City Council Agendas & Packets

AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS WEDNESDAY, NOVEMBER 6, 2024 – 5:00 PM CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: PLEDGE OF ALLEGIANCE: OPEN FORUM: “An opportunity for members of the public to address the City Council on items not on the current Agenda. Items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate.” APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Regular Meeting” for the East Grand Forks, Minnesota City Council of October 15, 2024. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: NONE CONSENT AGENDA: NONE Items under the “Consent Agenda” will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 2. Regular meeting minutes of the Water, Light, Power, and Building Commission for October 2, 2024. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 3. Consider adopting Resolution No. 24-11-80 approving the naming of the outdoor rink the Jim Bradshaw Outdoor Rink and authorize additional sponsorship signage on the outside of the Blue Line Club. Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 1 4. Consider adopting Resolution No. 24-11-81 authorizing staff to enter into an agreement with SRF Consulting for the amended scope of work, including the Fiscal Year 2025 RAISE grant application utilizing funds from the original contract. 5. Consider approving the Memorandum of Understanding between the City of East Grand Forks and the Law Enforcement Labor Services Local No. 152 continuing the recruitment incentives through December 31, 2025. 6. Consider approving the Memorandum of Understanding between the City of East Grand Forks and the Law Enforcement Labor Services Local No. 152 continuing the Officer Retention Program through December 31, 2025. CLAIMS: 7. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: Upcoming Meetings Work Session – Tuesday, November 12, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, November 19, 2024 – Council Chambers – 5:00 PM Work Session – Tuesday, November 26, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, December 3, 2024 – Council Chambers – 5:00 PM Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 2  #1 UNAPPROVED MINUTES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, OCTOBER 15, 2024 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, October 15, 2024 was called to order by Council President Olstad at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: OPEN FORUM: Council President Olstad stated the open form was an opportunity for members of the public to address the City Council on items not on the current agenda and items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. He asked if anyone would like to address the City Council, please come up to the podium to do so. No one came forward. APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Regular Meeting” for the East Grand Forks, Minnesota City Council of October 1, 2024. 2. Consider approving the minutes of the “Special Meeting” for the East Grand Forks, Minnesota City Council of October 8, 2024. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of October 8, 2024. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER HELMS, TO APPROVE ITEMS ONE (1) THROUGH THREE (3). 3 City Council Meeting October 15, 2024 Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: 4. Public hearing regarding the proposed updates to the business subsidy policies. A MOTION WAS MADE BY COUNCIL MEMBER LARSON, SECONDED BY COUNCIL MEMBER VETTER, TO OPEN THE PUBLIC HEARING. Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. Mr. Gorte stated the policies had been in place for years and the only change was to the lending amount for primary businesses which increased the lending amount from $150,000 up to $300,000. He asked for questions and there were none. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER LARSON, TO CLOSE THE PUBLIC HEARING. Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. CONSENT AGENDA: Items under the “Consent Agenda” will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 5. Consider adopting Resolution No. 24-10-78 appointing Maggie Brockling to the Polk County Affordable Housing Advisory Board. 6. Consider adopting Resolution No. 24-10-79 approving the appointment to the Water and Light Commission to fill the current vacancy. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE ITEMS FIVE (5) AND SIX (6). Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 7. Regular meeting minutes of the Water, Light, Power, and Building Commission for September 18, 2024. COMMUNICATIONS: NONE 2|Page 4 City Council Meeting October 15, 2024 OLD BUSINESS: 8. Consider adopting Ordinance 42, 4th Series amending City Code Chapter 152 by adding section 152.400 concerning Solar Energy Systems within city limits and by adopting reference city code Chapter 10 and Section 10.99 which among other things, contain penalty provisions (2nd Reading). A MOTION WAS MADE BY COUNCIL MEMBER LARSON, SECONDED BY COUNCIL MEMBER VETTER, TO ADOPT ORDINANCE 42, 4TH SERIES AMENDING CITY CODE CHAPTER 152 BY ADDING SECTION 152.400 CONCERNING SOLAR ENERGY SYSTEMS WITHIN CITY LIMITS AND BY ADOPTING REFERENCE CITY CODE CHAPTER 10 AND SECTION 10.99 WHICH AMONG OTHER THINGS, CONTAIN PENALTY PROVISIONS (2ND READING). Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. NEW BUSINESS: 9. Consider adopting the updated Business Subsidy Policy, the Revolving Loan Guidelines, and Border Cities Tax Credit Policy. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER LARSON, TO ADOPT THE UPDATED BUSINESS SUBSIDY POLICY, THE REVOLVING LOAN GUIDELINES, AND BORDER CITIES TAX CREDIT POLICY. Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. 10. Consider approving the change order totaling $46,866.45 from Equity Builders for the City Hall roof project. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE THE CHANGE ORDER TOTALING $46,866.45 FROM EQUITY BUILDERS FOR THE CITY HALL ROOF PROJECT. Voting Aye: Pokrzywinski, Riopelle, Olstad, Larson, Peterson, and Vetter. Voting Nay: Helms. 11. Consider adopting the updated Transit Procurement Policy contingent upon review and approval from the Minnesota Department of Transportation. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER HELMS, TO ADOPT THE UPDATED TRANSIT PROCUREMENT POLICY CONTINGENT UPON REVIEW AND APPROVAL FROM THE MINNESOTA DEPARTMENT OF TRANSPORTATION. Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. 3|Page 5 City Council Meeting October 15, 2024 CLAIMS: 12. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER VETTER, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK-TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. COUNCIL/STAFF REPORTS: Mayor Gander thanked Jeremy King and staff for putting together the Civic Center 50th Celebration and he also thanked the Downtown Horns for performing at the event. He stated it was a good chance to see the Park and Recreation facility planning, he reminded residents there was going to be a question about the proposed local sales tax on the ballot, and the Park and Recreation website had information on it about the proposed projects. He added that anyone with questions could also call the Park and Recreation Department at 218-773-8000. Council Member Riopelle congratulated Council member Vetter on becoming a grandpa. Mr. Emery told the Council the milling work was completed in the LaFave Park area, they were working on the leveling course, and the asphalt would be added within a day or two. He added the major items of the project should be completed by the end of the week and the project should be wrapped up by the following week. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER VETTER, TO ADJOURN THE OCTOBER 15, 2024 COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:09 P.M. Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 4|Page 6  #2 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on October 2, 2024, at 8:00 am in the City Council Chambers. Present: Grinde, Quirk, Riopelle Absent: None Also present: Ron Galstad, Keith Mykleseth, Brian Johnson, Todd Grabanski, Todd Forster, Brianna Feil, Jordan Midgarden, Corey Thompson, Paul Gorte, Maggie Brockling It was moved by Commissioner Quirk supported by Commissioner Riopelle to approve the minutes of the previous regular meeting held on September 18, 2024. Voting Aye: Grinde, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Riopelle to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $220,959.39. Voting Aye: Grinde, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Riopelle to approve Change Order No. 1 to the existing North-Holt Electric, Inc. Construction Contract for the 2024 Miscellaneous Electrical Distribution Construction Projects. Voting Aye: Grinde, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Riopelle to approve the Water Treatment Plant Chemical Bid Specifications and advertise for bids October 15 – 22, 2024 with a bid opening to take place on November 19, 2024 at 10am. Voting Aye: Grinde, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Riopelle to approve the Downtown Development Association to use the power near the fountain in East Grand Forks for the Holly Dazzle event on November 24, 2024. Voting Aye: Grinde, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Riopelle to adjourn at 8:26 am to the next regular meeting on October 16, 2024, at 8:00 am to be held in the City Council Chambers. Voting Aye: Grinde, Quirk, Riopelle Voting Nay: None Kristen Shipes Commission Secretary 7  AGENDA ITEM #_3______ Request for Council Action Date: October 22, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Vice- President Tim Riopelle; Council members Clarence Vetter, Dale Helms, Brian Larson, Karen Peterson, and Ben Pokrzywinski. Cc: File From: Jeremy King, Parks & Recreation RE: Request from the Blue Line Club to name the New Outdoor Rink and add sponsorship signage to the exterior of the Blue Line Arena to show appreciation for sponsors. Background: The Blue Line Club is requesting the City Council’s approval to name the new outdoor rink “The Jim Bradshaw Outdoor Rink" in honor of Mr. Bradshaw's generous sponsorship toward the facility's construction. Naming the rink after Mr. Bradshaw would be a meaningful way to recognize his contribution. While the City does not currently have a formal policy for naming facilities, it has been past practice to honor major donors or key organizers by naming projects or facilities after them. Additionally, the Blue Line Club is seeking approval to place sponsorship signage on the exterior of the Blue Line Arena. These signs will acknowledge and thank the sponsors who contributed to the rink project. Their support has been vital, and we believe this recognition will strengthen community involvement and partnership. The design, installation and signage will come at no cost to the city. The Blue Line Club would plan to have the signage installed before the winter season and will contract Custom Stripes for their production and installation. Budget Impact: None. Recommendation: Approve the name "Jim Bradshaw Outdoor Rink" and the ability to hang sponsorship signage on the exterior of the Blue Line Arena. Enclosure: Design proposal. 8 9  RESOLUTION NO. 24 – 11 - 80 NAMING OF OUTDOOR RINK Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: WHEREAS, the City and the Blue Line Club partnered on the construction of an outdoor hockey rink that is located next to the Blue Line Club Arena; WHEREAS, the Blue Line Club requested sponsorships to help with the costs of the project; and WHEREAS, Mr. Jim Bradshaw who is the owner of the Strata Corporation gave a generous sponsorship towards the project; and WHEREAS, the request is being made name the new outdoor rink the Jim Bradshaw Outdoor Rink in his honor; and THEREFORE BE IT RESOLVED, that the City Council of the City of East Grand Forks approves the naming of the new outdoor rink as the Jim Bradshaw Outdoor Rink and authorizes the Blue Line Club to place sponsorship signage on the outside of the Blue Line Arena. Voting Aye: Voting Nay: The President declared the resolution passed. Passed: November 6, 2024 Attest: __________________________________ _________________________ City Administrator/Clerk-Treasurer President of Council I hereby approve the foregoing resolution this 6th day of November, 2024. __________________________ Mayor 10  #4 RESOLUTION NO. 24 – 11 – 81 Council Member __________, supported by Council Member ____________, introduced the following resolution and moved its adoption: WHEREAS, the City of East Grand Forks, City of Grand Forks, Grand Forks County, and Polk County are currently cooperatively participating in a Red River Bridge Crossing study; and WHEREAS, the City of East Grand Forks has the role of the lead agency in this study, and has contracted with SRF Consulting Group for the completion of the study; and WHEREAS, the City of East Grand Forks total contract with SRF Consulting for the study is in the amount of $179,574.33, of which approximately $53,671.19 remains upsent; and WHEREAS, the US Department of Transportation has released the FY2025 Rebuilding American Infrastructure with Sustainability and Equity (RAISE) grant program, which can be used for planning, preparation, analysis, and design of new bridge crossings; and WHEREAS, the RAISE grant has an application deadline of January 30, 2025; and WHEREAS, SRF Consulting Group has the professional expertise and on-going knowledge of the existing bridge study to prepare a competitive grant application on behalf of the City of East Grand Forks and the partner agencies; and WHEREAS, SRF Consulting Group and its sub-contractor WSP have proposed contract Amendment No. 2 for grant writing services in the amount of $35,753.41 and an additional not to exceed amount of $8,610.84 for additional study and data collection, as authorized by the City Administrator; and NOW THEREFORE, BE IT RESOLVED, the City Council of East Grand Forks authorizes City staff to enter into an agreement with SRF Consulting for the amended scope of work, including the FY2025 RAISE grant application using the remaining funds from the City’s original contract. Voting Aye: Voting Nay: The President declared the resolution passed. Passed: November 6, 2024 Attest: ______________________________ _________________________________ City Administrator/Clerk-Treasurer President of Council I hereby approve the foregoing resolution this 6th of November, 2024. ________________________________ Mayor 11  AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT The Parties: SRF Consulting Group, Inc. (“SRF”) City of East Grand Forks (“Client”) Project: EGF / GF Red River Crossing Project Effective Date of the Original Agreement: March 22, 2023 Nature of Amendment: ☒ Additional Services to be performed by SRF ☐ Modifications of compensation to SRF ☐ Modification to time(s) for rendering Services Description of Modifications: 1. This Agreement is being amended to re-purpose task hours and compensation to complete an update and resubmission of a 2025 RAISE Grant Planning Application work incorporated by this Amendment. 