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Finance Committee - 02/05/2020 Page 11

From: Dan Kooken, Purchasing Manager
Re: Portable Toilet Contract (Value: $32,140) Department: 177 Parks and Recreation; Funds: General
and Trusts

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
CONTRACT FOR PORTABLE TOILETS IN THE AMOUNT OF $32,140 TO UNITED SITE SERVICES.
FUNDS ARE AVAILABLE IN DEPARTMENT 177 PARKS AND RECREATION; FUND: GENERAL AND
TRUSTS

ON THE QUESTION

Mr. Caggiano

We put out 32 units every year at various parks throughout the City. This was put out to bid competitively
through our vendor list and our web site. We only received on bid, it was a little more than | could afford to
spend on this so we negotiated with them and we actually got them to reduce their cost. So that worked out
pretty good.

Alderwoman Kelly

It’s important stuff when you are at out at the park. Real important. So when you negotiated did you get down
to where you were or even lower?

Mr. Caggiano

No he held his price, United held their price for over 10 years. So it was time and | understood that but it was
almost going to be doubled and we just said “no”. We tried to negotiate with them a little bit and they looked at
it and they sharpened their pencil.

Alderwoman Kelly

Can | follow up? | know there are definitely spots that we have to have portapotties. Do we ever look at what
the long term costs of renting these is against putting in actual bathhouse or bathroom that would be there?

Mr. Caggiano

Bathhouses are expensive so if anybody does construction, you know if you redo a kitchen or a bathroom it’s
$300.00 a square foot is a pretty good price to go on. And when you do it commercially with the type —
hundreds of thousands of dollars could be spend. Then there is not water at all the parks, we would have to
bring in sewer, it’s a big thing. | don’t ever see us getting away from portable units.

Alderwoman Kelly

| am sure there are places where it definitely doesn’t work, | was just asking if we have ever looked at that, “Oh
this does have water, it does make sense, we should put in a bathhouse or just a small bathroom’.

Mr. Caggiano

We do have them; at Mine Falls by the soccer fields, that made sense there, we were right on top of the sewer,
and the water was there. We have time locks on there so they are only available for us during normal business
hours. So somebody can’t go in and vandailize it.

Alderman O’Brien

| am kind of just wondering how are we with the liability as far as any vandalism to these things?

Finance Committee - 02/05/2020 Page 12

Mr. Caggiano

They are, within the contract, they are responsible. So occasionally they'll tip one over, gross but not bad. We
have had them burned before and they are insured, and if they get vandalized, that’s on the contractor.

Alderwoman Lu

Just two questions. How often, what is the billing cycle, is that a month?

Mr. Caggiano

A month.

Alderwoman Lu

OK and only have three ADA’s so are there some places where we don’t have an ADA there?

Mr. Caggiano

We have ADA’s at Roby Park because we have an ADA playground there. We have one at Legacy
Playground because that’s an ADA playground and | want to say, catch me on this one, | don’t have the sheet.
| want to say the other one is down at Whipple Street at the entrance to Mine Falls Park.

Alderwoman Lu

| just thought that we’d need one at every spot that we have to, but | guess that is not the requirement.

Mr. Caggiano

No and the cost is pretty significant to upgrade that.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Energy Recovery Upgrades — Construction Services — Change Order 4 (Value: $49,167)
Department: 169 Wastewater; Fund: Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE

CHANGE ORDER #4 FOR ENERGY RECOVERY UPGRADES — CONSTRUCTION SERVICES - IN THE

AMOUNT OF $49,167 TO METHUEN CONSTRUCTION. FUNDS ARE AVAILABLE IN DEPARTMENT 169

WASTEWATER; FUND: WASTEWATER

ON THE QUESTION

Mayor Donchess

Mr. Caggiano?

Mr. Caggiano

I'll be speaking for my co-workers, they couldn’t make it tonight on these next two items. David is looking for a
Change Order #4 for an amount not to exceed $49,168.26. The basic need is to modify the generator pads
and re-do the ceiling pipes support structure.

Finance Committee - 02/05/2020 Page 13

The energy recovery building takes methane from the digester egg and through the generator produces energy
that gets fed back, and we make money on that. We just need to upgrade that.

Alderman Klee
| don’t know if you can answer this but we sell it to a third party correct? We are not using it within the City?

Mr. Caggiano

So some of the energy and again, I’m limited here, | know that they do use the energy at the plant and any
excess gets sent back to the grid.

Alderwoman Kelly

You may not know the answer to this but | wonder if this is the unit by the dam that we got back on line earlier
this year?

Mayor Donchess

No this is at the waste water treatment plant.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Landfill Gas Expansion — Changer Order 1 (Value: $135,140) Department: 168 Solid Waste; Fund:
Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
CHANGE ORDER #1 FOR LANDFILL GAS EXPANSION IN THE AMOUNT OF $135,140 TO SCS FIELD
SERVICES. FUNDS ARE AVAILABLE IN DEPARTMENT 168 SOLID WASTE; FUND: BOND

ON THE QUESTION

Mr. Caggiano

Again, Nick Caggiano, Parks & Rec Department Superintendent. Speaking for Superintendent LeFluer as part
of the landfill gas expansion system, they need to do a change order of $135,140.00 to repair and replace
some of the horizontal and vertical gas wells. These wells are at the landfill, they vacuum of the methane that
is produce from the trash and it is sent to an energy recovery spot, a flare or the generator that is managed by
a third party.

Alderwoman Lu

| just wondered if you could tell me about the phrase “pending bond approval’? Is this a large project that has
been bonded and this is just something more that needs to be done or added to it.

Mr. Caggiano

| am going to pass the baton to the Mayor. | believe it’s a bond.

Mayor Donchess

Yes. So the landfill, we are required by DES, the Department of Environmental Services, to collect gas out of
the landfill. It is burned and generates electricity, that part of it is done by the third party provider. So these
expansion projects and a lot of the work at the landfill and there is a lot going on because they are constructing

Finance Committee - 02/05/2020 Page 14

Phase Ill and there’s always something happening is a bonded project. This is subject to approval of the bond
by the Board of Aldermen. Bond means it is borrowed money.

Alderwoman Lu
So | guess what | was confused about is if the project is already started, then the bond has already been

approved but what needs to be approved, why does it say “pending bond approval” $135,000.00 added to the
bond?

Mayor Donchess

Well the project hasn’t started in the sense that this work is a change order, meaning it is additional work
beyond what has already been authorized. So this is subject to a bond approval that covers a bunch of stuff
out at the landfill by the Board of Aldermen. So this part of the project has not begun and won’t until the money
is available.

Alderwoman Lu

| see. OK, thank you.

David Fredette, City Treasurer

Mr. Mayor | think I’m not sure but this might have been given to purchase a while ago because the Board of
Aldermen approved the bond in December for the landfill and | think this was part of that bond. So maybe they
wrote this up before the bond ...

Mayor Donchess

So David is thinking that we’ve already approved the bond which | think, thinking about it, our public hearings
aren’t on this so this is already approved.

Alderwoman Lu
It was a detail | was confused about.

Mr. Caggiano

| should point out that Memo was originally written in September. So that’s why.
Mayor Donchess

It's dated September, we should have noticed that.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM JANUARY 10, 2020 TO JANUARY 31, 2020

MOTION CARRIED

Finance Committee - 02/05/2020 Page 15

GENERAL DISCUSSION - None
PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

NON-PUBLIC SESSION - None
ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:42 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

7:00 pm

FINANCE COMMITTEE
FEBRUARY 5, 2020

City Hall — Room 208

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

Doria Brown, Energy Manager
Pre-approval to enter into contracts with 3° party suppliers for natural gas and electricity supplies

Dan Kooken, Purchasing Manager
Approval for Donation of a Surplus Pickup Truck from the Parks and Recreation Department to
Grow Nashua

Dan Kooken, Purchasing Manager
Purchase of Personal Protective Clothing/Equipment (Value: $48,988) Department: 152 Fire
Rescue; Fund: General

Dan Kooken, Purchasing Manager
Contract for Crown Hill Poo! Rehabilitation (Value: $34,200) Department: 177 Parks and
Recreation; Fund: Capital

Dan Kooken, Purchasing Manager
Portable Toilet Contract (Value: $32,140) Department: 177 Parks and Recreation; Funds: General
and Trusts

Dan Kooken, Purchasing Manager
Energy Recovery Upgrades — Construction Services — Change Order 4 (Value: $49,167)
Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Landfill Gas Expansion — Changer Order 1 (Value: $135,140) Department: 168 Solid Waste; Fund:
Bond

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

City of Nashua

Energy Manager
229 Main Street - Nashua, NH 03060 (603) 589-3265

January 28, 2020

TO: Mayor Donchess
Finance Committee

FROM: Doria Brown, Energy Manager

SUBJECT: Pre-approval to enter into contracts with 3™ party suppliers for natural gas and electricity
supplies

The Energy Manager is seeking pre-approval to competitively solicit and enter into agreements with 3™
party energy suppliers for the tariff-controlled supply portion of its natural gas and electricity utility bills.
There are several reasons for the purpose of this pre-approval, which are as follows:

e The City has realized both substantial cost savings and budget certainty by utilizing 3“ party
energy suppliers;

® These contracts must be executed and received by the supplier by 3 p.m. the same day the quote is
received to ensure delivery of the stated price and to avoid unfavorable pricing terms and/or
fluctuations;

e Natural Gas and/or Electricity contracts may be multi-year contracts to take advantage of the most
favorable terms offered.

The executed contracts will be provided via communication to the Finance Committee at their next
regularly scheduled meeting.

