) (“County’s Cost Participation in County’s Mill Overlay Work”). For informational purposes only, based on the engineer’s estimate and as shown in Exhibit A, the County’s Mill Overlay Work is estimated to cost $750,000 including the design and construction engineering costs. County’s Total Cost Participation/Reimbursement. The County’s Cost Participation in the City’s Signal & ADA Work, City’s Trail Work, and County’s Project, shall hereinafter be collectively referred to as County’s Cost Participation, or County’s Reimbursement to the City. The County’s Cost Participation in the Project is estimated to be $1,755,000. 4.Payment. Amount Due. The County, subject to the provisions stipulated in this Agreement, agrees to pay the County’s Cost Participation as described herein. When to Invoice. 4.2.1.After an award by the City to the successful bidder on the Project, the City shall notify the County and submit an invoice for ninety five percent (95%) of the County’s Cost Participation for the Project under this Agreement (the “Initial Invoice”). The Initial Invoice shall be for 95% of the County’s Cost Participation in City’s Signal & ADA Work, City’s Trail Work, County’s ADA Work, and County’s Mill Overlay Work. 4.2.2. Upon completion of the Project, the City shall notify the County and invoice the remaining five percent (5%) of the County’s Cost Participation for the Project under this Agreement (the “Final Invoice”). The Final Invoice shall be for the remaining 5% of the County’s Cost Participation in City’s Signal & ADA Work, City’s Trail Work, Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 7 ___ County’s ADA Work, and County’s Mill Overlay Work. What to Include in the Invoices.The Initial and Final Invoices shall include: date of invoice, invoice number, name of the County construction project manager (Mr. Caleb Brolsma), project name, county project number (CP 2183510 and CP 4600914), contract number, and purchase order number. The Initial Invoice shall include the Distribution of Costs document broken down for each scope of work described above. For the Final Invoice, the City shall provide the County with the Final Distribution of Costs document broken down for each scope of work described above, provide the County with complete as built plans, and a receipt of payment for the County Supplied Equipment, prior to requesting payment. Where to Send Invoice.Invoices and supporting documentation should be sent by email to obf.internet@hennepin.us or by mail to: Hennepin County Accounts Payable, P.O. Box 1388, Minneapolis, MN 55440-1388. An electronic copy of all invoices and project documentation should also be submitted to transp.invoices@hennepin.us Approval and Payment.Upon execution of the Agreement and after the award of the contract, the County shall pay the Initial Invoice in full within forty-five (45) days of the receipt of the Initial Invoice from the City. After the Project completion and upon approval and acceptance of the completed Project as well as all MnDOT ADA and APS Compliance Checklist forms by the County Engineer or designated representative, the County shall pay the Final Invoice in full within forty-five (45) days of the receipt of the Final Invoice from the City. 5.County Supplied Equipment.The County will provide County Supplied Equipment consisting of a traffic control signal cabinet equipped with controller, video detection equipment, and required accessories to be installed as a part of the Project. Cost of County Supplied Equipment. The City agrees to reimburse the County for fifty percent (50%) of the County Supplied Equipment. For informational purposes only, the total estimated cost for the County Supplied Equipment is $60,000.00 and the City’s estimated share is $30,000. The City agrees that this is an estimate and that the actual quantities of equipment, as determined by the County Engineer, shall govern in computing the total final costs to the City. The City will directly pay the County for the County Supplied Equipment cost rather than applying its share as a credit against the County Cost Participation. Notification to County’s Signal Shop. The City or its agents shall notify the County’s Signal Shop Supervisor in writing a minimum of thirty (30) days prior to picking up the County Supplied Equipment. The County shall notify the City when the County Supplied Equipment is ready to be picked up for field installation. It shall be the responsibility of the City or its agents to pick up the County Supplied Equipment at the Hennepin County Department of Transportation, Public Works Facility in Medina, Minnesota and install the equipment on the Project. Invoice and Payment for County Supplied Equipment. Upon picking up of the County Supplied Equipment by the City or its agents, the County will invoice the City Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 8 ___ for the County Supplied Equipment. Payment shall be made directly to the County, in the name of the Hennepin County Treasurer, by the City for the full amount due stated on the invoice within forty five (45) days of receipt of the invoice. The City agrees to include a copy of the receipt of payment for the County Supplied Equipment in the final invoicing documentation to be sent to the County as provided in Subsection 4.3. 6.The City’s Maintenance Responsibilities.Upon completion of the Project, the City shall provide the following year-round maintenance services required thereafter at no cost to the County. Roadways. Maintenance of segments of City streets intersecting the City’s Corridor and the County’s Corridor reconstructed or revised under the Project. Maintenance includes, but is not limited to sweeping, debris removal, resurfacing and seal coating, and any other maintenance activities according to accepted City maintenance practices. Traffic Signal Components.The City shall be responsible for providing electrical power to the signal systems as stated in Subsection 2.6.1 and replacing lamps on luminaire extensions, fuses and wires from lamps to the load side of the meter socket of traffic signal systems. Additionally, the City shall be responsible for signal system painting or repainting after a set frequency to keep the components in good appearance and proper function. The components include but are not limited to bases, poles, mast arms. Regular upkeep of painted surfaces helps improve visual appearance but is also required to prolong the useful life of the equipment. Time span between repainting should be no longer than once every 10 years. In the event that the City fails to perform or request for the County’s assistance in performing these maintenance responsibilities, the County with its forces, at its sole discretion may perform these maintenance items and invoice the City for the materials and services rendered, and the City shall pay such invoices. Street Lighting. The City shall own and maintain