2. SRF will provide the Services as specified in the scope of professional services outlined in Attachment A2, B2, and C2. 3. The Maximum Total Compensation payable to SRF by the Client for all services performed under this Agreement shall not exceed the amount of $179,574.33. No additional budget is included in this amendment. Original Contract Amount: $151,170.33 Effective 3/22/2023 Amendment No. 1: $28,404.00 2024 RAISE Grant Planning Application Amended Contract Amount: $179,574.33 Includes Amendment No. 1 (Scope + Fee) Total Amount Billed to Date: $125,714.79 Current as of 10/22/2024 Remaining Contract amount: $53,859.54 Current as of 10/22/2024 Amendment No. 2: $35,753.41 2025 RAISE Grant (SRF + Subconsultants Scope Re-Purpose) Amendment No. 2: $8,610.84 2025 RAISE Grant (Not to exceed amount for additional effort as authorized) 4. This Agreement includes the following attached documents which are incorporated by reference and made part of this Agreement. Attachment A2: SRF’s Amendment Proposal Attachment B2: SRF’s Work Tasks and Fee Schedule Attachment C2: SRF’s Subconsultant (WSP) Scope of Work 5. The Original Agreement and any previous amendments are incorporated into this Agreement by reference. Except as amended herein, the terms and conditions of the Original Agreement and any previous amendment remain in full force and effect. 6. Each Party agrees that the electronic signature of the Party included in this Agreement are intended to authenticate this writing and to have the same force and effect as wet ink signatures. IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed in their behalf. SRF Consulting Group, Inc. City of East Grand Forks Signed: Signed: Title: Vice President Title: Date: 10/22/2024 Date: 12 1  Attachment A2: SRF’s Amendment Proposal SRF No. 18465.00 October 22, 2024 Reid Huttunen City Administrator City of East Grand Forks 600 Demers Ave East Grand Forks, MN 56721 Subject: Proposal for Preparation of a FY 2025 RAISE Planning Grant Application (Resubmittal) Dear Reid: Based on your request, and feedback received from the US DOT debrief held September 4, 2024, regarding the East Grand Forks-Grand Forks Regional Bridge Crossing(s) FY 2024 RAISE grant application, SRF Consulting Group, Inc. (SRF), along with subconsultant WSP is pleased to submit this proposal to provide professional services for preparation of a FY 2025 RAISE Planning Grant application resubmittal. Our Team’s scope of services is described below. Scope of Services We propose to carry out the work (“Scope of Services”), set forth below. Task 1 Project Management/Agency Coordination This task assumes management of daily work activities, monitoring budget, providing monthly billings, coordinating internal meetings between SRF and WSP and maintaining communications with city staff during the entire duration of the process. This task also includes QA/QC for all product deliverables produced by the consultant team, including graphics and narrative application. Task 2 – Grant Workshops This task includes conducting a series of five project meetings with Cities of East Grand Forks/Grand Forks staff and other stakeholders with pertinent information/useful data critical to application requirements. Each meeting will focus on revising the application’s eight Merit Criteria sections which include: Safety, Environmental Sustainability, Quality of Life, Mobility and Community Connectivity, Economic Competitiveness and Opportunity, State of Good Repair, Partnership and Collaboration, and Innovation. Prior to each meeting, SRF and WSP staff will develop an agenda and be prepared to discuss a “library of ideas” developed by the consultant team to address specific debrief comments or assist in providing a stronger and updated application. Meetings will be organized as follows: 1) Kickoff Meeting, Safety and Mobility and Connectivity – 90 minutes 2) Environmental Sustainability – 60 minutes www.srfconsulting.com 3701 Wayzata Boulevard, Suite 100 | Minneapolis, MN 55416-3791 | 763.475.0010 Equal Employment Opportunity/Affirmative Action Employer 13 Reid Huttunen October 22, 2024 City of East Grand Forks Page 2 3) Quality of Life and Economic Development and Opportunity – 90 minutes 4) State of Good Repair and Partnership and Collaboration – 90 minutes 5) Innovation – 60 minutes Task 3 – Application Preparation/Graphics/Website Prepare draft application two weeks prior to the deadline as detailed in the NOFO (date not yet known), for review and comment by city staff (revise within two working days and assume only one draft revision). All resolutions, letters of support, etc. will be gathered and assembled into the final application. The updates will reflect changes across all eight merit criteria and based on input from Task 2 – Grant Workshops. Prepare the final application for submittal to USDOT at least three days before the due date in the NOFO. Documentation, supporting application assertions, etc., will be provided by the city. The application will follow the guidance provided by USDOT. It is understood that City of East Grand Forks is registered with Grants.gov and will submit the application by the deadline as described in the NOFO (date not yet known). Assumptions The consultant team will utilize the data sources provided in the FY 2024 RAISE submission unless newer data is provided by the city or otherwise available. The city will provide any applicable requested data and information within two weeks of the request and any remaining project data and information will be provided no later than six weeks prior to the application deadline. SRF to arrange for/schedule workshops and provide agenda and meetings records, as needed. Each meeting will be attended by one SRF staff with the exception of meeting #1 which will be attended by two SRF staff. Each meeting will also require 60-90 minutes of preparation for two staff to review each section from the FY 2024 RAISE application, develop the “library of ideas” and bring specific suggestions to the table. SRF will prepare a data needs request for the city to identify any additional data/documents that can be used in the FY 2025 RAISE application. Schedule SRF will complete all work so that City of East Grand Forks can submit the FY 2025 RAISE Planning Grant application at least three days before the NOFO deadline (date not yet known). Basis of Payment/Budget We propose to be reimbursed for our services on an hourly basis for the actual time expended. No additional project expenses are anticipated. Based on our understanding of the project and our scope of services, we estimate the cost of our services between SRF and WSP to be $35,753.41. There is an additional as authorized task amount of $8,610.64 (50 hours) should additional un-scoped analysis be needed. 