B\ THE CITY OF NASHUA “The Gate City

Administrative Services

Purchasing Department

January 30, 2020
FROM: DAN KOOKEN — CITY OF NASHUA PURCHASING MANAGER
TO: FINANCE COMMITTEE

SUBJECT: APPROVAL FOR DONATION OF A SURPLUS PICKUP TRUCK FROM THE PARKS
AND RECREATION DEPARTMENT TO GROW NASHUA

The purpose of this communication is to inform you of and ask your approval for an equipment donation
of a surplus pickup truck from the City of Nashua Parks and Recreation Department to Grow Nashua. |
have included a Memo from Nicholas Caggiano, Superintendent of Nashua Parks and Recreation
Department with information about the donation of vehicle 09-532 along with images of the vehicle
and a letter from Grow Nashua’s Executive Director, Justin Munroe indicating their desire to accept this
donation if approved and how it would be used by their organization.

§ 5-88. Surplus stock.
[NRO 1975, T. 4, § 1618; NRO 1987, § 2-253; amended 11-26-1977 by Ord. No. O-77-278; 4-22-1986 by

Ord. No. 0-86-50; 6-28-1988 by Ord. No. 0-88-43]

All using agencies shall submit to the Purchasing Manager, at such times and in such form as he shall
prescribe, reports showing stocks of all supplies which are no longer used or which have become
obsolete, worn out or scrapped.

The Manager shall have the authority to transfer surplus stock to other using agencies. The Manager
shall have the authority to sell, by sealed bid or online auction, all supplies which have become unsuitable
for public use, or to exchange the same for, or trade in the same on, new supplies.

[Amended 10-9-2012 by Ord. No. O-12-022]

With approval of the Finance Committee, the Purchasing Manager may donate, barter, gift or otherwise
dispose of surplus material, stock or equipment which has failed to be sold, exchanged or traded
pursuant to Subsection B.

The Parks and Recreation Superintendent and the Purchasing Department recommend this donation to
Grow Nashua.

Respectfully,

ar’ Kooken
Purchasing Manager

Cc: J Donchess K Kleiner

229 Main Street » Nashua, New Hampshire 03061 « Phone (603) 589-3330 « Fax (603) 589-3233 |

B\ THE CITY OF NASHUA

: "The Gate City"
wise = ‘Division of Public Works,
Parks ¢ Recreation Department |
Dan Kooken Purchasing Manager Date: January 27, 2020

To:

From:

Re:

Nicholas Caggiano Superintendent
Parks and Recreation Department

Donation of vehicle 09-532

The DPW was asked to locate a vehicle that was being replaced and see if it could
be donated to Nashua Grows. This nonprofit is in need of a vehicle to take their
restaurant compost program to the next level. [ have attached a memo from
Nashua Grows explaining their program as well as some pictures of the vehicle.
Vehicle 09-532 was identified as a potential vehicle that could be donated. The
vehicle is scheduled to be replaced this year through CERF this year. The vehicle
is a 2009 2 wheel drive Ford F150 that is in fair condition. The vehicle would
have the decals, radio, avi unit, and tow hitch removed. The tool boxes would
remain.

The vehicle has a Kelley Blue Book value between $5,500 and $6,500. This

vehicle would be able to be handed over as soon as all of the approvals have been
received, :

'100 Concord Street « Nashua, New Hampshire 03060 « Phone (603) 589-3370 » Fax (603) 589-3465 |

4

) ONESHUA

community partner of the United Way

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Nick Caggiano January 22, 2020
Superintendent

Nashua Parks and Recreation Department

100 Concord Street

Nashua, NH 03064

Mr. Caggiano ,

We at Grow Nashua graciously accept your generous donation of a vehicle to use for the expansion of
our Curbside Compost pickup program. We began this program in May of 2018 with the intention of:

a) educating the Nashua community about the benefits of composting,
b) diverting food waste from the Four Hills Landfill

c) creating green jobs for our community

d) garnering support for our other community-based programs

The Curbside Compost program has seen great success and steady growth since the launch of its pilot
program, and we have since diverted over 30 tons of food waste and organic material from the
landfill. While growth of this program has exceeded our expectations, we are currently missing a key
component for our program to continue - a truck to transport materials.

With the City of Nashua’s support and generous donation, we will gain capacity to expand our services
to reach more residential and commercial clients, such as our local restaurant partners. This
expansion will dramatically increase our ability to divert food waste from the landfill and believe we
can increase our yearly average from 60,000 Ibs per year to over 200,000 Ibs per year.

We thank you from the bottom of our hearts, and we are confident that Grow Nashua will maximize

the use of this vehicle while making the Division of Public Works and the City of Nashua proud to be
our partners on this endeavor.

Sincerely,

“ f- olietom wx 4-1-0 2.
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Justin Munroe
Executive Director Grow Nashua

Grow Nashua | 20 Broad St. #1 Nashua, NH 03063 | 603.886.7071 | www.grownashua.org