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May 10, 2021

Lori Wilshire, President, Board of Aldermen
229 Main St.
Nashua, NH 03060

Dear President Wilshire:

The Board of Library Trustees is beginning work on a new strategic plan that will help us greet
the opportunities and challenges of the next three years with confidence and flexibility.

As part of the planning process we are forming a planning team that will work with a consultant
and library staff to collect data, gather public input, and establish the goals and priorities to be
included in the new plan. We would like to invite you to appoint a representative from the
Board of Aldermen to be part of this planning team.

Work is expected to begin on the plan in June 2021 and continue through the fail, with an
expected completion date of November 30, 2021. Members of this strategic planning team will
be expected to participate in regular team meetings and help with public information gathering
sessions.

If you would like to appoint someone to this planning team, please send the appointee’s name
and contact infermation to Director McCormack before June 1, 2021.

Sincerely,

dvds 2 daybr—

Linda Laflamme, Chairman

Board of Trustees

2 Court Street | Nashua, NH 03060 | 603.589.4600 | www.nashualibrary.org

Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Mayor Jim Donchess

Date: May 12, 2021

Re: Multi-Year Contract Award — HOPWA (Housing Opportunities for Persons with AIDS) grant

fund administration

Pursuant to NRO: § 5-74/B: E. Approval by the Finance Committee of a contract award in excess of
$1,000,000 and/or a contract that extends from the current fiscal year into succeeding fiscal year(s)
in which no funds have been appropriated nor otherwise designated for this purpose shall be
approved by the full Board of Aldermen before the contract shall become binding on the City.

The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the May 19, 2021 meeting and as such | am requesting the full Board of
Alderman approve the following contract:

Item: Administration of HOPWA pass-through grant funding for tenant
based rental assistance.
Value: $1,396,732
Vendor: Harbor Homes Inc
Purchasing Memo#: 21-114 dated May 12, 2021
Contract Term: May 1, 2021 through April 30, 2024
Thank you.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH.gov
www.NashuaNH.gov

City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

May 12, 2021
Memo #21-114

TO: Mayor Donchess
Finance Committee

SUBJECT: HOPWA (Housing Opportunities for Persons with AIDS) grant fund administration in the
amount of $1,396,732 funded from accounts 55699 Other Contracted Services

Please see attached communications from Bobbie Bagley, Director of Division of Public Health &
Community Services, dated March 4, 2021 for project specific details related to this purchase. Below please
find a summary of the purchase approval request:

Item: Administration of HOPWA pass-through grant funding for tenant based rental
assistance.

Value: $1,396,732

Vendor: Harbor Holmes, Inc.

Department: 171 Community Services
Source Fund: 55699 Other Contracted Services

Ordinance: Pursuant to NRO § 5-83 Professional Services (A) In the purchase of accounting,
architectural, auditing, engineering, legal, medical and ambulance services and
purchases of independent professional consultant services for personnel, data
processing, actuarial, planning, management and other comparable purchases
competitive bidding shall not be required.

The Division of Public Health and Community Services, and the Purchasing Department respectfully
request your approval of this contract.

Regards,

Kelly Parkinson

Purchasing Manager

Ce: B Bagley
J Graziano

THE CITY OF NASHUA “The Gate City"

Division of Public Health and Community Services

TO: Honorable James Donchess, Mayor
John Griffin, Chief Financial Officer
Kelly Parkinson, Purchasing Manager
Janet Graziano, Financial Manager

FROM: Bobbie D. Bagley, Director of Division of Public Health & Community Services
Robert Mack, Welfare Officer

SUBJECT: = City of Nashua and Harbor Homes, Inc. Independent Contract Agreement

DATE: May 4, 2021

In recognition of the current lack of affordable housing in the City of Nashua and the need
to support vulnerable populations in our community, the Division of Public Health and Community
Services (DPHCS) is requesting approval to enter into an Independent Contract Agreement with
Harbor Homes, Inc. for the purpose of administering HOPWA (Housing Opportunities for Persons
With AIDS) pass-through grant funds.

The City of Nashua DPHCS 1s the designated grantee and Harbor Homes, Inc. will be a
project sponsor for the HOPWA grant. Harbor Homes, Inc. will provide tenant-based rental
assistance (BRA) and supportive services in compliance with all HUD (Housing and Urban
Development) requirements, assist clients 1n finding rental housing, complete rental unit inspections,
administer rental subsidy assistance, maintain administrative records and client files, and perform
any other duties required to comply with HUD regulations in administering HOPWA (Housing
Opportunities for Persons With AIDS) TBRA and supportive services.

The Independent Contract Agreement 1s a sole source agreement to ensure compliance with
all HUD requirements in the administration of the HOPWA grant. The contracted grant period runs
from May 1, 2021 through April 30, 2024.