14 Reid Huttunen October 22, 2024 City of East Grand Forks Page 3 Changes in the Scope of Services It is understood that if the scope or extent of work changes, the cost will be adjusted accordingly. Before any out-of-scope work is initiated, however, we will submit a budget request for the new work and will not begin work until we receive authorization from you. Standard Terms and Conditions The original contract Standard Terms and Conditions (Attachment A), and Work Task and Person Hour Estimate (Attachment B) constitute the agreement between the City of East Grand Forks and SRF. This agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. Acceptance/Notice to Proceed We sincerely appreciate your consideration of this proposal and look forward to working with you on this project. Please feel free to contact us if you have any questions or need additional information. Sincerely, SRF CONSULTING GROUP, INC. Paul M. Chellevold, AICP Renae Kuehl, PE, PTOE Project Manager Project Director Attachment B – FY 2025 RAISE Grant Work Task and Person Hour Estimate Approved: City of East Grand Forks (signature) Name Title Date This cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost estimate after 90 days from the date of this proposal. 15 16 17  Attachment B2: SRF’s Work Tasks and Fee Schedule 10/22/2024 Page 1 of 3 SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 18485 TASK NO. SUMMARY OF TASKS Project Overview: 1.0 Project Management/Agency Coordination Preparation of a FY 2025 RAISE Grant Application Resubmittal. The application will focus on improving scores in 2.0 Grant Workshops Environmental Sustainability, Economic Competitiveness, and Innovation sections as those were the areas identified 3.0 Application Preparation/Graphics/Website as receiving "Medium" scores in the FY 24 RAISE application. SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 0 18485 TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. III PROF. II TECH. SUPPORT TOTALS EST. FEE 1.0 Project Management/Agency Coordination Assumptions: QA/QC of all deliverables through the life-cycle of the grant. Up to eight half-hour meetings with two SRF attendees, including prep time. Deliverables: none 1.1 This task assumes management of daily work activities, monitoring budget, 2 12 4 - - - - 18 $3,756.00 provide monthly billings, coordinating meetings with WSP and maintaining communications with city staff during the entire duration of the process. This task also includes QA/QC for all product deliverables produced by the consultant team, including graphics and narrative application. SUBTOTAL - TASK 1 2 12 4 0 0 0 0 18 $3,756.00 Version2_102224_18465_2025 RAISE_EGF-GF Fee.xlsx SRF CONSULTING GROUP, INC. MINNEAPOLIS. MN 18  10/22/2024 Page 2 of 3 SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 0 18485 TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. III PROF. II TECH. SUPPORT TOTALS EST. FEE 2.0 Grant Workshops Assumptions: This task includes conducting a series of five project meetings with Cities of East Grand Forks/Grand Forks staff and other stakeholders with pertinent information/useful data critical to application requirements. The consultant team will utilize the data sources provided in the FY 2024 RAISE submission unless newer data is provided by the city or otherwise available. The city will provide any applicable requested data and information within two weeks of the request and any remaining project data and information will be provided no later than six weeks prior to the application deadline. SRF to arrange for/schedule workshops and provide agenda and meetings records, as needed. Each meeting will be attended by one SRF staff with the exception of meeting #1 which will be attended by two SRF staff. Each meeting will also require 60-90 minutes of preparation for two staff to review each section from the FY 2024 RAISE application, develop the “library of ideas” and bring specific suggestions to the table. SRF will prepare a data needs request for the city to identify any additional data/documents that can be used in the FY 2025 RAISE application. Deliverables: Library of Ideas list, Meeting agendas, and meeting summaries 2.1 Kickoff Meeting, Safety and Mobility and Connectivity 2 4 2 - - - - 8 $1,758.00 2.2 Environmental Sustainability - 4 2 - - - - 6 $1,186.00 2.3 Quality of Life and Economic Development and Opportunity - 4 2 - - - - 6 $1,186.00 2.4 State of Good Repair and Partnership and Collaboration - 4 2 - - - - 6 $1,186.00 2.5 Innovation - 4 2 - - - - 6 $1,186.00 SUBTOTAL - TASK 2 2 20 10 0 0 0 0 32 $6,502.00 3.0 Application Preparation/Graphics/Website Assumptions: Assumes 1 draft and 1 final application PDFs. Supporting information for SF 424 forms Deliverables: Draft application: Two weeks prior to due date per NOFO Final application at least three days before FY 25 RAISE deadline as published in NOFO Supporting attachments Supporting information for SF 424 forms Version2_102224_18465_2025 RAISE_EGF-GF Fee.xlsx SRF CONSULTING GROUP, INC. MINNEAPOLIS. MN 19  SRF No. 18465.00 October 18, 2024 Reid Huttunen City Administrator City of East Grand Forks 600 Demers Ave East Grand Forks, MN 56721 Subject: Proposal for Preparation of a FY 2025 RAISE Planning Grant Application (Resubmittal) Dear Reid: Based on your request, and feedback received from the US DOT debrief held September 4, 2024, regarding the East Grand Forks-Grand Forks Regional Bridge Crossing(s) FY 2024 RAISE grant application, SRF Consulting Group, Inc. (SRF), along with subconsultant WSP is pleased to submit this proposal to provide professional services for preparation of a FY 2025 RAISE Planning Grant application resubmittal. Our Team’s scope of services is described below. Scope of Services We propose to carry out the work (“Scope of Services”), set forth below. Task 1 Project Management/Agency Coordination This task assumes management of daily work activities, monitoring budget, providing monthly billings, coordinating internal meetings between SRF and WSP and maintaining communications with city staff during the entire duration of the process. This task also includes QA/QC for all product deliverables produced by the consultant team, including graphics and narrative application. Task 2 – Grant Workshops This task includes conducting a series of five project meetings with Cities of East Grand Forks/Grand Forks staff and other stakeholders with pertinent information/useful data critical to application requirements. Each meeting will focus on revising the application’s eight Merit Criteria sections which include: Safety, Environmental Sustainability, Quality of Life, Mobility and Community Connectivity, Economic Competitiveness and Opportunity, State of Good Repair, Partnership and Collaboration, and Innovation. Prior to each meeting, SRF and WSP staff will develop an agenda and be prepared to discuss a “library of ideas” developed by the consultant team to address specific debrief comments or assist in providing a stronger and updated application. Meetings will be organized as follows: 1) Kickoff Meeting, Safety and Mobility and Connectivity – 90 minutes 2) Environmental Sustainability – 60 minutes www.srfconsulting.com 3701 Wayzata Boulevard, Suite 100 | Minneapolis, MN 55416-3791 | 763.475.0010 Equal Employment Opportunity/Affirmative Action Employer 20 Reid Huttunen October 18, 2024 City of East Grand Forks Page 2 3) Quality of Life and Economic Development and Opportunity – 90 minutes 4) State of Good Repair and Partnership and Collaboration – 90 minutes 5) Innovation – 60 minutes Task 3 – Application Preparation/Graphics/Website Prepare draft application two weeks prior to the deadline as detailed in the NOFO (date not yet known), for review and comment by city staff (revise within two working days and assume only one draft revision). All resolutions, letters of support, etc. will be gathered and assembled into the final application. The updates will reflect changes across all eight