5/15/2023 - City Council - Work Session - Agendas
CITY OF SPRING PARK
WORK SESSION AGENDA
MAY 15, 2023 – 5:30 PM
SPRING PARK CITY HALL
(Work Session discussion times are approximate)
1. 5:30: Long Range Financial Planning
2. 6:00: IT RFP
3. 6:10: Tennis Court Construction Dates/Bollard Install Date
4. 6:15: LMCD Rep Discussion
5. 6:20: Miscellaneous
6. 6:30: Adjourn
Proposed by
Andrew Berg, CPA
Partner | Abdo
andrew.berg@abdosolutions.com
P 952.715.3003
May 11, 2023
SERVICE PROPOSAL FOR
City of Spring Park
4349 Warren Ave, Spring Park, Minnesota 55384
abdosolutions.com | Mankato, MN - Edina, MN - Scottsdale, AZ
Mike Anderson,City Administrator
City of Spring Park
4349 Warren Ave
Spring Park,Minnesota 55384
Dear Mike,
Thank you for the opportunity to submit this proposal to the City of Spring Park (the City) for par tnering with the City
on a long-term financial plan to address the City's need for resources to fund upcoming capital improvement projects.
During the City's annual financial audit last month, it was discussed that 2023 would be the right time to move ahead
with this plan. In this proposal, Abdo Financial Solutions, LLC (Abdo FS) will demonstrate to you that we are the best
choice for the City as a par tner to refine the capital improvement plan. Because we understand your goals, we will
also:
•Prepare projections for the years ending December 31, 2023 through 2028 including:
◦Cash flow projections for all capital funds
◦Evaluation of debt services fund inflows and outflows
◦Projecting tax levy and rate changes, based on your assumptions for growth and development
•Evaluate funding sources and other assumptions provided by Management
LONG-TERM PLAN PROJECTION
The City has requested a proposal for preparing the projection (long range financial plan) which comprises the
projected cash balances of City funds for the periods ending December 31, 2023, through 2028, including the related
summaries of significant assumptions and accounting policies.A projection presents, to the best of management’s
knowledge and belief, the City's expected cash balances for the projection period assuming managements expected
borrowing, capital purchases, expenditure change, and revenue change assumptions. It is based on management’s
assumptions, reflecting conditions it expects to exist and the course of action it expects would be taken during the
projection period assuming the aforementioned assumptions. The projection is designed to provide management and
Council a tool for future planning and might not be useful for other purposes.
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The Firm is independent of the City as defined by auditing standards generally accepted in the United States of
America.
Abdo FS acknowledges the City may has retained an independent registered municipal advisor (IRMA) to assist and
advise the City in evaluating information relating to the issuance of municipal securities and/or municipal financial
products. Abdo FS acknowledges the City will rely on advice from their IRMA. Abdo FS will have no recourse against
the City or its IRMA, regarding action or inaction relating to evaluating, commenting on, or responding to financial
projects or information received under this Agreement. Abdo FS acknowledges it is not the registered independent
municipal advisor retained by the Municipal Entity Client.
We look forward to meeting with you to discuss our proposal and appreciate this opportunity to present Abdo FS for
your consideration.
Abdo Financial Solutions
Andrew Berg, CPA
Partner |Abdo
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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.
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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 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 provided upon request.
Your Team
Government Partner
andrew.berg@abdosolutions.com
P 952.715.3003
ANDREW BERG, CPA
Senior Manager
bonnie.schwieger@abdosolutions.com
P 952.715.3065
BONNIE SCHWIEGER, CPA
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Associate
jill.knutson@abdosolutions.com
P 952.715.3074
JILL KNUTSON
OUR QUALIFICATIONS
•GFOA and MnGFOA Association members
•Government operations training
•MSRB Municipal Advisor Qualified Representatives (Series 50 and Series 54)
•Consulting services for over 100 cities
•We’ve assisted many municipalities in preparing for the GFOA’s Certificate
of Achievement for Excellence awards in financial reporting
You can have confidence in our years of experience performing consulting services, the quality of the accounting
services we offer and our understanding of the unique challenges our clients face in the government space. Since 1963,
we’ve served cities just like yours. With an unwavering commitment to streamlining processes, training staff, and finding
technology-based solutions, we proudly offer excellence in city consulting and auditing. Out of our 180-strong, talented
staff, over 40 team members are 100% focused on government clients, which include over 100 cities and other
governmental entities. By serving cities across Minnesota, we have become exper ts in the nuances of how to best
support your city. Our exper tise affords you a consulting experience that is painless. We do this by communicating up
front, coming fully prepared, and being available throughout the year to support you.
