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Finance Committee - 4/3/2019 Page 2

Alderwoman Kelly

Yeah so | was actually, | was trying to dig around a little bit and see is it typical for a municipality to send this
out to bid versus doing it themselves?

Ms. Marchant

So it’s a great question. There are many different ways that transit are operated. We are unique in that we
have a transit department; it is actually a City Department. There are many transit authorities; for example
Manchester is a separate transit authority, they are not part of the City. Up in the Dartmouth Region there is a
regional transit authority; in the Seacoast there’s a regional transit authority. So the way Nashua has set this
up is unique. My understanding is this was more of — the City owned the assets but we used to subcontract
out all of it; we didn’t have any City staff, we subcontracted the whole operations out, we just owned it.

We did a big analysis on that and what was the most cost-effective method for the City to run the operations
and | am not going to have this date right but 12 years ago, 14 years ago, we switched over. So we have a
City Department with the management and the operations team. We, the City Staff, have all the maintenance
contracts and we own all the assets. So the only thing that we sub out is the driver's and the management of
that and dispatch. So that has been a very cost-effective method for that as part of this. With the Federal
dollars we are required to do a cost analysis compared to other ways that people operate in the State and we
have found that we are still very, very effective in this method.

Alderwoman Kelly

You may not know the answer right now | was just wondering if when we did the analysis 12 years if we knew
how much it actually saved us, either percentage-wise or dollar-wise?

Ms. Marchant

| don’t Know off the top of my head, | don’t know that I’ve ever specifically seen that. | Know that our insurance
costs dropped $200,000.00 by bringing it under the City; that’s just one tiny piece of it. I’m sure that information
is out there and | am happy to look for it. | could share the cost-analysis that we did just recently for the FTA
comparing like services. It isn’t necessarily comparing only in New Hampshire; it is in the region to find

something that’s a little bit more like us and like contracted services and the hourly rates. That shows that we
are very, very competitive doing it this way; I’d be happy to provide that.

Alderwoman Kelly

Sure it sounds like it is what we’ve been doing, but | just want to know for my own education as we go so |’d
love to see that.

Alderman Laws

Director Marchant just took care of all the questions that | had.
Ms. Marchant

Excellent.

MOTION CARRIED

Finance Committee - 4/3/2019 Page 3
From: Dan Kooken, Purchasing Manager

Re: Pump Station Upgrades Project - Phase 1 Construction Engineering Services (Value: $409,900)
MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT TO
WRIGHT PIERCE IN THE AMOUNT OF $409,900. FUNDS ARE AVAILABLE IN DEPARTMENT 169,
WASTEWATER; STATE REVOLVING LOAN FUND

ON THE QUESTION

Mayor Donchess

And this is of course Superintendent Boucher from the treatment plant. Could you describe or explain this and
the next item which work together?

David Boucher, Superintendent of Wastewater

Thank you, good evening. Dave Boucher, Wastewater Superintendent. This is Phase | of a 2-Phase project
for upgrading all the pump stations, the sewer pump stations throughout the City of Nashua and some CSO
facilities which transfers water from low gravity sword to a higher gravity sword so it eventually gets to the
Wastewater Plant. They are all in need of updating; this is for the first 6. The engineering services from Wright
Pierce will oversee the construction phase of the project. | don’t know if you have any questions on that.

Alderman O’Brien

Yes good to see you again coming before this Committee. And | know what has happened in the past with the
sewage treatment. Is it your hope that instead of doing all 6 in one bite that you can get into a deferred
maintenance program or is that part of the deferred maintenance program to get this done? Is this something
from past inattentiveness?

Mr. Boucher

Yes this is suffering from the past. So this will be, you know, once it is done, then it will be part of a
maintenance program to maintain these. When these were originally constructed, they were constructed in the
fashion; you’d build pump stations back then. Everything 20 feet below ground; so a lot of these will be brought
above ground where it is safer for the employees to work on pumps. So everything will be transmitted above-
ground. So it’s not so much, you know, neglect or anything like that, it’s making it safer for our guys. A lot of
these pumped get clogged, there are a lot of rags in the system. So they have got to be constantly be pulled
up. It’s also updating the pumps that can handle the type of materials that come through the line without
having to take them off-line, pull them apart, take the rags out and put them back in. So there will be more
updated pumps in these facilities.