merit criteria and based on input from Task 2 – Grant Workshops. Prepare the final application for submittal to USDOT at least three days before the due date in the NOFO. Documentation, supporting application assertions, etc., will be provided by the city. The application will follow the guidance provided by USDOT. It is understood that City of East Grand Forks is registered with Grants.gov and will submit the application by the deadline as described in the NOFO (date not yet known). Assumptions The consultant team will utilize the data sources provided in the FY 2024 RAISE submission unless newer data is provided by the city or otherwise available. The city will provide any applicable requested data and information within two weeks of the request and any remaining project data and information will be provided no later than six weeks prior to the application deadline. SRF to arrange for/schedule workshops and provide agenda and meetings records, as needed. Each meeting will be attended by one SRF staff with the exception of meeting #1 which will be attended by two SRF staff. Each meeting will also require 60-90 minutes of preparation for two staff to review each section from the FY 2024 RAISE application, develop the “library of ideas” and bring specific suggestions to the table. SRF will prepare a data needs request for the city to identify any additional data/documents that can be used in the FY 2025 RAISE application. Schedule SRF will complete all work so that City of East Grand Forks can submit the FY 2025 RAISE Planning Grant application at least three days before the NOFO deadline (date not yet known). Basis of Payment/Budget We propose to be reimbursed for our services on an hourly basis for the actual time expended. No additional project expenses are anticipated. Based on our understanding of the project and our scope of services, we estimate the cost of our services between SRF and WSP to be $35,753.41. There is an additional as authorized task amount of $8,610.64 (50 hours) should additional un-scoped analysis be needed. 21 Reid Huttunen October 18, 2024 City of East Grand Forks Page 3 Changes in the Scope of Services It is understood that if the scope or extent of work changes, the cost will be adjusted accordingly. Before any out-of-scope work is initiated, however, we will submit a budget request for the new work and will not begin work until we receive authorization from you. Standard Terms and Conditions The original contract Standard Terms and Conditions (Attachment A), and Work Task and Person Hour Estimate (Attachment B) constitute the agreement between the City of East Grand Forks and SRF. This agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. Acceptance/Notice to Proceed We sincerely appreciate your consideration of this proposal and look forward to working with you on this project. Please feel free to contact us if you have any questions or need additional information. Sincerely, SRF CONSULTING GROUP, INC. Paul M. Chellevold, AICP Renae Kuehl, PE, PTOE Project Manager Project Director Attachment B – FY 2025 RAISE Grant Work Task and Person Hour Estimate Approved: City of East Grand Forks (signature) Name Title Date This cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost estimate after 90 days from the date of this proposal. 22 23 24  10/18/2024 Page 1 of 3 SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 18485 TASK NO. SUMMARY OF TASKS Project Overview: 1.0 Project Management/Agency Coordination Preparation of a FY 2025 RAISE Grant Application Resubmittal. The application will focus on improving scores in 2.0 Grant Workshops Environmental Sustainability, Economic Competitiveness, and Innovation sections as those were the areas identified 3.0 Application Preparation/Graphics/Website as receiving "Medium" scores in the FY 24 RAISE application. SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 0 18485 TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. III PROF. II TECH. SUPPORT TOTALS EST. FEE 1.0 Project Management/Agency Coordination Assumptions: QA/QC of all deliverables through the life-cycle of the grant. Up to eight half-hour meetings with two SRF attendees, including prep time. Deliverables: none 1.1 This task assumes management of daily work activities, monitoring budget, 2 12 4 - - - - 18 $3,756.00 provide monthly billings, coordinating meetings with WSP and maintaining communications with city staff during the entire duration of the process. This task also includes QA/QC for all product deliverables produced by the consultant team, DRAFT including graphics and narrative application. SUBTOTAL - TASK 1 2 12 4 0 0 0 0 18 $3,756.00 2.0 Grant Workshops Assumptions: Version2_101824_18465_2025 RAISE_EGF-GF Fee SRF CONSULTING GROUP, INC. MINNEAPOLIS. MN 25  10/18/2024 Page 2 of 3 SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 0 18485 TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. III PROF. II TECH. SUPPORT TOTALS EST. FEE This task includes conducting a series of five project meetings with Cities of East Grand Forks/Grand Forks staff and other stakeholders with pertinent information/useful data critical to application requirements. The consultant team will utilize the data sources provided in the FY 2024 RAISE submission unless newer data is provided by the city or otherwise available. The city will provide any applicable requested data and information within two weeks of the request and any remaining project data and information will be provided no later than six weeks prior to the application deadline. SRF to arrange for/schedule workshops and provide agenda and meetings records, as needed. Each meeting will be attended by one SRF staff with the exception of meeting #1 which will be attended by two SRF staff. Each meeting will also require 60-90 minutes of preparation for two staff to review each section from the FY 2024 RAISE application, develop the “library of ideas” and bring specific suggestions to the table. SRF will prepare a data needs request for the city to identify any additional data/documents that can be used in the FY 2025 RAISE application. Deliverables: Library of Ideas list, Meeting agendas, and meeting summaries 2.1 Kickoff Meeting, Safety and Mobility and Connectivity 2 4 2 - - - - 8 $1,758.00 2.2 Environmental Sustainability - 4 2 - - - - 6 $1,186.00 2.3 2.4 2.5 Quality of Life and Economic Development and Opportunity State of Good Repair and Partnership and Collaboration Innovation DRAFT - - - 4 4 4 2 2 2 - - - - - - - - - - - - 6 6 6 $1,186.00 $1,186.00 $1,186.00 SUBTOTAL - TASK 2 2 20 10 0 0 0 0 32 $6,502.00 3.0 Application Preparation/Graphics/Website Assumptions: Assumes 1 draft and 1 final application PDFs. Supporting information for SF 424 forms Deliverables: Draft application: Two weeks prior to due date per NOFO Final application at least three days before FY 25 RAISE deadline as published in NOFO Supporting attachments Supporting information for SF 424 forms Version2_101824_18465_2025 RAISE_EGF-GF Fee SRF CONSULTING GROUP, INC. MINNEAPOLIS. MN 26  10/18/2024 Page 3 of 3 SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates Client: Cities of East Grand Forks and Grand Forks Project: FY 2025 RAISE Planning Grant Resubmittal Subconsultants: 0 18485 TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. III PROF. II TECH. SUPPORT TOTALS EST. FEE 3.1 Prepare draft application for review and comment by EGF/GF staff two weeks - 2 12 16 - - - 30 $4,778.00 prior to submission deadline (revise within two working days and assume only one draft revision). All resolutions, letters of support, etc. will be gathered and assembled into the final application. 