PROCESS
Our methods are centered around incorporating technology to deliver unparalleled solutions for government
organizations. In addition to our consulting experience, our firm exper tly performs outsourcing for governments giving
us a wealth of experience in a consulting role. We don’t believe in a one-size-fits-all mentality. So together, we’ll focus on
the needs that are relevant to your city and provide the right services to meet them with a customized methodology
based on your needs. We’re focused on developing creative, customized solutions to help your city mitigate costs and
boost efficiency.
FOCUS
Through continuous training and growth oppor tunities, we’ve established an environment with a focus on serving
government entities. We spend more than 100 hours training and onboarding to ensure success for our clients. We truly
hope that you partner with us to light the path forward for your organization.
Government Experience
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Government Experience Continued
OUR FINANCIAL MANAGEMENT AND CONSULTING SERVICES INCLUDE:
•Budget process development
•Capital improvement planning
•Cash flow analysis
•Cost containment processes
•Debt management plans
•ERP system consulting
•Federal and State relations/grant consulting
•Finance Director services
•Financial management plans
•Financial reporting and analysis
•Fleet: Operations and replacement rate analysis
•Interim accounting and financial services
•Internal control evaluation
•Long-term strategic planning
•Payroll processing
•Policy development
•Process flows and efficiencies
•Project management
•Quarterly and monthly reporting to management
•Reconciliations
•Software implementation
•Utility/fee analysis
•Year-end audit preparation and financial
statement preparation
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Long-term Planning Approach
PROJECT APPROACH
The following information outlines the approach we will take for the project.
INITIAL ASSESSMENT
The first step to this project is to review and analyze data provided by the City. After this review, Abdo FS will meet
with the city team to discuss overall anticipated project expectations, outcomes and timelines.
LONG-TERM PLAN
The objective of our consulting engagement is to prepare a long-term plan in accordance with the Statement on
Standards for Consulting Services issued by the American Institute of Certified Public Accountants (AICPA) based on
information provided by you.
Professional Competence:We will have the necessary knowledge, skills, and expertise to perform the consulting
services competently and should only undertake engagements that they can reasonably expect to complete with
professional competence.
Due Professional Care:We are required to exercise due professional care in the performance of our consulting
services. This includes being diligent, thorough, and acting in the best interest of their clients.
Planning and Supervision:We will adequately plan and supervise the consulting engagement to ensure that it is
conducted efficiently and effectively. This includes setting objectives, assigning responsibilities, and establishing
procedures to achieve the engagement's goals.
Sufficient Relevant Data:We will obtain sufficient relevant data to provide a reasonable basis for their
recommendations and conclusions. We will also evaluate the reliability, accuracy, and relevance of the data they use.
Communication:We will communicate their findings, recommendations, and conclusions to the client in a clear,
concise, and timely manner. This includes discussing significant limitations, uncertainties, or other factors that may
affect the reliability of our advice.
Confidentiality:We will maintain the confidentiality of clients' information and not disclose it without the client's
consent, except when required by law or professional standards.
Professional Objectivity:We will maintain professional objectivity and be free from conflicts of interest that could
compromise our ability to provide unbiased advice and recommendations.
Professional Development:CPAs should engage in continuous professional development to maintain and improve
their professional competence in providing consulting services.
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SEE AN SAMPLE REPORT
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CITY EXPECTATIONS
The engagement to be performed is conducted on the basis that you acknowledge and understand that our role is to
prepare the projection in accordance with guidelines for the presentation of a projection established by the AICPA. You
have the following overall responsibilities that are fundamental to our undertaking the engagement to prepare your
projection in accordance with SSAR
•The selection of accounting principles to be applied in the preparation of the projection.
•The design, implementation, and maintenance of internal control relevant to the preparation and presentation of
the projection that is free from material misstatement, whether due to fraud or error.
•The prevention and detection of fraud.
•To ensure that the City complies with the laws and regulations applicable to its activities.
•The accuracy and completeness of the records, documents, explanations, and other information, including
significant judgments, you provide to us for the engagement to prepare the projection. 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.
•To provide us with:
◦Documentation and other related information that is relevant to the preparation and presentation of the
projection,
◦Additional information that may be requested for the purpose of the preparation of the projection, and
◦Unrestricted access to persons within the City with whom we determine it necessary to communicate.
The projection will not be accompanied by a report. However, you agree that the projection will clearly indicate that no
assurance is provided on it.
UNANTICIPATED SERVICES
While the fixed price entitles the City to unlimited consultation with us, if your question or issue requires additional
research and analysis beyond the consultation, the work will be subject to an additional price, payment terms, and
scope to be agreed upon before the service is performed and a change order will be issued to document this
understanding.
Furthermore, the parties agree that if an unanticipated need arises (training to different groups, researching a new issue,
etc.) we hereby agree to perform this additional work at a mutually agreed upon price. This service will be priced
separately to the City, using a change order.
Long-term Planning Approach Continued
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PRICE GUARANTEE
If you ever receive an invoice without first authorizing the service, payment terms, and price, you are not obligated to pay
for that service.
FINANCIAL INVESTMENT
Long-term Plan $12,000
Total $12,000
Payment Schedule:
Contract Execution $6,000
Project Completion $6,000
Travel time for attendance at a Council Meeting will be invoiced at one-half our hourly bill rates, plus mileage at current
IRS rates. If the City requires a revision to initial assumptions (i.e. a revision to the capital improvement plan, or other
major assumptions) a second iteration of the report can be provided at a cost of $5,000.
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.
This quote is valid for thir ty (30) days.
Abdo FS will begin preparing the long-term plan for the City within eight weeks of execution of the agreement.
Completion of the long-term plan is expected to be within sixty (60) days from inception of the project however; this is
dependent on the time frame in which the City provides information to Abdo FS for the long-term plan development.
The stated fee is based on anticipated cooperation from your personnel and the assumption that unexpected
circumstances will not be encountered during the engagement. If significant additional time is necessary, we will
discuss it with you and arrive at a new fee estimate before we incur the additional costs.
You agree to hold us harmless and to release, indemnify, and defend us from any liability or costs, including attorney's
fees, resulting from management's knowing misrepresentations to us.
QUALITY ASSURANCE
Quality is critical the success and integrity of this project. Our internal processes ensure that all work is reviewed and
approved prior to moving to the next phase of a project. Our processes require that work is reviewed by a staff member
at a higher level than the person that completed it and ultimately the work is signed off on by the Abdo FS President.
CONCLUSION
Throughout this process we will be in constant communication with the city team to ensure their needs are being met.
By utilizing our operational experience as well as our knowledge of governmental accounting, our 50 plus years of
experience providing services to Minnesota municipalities and our knowledge of regulations in the State of Minnesota
we will provide the City information and recommendations for financial processes. We are excited about this
opportunity and the benefits the City will recognize as this long-term plan is finalized.
Long-term Planning Approach Continued
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 financial accounting and consulting
services enables us to streamline our processes and helps to automate cer tain 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 financial accounting and 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 engagement 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 continually provide
security awareness training to our staff members to ensure they are good digital stewards of your data. In addition to
this, we also consult bi annually with 3rd party security exper ts to conduct risk assessments and conduct annual
penetration tests.
IT ALSO MEANS:
All firm staff use dual
authentication to ensure
that every login to our
remote environment is
secure and authorized.