Alderman O’Brien
Excellent, thank you.

Alderwoman Kelly

Thank you, I’m not sure if Mr. Kooken would answer this but | was wondering about the State revolving loan
fund, what that is and any history behind it?

Dan Kooken, Purchasing Manager

| don’t know.

Finance Committee - 4/3/2019 Page 4

Mayor Donchess

Yes come on up Treasurer Fredette.

David G. Fredette, Treasurer/Tax Collector

David Fredette, City Treasurer. The State Revolving Loan Fund works very similar to a bond. It is actually a
loan from the State and they get Federal funds for this. And in the past we have done some projects with
bonds and more with the loans because they tend to be a little less cost. The rates are very good and you
don’t start paying until the project is about 98% complete which is good. The rates are usually sometimes a
half per cent lower than a bond. So we use it a lot at the landfill and at the wastewater treatment.

Alderwoman Kelly
Thank you.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Pump Station Upgrades Project — Phase 1 Construction Services (Value: $3,469,550)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE CONTRACT TO DEFELICE CORPORATION IN THE AMOUNT

OF $3,469,550. SOURCE OF FUNDING IS DEPARTMENT 169, WASTEWATER; STATE REVOLVING
LOAN FUND

ON THE QUESTION

Mayor Donchess

Do you have anything to add beyond what you explained on the last item? | know this is directly related.
Mr. Boucher

This went out to bid, Defelice was the low bidder of the three, we checked references and the references came
back in favor of awarding the bid to Defelice. They were within the engineer's estimate of the project.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Fairbanks Brand Pump from Hayes Pump (Value: $29,511)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE

FROM HAYES PUMP, INC., IN THE AMOUNT OF $29,511. FUNDS ARE AVAILABLE IN DEPARTMENT
169, WASTEWATER

ON THE QUESTION

Mayor Donchess

Mr. Boucher?

Finance Committee - 4/3/2019 Page 5

Mr. Boucher

So this is a pump for one of our pump stations called Northgate Pump Station. Typically there are at least 2
pumps at a pump station; one is a backup in case one goes down. We just recently had one go down, we can
typically send it out for repairs and rebuild. Unfortunately the one that we had pulled was beyond repair. So
this pump is specked out, even though this pump station is not involved in the first 6 facilities to get upgraded
because this pump station tended to need less work. Unfortunately this pump came up after the bids went out
so this pump that we are purchasing is the same pump that is in the specifications for the Phase II pump
station upgrade. So even when we do Phase II this pump will still be valid. Unfortunately they are extremely
expensive pumps. It’s one of our larger pump stations.

Alderman O’Brien

Thank you Mr. Mayor. With that comment if this is your largest | think in the City, and it is only running on one
pump, so is this issue going to get expedited | would imagine, just in case? The other one is equal in age |
would imagine?

Mr. Boucher

Yes that’s the goal and we are paying close attention that if it does go down, currently we have a crew out
there as soon as possible because the pump can’t go down, we only have one installed right now. So if it goes
down then the sewage backs up.

Alderman O’Brien

Follow-up if | may? This is the one that’s closest to the river, am | correct?

Mr. Boucher

Campton Street | think is the one it’s close to.

Alderman Klee

In leading to what you said this is the largest pump, we only have one working right now. When we get the
new one in, if this is approved and you get the new one in, this becomes your backup. Will you be checking to
make sure that this is a sufficient backup and that it doesn’t need to be replaced itself or repaired so that we
don’t end up with just one again? Is that what the plan would be?

Mr. Boucher

Yes we do maintain these pumps; we do have crews that go out there several times a week to check them.
Unfortunately the pump that was taken out is beyond repair. But this will be a good pump, it will be the backup
and we will continue to service both pumps. When we do the pump station upgrade Phase II the other one will
be replaced, the older one.