3.2 Prepare the final application for submittal to USDOT three days before due date. - 2 - 6 - - - 8 $1,204.00 Documentation, supporting application assertions, etc. will be provided by EGF/GF for relevant information. The application will follow the guidance provided by USDOT. It is understood that EGF/GF is registered with Grants.gov and will submit the application to this website by the submission deadline. 3.3 Prepare graphics/tables, final document formatting, and links for website - - - 2 - 10 2 14 $1,824.00 SUBTOTAL - TASK 3 0 4 12 24 0 10 2 52 $7,806.00 TOTAL ESTIMATED PERSON-HOURS 4 36 26 24 0 10 2 102 AVERAGE HOURLY BILLING RATE $286.00 $203.00 $187.00 $133.00 $132.00 $132.00 $119.00 ESTIMATED LABOR AND OVERHEAD $1,144.00 $7,308.00 $4,862.00 $3,192.00 $0.00 $1,320.00 $238.00 $18,064.00 SRF ESTIMATED DIRECT NON-SALARY EXPENSES $0.00 SUBTOTAL: (SRF Labor and Expenses) $18,064.00 SUBCONSULTANTS: $17,689.41 TOTAL ESTIMATED FEE (SRF and Subconsultants combined) DRAFT $35,753.41 Version2_101824_18465_2025 RAISE_EGF-GF Fee SRF CONSULTING GROUP, INC. MINNEAPOLIS. MN 27  Attachment C2: SRF’s Subconsultant (WSP) Scope of Work October 18, 2024 Reid Huttunen City Administrator East Grand Forks RE: Proposal for Updating RAISE Application for FY 2025 Submittal WSP USA Inc. (WSP) appreciates the opportunity to submit the following proposal to update the City of East Grand Forks’ (City) FY 2024 RAISE grant application for submittal to the FY 2025 RAISE grant program. SCOPE OF WORK The purpose of this scope of work is to help the City with preparation of a federal discretionary grant application, with the goal of providing federal funding to the communities in East Grand Forks-Grand Forks Area. OVERALL ASSUMPTIONS/EXCLUSIONS - This scope of work includes completing the grant application and supporting tasks. - The City’s government relations will oversee the solicitation and timely collection of letters of support from key stakeholders (legislators, local agency elected officials, railroads, among others) - The City will be responsible for maintaining and managing grants correspondence including grants.gov, DUNs and SAM credentials, this includes submittal of final grant application package by the submittal due date as directed in the NOFO. - The City will maintain a secure web presence for auxiliary materials such as reports, and letters of support. TASK 1: TASK ORDER MANAGEMENT & ADMINISTRATION WSP will provide task order management services, including coordination with SRF and City staff via conference calls and virtual meetings to develop an approach for the next submission. This task will also include an initial Kick-off meeting to discuss/review the previous submission and debriefing comments, along with the development of a “library of ideas” to be discussed at the workshops for each section of the new application. The WSP Project Manager will provide management of scope, schedule, and budget and to be responsive to the City. Specific aspects of this task will include: • Managing the project scope and budget; • Project accounting, reporting and invoicing; • Overseeing production and submission of deliverables; • Kickoff Meeting: A 60-minute kickoff meeting with PMT/local agency representatives via conference call and/or virtual meeting will be held to Page 1 28 City of East Grand Forks October 18, 2024 • Development of “library of ideas” to be discussed at workshops. SRF and WSP grant staff will prepare a list of potential items / topics that could improve each section of the application. This list will be wide-sweeping and utilize “outside the box” approaches to making betterments to the current application. ASSUMPTIONS/EXCLUSIONS • The project is estimated to be four months, assuming NTP via council approval in early November, NOFO released in late November, and 90 days for application preparation to meet submittal deadline. • All submittals will be in electronic format (MS Word, MS Excel and/or PDF) and transmitted electronically. • The City will manage outreach and solicitation of letters of support. All project meetings will be virtual through MS Teams. • SRF to arrange for / schedule meetings and provide agenda and meetings records, as needed. DELIVERABLES The following deliverables will be prepared and provided for this task: 1. Kick-Off meeting attendance 2. Monthly coordination and invoicing 3. “Library of Ideas” for workshop discussions TASK 2: GRANT WORKSHOPS This task includes conducting a series meetings / discussion with PMT and/or local agency representatives to discuss opportunities to enhance each section of the grant application. The conversation will review the “library of ideas” created by the consultant team, identify ways to address specific debrief comments, and strive to define how the updated application component will be enhanced moving forward. For the eight application segments, the meetings will be organized as follows: A. Safety + Mobility and Community Connectivity: 90 minutes combined meeting B. Environmental Sustainability: 60-minute specific meeting C. Quality of Life + Economic Development & Opportunity: 90-minute combined meeting D. State of Good Repair + Partnership and collaboration: 90-minute combined meeting E. Innovation: 60-minute specific meeting The City will provide any available reports or analysis to address unique evaluation criteria such as safety, sustainability, climate resilience, economic advancements, and equity. ASSUMPTIONS/EXCLUSIONS • The goal will be to conduct these workshops prior to the NOFO being released • WSP will utilize the data sources provided in the FY 2024 RAISE submission, unless newer data is provided by the city Page 2 29 City of East Grand Forks October 18, 2024 • The City will provide any additionally requested data and information within two weeks of the request and any remaining project data and information will be provided no later than six weeks prior to the application deadline. • Data and information could include studies, reports, drawings, plans, forecasts, development/construction schedules, cost estimates, performance statistics, operation and maintenance costs and schedules, completed by the City or other stakeholders. • The City will provide high resolution photos and graphics for the design of the application. • SRF to arrange for / schedule workshops and provide agenda and meetings records, as needed. DELIVERABLES The following deliverables will be prepared and provided for this task: 1. Lead discussion for each workshop to evaluate “library of Ideas” and craft an approach to update each section of the application. TASK 3: UPDATE GRANT APPLICATION The RAISE grant application is expected to include a Project Narrative that provides the context for the Project, drawing on existing material and graphics whenever possible. WSP will also produce up to three new or enhanced graphics/maps as requested and incorporate them into the application to help tell a compelling story that speaks to application reviewers. A. DRAFT AND FINAL DRAFT APPLICATIONS AND SUPPORTING DOCUMENTS WSP will prepare a draft and final draft application for review in an easily editable and easily shared format following the prescribed grant requirements (font size, margins, and outline). The application will include a Project