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.
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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
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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