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TABULATION OF BIDS FOR CODIFACTION SREVICES CITY OF HOPKINS 1010 FIRST STREET SOUTH · HOPKINS, MINNESOTA 55343 . 612/935-8474 DAte' February 15, 1985 To Mayor and Counc1l From: Scott Renne, C1ty Clerk Subject: Recommendat1on of a F1rm to COd1fy Hopk1ns Ord1nances The current Code of Ord1nances was last cod1f1ed 1n 1977 and 1S about 525 pages long. It 1S generally regarded as in desperate need of the updat1ng and organ1zat1on that a thorough professional Cod1f1cat1on would prov1de. The 1985 budget allocates $20,000 for th1S serV1ce. .- Seven firms submitted proposals for Cod1ficat1on I personally met w1th Rodger Jensen, Mun1cipal Code Cod1f1ers Inc.. George Hoff, Hoff and Allen, P.A.; and David Kennedy, LeFevere, Lefler, Kennedy, 0'Br1en and Drawz, P.A.. These 1ndivlduals rev1ewed the ent1re code before submitting the1r proposals. I spoke by telephone w1th all of the other f1rms subm1tt1ng proposals. I personally checked w1th at least two or three of the c1t1es which the firms had codified 1n the past (the except10n be1ng Book Publishing Company where I checked with their only M1nnesota customer, North Branch). All references that I checked were posit1ve. Each f1rm recieved strong endorsements of the1r professionalism, service, and ability to work with various C1ty interests in dev1sing a new code. Th1S apparent un1versally good serV1ce makes select10n of a f1rm d1ff1cult. The proposals differed 1n that some included print1ng of a number of code books w1th a specif1c number of pages and some excluded pr1nt1ng. From a pure cost bas1s 1t 1S 1mportant to V1ew the proposals from the same perspective. Our current 525 page Code would be reduced 1n Slze by an undeterm1ned amount. US1ng a 25% reduct10n as an est1mate or a 400 page Code and an est1mated cost of print- 1ng of $50.00 per code book the proposals can be analyzed from a pure cost for Cod1ficat1on bas1s as follows: Munic1pal Ord1nance Cod1f1ers Hoff and Allen, P.A.: Municipal Code Corporat1on LeFevere, Lefler, Kennedy, etal. Book Publish1ng Co.: Sterl1ng Cod1f1ers, Inc.. Br1ggs and Morgan $14,000 12,500 9,650 9,500 7,950 4,744 N.A Page 2 . I bel1eve that th1S serVlce can not be vlewed from a cost baslS alone Because many of our ord1nances t1e 1n w1th State Law and precedents set by State Courts, a M1nnesota flrm would probably be In a better lnformed poslt1on regard1ng th1S aspect Some out of state Codlflcat1on flrms may merely submlt a "canned" set of ord1nances for a Clty the Slze of Hopklns and may not provlde for some of the unlque character1stlcs of our C1ty Obv1ously commun1cat1on between staff and the cod1flers would be eaS1er wlth a local f1rm Deal1ng w1th the f1rms speclf1cally I observe the follow1ng: Br1ggs and Morgan ($65 00 per hour) Although they are local, the1r b1d was submltted on an hourly bas1s and 1S dlfflcult to compare wlth the others Spec1f1c exper1ence recod1fYlng ordlnances 1S llm1ted to three cltles Sterl1ng Cod1f1ers, Inc. ($4,744) Although they are the lowest b1dders, the1r proposal does not prov1de for a pre-draft conference w1th C1ty Attorney and City Staff. I mainta1n that th1S 1S a v1tal step In start1ng the proJect out correctly The format of the1r code does not appear as easy to follow or update as some of the other samples subm1tted. Proposal does not 1nclude a cross reference between ord1nances 1n the prev10us code and ord1nances 1n the new code. Book Publ1sh1ng Company ($7,950): Although the second lowest b1d, they are also out-of-state and the1r work w1th1n M1nnesota is llm1ted to one small C1ty. The format of the sample code subm1tted was very good. Davld Kennedy of LeFevere, Lefler, Kennedy, 0'Br1en and Drawz, P.A. ($9,500)' Th1S f1rm has an outstand1ng reputat10n for munic1pal work. They serve as C1ty Attorney for n1ne suburban c1ties and five suburban school d1str1cts as well as counsel to var10US J01nt powers organ1zat1ons (e.g. Suburban Rate Author1ty). The1r codif1cat1on work has 1ncluded many c1t1es comparable to Hopk1ns. The proposal 1ncludes pre and post draft conferences, a suggested ord1nance adopt1ng the new code, a chronolog1cal llSt of ord1nances adopted by the C1ty Slnce 1970 w1th their status and locat1on 1n the new code, 1nclus1on of new ord1nances (not exceed1ng 25 pages) passed before February 1, 1986 1nto the new code and 1nter- act10n w1th C1ty Attorney and C1ty staff on each 1nd1v1dual chapter as 1t 1S drafted Another 1mportant aspect 1S that they would make a sU1table prov1s1on for the zon1ng ord1nance's 1nclus1on 1nto the code as an append1x and make suggest10ns for 1tS ult1mate 1nclus1on 1n the Code Although the zon1ng ord1nance was excluded from the R F.P , no other proposal dealt w1th 1ntegrat1on of the zon1ng ord1nance 1nto the code 1n the future 1f the Counc1l and Zon1ng and Plann1ng Comm1sslon were to des1re 1t to be updated and cod1f1ed now or at some future date DaV1d Kennedy spent one afternoon revlew1ng our code and speak1ng wlth B1ll Cra1g and myself. The1r sample code 15 easy to follow and 1tS declmal number1ng system prov1des for easy ammendment The four c1t1es Wh1Ch I surveyed from the1r prev10us work had glow1ng endorsements of the1r serV1ce and work product The b1d lS the lowest of the M1nnesota based proposals Page 3 . Mun1c1pal Code Corporat1on ($9,650): Th1S 1S a Flor1da based company w1th the largest client llSt of the propos1ng f1rms. The format of the1 sample code 1S easy to read but not as easy to amend as the LeFevere, Lefler, etal. sample George Hoff, Hoff and Allen, P.A. ($12,500). Mr Hoff personally rev1ewed our current ordinances and lS very fam1l1ar w1th M1nnesota mun1c1pal law. H1S experience woth Suburban Hennepin County suburbs 1S not as extensive as LeFevere, Lefler, etal. H1S b1d was $3,000 h1gher than that of LeFevere, Lefler, etal. Mun1c1pal Ordinance Cod1f1ers, Inc. ($14,000) They are spec1al1sts 1n the field of codificat1on w1th extens1ve exper1ence 1n M1nnesota 1ncluding suburbs comparable to Hopkins. A survey of the1r cl1ents glves them cred1t for thorough- ness and profess1onal1sm. The1r b1d, however, was $4,500 h1gher than LeFevere, Lefler, etal. In conclus1on I recommend using the serV1ces of Dav1d Kennedy of the law f1rm of LeFevere, Lefler, Kennedy, O'Br1en and Drawz, P.A.. Their b1d was very compet1tive and they offer serV1ces beyond the other proposals. The1r extens1ve experience and personal 1nterest shown by Mr. Kennedy are 1ntangible items which are difficult to quantify and compare but should be taken 1nto account. On February 14, B1ll Cra1g, Jerre Miller and I d1scussed the proposals and concur w1th the recommendat1on of Dav1d Kennedy. I bel1eve that they would do an excellent Job and provide a code Wh1Ch will serve Hopk1ns well for many years. I have enclosed a copy of the1r ent1re proposal for your cons1derat1on. 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