Narrative that will highlight how the Project will address key grant criteria such as effecting the movement of goods, leveraging federal funding, and identifying net benefits to the American economy as described in the grant call for projects or notice of funding opportunity (NOFO). The application Narrative and other submission documents will follow the guidance and requirements of the RAISE NOFO. The draft application will undergo review by the City. WSP will participate in meetings and conference calls to address and clarify comments and revisions provided by the City, and review tasks and materials needed to complete the application. A detailed schedule, including the review timeline, will be discussed and agreed upon in the kickoff meeting, prior to initiating the work. B. FINAL APPLICATION The final draft project application will undergo review by the WSP grant team, followed by the City. The final draft documents will be revised by WSP to address comments and recommendations by the reviewing team. WSP will update the project application to bring the application to a final status. WSP will also provide final formatting for the application. City will be responsible for submitting the final application through grants.gov by the deadline. Page 3 30 City of East Grand Forks October 18, 2024 ASSUMPTIONS/EXCLUSIONS • The City will provide its response to the Project Readiness criteria, as applicable, for the grant applications. This includes the following: • Environmental Risk – The project’s environmental approvals and likelihood of the necessary approval affecting project obligation. • Technical Capacity - The applicant’s capacity to successfully deliver the project in compliance with applicable Federal requirements including previous experience with Federal grant awards. • Financial Capacity – The availability of matching funds and whether the applicant has a complete funding package. • The City will be responsible for all requirements to register with Grants.gov and upload the grant application to Grants.gov by each application’s deadline. • SRF will host and maintain a secure location to access supporting materials including reports, and letters of support referenced in the grants. • The City will review the draft document deliverables and provide a consolidated summary of review comments or track changes in each Word document to WSP. • The City’s comments on draft materials will be delivered within 2 weeks of WSP’s submittal. • WSP will provide MS Word documents with tracked changes for SRF usage in creating PDFs and final documents for posting. SRF will create graphics, layouts, covers, website updates and create the final materials for submission. DELIVERABLES The following deliverables will be prepared and provided for each application: 1. A draft grant application for the City’s review and comment in MS Word format. 2. A final draft grant application for the City’s review and comment in MS Word format. 3. A final grant application incorporating the City’s comments in Word and PDF formats, including appendices. 4. Detailed application schedule with review timelines. TASK 4: AS-AUTHORIZED ACTIVITIES This task is a placeholder to accommodate additional efforts to enhance the application sections based upon the workshop’s discussions. Should the Workshops identify items which would improve the section wrote-ups, this task will be used to conduct those efforts. Potential areas of additional effort may include, but not limited to: • data collection efforts • review of relevant documents • summaries of potential project features and conditions provided by the City, as well as our own research. • Letters of support template • PEL Scope of Work approval thru FHWA • Traffic analysis • Environmental analysis ASSUMPTIONS/EXCLUSIONS • As Authorized activities are identified, a budget and deliverable will be identified for each task. Page 4 31 City of East Grand Forks October 18, 2024 • City will supply data, documentation, and information needed as part of the compliance matrices, to address potential grant criteria in the timeline provided for each opportunity’s compliance matrix. • City will provide forecasts and data supplied by the City and its partners DELIVERABLES The following deliverables will be prepared and provided for this task: 1. For each Authorized activity, a task order budget with defined deliverable. PROPOSED SCHEDULE WSP anticipates that the services outlined above can begin immediately upon receipt of a task order with authorization to proceed. WSP will have the final grant application completed and delivered to SRF electronically one-week prior to the application’s deadline as stated in the NOFO. WSP’s ability to adhere to this schedule is predicated upon the availability of the City to participate in coordination efforts and in meetings, provide the requested data in a timely manner, and meet the review periods as noted herein. COMPENSATION The City shall compensate WSP for the performance of the professional services described herein on an hourly rate basis for the actual time expended. No additional project expenses are anticipated. Based on our understanding of the project scope of work detailed above, we estimate the cost of our services to be $17,689.41 for tasks 1 thru 3 with a potential for an additional $8,610.84 for task 4 (TBD). The overall cost would be $26,300.25. Since this is an amendment to the original scope of work, we are also reallocated the renaming dollars from our original scope of work to be applied to this resubmittal effort; therefore, the overall increase to the WSP budget would be $15,989.12 for tasks 1 thru 4. If you have any questions regarding the scope or budget please feel free to contact Ken Holte, Kenneth.Holte@wsp.com. Sincerely, Kenneth A. Holte Vice President, Transportation & Infrastructure Page 5 32  AGENDA ITEM #_5 & 6___ Request for Council Action Date: November 6, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Reid Huttunen, City Administrator RE: Request to renew Memorandum of Understanding (MOU) with LELS for Police Officer Recruitment and Retention bonuses. Background: In September 2022, City Council approved MOU’s with Law Enforcement Labor Services (LELS) for 1) Recruitment of new officers and 2) Retention of existing officers. These MOU’s were renewed for 2024, and are currently set to expire on December 31, 2024. We are requesting City Council action on renewing the LELS Recruitment and Retention bonuses for Police Officers through December 31, 2025. Memorandum of Understanding attached/included in the City Council agenda: 1) Recruitment ($5000) & relocation bonus (up to $2500 in eligible expenses if moving into East Grand Forks from greater than 50 miles away) 2) Retention bonus Paid in two installments to existing officers for years of service with the EGFPD of June 30, 2025 (to be paid on the first paycheck in July 2025) and December 31, 2025 (to be paid on the first paycheck in January 2026) Payment amount per years of service a. $1,500: Licensed offices with 1-4 years completed with City of EGF b. $2,000: Licensed officers with 5-9 years completed with City of EGF c. $2,500: Licensed officers with 10 or more years completed with the City of EGF Budget Impact: $15,000 for Recruitment and Relocation bonus is included in the 2025 Preliminary Budget $41,500 for the July 2025 Retention Bonus will need to be added to the 2025 budget. • The 2nd installment of this MOU in the amount of $42,500 (using