the streetlights installed as part of the Project according to City practices. Sidewalks, Pedestrian Refuges, and Pedestrian Ramps. The City shall own and maintain sidewalks, pedestrian refuges, and pedestrian ramps constructed as part of the Project. Maintenance includes, but is not limited to, winter maintenance, debris removal, patching, crack repair, vegetation control, and any other maintenance activities as per accepted City maintenance practices. Multi-use Trail/Bicycle Facility. The City shall own and maintain the newly constructed multi-use trail/bicycle facilities constructed as part of the Project. Maintenance includes, but is not limited to, trail surfacing, sweeping, vegetation control, winter maintenance, and any other maintenance activities according to City practices. Green Bicycle Conflict Zone Markings. Not applicable to the Project. City Road Pavement Striping and Crosswalk Markings. The City shall assume maintenance of all pavement striping on City streets intersecting the City’s Corridor and the County’s Corridor reconstructed or revised under the Project and crosswalk Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 9 ___ markings for roadway users installed as a part of the Project. City Road Storm Sewers. The City shall own and maintain catch basins, manholes, and trunk lines serving areas beyond the County right of way constructed or reconstructed under the Project at no cost to the County. Maintenance includes but is not limited to repairs to structures, casting, and adjacent curb section repairs along with removal of sediments, vegetation, and ice. Storm sewers ownership and maintenance responsibilities are further illustrated in the attached Exhibit C. Landscaping.The City shall own and maintain landscape/streetscape features (including those added to pedestrian bumpouts/curb extensions and medians) installed as part of the Project according to City practices at no cost to the County. Examples include trash removal, trimming, mowing, watering, irrigation maintenance and replanting/replacing. 7.The County’s Maintenance Responsibilities.Upon completion of the Project, the County shall provide year-round maintenance at its sole cost as outlined below: Roadways. Maintenance of the segments of CSAH 9 and CSAH 156 reconstructed or revised under the Project. Maintenance includes, but is not limited to, sweeping, debris removal, resurfacing and seal coating, and any other maintenance activities according to accepted County maintenance practices. Traffic Signal Components. The County shall thereafter retain ownership of and maintain and repair the traffic control signal systems and their components at the expense of the County except for those items identified as the City’s responsibilities above. County Road Pavement Striping. The County shall thereafter maintain and repair all pavement striping for CSAH 9 and CSAH 156 installed as a part of the Project at the expense of the County. Storm Sewers. The County shall own and maintain culverts, catch basins and leads, manholes, trunk lines and all other components that serve only County right of way constructed or reconstructed under the Project at no cost to the City. Maintenance includes repairs to structures, casting, and adjacent curb section repairs along with removal of sediments, vegetation, and ice. Storm sewers ownership and maintenance responsibilities are further illustrated in the attached Exhibit C. 8.Authorized Representatives.In order to coordinate the services of the County with the activities of the City and vice versa so as to accomplish the purposes of this Agreement, the Hennepin County and the City Engineers or their designated representatives shall manage this Agreement on behalf of the County and the City. County of Hennepin: Carla Stueve County Highway Engineer Hennepin County Public Works Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 10 ___ 1600 Prairie Drive, Medina, MN 55340 Office: 612-596-0356 Carla.Stueve@hennepin.us City of New Hope: Dan Boyum City Engineer 4401 Xylon Avenue North, New Hope, MN 55428 612-712-2021 dan.boyum@stantec.com 9.Assignment, Amendments, Default, Waiver, Agreement Complete, Cancellation or Termination. Assignment.The City shall not assign, subcontract, transfer or pledge this Agreement and/or the services to be performed hereunder, whether in whole or in part, without the prior written consent of the County. Amendments. Any alterations, variations, modifications or waivers of provisions of this Agreement shall only be valid when they have been reduced to writing as an amendment to this Agreement and signed by the Parties hereto. Default.If the City fails to perform any of the provisions of this Agreement or so fails to administer the work as to endanger the performance of the Agreement, this shall constitute a default. Unless the City's default is excused by the County, the County may upon written notice immediately cancel this Agreement in its entirety. Waiver.The County's failure to insist upon strict performance of any provision or to exercise any right under this Agreement shall not be deemed a relinquishment or waiver of the same, unless consented to in writing. Such consent shall not constitute a general waiver or relinquishment throughout the entire term of the Agreement. Agreement Complete.The entire Agreement between the Parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the Parties relating to the subject matter hereof. All items referred to in this Agreement are incorporated or attached and are deemed to be part of this Agreement. Cancellation or Termination. This Agreement may be terminated or cancelled by either party with or without cause upon thirty (30) day written notice. This Agreement shall be terminated or cancelled by either party upon a material breach by the other party. In the event of a termination or cancellation, the Parties will remain responsible for cost participation as provided in this Agreement for obligations incurred up through the effective date of the termination or cancellation, subject to any equitable adjustment that may be required to account for the effects of a breach. 10.Indemnification. 