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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
CITY OF BLOOMING
PRAIRIE
Andrew Langholz
City Administrator
P 507.583.7573
Services Provided:
Long-term Plan
Utility Rate Study
Debt Management Study
CITY OF ALBERTVILLE
Tina Lannes
Finance Director
P 763.497.3384
Services Provided:
Long-term Plan
CITY OF CRYSTAL
Kim Therres
Assistant City
Manager
P 763.531.1132
Services Provided:
Long-term Plan
Outsourced Finance
Director
Process Evaluation
(ProEval)
Utility Rate Study
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Value-Added Services
When you partner with Abdo, you get access to our entire catalog of services. Below is
a selection of the additional solutions 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
FRAUD & FORENSIC SERVICES
Fraud can happen when you least expect it.Even a single instance of it can devastate
your city’s accounting, not to mention its reputation. With Cer tified Fraud Examiners
(CFEs) and forensic accounting experts on staff, we provide a broad slate of solutions
to meet your unique needs - as well as those of your counsel and stakeholders. From
conducting forensic data analyses of books and records to providing expert witness
testimony, our seasoned professionals act swiftly and confidentially to help you
maintain business as usual.If you notice signs of fraudulent activity or unethical
conduct involving management, employees, or a third party, it’s critical to gather
evidence before you plan your next step - we can help.
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TECHNOLOGY & DATA SOLUTIONS
Empowering you with advanced data analytics & insights.Data is one of your city’s
most powerful assets. Using it to your advantage, however, can be a challenge. Our
technology and data solutions are designed to give you the information you need -
how, when, and where you need it. Our consultants leverage a powerful mix of
technology and tools to support you with the data analytics and insights you need.
From creating user-friendly dashboards and reports to managing software
implementations, we deliver solutions that work for you.
We can help your city with:
•Strategic data analytics
•Software solutions: evaluation, selection & implementation
•Financial reporting solutions
•Automation solutions
ENTERPRISE RESOURCE PLANNING (ERP) ANALYSIS & IMPLEMENTATION
When choosing an ERP system, the options are seemingly endless. How do you know
which ERP system is best for your city? Abdo Financial Solutions can help.We can
partner with you to design and implement an ERP system that fits your needs by:
•Assisting with the RFP Process - We’ll define the technical specifications to
include in your RFP and provide suppor t through the ERP vendor selection
process.
•Facilitating a Seamless Implementation - If needed, we can manage the
organization-wide implementation of your ERP system in accordance with your
budget and schedule.
•Communicating Change - We’ll communicate with staff members to explain
the “why” behind ERP and demonstrate how it will make their lives easier. To
help staff members navigate new processes, we’ll provide training as needed.
AUDIT & ASSURANCE
We specialize in simplifying the complex.Our audit professionals go beyond the
required audit to make sure you have a clear understanding of your city’s financial
information. We have a specialized team of auditors that can perform your city’s
financial statement audit along with the following specialized audits:
•Employee Benefit Audits (401k, 403b, etc.)
•Single Audits
•Lawful Gambling Audits
•Extended Employment Audits
•Review & Compilation Services
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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.
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Appendix A
AGREEMENT FOR FINANCIAL SERVICES
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Agreement for
Financial Services
THIS AGREEMENT, is made and entered into on Not yet submitted by and between the City of Spring Park,
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
Agreement.
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.
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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 August 30, 2023 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 if 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 Client 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 sixty (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. 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 Client 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.
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Agreement for Financial Services Continued
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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 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
21
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. Monthly
installment fees will be invoiced throughout the remainder of this Agreement. If the Agreement is for an hourly fee
basis, invoices will be sent monthly.
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 acknowledges the Client has retained an independent registered municipal
advisor (IRMA) to assist and advise the Client in evaluating information relating to the issuance of municipal securities
and/or municipal financial products. Abdo FS acknowledges the Client will rely on advice from their IRMA.Abdo FS
will have no recourse against the Client or its IRMA, regarding action or inaction relating to evaluating, commenting on,
or responding to financial projects or information received under this Agreement. Abdo FS acknowledges it is not the
registered independent municipal advisor retained by the Municipal Entity Client.