Alderman Klee

Thank you.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

Finance Committee - 4/3/2019 Page 6

RECORD OF EXPENDITURES

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
MARCH 16, 2019 TO MARCH 29, 2019

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderman O’Brien

| would just like to say that | am very impressed with Mr. Boucher and the work that he’s doing. Our sewer
systems is one of the silent things that exist out there. But when it fails it does not remain silent. | think to
compliment him for catching a lot of this and bringing it up to par. It was an infrastructure that unfortunately for

whatever reasons, tax, spending cap, or whatever, but it got put on the back burner. I’m glad it’s at the
forefront now and starting to get repaired. So | think we are on the right flush sort to speak.

NON-PUBLIC SESSION — None

ADJOURNMENT

MOTION BY ALDERWOMAN KELLY TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:15 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

Board of Aldermen Page 5
August 9, 2016

side with free speech and that’s what happened with the Alton man who got stifled and silenced and got
arrested. The New Hampshire Supreme Court says we can say, so if | think someone is smirking at me
and making a face or somebody here when | am speaking making a comment about me even later on in
the meeting, guess what, | have the New Hampshire Supreme Court on my side now. At the last
meeting | made a comment that someone was smirking and he went “point of order,” and | think | should
have an apology for that. Oh, that’s right; you don’t give apologies on this Board. Open to the public,
anyone can attend a public meeting. They can make notes, tape record, take pictures and video tape
because it’s open to the public but minutes of the meeting; minutes shall be kept of all public meetings.
The David W. Deane Skateboard Park Committee is a public meeting. There were meetings before and
there should have been minutes since this last time but there weren’t. Then back in January of 2013, |
noticed as | was doing some research, not only do they use it for skateboarding but they also have a
picture in here using their BMX bike. | had asked questions at the last meeting. What are the
demographics of the people who are going to use this park? Since it’s down on Bridge Street I’ve heard
Litchfield, Hudson, downtown people from Nashua; we don’t know. How do we know that there is not
going to be another invasion in that part of Nashua which none of us were even told about. Vhen | was
at the Infrastructure Committee meeting | had brought in pictures of what it looks like when they have
events here. It gets really tight at the boat ramp and although you are going to give more parking to
everybody it is very crowded there. People park at the Y, as Alderman Cookson would know. | hope |
am not boring anybody and that | can have your undivided attention. | don’t think this is fair and maybe
we should start putting this in other people’s neighborhoods. The congestion there is unbelievable so
now they are going to put a round peg in a square whole. As | did some more of my research |
happened to see what Mayor Donchess had to say about this area. Nobody knew about this and there
has been no Ward meetings and | Know my Alderman said that he was hoping to have a meeting in May
for all of us to find out about this but that never happened because obviously they couldn’t get a meeting.
Every time they set a date it was cancelled. The Mayor said “over time the city is gradually transitioning
this area.” Transitioning, it’s almost like the transformation that is going on in this country. “What is now
the public works garage into recreation area with Stellos, the Y and now the skateboard park.” This was
on July 26". Even when the Mayor had the neighborhood meeting back in January or February after you
got sworn in that you talk to us about this transition in this area? Not a word has been said to any of us.
He then says “I am sure in the end we will move the public works operation to Burke Street.” (Probably
about $40 million of our taxpayer's money.) “This would enable a more recreational area near Stellos.
What more recreation are you going to put in there? How much more can you put in there? We already
know that Conway Ice is going to get another sheet. Maybe this time you will sell the property for fair
market value instead of a buck a year at the taxpayer's expense. “I think overall we are reducing the
congestion over there in the sense that once public works functions have moved and the garage trucks
and everything else and we make this purely recreational.” “l think in the end we have reduced the traffic
congestion.” Oh really! “There has been a three year search and | don’t think that we are going to come
up with another location, there is not really any alternative.” A three year search, there hasn’t been any
minutes to any meetings in three years and in three years we’ve had two Aldermen; one of them left and
then we had Alderman Soucy and now we have Alderman LeBrun. Where was the transparency? | am
also going to blame Lozeau and people on the Board who knew about this like Alderman Deane who has
been on that committee since day 1 and he is an Alderman-at-Large and he has a responsibility to tell us
because he is an Alderman-at-Large if they had meetings. When you want something done on your
behalf and you want everybody to be happy then you have meetings even if you are an Alderman-at-
Large. Alderman Cookson did that when we were buying the property up by the landfill because nobody
was letting us Know. Then he organized a meeting. Alderman Deane could have organized a meeting
but that didn’t happen. Where are the meeting minutes? This is a rigged system. The people in this
neighborhood have to endure more traffic and skateboarders. How is it going to affect 505 West Hollis
Street or the people at the Pratt Home? The Y is in favor of it, well good, how much does the Y pay in
taxes in this city? We need to have more of a discussion on this before this goes through because if not
| will start talking and finding out how to file an injunction. | will go under the right-to-know law that this
was kept as a deep, dark secret. I’d like to know where the other locations were and exactly who were
the members of the committee because there was definitely a member of the Board of Aldermen,
Alderman Deane. | also believe Lisa Fauteux was on there. Can we have the right-to-know in this city