current employed officers) will be included in the 2026 budget. Recommendation: Seeking action from City Council on the continuation of the two MOUs for 2025 calendar year. Enclosures: 2025 LELS Recruitment & Relocation Bonus MOU 2025 LELS Retention Bonus MOU 33  #5 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF EAST GRAND FORKS AND LAW ENFORCEMENT LABOR SERVICES POLICE DEPARTMENT LOCAL NO. 152 The following is a memorandum of understanding between the City of East Grand Forks (City) and one of its exclusive bargaining units, Law Enforcement Labor Services, Inc. representing Local 152 employees of the East Grand Forks Police Department (Union). Agreement RECRUITMENT INCENTIVES WHEREAS, The City and the Union are parties to a collective bargaining agreement in effect January 1, 2024 through December 31, 2025, and; WHEREAS, The Union and the City mutually agree that recruitment of law enforcement officers in Minnesota and the United States has been difficult in recent years with low application rates and reduction of new students in law enforcement programs, and; WHEREAS, The Union and the City mutually agree that as other cities, counties, and state agencies are offering recruitment and retention bonuses varying in amount and frequency, and; WHEREAS, The Union and the City mutually agree that relocation can be expensive and may add to the reluctance of some applicants, and; NOW, THEREFORE, the parties agree as follows: The City agrees to continue to provide recruitment bonuses which consist of: $2500 bonus to be paid on the first check after successful completion of background and beginning the department’s field training and evaluation program (FTEP); an additional $2,500 upon successful completion of FTEP. The relocation bonus of up to $2,500 will be paid to new officers to move into the city limits of the City of East Grand Forks from greater than 50 miles away, upon receipt of acceptable moving expense receipts. The parties agree the Memorandum of Understanding terminates on December 31, 2025. City of East Grand Forks & LELS No. 152 RECRUITMENT INCENTIVES - 2025 calendar year 34 IN WITNESS WHEREOF, the parties hereto agree to execute this Memorandum of Agreement on the dates indicated by their respective signatures. City of East Grand Forks LELS Local 152 ______________________________ _________________________________ Mayor Business Agent Dated:________________________ _ Dated:____________________________ _______________________________ __________________________________ City Administrator/Clerk-Treasurer Union Steward Dated:__________________________ Dated:_____________________________ City of East Grand Forks & LELS No. 152 RECRUITMENT INCENTIVES - 2025 calendar year 35  #6 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF EAST GRAND FORKS AND LAW ENFORCEMENT LABOR SERVICES POLICE DEPARTMENT LOCAL NO. 152 The following is a memorandum of understanding between the City of East Grand Forks (City) and one of its exclusive bargaining units, Law Enforcement Labor Services, Inc. representing Local 152 employees of the East Grand Forks Police Department (Union). Agreement OFFICER RETENTION PROGRAM WHEREAS, The City and the Union are parties to a collective bargaining agreement in effect January 1, 2024 through December 31, 2025, and; WHEREAS, The Union and the City mutually agree that recruitment of law enforcement officers in Minnesota and the United States has been difficult in recent years with low application rates and reduction of new students in law enforcement programs, and; WHEREAS, The Union and the City mutually agree that as other cities, counties, and state agencies are offering recruitment and retention bonuses varying in amount and frequency, and; WHEREAS, The Union and the City mutually agree that retaining experienced, trained officers is even more important than recruiting new officers who have to be trained, and; WHEREAS, according to the MN Public Employee Retirement Association (PERA), bonuses are not considered salary for PERA contribution purposes, and; NOW, THEREFORE, the parties agree as follows: The Union agrees this MOU is a one-year agreement applicable only to the officers years of service with the East Grand Forks Police Department and further agrees this MOU will sunset at the end of calendar year 2025. The City agrees to pay a retention bonus to existing officers in two payments, as follows based on years of service completed with the East Grand Forks Police Department: - Licensed officers with 1-4 years completed with The City: $1,500 - Licensed officers with 5-9 years completed with The City: $2,000 - Licensed officers with 10 or more years completed with The City: $2,500 Officers currently employed and in good standing with the City of East Grand Forks through June 30, 2025, will receive the first bonus payment on the first paycheck of July, 2025 and officers currently employed and in good standing with the City of East Grand Forks through December 31, 2025 will receive the second bonus payment on the first paycheck of January, 2026. City of East Grand Forks & LELS No. 152 RETENTION PROGRAM – 2025 Calendar year 36 The Union agrees that if an employee fails to meet standards and is denied a stepped wage increase, they will also be denied the retention bonus. Years of service are calculated based on the completed years of service with the East Grand Forks Police Department (EGFPD) only. Licensed officers who come to EGFPD with years of service in other departments will have the years of service calculated only by the years of service with the EGFPD. Specific bonus payments based on EGFPD years of service are as follows: Service years Service years completed as completed as First Paycheck in of First paycheck in Employee No Hire Date of 6/30/2025 July 2025 Payment 12/31/2025 January 2026 Payment HAJIROD01 10/22/1989 35 $ 2,500.00 36 $ 2,500.00 GAHLGRE01 4/16/1999 26 $ 2,500.00 27 $ 2,500.00 OLSOCHR01 3/16/2000 25 $ 2,500.00 25 $ 2,500.00 SCHRAEI01 1/15/2005 20 $ 2,500.00 20 $ 2,500.00 HARTANT01 6/28/2010 15 $ 2,500.00 15 $ 2,500.00 QUANJAR01 2/3/2014 11 $ 2,500.00 11 $ 2,500.00 GUNDNIC01 9/8/2014 10 $ 2,500.00 11 $ 2,500.00 ANDENIC01 3/2/2015 10 $ 2,500.00 10 $ 2,500.00 HAJITYL01 8/31/2015 9 $ 2,000.00 10 $ 2,500.00 DOUGRYA01 8/22/2016 8 $ 2,000.00 9 $ 2,000.00 GRABJOH01 9/13/2017 7 $ 2,000.00 8 $ 2,000.00 HODNCOL01 9/24/2018 6 $ 2,000.00 7 $ 2,000.00 KORYNIC01 1/9/2019 6 $ 2,000.00 6 $ 2,000.00 KNAAPAR01 8/12/2019 5 $ 2,000.00 6 $ 2,000.00 ROUEJUS01 4/21/2020 5 $ 2,000.00 5 $ 2,000.00 SCHIJAK01 9/15/2020 4 $ 1,500.00 5 $ 2,000.00 KALLLAN01 1/20/2021 3 $ 1,500.00 3 $ 1,500.00 HESSALE01 5/22/2023 2 $ 1,500.00 3 $ 1,500.00 RICHVAN01 7/17/2023 1 $ 1,500.00 2 $ 1,500.00 KRAUMIC01 10/30/2023 1 $ 1,500.00 2 $ 1,500.00 SIGNATURE PAGE TO FOLLOW City of East Grand Forks & LELS No. 152 RETENTION PROGRAM – 2025 Calendar year 37 IN WITNESS WHEREOF, the parties hereto agree to execute this Memorandum of Agreement on the dates indicated by their respective signatures. City of East Grand Forks LELS Local 152 ______________________________ _________________________________ Mayor Business Agent Dated:________________________ _ Dated:____________________________ _______________________________ __________________________________ City Administrator/Clerk-Treasurer Union Steward Dated:__________________________ Dated:_____________________________ City of East Grand Forks & LELS No. 152 RETENTION PROGRAM – 2025 Calendar year 38  #7 39 40 41