10.1. The City Indemnifies the County.The City agrees to defend, indemnify and hold Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 11 ___ harmless the County, its officials, officers, agents, volunteers, and employees from any liability, claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable attorneys’ fees, resulting directly or indirectly from any act or omission of the City or the City’s consultant or sub consultant, anyone directly or indirectly employed by them, and/or anyone for whose acts and/or omissions they may be liable in the performance of the services required by this Agreement, and against all loss by reason of the failure of the City to perform fully, in any respect, all obligations under this Agreement. The City’s liability shall be governed by the provisions of Minnesota Statutes, Chapter 466 or other applicable law. 10.2. The County Indemnifies the City.The County agrees to defend, indemnify and hold harmless the City, its officials, officers, agents, volunteers, and employees from any liability, claims, causes of action, judgments, damages, losses, costs or expenses, including reasonable attorneys’ fees, resulting directly or indirectly from any act or omission of the County or the County’s consultant or sub consultant, anyone directly or indirectly employed by them, and/or anyone for whose acts and/or omissions they may be liable in the performance of the services required by this Agreement, and against all loss by reason of the failure of the County to perform fully, in any respect, all obligations under this Agreement. The County’s liability shall be governed by the provisions of Minnesota Statutes, Chapter 466 or other applicable law. 11.Insurance.The City agrees that any future contract let by the City for the performance of any of the work included hereunder shall include clauses that will: 1) Require the contractor to indemnify and hold the County, its commissioners, officers, agents and employees harmless from any liability, claim, demand, judgments, expenses, action or cause of action of any kind or character arising out of any act or omission of the contractor, its officers, employees, agents or subcontractors; 2) Require the contractor to be an independent contractor for the purposes of completing the work provided for in this Agreement; and 3) Require the contractor to provide and maintain the following insurance so as to assure the performance of its indemnification and hold harmless obligation. Limits (1)Commercial General Liability on an occurrence basis with contractual liability coverage: General Aggregate $2,000,000 Products - Completed Operations Aggregate $2,000,000 Personal and Advertising Injury $1,500,000 Each Occurrence - Combined Bodily Injury and Property Damage $1,500,000 Hennepin County shall be named as an additional insured for the Commercial General Liability coverage with respect to operations covered under this Agreement. (2)Automobile Liability: Combined Single limit each occurrence coverage or the Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 12 ___ equivalent covering owned, non-owned, and hired automobiles:$1,500,000 (3)Workers’ Compensation and employer’s Liability: Workers’ Compensation:Statutory If the contractor is based outside the State of Minnesota, coverage must apply to Minnesota laws. Employer’s Liability. Bodily injury by: Accident – Each Accident $500,000 Disease – Policy Limit $500,000 Disease - Each Employee $500,000 (4)Professional Liability – Per Claim and Aggregate:$2,000,000 The above listed Professional Liability insurance will not be required in any construction contract let by the City if the City’s contractors are not required to perform design engineering as part of the construction contract. An umbrella or excess policy over primary liability coverages is an acceptable method to provide the required insurance limits. The above subparagraphs establish minimum insurance requirements. It is the sole responsibility of the City’s contractors to determine the need for and to procure additional insurance which may be needed in connection with the Project. All insurance policies shall be open to inspection by the County and copies of policies shall be submitted to the County upon written request. 12.Worker Compensation Claims. City’s Employees. Any and all employees of the City and all other persons engaged by the City in the performance of any work or services required or provided for herein to be performed by the City shall not be considered employees of the County, and any and all claims that may or might arise under the Workers' Compensation Act or the Unemployment Compensation Act of the State of Minnesota on behalf of the employees while so engaged and any and all claims made by any third parties as a consequence of any act or omission on the part of the employees while so engaged on any of the work or services provided to be rendered herein shall in no way be the obligation or responsibility of the County. County’s Employees. Any and all employees of the County and all other persons engaged by the County in the performance of any work or services required or provided for herein to be performed by the County shall not be considered employees of the City, and any and all claims that may or might arise under the Workers' Compensation Act or the Unemployment Compensation Act of the State of Minnesota on behalf of the Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 13 ___ employees while so engaged and any and all claims made by any third parties as a consequence of any act or omission on the part of the employees while so engaged on any of the work or services provided to be rendered herein shall in no way be the obligation or responsibility of the City. 13.Records/Audits.The City agrees that the County, the State Auditor, or any of their duly authorized representatives at any time during normal business hours, and as often as they may reasonably deem necessary, shall have access to and the right to examine, audit, excerpt and transcribe any books, documents, papers, records, etc., which are pertinent to the Project and the accounting practices and procedures of the City which involve transactions relating to this Agreement. 14.Nondiscrimination.The provisions of Title VI of the Civil Rights Act of 1964, Minnesota Statute Section 181.59, and any other applicable local ordinance relating to civil rights and discrimination and the Affirmative Action Policy statement of Hennepin County shall be considered a part of this Agreement as though fully set forth herein. 15.Counterparts/Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which will be deemed to be an original copy of this Agreement and all of which, when taken together, will be deemed to constitute one and the same agreement. The facsimile, email or other electronically delivered signatures of the Parties shall be deemed to constitute original signatures, and facsimile or electronic copies hereof shall be deemed to constitute duplicate originals. 