maintain and complete work in accordance with the requirements of the contract or determination
of the City of Nashua. Professional Engineer is responsible for requesting clarification or
interpretation and is solely liable for any cost or expense arising from its failure to do so.

TERMINATION OF CONTRACT

A. TERMINATION, ABANDONMENT, OR SUSPENSION AT WILL. The City of Nashua, in its sole
discretion, shall have the right to terminate, abandon, or suspend all or part of the project and
contract at will. If the City of Nashua chooses to terminate, abandon, or suspend all or part of the
project, it shall provide Professional Engineer 10 day’s written notice of its intent to do so.

If all or part of the project is suspended for more than 90 days, the suspension shall be treated as a
termination at will of all or part of the project and contract.

Upon receipt of notice of termination, abandonment, or suspension at will, Professional Engineer
shall:

—

Immediately discontinue work on the date and to the extent specified in the notice.

2. Place no further orders or subcontracts for materials, services, or facilities, other than as
may be necessary or required for completion of such portion of work under the contract
that is not terminated.

3. Immediately make every reasonable effort to obtain cancellation upon terms satisfactory
to the City of Nashua of all orders or subcontracts to the extent they relate to the
performance of work terminated, abandoned, or suspended under the notice, assign to
the City of Nashua any orders or subcontracts specified in the notice, and revoke
agreements specified in the notice.

4. Not resume work after the effective date of a notice of suspension until receipt of a

written notice from the City of Nashua to resume performance.

In the event of a termination, abandonment, or suspension at will, Professional Engineer shall
receive all amounts due and not previously paid to Professional Engineer for work satisfactorily
completed in accordance with the contract prior to the date of the notice and compensation for work
thereafter completed as specified in the notice. No amount shall be allowed or paid for anticipated
profit on unperformed services or other unperformed work.

B. TERMINATION FOR CAUSE This agreement may be terminated by the City of Nashua on 10
calendar day’s written notice to Professional Engineer in the event of a failure by Professional
Engineer to adhere to any or all the terms and conditions of the contract or for failure to
satisfactorily, in the sole opinion of the City of Nashua, to complete or make sufficient progress on
the work in a timely and professional manner, Professional Engineer shall be given an opportunity
for consultation with the City of Nashua prior to the effective date of the termination. Professional
Engineer may terminate the contract on 10 calendar days written notice if, through no fault of
Professional Engineer, the City of Nashua fails to pay Professional Engineer for 45 days after the
date of approval by the City of Nashua of any Application for Payment.

Upon receipt of notice of termination for cause, Professional Engineer shall:

1. Immediately discontinue work on the date and to the extent specified in the notice.

2. