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BID GUIDANCE
*“HERBICIDE TREATMENT BID NOTE**

PLEASE PROVIDE A BID FOR PERFORMING
AN HERBICIDE TREATMENT IN 2021 AS OUTLINED BELOW:

TARGET SPECIES: MULTIPLE SPECIES, INCLUDING EURASIAN
MILFOIL AND VARIABLE MILFOIL

TREATMENT ACRES: UPTO 90.5 ACRES

MEAN DEPTH OF TREATMENT AREAS: 5 FEET

TREATMENT DETAIL: MID TO LATE JUNE

TREATMENT AREAS MAY BE SMALLER THAN

THE FOOTPRINT SHOWN, AND WILL BE FINALIZED BASED
ON FIELD SURVEYS DONE ROUGHLY 3 WEEKS PRIOR TO
PROPOSED TREATMENT DATE.

PLEASE PROVIDE PRODUCT OPTIONS

AND APPLICATION RATES THAT YOU DEEM APPROPRIATE
FOR THIS SITE, AS WELL AS A LINE-ITEM BUDGET SHOWING
PROJECTED COSTS.

BIDS ARE DUE AT NHDES, CARE OF AMY SMAGULAAT

AMY.SMAGULA@DES.NH.GOV BY WEDNESDAY, NOVEMBER 25, 2020.

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2021 Sandy Pond Treatment Area

at public park

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Sandy Pond “1
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1 inch = 188 feet

City of Nashua

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

April 13, 2022
Memo #22-257

TO: Mayor Donchess
Finance Committee

SUBJECT: Library Facility Assessment in the amount not to exceed $88,830 funded from 53999
Other Professional Services/Bloomfield Trust

Please see attached communications from Jennifer McCormack, Director of Nashua Public Library, dated
June 14, 2021 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Library facility assessment and draft master building project repair plan
Value: $88,830
Vendor: designLAB

Department: 179 Library

Source Fund: 53999 Other Professional Services/ Bloomfield Trust

Ordinance: Pursuant to § 5-78 Major purchases (greater than $25,000) A. All supplies and
contractual services, except as otherwise provided herein, when the estimated
cost thereof shall exceed $25,000 shall be purchased by formal, written contract
from the lowest responsible bidder, after due notice inviting bids.

A competitive bidding RFP for this project was issued on 9/3/2021 and the following bids were received:
Vendor Location Amount Note

Cx Associates LLC Burlington, VT $57,375 Focus was primarily on energy consumption
saving but did not address the other needs
detailed in the scope of work

Dennis Mires, The Architects | Manchester, NH $85,650

designLAB Architects Boston, MA $82,730

Lerner Ladds & Bartels Pawtucket, Rl $76,157

Marvel Architects New York, NY $117,380

Roth IAMS LLC St. Petersburg, FL | $7,250 Proposal did not cover the needs detailed in

the RFP scope of work

We recommend this project be awarded to the vendor who best met the RFP specified requirements. The
Nashua Public Library, and the Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J McCormack
J Graziano

= Nashua
e@®®* Public
= @6€6sLibrary

June 14, 2021

To: John Griffin, CFO
From: Jennifer McCormack, Director
RE: Facility Assessment for the Nashua Public Library RFP 0357-100421

Mr. Griffin:

After 50 years of heavy use the library building, grounds, and mechanical systems are in poor
condition and in need of major repairs or replacement. The Board of Trustees is working to
address this deterioration by engaging a firm to do a thorough facility assessment and draft a
master plan for the building. This assessment will help us and the city prioritize needed repairs
and improvements, identify costs (and potential cost savings) for those projects, and establish a

maintenance and capital improvement plan for the future.

An invitation for bids (RFP 0357-100421) was sent to 6 vendors and posted on the city’s website
on September 3, 2021. Bids were received from 5 companies, an evaluation of the bids
received is attached to this memo. Based on our evaluation of the proposals on Dec. 15, 2021
the Board of Trustees voted to recommend that the contract for the facility assessment be

awarded to designLAB architects in the amount of $88,830.

This purchase will be paid for from the Bloomfield trust account TF79.7546 53999, and with
city funds allocated to this project in R-22-014. Delivery of the final report is expected by
August 30, 2021.

Sincerely,
Jennifer McCormack, Library Director

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

Bidder Location
St Petersburg FLA
Roth IAMS and Canada

Burlington VT,

Cx Associates Portland ME
LLB Architects Pawtucket, RI
Dennis Mires Manchester, NH

designLAB architects Boston, MA

NY, NY and San Juan,
Marvel Architects Puerto Rico

Subcontractors listed

None

None, will use in-house staff

AMM Fogarty Cost estimating
Nitsch Engineering

Roome and Guarracino Engineering
Building Engineering Resources
Universal Environmental consultants

Le Messurier: Building envelope
Fitzmeyer and Tocci: HVAC
Lumen Studios: lighting

C3 (code assessment)

RFS engineering (mechanical and electrica
Building enclosure associates (envelope)
Harvey construction (costing) : optional

Harvey Construction (estimating)

Similar projects for firm/staff

Bid evaluation: facilities assessment

Proposal cost

$7,250
South Burlington library energy consultant $26,750
Vermont Dept. of buildings energy audit
Boston Public Health Commission $76,157
Littleton Town Hall, Littleton MA
Marion Town Administration Building
Extensive list of library projects, mostly feasibility studies
Nashua Community College Wellness center design $85,650
Littleton Opera house assessment
Amherst, NH police station assessment
Greater Nashua YMCA design
Bishop Guertin building envelope analysis
BPL McKim building master plan $95,730
Brandeis Goldfarb library assessment (Includes
Homer Babbidge Library (Uconn) : master plan, plaza study optional)
Phillips Exeter Academy library master plan
Brooklyn Public Library $117,380

