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THE CITY OF NASHUA “The Cate City"

Financial Services

Purchasing Department

March 31, 2016
Memo #16-123

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: AMHERST STREET IMPROVEMENTS — CHARRON AVENUE TO DIESEL ROAD
(VALUE: $1,537,096)
DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: BOND & CONTRIBUTIONS
ACTIVITY: AMHERST STREET ROAD & TRAFFIC IMPROVEMENTS ($1,392,477)
DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: TRUST
ACCOUNT CATEGORY: 61 SUPPLIES & MATERIALS ($69,619)
DEPARTMENT: 161 STREET; FUND: GENERAL
ACTIVITY: PAVING ($75,000)

Piease see the attached communication from Steven Dookran, P.E., City Engineer, dated March 24, 2016
for information related to this purchase.

Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and contractual services,
except as otherwise provided herein, when the estimated cost thereof shall exceed $10,000 shall be
purchased by formal, written contract from the lowest responsible bidder, after due notice inviting bids.

RFP0Q851-121715 was sent to 19 potential vendors. 4 vendors attended the Mandatory Pre-Bid Meeting
on held at 12/1/16 at 1:00PM. Two (2) bids were received and opened on December 18, 2015 with

summary results shown below:

Continental Paving, Inc. Londonderry, NH Base Bid- $1,561,475 night closures
Alt 1- $1,397,360 day & night closures
Brox Industries, Inc. Dracut, MA $1,876,465

The City Engineer, Board of Public Works (March 24, 2016) and the Purchasing Department recommend
the award of this contract to Continental Paving, Inc. of Londonderry, NH in an amount of $1,537,096.

a
“ z

Respectfully, ,
. i c ey oe a

ae

Purchasing Manager

Cc: S. Dookran L. Fauteux

229 Main Street Nashua, New Hampshire 03061 « Phone (603) 589-3330 « Fax (603) 589-3344

To:

From:

Re:

E. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: March 24, 2016

Stephen Dookran, P.E., City Engineer
Engineering Department

Amherst Street Improvements — Charron Avenue to Diesel Road
Construction

To approve the use of the Amherst Street Traffic Mitigation Funds and to re-approve the
construction contract for the Amherst Street Improvements project with Continental
Paving, Inc. of Londonderry, NH in an amount of $1,537,096. Funding will be through
Department 160 Admin/Engineering; Fund: Bond & Contributions; Activity: Amherst
Street Road & Traffic Improvements ($1,392,477), Department: 160 Admin &
Engineering; Fund: Trust; Account Category: 61 Supplies & Materials ($69,619) and
Department 161 Street; Fund: General; Activity: Paving ($75,000).

The Amherst Street Improvements project consists of work on Amherst Street from 450
feet west of Charron Avenue to the intersection of Diesel Road and on Charron Avenue
approximately 350 feet to its intersection with Amherst Street. Work includes the
implementation of additional turning lanes to eliminate the easterly jug handle turn and to
allow for left turns from Charron Avenue onto Amherst Street. Due to the impact to the
local businesses as well as the traveling public, 90 day contract duration has been
established (to substantial completion).

The project was approved by this Board in February 2016, contingent upon needed funds
becoming available for the project. Legislation has been introduced to accept an
additional $62,000 in developer contributions as well as to bond for an additional
$454,000.

In addition, BPW approval is being requested to use $69,619 from the Amherst Street
Traffic Mitigation fund. Please note that the contract includes $75,000 of paving funds
which was originally budgeted to repave this section of Amherst St.

The contract amount has been increased from $1,397,360 to $1,537,096 to provide a 10%
contingency. These funds will not be awarded immediately but would be used to cover
any unexpected issues that may arise during construction. This is being pursued due to
the short duration of the construction contract where time will be at a premium. The
Board will be advised of any changes to the contract via an informational item at its
regularly scheduled meetings.

THE CITY OF NASHUA “the Gate City

Financial Services

Purchasing Department

ome . wei see seca ee vane

March 31, 2016
Memo #16-124

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONSTRUCTION PHASE ENGINEERING SERVICES FOR AMHERST ST
IMPROVEMENTS (VALUE: $77,865)
DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: BOND & CONTRIBUTIONS
ACTIVITY: AMHERST STREET ROAD & TRAFFIC IMPROVEMENTS

Please see the attached communication from Stephen Dookran, P.E., City Engineer, dated March 24,
2016 for information related to this purchase.