Agreement for Financial Services Continued
Appendix B
AGREEMENT FOR THE PROVISION OF
PROFESSIONAL SERVICES
22
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 Spring Park
4349 Warren Ave
Spring Park,Minnesota 55384
SIGNATURE
Mike Anderson
Abdo Financial Solutions, LLC
5201 Eden Avenue, Suite 250
Edina, Minnesota 55436
Andrew Berg, CPA
Partner |Abdo
Not yet submitted
23
Request For Proposal For
Managed Information Technology Services
City of Spring Park
4349 Warren Avenue
Spring Park, MN 55384
952-471-9051
CITY OF SPRING PARK (govoffice.com)
May 15, 2023
I. INTRODUCTION
The City of Spring Park invites proposals from qualified companies to provide managed information
technology (IT) services. The qualified company will enable the City to significantly improve IT
effectiveness, enhance its quality of services, minimize its support costs, and maximize return on
investment in IT. The City will consider a three-year contract term with two optional one-year
extensions if agreed by both the City and the selected company.
The City has a Microsoft-based computer network infrastructure. The City is seeking a business
partner to provide technical support for this infrastructure, in the form of help desk requests, routine
maintenance, and project-related services. The City may also look to the successful company for
special projects and consulting as needed such as short- and long-term IT planning, and disaster
recovery.
The primary objective is to better manage the cost of maintaining the network, while also
improving end user satisfaction with the system.
City operations include two physical locations: City Hall and the Water Treatment Plant. The City has
3 full-time City staff plus five elected officials, the latter of whom have limited access to the City’s IT
systems.
City offices and operations have the following hours:
City Hall/Water Treatment Plant: Monday – Thursday 7:30am – 5:00pm
Friday – 7:30am - 11:30am
The Water Treatment Plant provides daily round-the-clock service, and some public works services
are provided outside of regular business hours as needed.
The ideal company will have experience providing IT services to local government organizations.
II. SCHEDULE AND ADDITIONAL INFORMATION
Proposals must be received via email, in-person, or postal mail by 5:00pm on Wednesday, June 14, 2023,
at one of following:
jkhoffman@ci.spring-park.mn.us or send to:
Jamie Hoffman, City Clerk
City of Spring Park
4349 Warren Avenue,
Spring Park, MN 55384
PROPOSALS MUST BE
RECEIVED BY 5:00 PM
ON WEDNESDAY,
JUNE 14, 2023, TO BE
CONSIDERED.
Questions should be addressed to Jamie Hoffman at jkhoffman@ci.spring-park.mn.us or 952-999-7491.
It is the intent of the City of Spring Park to conduct a comprehensive, fair, and impartial evaluation of
proposals received. Award shall be made to the provider that is believed by staff to be the best fit for
the City. The City reserves the right to reject all proposals, waive all technicalities, and accept any
proposal deemed to be in the City’s best interest. Proposers are solely responsible for delivery of their
proposals to the City before the deadline. This RFP creates no obligation on the part of the City to award
a contract or to compensate the proposer for any costs incurred in competing to provide managed IT
services to the City.
III. EVALUATION CRITERIA
Final selection will be based on a combination of relevant experience, available qualified staff, schedule
of rates and ability to meet the City’s needs. Specifically, the evaluation committee will consider the
following criteria.
1. Overall responsiveness to RFP requirements and ability of company to meet City’s
customer service expectations and IT performance needs.
2. Thoroughness and understanding of the tasks to be completed and the environment in which
they are performed.
3. Company security performance.
4. Expertise and overall experience of personnel assigned to the work.
5. Background and experience with similar projects.
6. Pricing structure and projected cost.
IV. SCOPE OF WORK
At a minimum, IT managed services will include the following work to manage, monitor and secure the
city’s IT systems.
1. 24x7 monitoring of denoted servers and critical network components.
2. 24x7 response to critical servers and infrastructure failures.
3. 24x7 monitoring of firewall and denoted devices.
4. 24x7 monitoring of applications.
5. Remote management software on all workstations and servers.
6. Server and network administration
a) SQL Server
b) Laserfiche
c) Laserfiche Weblink
d) Domain Controllers
e) Hyper-V Server
All dates are tentative EXCEPT proposal due date.