142 Main Street * Nashua, New Hampshire 03060 « Phone (603) 589-4546 + Fax (603) 594-4539

INDEPENDENT CONTRACTOR AGREEMENT

Housing Opportunities for Persons With AIDS (HOPWA) Grant

AGREEMENT made this 1° day of May 2021 by and between the City of Nashua (hereinafter “City”)
whose address is 229 Main Street, Nashua, NH 03060 and Harbor Homes, Inc. (hereinafter “Contractor”)
whose address is 77 Northeastern Boulevard, Nashua, NH 03062.

SERVICES TO BE PERFORMED:

The City is a recipient of a Housing Opportunities for Persons With AIDS (HOPWA) grant from the United
States Department of Housing and Urban Development for the purposes of providing tenant-based
rental assistance to eligible clients and their families. In order to implement this grant, the City is
entering into this agreement with Harbor Homes, Inc.

The Contractor agrees to perform the following services for the City:

1.

10.

11.

12.

13.

14.

Operate the HOPWA program in accordance with the applicable Housing and Urban
Development (HUD) regulations;

Comply with and meet the performance measure benchmarks established in the Notice of
Funding Availability and by HUD for the implementation and operation of the grant;

Conduct approved activities in order to achieve the planned housing performance goals for
housing outputs;

Conduct an ongoing assessment of the permanent supportive housing assistance required by
the participants in the program;

Report on the annual achievement of the HOPWA client outcome goals in achieving stable
housing, reducing risks of homelessness and improving access to care for beneficiaries;

Assure the provision of supportive services to participants in the permanent housing program
and fulfill the commitment to use leveraged funds for HOPWA activities by documenting the use
of an amount of funds consistent with HUD-approved list of commitments;

Comply with all terms and conditions, including record-keeping and reporting for program
monitoring and evaluation purposes;

Agree to maintain records of beneficiary and program activity eligibility and related
documentation, including but not limited to, the following Agreements as defined in the HUD
contract with the city of Nashua, NH: a) Continue the Provision of Permanent Housing, b)
Continue the Use of Other Resources, and, c) Permanent Client Occupancy;

Comply with environmental review requirements, as set forth at 24 CFR Part 58;

Provide HUD with information necessary for HUD to perform any required environmental review
under 24 CFR Part 50; respond to measures required from such a review;

Await approval from HUD for any lease, rehabilitation, conversion, repair, or construction of
property;

Abide by 24 CFR Part 574 — Housing Opportunities for Persons With AIDS — and subparts A-G, as
noted in Exhibit C of the federal contract between the City of Nashua, NH and HUD; and

Will understand fully the characteristics contributing to a “default” and the possible
consequences of a “default” by HUD standards; will respond appropriately to a “default”
determination.

If the Contractor expends $750,000 or more in federal awards during their fiscal year, they must

have a single or program-specific audit conducted for that year in accordance with Federal

City of Nashua HOPWA contract Page 1

Uniform Guide 2 C.F.R § 200.501. In addition, the City will conduct periodic monitoring of the
subrecipient for the HOPWA Competitive Grant in accordance with Uniform requirements of 2
CFR Part 200. This will be conducted during the contract time period as referred to in the City of
Nashua’s Subrecipient Monitoring Policies and Procedures.

Additional Services to be Performed by the Contractor under the CARES Act include:

I. Assisting HOPWA eligible households in accessing essential services and supplies such as
food, water, medications, medical care, and information;

II. Educating assisted households on ways to reduce the risk of getting sick or spreading
infectious diseases such as COVID-19 to others;

Ul. Providing transportation services for eligible households, including costs for privately-
owned vehicle transportation when needed, to access medical care, supplies, and food
or to commute to places of employment;

IV. Providing nutrition services for eligible households in the form of food banks, groceries,
and meal deliveries;

V. Providing lodging at hotels, motels, or other locations to quarantine HOPWA-eligible
persons or their household members; and

Vi. Providing short-term rent, mortgage, and utility (STRMU) assistance payments to
prevent homelessness of a tenant or mortgagor of a dwelling for a period of up to 24
months.

PLACE OF PERFORMANCE:

The work described above shall be performed at: Harbor Homes, Inc., 77 Northeastern Boulevard,
Nashua, NH 03062.

TIME PERIOD:

The Contractor agrees to commence work immediately and complete all functions required in a timely,
professional and competent manner. The City can terminate this agreement at any time and pay the
Contractor for all services performed up to that date. The City is entitled to all notes, drafts, and
documents produced by the Contractor up to that date. This contract will expire on April 30, 2024
unless the City decides to end this contract sooner and may be subject to renewal.

PAYMENT FOR SERVICES:

The Contractor will be reimbursed for services rendered, as indicated in the approved HOPWA grant
application budget. Payment will be made on a monthly basis by the City. For auditing purposes, copies
of all receipts are requested at the time of monthly billing cycles. Such requests for reimbursements will
be submitted to the DPHCS’s Finance Coordinator monthly.

City of Nashua HOPWA contract Page 2

SUPERVISION:

The City reserves the right to inspect the work being performed and to determine whether it is being
performed in a good and “workmanlike” manner. The Contractor shall have the ultimate authority to
determine the hours of work, the length of workdays, the means and methods of performance of the
work, and the City shall not interfere in this regard.

INVOICES:

The Contractor agrees to provide the City with monthly invoices, including copies of all applicable
receipts, for all work performed on a monthly basis.

SUBCONTRACTORS OR ASSISTANTS:

The Contractor agrees to pay any wages, taxes, unemployment insurance, withholding taxes, and
workers compensation insurance required by law for assistants or subcontractors. Said assistants or
subcontractors will be paid and supervised directly by the Contractor. Any subcontractor used is the
agent of the Contractor and not the City of Nashua. Subcontractors are subject to the same insurance
requirements as the Contractor.

INSURANCE:
Contractor shall carry and maintain in effect during the performance of services under this contract:
General Liability insurance in the amount of $1,000,000 per occurrence; $2,000,000 aggregate;

and Workers' Compensation Coverage in compliance with the State of New Hampshire statutes,
$100,000/$500,000/$100,000.

Contractor shall maintain in effect at all times during the performance under this contract all specified
insurance coverage with insurers. None of the requirements as to types and limits to be maintained by
Contractor are intended to and shall not in any manner limit or qualify the liabilities and obligations
assumed by Contractor under this contract. The City of Nashua shall not maintain any insurance on
behalf of Contractor. Subcontractors are subject to the same insurance requirements as Contractor and it
shall be the Contractor’s responsibility to ensure compliance of this requirement.

Contractor will provide the City of Nashua with certificates of insurance for coverage as listed below and
endorsements affecting coverage required by the contract within ten calendar days after the City issues
the notice of award. The City of Nashua requires thirty days written notice of cancellation or material

change in coverage. The certificates and endorsements for each insurance policy must be signed by a
person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability

City of Nashua HOPWA contract Page 3

and Employers’ Liability polices must name the City of Nashua as an additional insured and reflect on the
certificate of insurance. Contractor is responsible for filing updated certificates of insurance with the City
of Nashua's Risk Management Department during the life of the contract.

All deductibles and self-insured retentions shall be fully disclosed in the certificate(s) of insurance.

If aggregate limits of less than $2,000,000 are imposed on bodily injury and property damage, Contractor
must maintain umbrella liability insurance of at least $1,000,000. All aggregates must be fully disclosed
on the required certificate of insurance.

The specified insurance requirements do not relieve Contractor of its responsibilities or limit the amount of
its liability to the City or other persons, and Contractor is encouraged to purchase such additional
insurance, as it deems necessary.

The insurance provided herein is primary, and no insurance held or owned by the City of Nashua shall be
called upon to contribute to a loss.

INDEMNIFICATION:

The Contractor agrees to indemnify, defend and hold harmless the City (the “Indemnified Party”) from
and against any and all liabilities, damages, losses, claims, causes of action, costs and expenses, of any
kind or nature (including but not limited to reasonable attorneys’ fees), incurred or sustained by or
asserted against the Indemnified Party in any manner directly or indirectly arising out of Contractor’s
work performed under this Agreement. However, the Contractor’s indemnification obligation shall not
apply to liability arising from the negligence or misconduct of the Indemnified Party

CONTRACTOR:

The Contractor agrees that it is completely independent from the City and is not an employee of the
City. The Contractor warrants that it may work for other individuals and/or entities.

CHOICE OF LAW AND VENUE:

The laws of the State of New Hampshire shall govern this AGREEMENT exclusively and any litigation
related to this AGREEMENT shall be brought to a court located in the State of New Hampshire.

CONFIDENTIALITY:

The Contractor acknowledges that, while performing service under this Agreement, the Contractor will
have access to information that is confidential. The Contractor will keep this information confidential

City of Nashua HOPWA contract Page 4

and will not disclose it to any other person. This obligation of confidentiality is continuous in nature and
does not expire.

Honorable James Donchess, Mayor Date
City of Nashua
Peter Kelleher, President Date

Harbor Homes, Inc.

City of Nashua HOPWA contract Page 5

Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Mayor Jim Donchess

Date: May 12, 2021

Re: Contract in Excess of S1M Award — Transit Center Rehab Construction

Pursuant to NRO: § 5-74/B: E. Approval by the Finance Committee of a contract award in excess of
$1,000,000 shall be submitted to the full Board of Aldermen at its next regularly scheduled meeting
for final approval prior to award of the contract.

The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the May 19, 2021 meeting and as such | am requesting the full Board of
Alderman approve the following contract:

Item: Construction for the Retrofit at the Nashua Transit Center
Value: $1,129,710
Vendor: DL King & Associates
Purchasing Memo#: 21-119 dated May 12, 2021
Contract Term: tbd
Thank you.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH.gov
www.NashuaNH.gov