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 City Engineer, Board of Public Works (March 24, 2016) and the Purchasing Department recommend
the award of this contract to Greenman-Pedersen, Inc. of Wilmington, MA in an amount of $77,865.

Respectuly, Y)

L / ‘Dan Kéoken

NN

Purchasing Manager

Ce: L. Fauteux C. O’Connor

229 Main Street « Nashua, New Hampshire 03061 » Phone (603) 589-3330 « Fax (603) 589-3344

To:

From:

Re:

iL. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 29, 2016

Stephen Dookzan, P.E., City Engineer
Engineering Department

Amherst Street Improvements ~ Charron Avenue to Diesel Road
Constniction Phase Services

To approve the construction phase engineering services contract with
Greenman-Pedersen, Inc, of Wilmington, MA for the Amherst Street
Irmprovemenis project in an amount of $77,865. Funding will be through
Depariment 160 Admin/Engineering; Fund: Bond & Contributions, Activity:
Amherst Street Road & Traffic Improvements.

Contract for Professional Services with Greenman-Pedersen, Inc. for
Construction Phase Services

In 2015, Greenman-Pedersen, Inc. (GPI) was hired by 270 Amherst Street, LLC
to provide final design services for the long-term corridor improvements on
Amherst Street as recommended by a study prepared for the City and several
abutters along the corridor. The design has been completed and the $1,397,360
construction contract is being awarded to Continental Paving, Inc.

GPI is being hired to provide construction management, construction
adminisiration and resident inspection for the four month construction duration, as
well as services for the warranty period of the contract. They will also provide
engineering suppori, review of shop drawings and utility relocation support.
Using the engineer on record for the construction phase services is recommended
by several pubiic agencies.

The City has negotiated with Greenman-Pedersen, Inc. and the proposed fee of
$77,865 is reasonable for this project.

CONTRACT FOR PROFESSIONAL SERVICES

AMHERST STREET IMPROVEMENTS — CHARRON AVENUE TO DIESEL ROAD
CONSTRUCTION PHASE SERVICES

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, NASHUA, NH 03061-2019

AND

GREENMAN-PEDERSEN, INC.

NAME AND TITLE OF PROFESSIONAL ENGINEER

181 BALLARDVALE STREET, SUITE 202, WILMINGTON, MA 01887
ADDRESS OF PROFESSIONAL ENGINEER

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire,
from time to time requires the services of a Professional Engineer; and

WHEREAS, it is deemed that the services of a Professional Engineer herein specified are
both necessary and desirable and in the best interests of the City of Nashua; and

WHEREAS, Professional Engineer represents they are duly qualified, equipped, staffed,
ready, willing and able to perform and render the services hereinafter described;

Now, THEREFORE, in consideration of the agreements herein made, the parties mutually
agree as follows:

1. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated
herein and are made part of this contract:

Exhibit A--General Conditions for Contracts
Exhibit B--Scope of Services & Fee
Exhibit C--Work Hour Estimate

The Contract represents the entire and integrated agreement between the parties and supersedes

prior negotiations, proposals, representations or agreements, either written or oral. Any other
documents which are not listed in this Article are not part of the Contract.

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2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Professional
Engineer shall furnish all services, equipment, and materials and shall perform all operations
necessary and required to carry out and perform in accordance with the terms and conditions of
the contract the work described.

3. PERIOD OF PERFORMANCE. Professional Engineer shall perform and complete all work
by _December 31,2016 _. The time periods set forth may only be altered by the parties by a
written agreement to extend the period of performance or by termination in accordance with the
terms of the contract. Professional Engineer shall begin performance upon receipt of an Executed
Contract and a valid Purchase Order issued from the City.