ACTION DATE
Request for Proposal Released May 19, 2023
Proposals Due June 14, 2023
Contract Approved by Council June 20, 2023
f) Network back up and disaster recovery
7. Manage Microsoft service packs and security patches on servers.
8. Regular inspection of network and file server
9. Regular/periodic cleaning and testing of backups by restore of test files.
10. Firewall administration
11. Labor and support for migration of network operating systems/files
12. Monthly reports of network health and vitality
13. Web access to report on status of service calls and projects
14. Spyware/malware monitoring, removal, and cleaning
15. Regular data security and compliance assessments and testing, including antivirus software,
password protection, mail filtering, phishing, vulnerability scanning, data destruction and patch
management.
16. Less than 4-hour response time for server down emergencies
17. Research on hardware/software solutions
18. Consultation and support for near and long-term planning including development of
replacement program to keep system operating at a high performance and data security levels
including but not limited to major system upgrades or replacement, major redesign
configurations and related large projects.
19. Perform network backup & disaster recovery.
20. Monitor system performance and provide regular reports including efficiency, quality,
and security.
Additionally, the proposal may include related services provided by the vendor that may be of value to
the city.
V. CURRENT USER COMPUTERS AND SYSTEM SERVERS
Item Category Number
Users (approximate) 3
Desktop computers 0
Laptop computers 3
Tablets (iPad & Microsoft Surface) 0
Servers
• Physical servers
• Virtual Physical Host (Dell server) hosting:
✓ Laserfiche
✓ Laserfiche Weblink
✓ Domain controller
✓ SQL server
✓ Hyper- V host
1
1
1
1
1
1
1
• Backup & disaster recovery server
• Water Treatment Plant
• Orono Public Works
1
1
Firewall 1
City Network
Network Switches
Wifi AP
All are currently under existing provider cloud management
VI. PROPOSAL REQUIREMENTS
Proposals must address the scope of service with focus on clearly identifying company’s experience and
competencies relative to the evaluation criteria. The City desires proposals that are thorough yet
concise.
At a minimum, proposals must contain the following information.
1. Cover Sheet with company contact information and person with binding authority to enter
contracts.
2. Company Profile highlighting history, company expertise and customer service approach relative
to the City’s scope of work and compliance with industry standards as evidenced by audits.
Include length of time providing proposed services, number of clients, and location of office
which would serve this account.
3. Customer Account Team listing the positions and/or individuals who would service the City’s
relationship. Include qualifications, experience, expertise, and IT certifications for each
position or individual.
4. Statement of Understanding briefly outlining the company’s understanding of the services to be
provided and making a positive commitment to providing the services specified.
5. Scope of Service addressing the IT managed services described in the scope of work. Include a
description of the approach for providing such services and the methodology for providing
ongoing support.
6. Pricing Structure and Cost for all services described in the scope of work and additional services
provided that may be of value to the City.
7. Client References who can speak to similar work performed by the company for similar
size/scope clients; public sector client references are preferred.
8. Evidence of Insurance related to services provided.
Estimate
Date
5/12/2023
Estimate #
2023-1262
Name / Address
City Of Spring Park
4349 Warren Avenue
Spring Park, MN 55384
Ship To
C&C Courts INC/Sport Court North
9208 James Ave S
Suite 5
Bloomington, MN 55431-2331
Rep
AS
Project
Thor Thompson Equip
Signature
TotalPricing is valid for 60 days - unless otherwise noted
Assuming easy access to site
Description Qty Rate Total
Thor Thompson Park - Tennis Equipment
Remove (1) set of existing tennis equipment 1 1,400.00 1,400.00
(2) Pickleball Nets JTN-30
(2) Sets of Pickleball Posts. Color: Black or Green
(2) Sets of Aluminum Sleeves
2 872.04 1,744.08
Installation Fee/Labor to dig four holes, pour concrete, set
equipment (includes rental equipment)
1 3,200.00 3,200.00
*Will need access to water supply nearby*
_____________________________________
$6,344.08