16.Minnesota Laws Govern.The laws of the State of Minnesota shall govern all questions and interpretations concerning the validity and construction of this Agreement and the legal relations between the Parties and their performance. The appropriate venue and jurisdiction for any litigation will be those courts located within the County of Hennepin, State of Minnesota. Litigation, however, in the federal courts involving the Parties will be in the appropriate federal court within the State of Minnesota. (This space left intentionally blank) Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 14 ___ IN TESTIMONY WHEREOF, the Parties hereto have caused this Agreement to be executed by their respective duly authorized officers and agree to be bound by the provisions herein set forth. CITY OF NEW HOPE By: Mayor Date: By: City Manager Date: COUNTY OF HENNEPIN ATTEST: By:By:__________________________________ Deputy/Clerk of the County Board Chair of its County Board Date:Date: ________________________________ And: ________________________________ County Administrator Date: ________________________________ REVIEWED BY THE COUNTY ATTORNEY’S OFFICE: And:_________________________________ Assistant County Administrator, Public Works By:Date:________________________________ Assistant County Attorney Date: RECOMMENDED FOR APPROVAL By:_________________________________ County Highway Engineer Date:________________________________ REVIEWED RECOMMENDED FOR APPROVAL By: _______________________________By:_________________________________ Sheri Selton Department Director, Transportation Operations Date:Date:________________________________ Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 15 ___ EXHIBIT A Engineer’s Estimate and Division of Cost Summary Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 16 ___ EXHIBIT B Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 17 ___ Agreement No. PW 52-39-22 CSAH No. 9; C.P. 2183510, 4600914 18 ___ EXHIBIT C Drainage Ownership and Maintenance Responsibilities Agreement No. PW 52-39-22CSAH No. 9; C.P. 2183510, 4600914 19 ___ EXHIBIT DProject Plan Title Sheet I:\RFA\PUBWORKS\2023\Council\1029 42nd Ave Improvements\4‐24 1029 Award bid for 42nd ave project\8.1 Q 1029 42nd Ave Infrastructure award bid.docx   Request for Action  April 24, 2023    Approved by: Tim Hoyt, Acting City Manager  Originating Department: Public Works  By: Bernie Weber, Director    Agenda Title  Resolution awarding contract to GMH Asphalt Corporation for construction of the 42nd Avenue Signal Light,  Trail, and Utility Improvement Project (Improvement Project No. 1029)  Requested Action  Staff recommends that the Council pass a resolution awarding contract to GMH Asphalt Corporation for  construction of the 42nd Avenue Signal Light, Trail, and Utility Improvement Project (Improvement Project  No. 1029).  Policy/Past Practice  The City Council routinely considers public infrastructure improvement projects to extend the useful life of  the infrastructure and/or improve the level of service. The city’s Capital Improvement Plan (CIP) has  identified areas for utility, trail, street lighting, and traffic signal infrastructure projects in 2023.  Background  To coincide with the Minnesota Department of Transportation’s (MnDOT) replacement and reconfiguration  of the Trunk Highway (TH) 169 and 42nd Avenue bridge and interchange, the city is partnering with  Hennepin County to complete other infrastructure improvements along 42nd Avenue from Gettysburg to  Winnetka Avenue.    Over the past few years, the city has explored signal replacement at the intersection of Boone Avenue and  42nd Avenue North (CSAH 9). The signal project was placed on hold during state aid funding shortfalls  related to COVID‐19. There was discussion to include this signal into a larger project when the county was  trying to receive funding for reconstruction of 42nd Avenue North (CSAH 9) from TH 169 to Xylon Avenue.    Since funding was not received for 42nd Avenue reconstruction, staff had discussions with county staff on  scheduling and coordinating the 42nd/Boone signal project and other improvements along 42nd Avenue  (CSAH 9) which include burying overhead power, installing additional lighting, paving a trail on the south  side of 42nd Avenue from Boone Avenue to Gettysburg Avenue,  paving a trail on west side of Boone Avenue  from 42nd Avenue to the first driveway to the south, watermain improvements, Americans with Disabilities  Act (ADA) improvements including signal push buttons from Gettysburg to Winnetka Avenue, and mill and  overlay improvements from Gettysburg to slightly east of Winnetka Avenue with the city project. The county  will pay 100% of the costs for the mill and overlay and ADA associated costs.    A construction agreement with the county for this project is on the April 24 consent agenda. Council  previously authorized the purchase of decorative streetlights and traffic signal poles/mast arms to help with  material lead times. The contractor will install the city supplied materials along 42nd Avenue east of Xylon  Avenue.          Agenda Section Development &  Planning Item Number  8.1  Funding  The lowest responsible bidder is GMH Asphalt Corporation with a total base bid of $2,576,553.37. Adding  contingencies and indirect costs to construction costs, the total project costs would be $3,526,625.69. This  project will be funded by Hennepin County and the city of New Hope’s State Aid fund, streetlight fund, and  utility fund. Funding breakdowns are listed in Table 1 below.     Table 1 ‐ Estimated Costs  Item Subtotal  + Material  Costs (1) Subtotal  + Contin‐ gencies  Total  Construction  + Indirect  Costs  Total Project  Costs  Boone/42nd  Avenue  Signal and  ADA $390,622.67 $181,356.00 $571,978.67 $28,598.93 $600,577.60 $120,115.52 $720,693.12  42nd Avenue  Trail $279,349.58 $0.00 $279,349.58 $13,967.48 $293,317.06 $58,663.41 $351,980.47  42nd Avenue  ADA and  Traffic Signal  Revisions $306,915.81 $0.00 $306,915.81 $15,345.79 $322,261.60 $70,897.55 $393,159.15  42nd Avenue  Mill and  Overlay $607,450.28 $0.00 $607,450.28 $30,372.51 $637,822.79 $102,051.65 $739,874.44  42nd Avenue  Lighting $187,399.40 $56,133.00 $243,532.40 $12,176.62 $255,709.02 $51,141.80 $306,850.82  Boone  Avenue Trail $31,708.29 $0.00 $31,708.29 $1,585.41 $33,293.70 $6,658.74 $39,952.44  42nd Avenue  Watermain $773,107.34 $0.00 $773,107.34 $38,655.37 $811,762.71 $162,352.54 $974,115.25  Total $2,576,553.37 $237,489.00 $2,814,042.37 $140,702.11 $2,954,744.48 $571,881.21 $3,526,625.69    Note(s):  (1) Material costs for signals = $181,356 (121,356 (Millerbernd) + $60,000 (Hennepin                                   County)).  Material costs for lighting = $56,133 (JT Services, Distributor for Holophane).    A summary of funding sources, estimated project costs, CIP budgets, and differences between estimates and  budget amounts are shown on the next page in Table 2 below.                Table 2 ‐ Funding Summary  Funding Source  State Aid  (City)  Street Light  (City)(1)  Water Fund  (City)  Hennepin  County  Total Project  Costs  Boone/42nd Avenue Signal  and ADA $380,693.12      $340,000.00 $720,693.12  42nd Avenue Trail $175,990.24      $175,990.23 $351,980.47  42nd Avenue ADA and  Traffic Signal Revisions         $393,159.15 $393,159.15  42nd Avenue Mill and  Overlay       $739,874.44 $739,874.44  42nd Avenue Lighting   $306,850.82      $306,850.82  Boone Avenue Trail $39,952.44         $39,952.44  42nd Avenue Watermain      $974,115.25   $974,115.25  Total $596,635.80 $306,850.82 $974,115.25 $1,649,023.82 $3,526,625.69  Capital Improvement Plan  (CIP) Budget Amount (2) $958,245.00 $500,000.00 $1,173,400.00 N/A N/A  Difference $361,609.20 $193,149.18 $199,284.75           Note(s): (1)  Street lighting is eligible for State Aid Funding with restrictions.    (2)  The CIP budget for Street Lighting also includes a Monument.  MNDOT has  recommended the city wait to coordinate a monument after the 42nd Avenue/169 Bridge  project is completed.      Attachments   Resolution   City Engineer’s Memorandum   Bid Tab                      City of New Hope  Resolution No. 23‐  Resolution awarding contract to GMH Asphalt Corporation for construction of the   42nd Avenue Signal Light, Trail, and Utility Improvement Project   (Improvement Project No. 1029)    WHEREAS, city staff has identified the need for infrastructure improvements specified in the 2022 CIP;  and    WHEREAS, the infrastructure improvements in this area are identified to follow the pavement  management plan adopted by Council; and    WHEREAS, plans and specifications for the 42nd Avenue Signal Light, Trail, and Utility Improvement  Project (Improvement Project No. 1029) have been prepared by consultant engineers,  Stantec, and approved by Council; and    WHEREAS, the city has received acceptable bids and the Council does hereby determine to proceed with  the 42nd Avenue Signal Light, Trail, and Utility Improvement Project; and    WHEREAS, the adjusted total base bid of $2,576,553.37 from GMH Asphalt Corporation is the lowest  responsible bid submitted; and    WHEREAS, funding is available in the street infrastructure fund and supplemented by specific  improvement funds.    NOW, THEREFORE, BE IT RESOLVED,   1. That the contract of public improvement project no. 1029, the 42nd Avenue Signal  Light, Trail, and Utility Improvement Project, is awarded to GMH Asphalt  Corporation.   2. That the mayor and acting city manager are authorized and directed to sign the  same.    Adopted by the City Council of the City of New Hope, Hennepin County, Minnesota, this 24th day of April,  2023.                                                               _________________________                                     Mayor                                                  Attest: __________________________                City Clerk        Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 1000 Minneapolis, MN 55402 April 17, 2023 File: 193805693 Attention: Bernie Weber, Director of Public Works City of New Hope 5500 International Parkway New Hope, MN 55428 Reference: 42nd Avenue (CSAH 9) and Boone Avenue Improvements – Award City Project No.’s 1016 and 1029 Dear Bernie, Attached please find the Bid Results Letter on the above referenced project. The Low Bidder on the project is GMH Asphalt Corporation with a Total Base Bid of $2,576,553.37. Adding contingencies and indirect costs to construction costs, the Total Project Costs would be $3,526,625.69. The project consists of the following: ·burying Xcel overhead power lines (previously approved agreement by the city council). ·Installing a new signal and ADA improvements at Boone/42nd Avenue ·installing new decorative lighting similar to the lighting done in 2019 to the east of Xylon Avenue North along 42nd Avenue North (CSAH 9) to Gettysburg Avenue North ·paving a trail on the south side of 42nd Avenue from Boone to Gettysburg Avenue North and connecting to the new trails being constructed for the TH 169/CSAH 9 Bridge ·pipe bursting the existing water main along 42nd Avenue from Xylon Avenue North to Gettysburg Avenue North (pipe bursting was last done on Winnetka Avenue in 2020) ·milling and overlaying of 42nd Avenue from Winnetka to Gettysburg Avenue ·ADA and signal push button Improvements from Winnetka to Gettysburg Avenue The project will be constructed in conjunction with the TH 169/CSAH 9 Bridge Project. Due to the bridge and ramp closures at TH 169, a majority of the east/west traffic on 42nd Avenue will be routed to other connections. Two lanes of traffic will be maintained along 42nd Avenue throughout the majority of the project. There will be times when the intersections of Gettysburg, Boone, and Xylon will need to be closed for construction. Detours will be set up during those times. In order to help with delivery lead times on streetlights and the signal poles and mast arms, material quotes were obtained on those products. The county also supplies a cabinet for the new traffic signal. The contractor will then install city/county supplied materials. The lights along 42nd Avenue in 2019 were also supplied by the city. Approvals on the quote packages were done at previous meetings. As part of the County’s mill and overlay project, some turn lane and striping adjustments will be done including removal of a non-used left turn lane (north bound turn near Flag Avenue) and adding a left turn lane for northbound Aquila Avenue. Based on further discussions with Hennepin County staff, a portion of the paver bricks at the northeast corner of Xylon and 42nd Avenue will need to be replaced as part of the county’s current ADA guidelines. The county will pay for replacing the paver bricks with colored concrete to match the other colored concrete patterns along Xylon Avenue. April 17, 2023 Mr. Bernie Weber Page 2 of 4 Reference:42nd Avenue Signal, Trail, and Utility Improvements A summary of the estimated construction, contingencies, indirect, and project costs are shown in Table 1 below. Table 1 - Estimated Costs Item Subtotal + Material Costs (1)Subtotal + Contin- gencies Total Construction + Indirect Costs Total Project Costs Boone/42nd Avenue Signal and ADA $390,622.67 $181,356.00 $571,978.67 $28,598.93 $600,577.60 $120,115.52 $720,693.12 42nd Avenue Trail $279,349.58 $0.00 $279,349.58 $13,967.48 $293,317.06 $58,663.41 $351,980.47 42nd Avenue ADA and Traffic Signal Revisions $306,915.81 $0.00 $306,915.81 $15,345.79 $322,261.60 $70,897.55 $393,159.15 42nd Avenue Mill and Overlay $607,450.28 $0.00 $607,450.28 $30,372.51 $637,822.79 $102,051.65 $739,874.44 42nd Avenue Lighting $187,399.40 $56,133.00 $243,532.40 $12,176.62 $255,709.02 $51,141.80 $306,850.82 Boone Avenue Trail $31,708.29 $0.00 $31,708.29 $1,585.41 $33,293.70 $6,658.74 $39,952.44 42nd Avenue Watermain $773,107.34 $0.00 $773,107.34 $38,655.37 $811,762.71 $162,352.54 $974,115.25 Total $2,576,553.37 $237,489.00 $2,814,042.37 $140,702.11 $2,954,744.48 $571,881.21 $3,526,625.69 Note(s): (1) Material costs for signals = $181,356 (121,356 (Millerbernd) + $60,000 (Hennepin County)). Material costs for lighting = $56,133 (JT Services, Distributor for Holophane). A summary of funding sources, estimated project costs, CIP budgets, and differences between estimates and budget amounts are shown in Table 2 on the next page. April 17, 2023 Mr. Bernie Weber Page 3 of 4 Reference:42nd Avenue Signal, Trail, and Utility Improvements Table 2 - Funding Summary Funding Source State Aid (City) Streetlight (City) (1) Water Fund (City) Hennepin County Total Project Costs Boone/42nd Avenue Signal and ADA $380,693.12 $340,000.00 $720,693.12 42nd Avenue Trail $175,990.24 $175,990.23 $351,980.47 42nd Avenue ADA and Traffic Signal Revisions $393,159.15 $393,159.15 42nd Avenue Mill and Overlay $739,874.44 $739,874.44 42nd Avenue Lighting $306,850.82 $306,850.82 Boone Avenue Trail $39,952.44 $39,952.44 42nd Avenue Watermain $974,115.25 $974,115.25 Total $596,635.80 $306,850.82 $974,115.25 $1,649,023.82 $3,526,625.69 Capital Improvement Plan (CIP) Budget Amount (2)$958,245.00 $500,000.00 $1,173,400.00 N/A N/A Difference $361,609.20 $193,149.18 $199,284.75 Note(s):(1) Street lighting is eligible for State Aid Funding with restrictions. (2) The CIP budget for Street Lighting also includes a Monument. MNDOT has recommended the city wait to coordinate a monument after the 42nd Avenue/169 Bridge project is completed. As seen with the 2023 Street Infrastructure Project, we did not see additional inflation costs show up in the final contractor bidding. We will plan to go back to standard construction cost increases for the next construction season at this time. If Council chooses to award the project, this can be done at the April 27, 2023 Council meeting. Most of the work under this contract will be completed this construction season. Some restoration may linger into 2024. April 17, 2023 Mr. Bernie Weber Page 4 of 4 Reference:42nd Avenue Signal, Trail, and Utility Improvements If you have any questions or require further information, please call me at (612) 712-2021. Sincerely, Stantec Consulting Services Inc. Dan D. Boyum, P.E. City Engineer dan.boyum@stantec.com Attachments: Bid Results Letter and Bid Tabulation, 42nd Avenue Signal, Trail, and Utility Improvements Cc: Tim Hoyt, Valerie Leone, Andrew Kramer, Dave Lemke, Matt Rowedder, Nick Macklem – New Hope; Stacy Woods - Jensen Sondrall Persellin & Woods, P.A., Ann Ackerson – Stantec. Stantec Consulting Services Inc. 733 Marquette Avenue, Suite 100 Minneapolis MN 55402 April 17, 2023 Honorable Mayor and City Council City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Re:42nd Avenue (CSAH 9) Improvements City Project No. 1016 & 1029, Stantec Project No. 193805693 Bid Results Dear Honorable Mayor and City Council: Bids were opened for the Project stated above on April 13, 2023 Transmitted herewith is a copy of the Bid Tabulation for your information and file. Copies will also be distributed to each Bidder once the Project has been awarded. There was a total of 4 Bids. The following summarizes the results of the Bids received: Contractor Total Base Bid Low GMH Asphalt Corp.$2,576,553.37 #2 Park Construction Company $2,615,075.98 #3 Valley Paving, Inc.$2,821,794.35 #4 Bituminous Roadways, Inc.$2,857,323.91 The Low Bidder on the Project was GMH Asphalt Corp. with a Total Base Bid of $2,576,553.37. The city will be supplying materials for the contractor to install, and the cost of those materials are $237,489.00. Adding those material costs to the low bid, the construction costs would be $2,814,042.37. That construction cost compares to the Engineer’s Opinion of Probable Cost of $3,165,432.60. The Bids listed above have been reviewed and found to be in order. If the City Council wishes to award the Project to the Low Bidder, then GMH Asphalt Corp. should be awarded the Project with a Total Base Bid of $2,576,553.37. Should you have any questions, please feel free to contact me at 612-712-2021. Sincerely, STANTEC CONSULTING SERVICES INC. Dan D. Boyum, P.E. Enclosure – Bid Tabulation Project Name: City Project No.:Stantec Project No.: Bid Opening:Owner: Dan Boyum, P.E. License No. 23451 BID TABULATION Item Num Item Units Qty Unit Price Total Unit Price Total Unit Price Total Unit Price Total BASE BID: 1 AS-BUILT 1 LUMP SUM 1 $1,088.00 $1,088.00 $2,020.00 $2,020.00 $1,100.00 $1,100.00 $1,100.00 $1,100.00 2 AS-BUILT 2 LUMP SUM 1 $16,236.00 $16,236.00 $15,300.00 $15,300.00 $9,000.00 $9,000.00 $7,000.00 $7,000.00 3 MOBILIZATION LUMP SUM 1 $150,000.00 $150,000.00 $181,100.00 $181,100.00 $115,000.00 $115,000.00 $140,000.00 $140,000.00 4 CLEARING EACH 1 $6,594.00 $6,594.00 $511.00 $511.00 $950.00 $950.00 $8,100.00 $8,100.00 5 GRUBBING EACH 1 $6,594.00 $6,594.00 $102.00 $102.00 $450.00 $450.00 $2,100.00 $2,100.00 6 PAVEMENT MARKING REMOVAL LIN FT 1000 $0.85 $850.00 $0.82 $820.00 $0.85 $850.00 $0.90 $900.00 7 REMOVE MANHOLE EACH 1 $541.00 $541.00 $511.00 $511.00 $750.00 $750.00 $350.00 $350.00 8 REMOVE GATE VALVE EACH 12 $765.00 $9,180.00 $307.00 $3,684.00 $375.00 $4,500.00 $139.00 $1,668.00 9 REMOVE CASTING EACH 12 $235.00 $2,820.00 $400.00 $4,800.00 $200.00 $2,400.00 $210.00 $2,520.00 10 REMOVE HYDRANT EACH 1 $541.00 $541.00 $511.00 $511.00 $750.00 $750.00 $418.00 $418.00 11 REMOVE SIGN TYPE C EACH 16 $42.75 $684.00 $40.90 $654.40 $42.00 $672.00 $42.00 $672.00 12 REMOVE SIGN PANEL EACH 11 $42.75 $470.25 $40.90 $449.90 $42.00 $462.00 $42.00 $462.00 13 SALVAGE SIGN PANEL TYPE C EACH 13 $42.75 $555.75 $40.90 $531.70 $42.00 $546.00 $42.00 $546.00 14 SALVAGE BENCH EACH 2 $106.00 $212.00 $1,020.00 $2,040.00 $220.00 $440.00 $500.00 $1,000.00 15 SAWING CONCRETE PAVEMENT (FULL DEPTH) LIN FT 310 $4.35 $1,348.50 $4.10 $1,271.00 $4.25 $1,317.50 $4.00 $1,240.00 16 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LIN FT 643 $3.20 $2,057.60 $3.00 $1,929.00 $3.25 $2,089.75 $3.00 $1,929.00 17 REMOVE WATER MAIN LIN FT 455.00 $7.05 $3,207.75 $6.65 $3,025.75 $17.00 $7,735.00 $5.50 $2,502.50 18 REMOVE CURB AND GUTTER LIN FT 2049 $7.90 $16,187.10 $8.85 $18,133.65 $11.00 $22,539.00 $8.00 $16,392.00 19 REMOVE WATER SERVICE PIPE LIN FT 12 $10.80 $129.60 $10.20 $122.40 $63.00 $756.00 $2.50 $30.00 20 SALVAGE WOODEN FENCE LIN FT 210 $15.85 $3,328.50 $22.50 $4,725.00 $11.00 $2,310.00 $22.00 $4,620.00 21 REMOVE PAVEMENT SQ YD 4356 $6.50 $28,314.00 $7.55 $32,887.80 $14.00 $60,984.00 $10.00 $43,560.00 22 REMOVE BRICK SIDEWALK SQ FT 721 $2.10 $1,514.10 $1.65 $1,189.65 $2.00 $1,442.00 $4.00 $2,884.00 23 REMOVE BITUMINOUS WALK SQ FT 3132 $1.00 $3,132.00 $9.85 $30,850.20 $1.00 $3,132.00 $1.75 $5,481.00 24 REMOVE CONCRETE SIDEWALK SQ FT 13691 $2.10 $28,751.10 $1.25 $17,113.75 $1.25 $17,113.75 $1.50 $20,536.50 25 REMOVE CONCRETE DRIVEWAY PAVEMENT SQ FT 808 $2.10 $1,696.80 $1.30 $1,050.40 $2.00 $1,616.00 $3.00 $2,424.00 26 REMOVE BITUMINOUS PAVEMENT SQ FT 2825 $1.50 $4,237.50 $1.25 $3,531.25 $3.20 $9,040.00 $2.75 $7,768.75 27 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SQ FT 702 $2.10 $1,474.20 $1.10 $772.20 $1.15 $807.30 $2.50 $1,755.00 28 HAUL SALVAGED MATERIAL LUMP SUM 1 $500.00 $500.00 $511.00 $511.00 $525.00 $525.00 $5,000.00 $5,000.00 29 SALVAGE SIGN SPECIAL EACH 3 $53.44 $160.32 $51.10 $153.30 $55.00 $165.00 $50.00 $150.00 30 ABANDON HYDRANT EACH 2 $704.00 $1,408.00 $665.00 $1,330.00 $750.00 $1,500.00 $1,045.00 $2,090.00 31 ABANDON GATE VALVE EACH 2 $981.00 $1,962.00 $511.00 $1,022.00 $375.00 $750.00 $835.00 $1,670.00 32 SAWING PAVEMENT (FULL DEPTH) LIN FT 2909 $4.20 $12,217.80 $3.95 $11,490.55 $4.10 $11,926.90 $4.00 $11,636.00 33 ABANDON WATER MAIN LIN FT 137 $10.80 $1,479.60 $10.20 $1,397.40 $19.00 $2,603.00 $18.50 $2,534.50 34 SALVAGE BRICK PAVERS SQ FT 61 $9.50 $579.50 $25.60 $1,561.60 $9.00 $549.00 $22.00 $1,342.00 35 EXCAVATION - COMMON CU YD 731 $57.50 $42,032.50 $49.60 $36,257.60 $48.00 $35,088.00 $40.00 $29,240.00 36 GRANULAR EMBANKMENT (CV) CU YD 11 $32.50 $357.50 $88.80 $976.80 $102.00 $1,122.00 $175.00 $1,925.00 I hereby certify that this is an exact reproduction of bids received. 