4, COMPENSATION. Professional Engineer agrees to perform the work for a total cost not to
exceed
Seventy Seven Thousand, Fight Hundred & Sixty Four °° (§ 77,864.36) Dollars

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions
of Exhibit B or unless Professional Engineer has received a written exemption from the City. -
Professional Engineer shall submit monthly requests for payment for services performed under
this agreement directly to

City of Nashua

Attn: Accounts Payable
PO Box 2019

Nashua, NH 03061-2019
Atten: Jeanne T. Walker

To facilitate the proper and timely payment of applications, the City of Nashua requires
that all invoices contain a valid PURCHASE ORDER NUMBER.

Requests for payment shall be submitted no later than fifteen (15) days after the end of each
month and must include a detailed summary of the expenditures reported in a form that supports
the approved budget. Specifically, Professional Engineer agrees to provide the following with
each request for payment:

1. Appropriate invoice forms. The forms shall include the project purchase order
number, a listing of personnel hours and billing rates, and other expenditures for which
payment is sought.

2. A progress report. The report shall include, for each monthly reporting period, a
description of the work accomplished, problems experienced, upcoming work, any extra
work carried out, and a schedule showing actual expenditures billed for the period,
cumulative total expenditures billed and paid to date under the contract, and a comparison
of cumulative total expenditures billed and paid to the approved budget.

The City will pay for work satisfactorily completed by Professional Engineer. The City will pay
Professional Engineer within 30 days of approval by the City of the submitted invoice forms and

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progress reports. The City will make no payments until the invoice forms and progress reports
have been submitted and approved.

3. EFFECTIVE DATE OF CONTRACT. This contract shall not become effective until and unless
approved by the City of Nashua.

6. NOTICES. All notices, requests, or approvals required or permitted to be given under this
contract shall be in writing, shall be sent by hand delivery, overnight carrier, or by United States
mail, postage prepaid, and registered or certified, and shall be addressed to:

CITY REPRESENTATIVE: PROFESSIONAL ENGINEER REPRESENTATIVE:
Stephen Dookran, P.E. Christer Ericsson, PE
City Engineer Branch Manager
City of Nashua DPW Greenman-Pedersen, Inc.
9 Riverside Street 181 Ballardvale Street, Suite 202
Nashua, NH 03062 Wilmington, MA 01887

Any notice required or permitted under this contract, if sent by United States mail, shall be
deemed to be given to and received by the addressee thereof on the third business day after being
deposited in the mail. The City or Professional Engineer may change the address or
representative by giving written notice to the other party.

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be

legally bound thereby.
a ‘
wn ~ fd f ia Y 4
4 oo / wa a

City of Nashua, NH (signature) LY Greenntan-Pedersen, Inc. (signature)

ci st . Christer Ericsson, P.E., Branch Manager
(Printed Name and Title) (Printed Name and Title)

2 [4 [il
Date

Date

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EXHIBIT A
TABLE OF CONTENTS
GENERAL CONDITIONS
DEFINITIONS

PROFESSIONAL ENGINEER STATUS AND PROVISION OF WORKERS’
COMPENSATION COVERAGE

STANDARD OF CARE

CITY REPRESENTATIVE
CHANGES TO SCOPE OF WORK
Ciry COOPERATION

DISCOVERY OF CONFLICTS, ERRORS, OMISSIONS, AMBIGUITIES, OR
DISCREPANCIES

TERMINATION OF CONTRACT

DISPUTE RESOLUTION

NO DAMAGES FOR DELAY

INSURANCE

INDEMNIFICATION

FISCAL CONTINGENCY

COMPENSATION

COMPLIANCE WITH APPLICABLE LAWS
NONDISCRIMINATION

FEDERAL SUBCONTRACTING REQUIREMENTS
ENDORSEMENT

ASSIGNMENTS, TRANSFER, DELEGATION, OR SUBCONTRACTING
Ciry INSPECTION OF CONTRACT MATERIALS
DISPOSITION OF CONTRACT MATERIALS
PUBLIC RECORDS LAW, COPYRIGHTS, AND PATENTS
FINAL ACCEPTANCE

TAXES

NON-WAIVER OF TERMS AND CONDITIONS
RIGHTS AND REMEDIES

PROHIBITED INTERESTS

THIRD PARTY INTERESTS AND LIABILITIES

SURVIVAL OF RIGHTS AND OBLIGATIONS

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