Fitzmeyer and Tocci (mechanical systems) Snug harbor cultural center and Botanical Gardens

RWDI (building envelope)

Available unrestricted Trust funds as of 8/31: $ 127,000

YMCA Northeast Bronx

*not clear that these are assessments based on contract prices

Optional services

none listed

$3,875
blower door testing

none listed

none listed

Cost estimating: 9500
Telecom/Security: 3600
Structural engineer: 3600
Total optional: $13,000

none listed

Notes on process/experience

This company seems to misunderstand the project, their
proposal includes gathering data to hold in an asset management system
more like database entries than a comprehensive master plan

Firm specializes in energy consumption and efficiency, focus on energy audits

Promises a 30% savings in energy consumption

Scope focuses on energy efficiency, evaluating building envelope, lighting and HVAC for efficiency
Does not mention finishes, flooring, lighting design and bathroom fixtures, ADA compliance, etc.

Extensive experience with libraries, thorough plan including meetings with stakeholders before assessment begins
Scope mentions all areas of concern although it refers to details from a different project in another community

Thorough assessment covers all of the elements mentioned in the RFP as well as
as lighting recommendations and an ADA review. Mentions potential for solar PB,
plumbing upgrades and solutions for air handlers other than full replacement.
Costing would be based on recent projects and knowledge of the market

Great experience with assessing library buildings and master plans for same.
Thorough plan outline: kickoff, interviews, review of docs, bi-weekly status meetings
Offers Harvey Construction as optional for costing estimates; | would recommend we add that if we chose this vendor.

Thorough plan outline, includes grounds and recommended maintenance, lighting review as well as
all mechanical systems, windows and electrical systems. Costing provided by Harvey

CONTRACT FOR PROFESSIONAL SERVICES

TITLE

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060
AND

designLAB architects

35 Channel Center St. , Suite 103 Boston, MA 02210

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

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

WHEREAS, designLAB 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, Contract Time, Fee Schedule

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.

In the event of a conflict between the terms of the Proposal and the terms of this Agreement, a
written change order and/or fully executed City of Nashua Purchase Order, the terms of this
Agreement, the written change order or the fully executed City of Nashua Purchase Order shall
control over the terms of the Proposal.

AG 1 of 4

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, designLAB 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.

DESCRIPTION OF WORK: Complete a full assessement of the Nashua Public Library
building, grounds and systems as outlined in the scope of work in RFP0357-100421

. PERIOD OF PERFORMANCE. designLAB shall perform and complete all work by September
30,2022 which date shall only be altered by mutually approved written agreement to extend the period of
performance or by termination in accordance with the terms of the contract. designLAB shall begin

performance upon receipt of an Executed Contract and a valid Purchase Order issued from the City of
Nashua.

4, COMPENSATION. DesignLAB agrees to perform the work for a total cost not to exceed
Eighty eight thousand, eight hundred and thirty dollars. ($88,830 )

The Contract Sum shall include all items and services necessary for the proper execution and
completion of the Work.

Unless DesignLAB has received a written exemption from the City of Nashua, DesignLAB shall
submit monthly requests for payment for services performed under this agreement in accordance
with the values stated in the Agreement. Such requests shall be supported by such data
substantiating the DesignLAB’s right to payment as the City of Nashua may reasonably require.
DesignLAB shall submit monthly requests for payment for services performed under this
agreement shall be submitted as follows:

Electronically via email to VendorAPInvoices@NashuaNH. gov
OR
Paper Copies via US Mail to:
City of Nashua, City Hall
Accounts Payable
229 Main Street
Nashua, NH 03060

Please do not submit invoices both electronically and paper copy.

AG 2 of 4

In addition, and to facilitate the proper and timely payment of applications, the City of Nashua
requires that all submitted 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, DesignLAB 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 of Nashua will pay for work satisfactorily completed by DesignLAB. The City of Nashua
will pay DesignLAB within 30 days of approval by the City of Nashua of the submitted invoice
forms and progress reports. The City of Nashua will make no payments until the invoice forms
and progress reports have been submitted and approved.

5. EFFECTIVE DATE OF CONTRACT. This contract shall not become effective until executed 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 OF NASHUA REPRESENTATIVE: DESIGNLAB REPRESENTATIVE:

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 of Nashua or DesignLAB may change the address or representative by giving
written notice to the other party.

AG 3 of 4

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

City of Nashua, NH (signature) (signature)

James W_Donchess, Mayor

(Printed Name and Title) (Printed Name and Title)

Date Date

AG 4 of 4

SD YF YR

EXHIBIT A
TABLE OF CONTENTS
GENERAL CONDITIONS

DEFINITIONS

DESIGNLAB STATUus

STANDARD OF CARE

CITy OF NASHUA REPRESENTATIVE
CHANGES TO SCOPE OF WORK

CITY OF NASHUA 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
ENDORSEMENT
ASSIGNMENTS, TRANSFER, DELEGATION, OR SUBCONTRACTING
CiTy INSPECTION OF CONTRACT MATERIALS
DISPOSITION OF CONTRACT MATERIALS
PUBLIC RECORDS LAW, COPYRIGHTS, ANDPATENTS
FINAL ACCEPTANCE
TAXES
NON-WAIVER OF TERMS AND CONDITIONS
RIGHTS AND REMEDIES
PROHIBITED INTERESTS
THIRD PARTY INTERESTS AND LIABILITIES
SURVIVAL OF RIGHTS AND OBLIGATIONS
SEVERABILITY
MODIFICATION OF CONTRACT AND ENTIRE AGREEMENT
CHOICE OF LAW AND VENUE
GC 1 of 13