42nd Avenue (CSAH 9) Improvements New Hope, MinnesotaThursday, April 13, 2023 at 10:00 AM CDT 193805693 Bidder No. 1 GMH Asphalt Corporation Park Construction Company Bidder No. 2 Bidder No. 4 Valley Paving, Inc Bituminous Roadways, Inc. Bidder No. 3 193805693-Bid Tabs.xlsm BT-1 1016 &1029 BID TABULATION Item Num Item Units Qty Unit Price Total Unit Price Total Unit Price Total Unit Price Total Bidder No. 1 GMH Asphalt Corporation Park Construction Company Bidder No. 2 Bidder No. 4 Valley Paving, Inc Bituminous Roadways, Inc. Bidder No. 3 37 EXCAVATION SPECIAL HOUR 8 $595.00 $4,760.00 $562.00 $4,496.00 $715.00 $5,720.00 $550.00 $4,400.00 38 GEOTEXTILE FABRIC TYPE 1 SQ YD 5666 $1.75 $9,915.50 $1.50 $8,499.00 $2.00 $11,332.00 $2.00 $11,332.00 39 GEOTEXTILE FABRIC TYPE 4 SQ YD 1491 $2.50 $3,727.50 $2.15 $3,205.65 $2.50 $3,727.50 $2.50 $3,727.50 40 STREET SWEEPER (WITH PICKUP BROOM) HOUR 40 $142.00 $5,680.00 $0.01 $0.40 $180.00 $7,200.00 $150.00 $6,000.00 41 AGGREGATE BASE CLASS 5 TON 3017 $18.05 $54,456.85 $21.30 $64,262.10 $29.00 $87,493.00 $30.00 $90,510.00 42 BITUMINOUS PATCHING MIXTURE TON 10 $194.15 $1,941.50 $227.00 $2,270.00 $225.00 $2,250.00 $210.00 $2,100.00 43 BITUMINOUS PATCHING MIXTURE (SPECIAL) TON 10 $348.45 $3,484.50 $245.00 $2,450.00 $225.00 $2,250.00 $280.00 $2,800.00 44 BITUMINOUS PATCH SPECIAL SQ YD 4227 $38.95 $164,641.65 $58.60 $247,702.20 $58.00 $245,166.00 $48.00 $202,896.00 45 BITUMINOUS PATCHING MIXTURE (FOR MILLED JOINT) TON 223 $162.80 $36,304.40 $152.00 $33,896.00 $201.00 $44,823.00 $180.00 $40,140.00 46 MILL BITUMINOUS SURFACE (2.0") SQ YD 5439 $1.50 $8,158.50 $2.00 $10,878.00 $1.80 $9,790.20 $1.50 $8,158.50 47 MILL BITUMINOUS SURFACE (3.0") SQ YD 23321 $1.70 $39,645.70 $1.60 $37,313.60 $1.90 $44,309.90 $2.00 $46,642.00 48 MILL CONCRETE PAVEMENT FOR JOINT REPAIR LIN FT 5919 $7.80 $46,168.20 $8.65 $51,199.35 $9.00 $53,271.00 $5.50 $32,554.50 49 DRILL AND GROUT REINF BAR (EPOXY COATED) EACH 186 $12.30 $2,287.80 $10.20 $1,897.20 $42.00 $7,812.00 $40.00 $7,440.00 50 TYPE SP 9.5 WEARING COURSE MIXTURE (2,B) TON 286 $134.20 $38,381.20 $102.00 $29,172.00 $109.00 $31,174.00 $100.00 $28,600.00 51 TYPE SP 9.5 WEARING COURSE MIXTURE (3,B) TON 4589 $81.00 $371,709.00 $77.40 $355,188.60 $88.00 $403,832.00 $80.00 $367,120.00 52 IMPROVED PIPE FOUNDATION LIN FT 1348 $5.95 $8,020.60 $5.60 $7,548.80 $10.00 $13,480.00 $0.01 $13.48 53 REPAIR IRRIGATION LUMP SUM 1 $3,693.00 $3,693.00 $8,380.00 $8,380.00 $9,700.00 $9,700.00 $8,000.00 $8,000.00 54 REPAIR CROSSING PIPE EACH 4 $2,165.00 $8,660.00 $2,050.00 $8,200.00 $1,700.00 $6,800.00 $3,050.00 $12,200.00 55 STORM SEWER INSPECTION EACH 4 $649.00 $2,596.00 $614.00 $2,456.00 $635.00 $2,540.00 $495.00 $1,980.00 56 SANITARY SEWER INSPECTION EACH 4 $649.00 $2,596.00 $614.00 $2,456.00 $635.00 $2,540.00 $495.00 $1,980.00 57 TEMPORARY WATER SERVICE LUMP SUM 1 $22,731.00 $22,731.00 $21,500.00 $21,500.00 $31,000.00 $31,000.00 $95,000.00 $95,000.00 58 CONNECT TO EXISTING WATER MAIN EACH 13 $2,778.00 $36,114.00 $2,620.00 $34,060.00 $2,050.00 $26,650.00 $4,940.00 $64,220.00 59 CONNECT TO EXISTING WATER SERVICE EACH 7 $541.00 $3,787.00 $511.00 $3,577.00 $835.00 $5,845.00 $613.00 $4,291.00 60 HYDRANT EACH 1 $7,469.00 $7,469.00 $7,060.00 $7,060.00 $8,100.00 $8,100.00 $10,935.00 $10,935.00 61 ADJUST VALVE BOX (SPECIAL) EACH 19 $53.20 $1,010.80 $437.00 $8,303.00 $35.00 $665.00 $275.00 $5,225.00 62 1" CORPORATION STOP EACH 7 $1,192.00 $8,344.00 $1,150.00 $8,050.00 $880.00 $6,160.00 $3,185.00 $22,295.00 63 6" GATE VALVE AND BOX EACH 8 $3,202.00 $25,616.00 $2,880.00 $23,040.00 $2,950.00 $23,600.00 $3,320.00 $26,560.00 64 8" GATE VALVE AND BOX EACH 10 $3,952.00 $39,520.00 $3,590.00 $35,900.00 $3,950.00 $39,500.00 $4,255.00 $42,550.00 65 12" GATE VALVE AND BOX EACH 2 $6,815.00 $13,630.00 $6,290.00 $12,580.00 $7,250.00 $14,500.00 $7,855.00 $15,710.00 66 8" SADDLE EACH 7 $162.00 $1,134.00 $153.00 $1,071.00 $515.00 $3,605.00 $281.00 $1,967.00 67 1" TYPE K COPPER PIPE LIN FT 45 $43.85 $1,973.25 $41.40 $1,863.00 $48.00 $2,160.00 $41.50 $1,867.50 68 6" PVC WATERMAIN LIN FT 391 $68.75 $26,881.25 $64.90 $25,375.90 $61.00 $23,851.00 $82.50 $32,257.50 69 8" PVC WATERMAIN LIN FT 857 $77.70 $66,588.90 $73.40 $62,903.80 $68.00 $58,276.00 $91.00 $77,987.00 70 12" PVC WATERMAIN LIN FT 100 $109.00 $10,900.00 $103.00 $10,300.00 $112.00 $11,200.00 $128.00 $12,800.00 71 8" EQUIVALENT WM (PIPE BURST) LIN FT 1810 $77.70 $140,637.00 $73.40 $132,854.00 $90.50 $163,805.00 $69.00 $124,890.00 72 6" PVC INSIDE EX. CARRIER PIPE LIN FT 45 $86.60 $3,897.00 $81.80 $3,681.00 $135.00 $6,075.00 $174.00 $7,830.00 73 12" PVC INSIDE EX. CARRIER PIPE LIN FT 24 $148.00 $3,552.00 $139.00 $3,336.00 $288.00 $6,912.00 $300.00 $7,200.00 74 4" INSULATION SQ YD 25 $70.35 $1,758.75 $66.50 $1,662.50 $95.00 $2,375.00 $83.50 $2,087.50 75 DUCTILE IRON FITTINGS POUND 5948 $6.50 $38,662.00 $6.15 $36,580.20 $17.00 $101,116.00 $16.00 $95,168.00 76 CASTING ASSEMBLY EACH 12 $984.00 $11,808.00 $901.00 $10,812.00 $1,100.00 $13,200.00 $1,550.00 $18,600.00 77 ADJUST FRAME AND RING CASTING EACH 8 $1,918.00 $15,344.00 $852.00 $6,816.00 $1,650.00 $13,200.00 $750.00 $6,000.00 78 ADJUST DRAINAGE STRUCTURE EACH 1 $1,585.00 $1,585.00 $2,530.00 $2,530.00 $630.00 $630.00 $1,250.00 $1,250.00 79 ADJUST CASTING SPECIAL A EACH 51 $58.60 $2,988.60 $323.00 $16,473.00 $102.00 $5,202.00 $160.00 $8,160.00 80 ADJUST CASTING SPECIAL B EACH 3 $289.00 $867.00 $852.00 $2,556.00 $295.00 $885.00 $725.00 $2,175.00 81 4" CONCRETE WALK SQ FT 3546 $14.75 $52,303.50 $12.50 $44,325.00 $10.65 $37,764.90 $10.00 $35,460.00 193805693-Bid Tabs.xlsm BT-2 BID TABULATION Item Num Item Units Qty Unit Price Total Unit Price Total Unit Price Total Unit Price Total Bidder No. 1 GMH Asphalt Corporation Park Construction Company Bidder No. 2 Bidder No. 4 Valley Paving, Inc Bituminous Roadways, Inc. Bidder No. 3 82 4" COLORED CONCRETE WALK SQ FT 101 $30.80 $3,110.80 $29.80 $3,009.80 $61.00 $6,161.00 $60.00 $6,060.00 83 6" CONCRETE WALK SQ FT 5637 $18.45 $104,002.65 $15.60 $87,937.20 $18.00 $101,466.00 $17.00 $95,829.00 84 6" COLORED CONCRETE WALK SQ FT 445 $43.10 $19,179.50 $36.00 $16,020.00 $65.00 $28,925.00 $65.00 $28,925.00 85 CONCRETE CURB AND GUTTER DESIGN B612 LIN FT 26 $113.00 $2,938.00 $101.00 $2,626.00 $52.00 $1,352.00 $50.00 $1,300.00 86 CONCRETE CURB AND GUTTER DESIGN B618 LIN FT 12 $113.00 $1,356.00 $111.00 $1,332.00 $53.00 $636.00 $52.00 $624.00 87 CONCRETE CURB AND GUTTER DESIGN B624 LIN FT 1809 $45.10 $81,585.90 $37.60 $68,018.40 $60.00 $108,540.00 $60.00 $108,540.00 88 8" CONCRETE DRIVEWAY PAVEMENT SQ YD 39 $185.00 $7,215.00 $161.00 $6,279.00 $179.00 $6,981.00 $180.00 $7,020.00 89 7" CONCRETE VALLEY GUTTER SQ YD 65 $185.00 $12,025.00 $161.00 $10,465.00 $175.00 $11,375.00 $175.00 $11,375.00 90 TRUNCATED DOMES SQ FT 699 $123.00 $85,977.00 $102.00 $71,298.00 $105.00 $73,395.00 $100.00 $69,900.00 91 INSTALL BENCH EACH 2 $106.00 $212.00 $1,020.00 $2,040.00 $330.00 $660.00 $320.00 $640.00 92 INSTALL BRICK PAVERS SQ FT 61 $9.50 $579.50 $35.80 $2,183.80 $33.00 $2,013.00 $27.00 $1,647.00 93 LIGHTING UNIT TYPE SPECIAL EACH 11 $1,305.00 $14,355.00 $1,230.00 $13,530.00 $1,300.00 $14,300.00 $1,250.00 $13,750.00 94 LIGHT FOUNDATION DESIGN E EACH 11 $1,360.00 $14,960.00 $1,280.00 $14,080.00 $1,300.00 $14,300.00 $1,300.00 $14,300.00 95 2" NON-METALLIC CONDUIT LIN FT 500 $10.50 $5,250.00 $9.85 $4,925.00 $11.00 $5,500.00 $10.00 $5,000.00 96 2" NON-METALLIC CONDUIT (DIRECTIONAL BORE) LIN FT 5505 $16.60 $91,383.00 $15.60 $85,878.00 $16.00 $88,080.00 $16.00 $88,080.00 97 UNDERGROUND WIRE 1/C 2 AWG (ALUMINUM) LIN FT 24020 $1.85 $44,437.00 $1.75 $42,035.00 $1.80 $43,236.00 $1.80 $43,236.00 98 INSTALL WOODEN FENCE LIN FT 210 $23.45 $4,924.50 $151.00 $31,710.00 $85.00 $17,850.00 $150.00 $31,500.00 99 TRAFFIC CONTROL SUPERVISOR LUMP SUM 1 $5,170.00 $5,170.00 $5,010.00 $5,010.00 $5,200.00 $5,200.00 $5,000.00 $5,000.00 100 TRAFFIC CONTROL LUMP SUM 1 $23,105.00 $23,105.00 $22,400.00 $22,400.00 $23,000.00 $23,000.00 $50,000.00 $50,000.00 101 ALTERNATE PEDESTRIAN ROUTE LUMP SUM 1 $3,060.00 $3,060.00 $16,400.00 $16,400.00 $3,100.00 $3,100.00 $3,000.00 $3,000.00 102 PORTABLE CHANGEABLE MESSAGE SIGN UNIT DAY 120 $79.15 $9,498.00 $76.70 $9,204.00 $79.00 $9,480.00 $80.00 $9,600.00 103 INSTALL SIGN PANEL TYPE C EACH 13 $343.00 $4,459.00 $332.00 $4,316.00 $340.00 $4,420.00 $350.00 $4,550.00 104 INSTALL SIGN SPECIAL EACH 3 $264.00 $792.00 $256.00 $768.00 $263.00 $789.00 $260.00 $780.00 105 TRAFFIC CONTROL SIGNAL SYSTEM A SYSTEM 1 $208,850.00 $208,850.00 $196,300.00 $196,300.00 $201,000.00 $201,000.00 $200,000.00 $200,000.00 106 REVISE SIGNAL SYSTEM B SYSTEM 1 $19,471.00 $19,471.00 $18,300.00 $18,300.00 $19,000.00 $19,000.00 $18,500.00 $18,500.00 107 REVISE SIGNAL SYSTEM C SYSTEM 1 $20,667.00 $20,667.00 $19,400.00 $19,400.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00 108 EROSION CONTROL SUPERVISOR LUMP SUM 1 $0.10 $0.10 $1.10 $1.10 $2,250.00 $2,250.00 $3,500.00 $3,500.00 109 STORM DRAIN INLET PROTECTION EACH 42 $119.00 $4,998.00 $167.00 $7,014.00 $150.00 $6,300.00 $150.00 $6,300.00 110 SEDIMENT CONTROL LOG TYPE COMPOST LIN FT 1000 $3.25 $3,250.00 $3.60 $3,600.00 $3.10 $3,100.00 $3.00 $3,000.00 111 SUBSOILING ACRE 0.48 $271.00 $130.08 $153.00 $73.44 $1,100.00 $528.00 $5,200.00 $2,496.00 112 SOIL BED PREPARATION ACRE 0.48 $271.00 $130.08 $358.00 $171.84 $2,600.00 $1,248.00 $2,600.00 $1,248.00 113 LOAM TOPSOIL BORROW CU YD 201 $47.40 $9,527.40 $45.20 $9,085.20 $63.00 $12,663.00 $49.00 $9,849.00 114 FERTILIZER TYPE 1 POUND 90 $0.98 $88.20 $1.20 $108.00 $3.00 $270.00 $2.10 $189.00 115 SEEDING ACRE 0.48 $8,857.00 $4,251.36 $511.00 $245.28 $2,600.00 $1,248.00 $2,600.00 $1,248.00 116 SEED MIXTURE 25-151 POUND 70 $3.50 $245.00 $6.15 $430.50 $11.00 $770.00 $10.60 $742.00 117 HYDRAULIC MULCH MATRIX POUND 895 $3.30 $2,953.50 $4.10 $3,669.50 $3.25 $2,908.75 $3.15 $2,819.25 118 MOBILE RETROREFLECTOMETER MEASUREMENTS LIN FT 22242 $0.12 $2,669.04 $0.11 $2,446.62 $0.15 $3,336.30 $0.12 $2,669.04 119 4" SOLID LINE PAINT LIN FT 4400 $0.28 $1,232.00 $0.28 $1,232.00 $0.30 $1,320.00 $0.28 $1,232.00 120 6" SOLID LINE PAINT LIN FT 2200 $0.42 $924.00 $0.41 $902.00 $0.45 $990.00 $0.42 $924.00 121 4" BROKEN LINE PAINT LIN FT 1050 $0.28 $294.00 $0.28 $294.00 $0.30 $315.00 $0.28 $294.00 122 4" DOUBLE SOLID LINE PAINT LIN FT 2200 $0.57 $1,254.00 $0.55 $1,210.00 $0.60 $1,320.00 $0.56 $1,232.00 123 4" SOLID LINE MULTI-COMPONENT GROUND IN LIN FT 951 $0.62 $589.62 $0.60 $570.60 $0.65 $618.15 $0.61 $580.11 124 4" BROKEN LINE MULTI-COMPONENT GROUND IN LIN FT 2035 $0.62 $1,261.70 $0.60 $1,221.00 $0.65 $1,322.75 $0.61 $1,241.35 125 4" DOTTED LINE MULTI-COMPONENT GROUND IN LIN FT 353 $0.62 $218.86 $0.60 $211.80 $0.65 $229.45 $0.61 $215.33 126 4" DOUBLE SOLID LINE MULTI-COMPONENT GROUND IN LIN FT 4189 $1.24 $5,194.36 $1.20 $5,026.80 $1.25 $5,236.25 $1.20 $5,026.80 193805693-Bid Tabs.xlsm BT-3 BID TABULATION Item Num Item Units Qty Unit Price Total Unit Price Total Unit Price Total Unit Price Total Bidder No. 1 GMH Asphalt Corporation Park Construction Company Bidder No. 2 Bidder No. 4 Valley Paving, Inc Bituminous Roadways, Inc. Bidder No. 3 127 24" SOLID LINE PREFORM THERMO GROUND IN LIN FT 675 $17.10 $11,542.50 $16.60 $11,205.00 $17.00 $11,475.00 $16.50 $11,137.50 128 PAVEMENT MESSAGE PREFORM THERMOPLASTIC GROUND IN SQ FT 225 $22.80 $5,130.00 $22.10 $4,972.50 $23.00 $5,175.00 $21.80 $4,905.00 129 CROSSWALK PREFORM THERMOPLASTIC GROUND IN SQ FT 2082 $11.40 $23,734.80 $11.00 $22,902.00 $11.50 $23,943.00 $10.90 $22,693.80 TOTAL BASE BID $2,576,553.37 $2,615,075.98 $2,821,794.35 $2,857,323.91 Phone: Email:gmh@gmhasphalt.com cborene@parkconstructionco.com brent@valleypaving.com info@bitroads.com Signed By: Brandon Butorac Brent Carron Pam Hague Title: Vice President Vice President President Secretary Bid Bond Bid Bond Bid Bond Bid Bond 1111 Bid Security: Addenda Acknowledged: (952) 442-5288 (952) 445-8615 (651) 686-7001(763) 786-9800 Charlie Borene 8800 13th Ave. E. Bituminous Roadways, Inc. 1520 Commerce Dr. Mendota Heights, MN 55120Shakopee, MN 55379 9180 Laketown Road Chaska, MN 55318 Park Construction Company 1481 - 81st Ave. NE Minneapolis, MN 55432 Contractor Name and Address:GMH Asphalt Corporation Valley Paving, Inc. 193805693-Bid Tabs.xlsm BT-4 S:\April 24, 2023 Council Meeting\12.1 Q ‐ Upcoming Events.docx   Request for Action  April 24, 2023    Approved by: Tim W. Hoyt, Acting City Manager  Originating Department: City Manager  By: Tim W. Hoyt, Acting City Manager    Agenda Title  Exchange of communication between members of the city council  Upcoming meetings and events:  April 29 8 a.m. to 3 p.m. – HRG Special Materials Drop‐Off Day, Operations and Maintenance  Facility, 8300 Noble Ave N, Brooklyn Park     May 1  4 p.m. – Blue Line Coalition Meeting    7 p.m. – Human Rights Commission Meeting    May 2  No Planning Commission Meeting    May 3  1:30 p.m. – Joint Water Commission Meeting  2 p.m. – New Hope/Crystal Business Networking Group Meeting, hosted by Dave Kiser  of CCX Media at 6900 Winnetka Ave N, Brooklyn Park    5 p.m. – The Great Shingle Creek Watershed Clean‐Up Event at Meadow Lake Park     May 4  6 p.m. to 8 p.m. – Bike Rodeo at New Hope City Hall    May 8  7 p.m. – City Council Meeting       Agenda Section Other Business Item Number  12.1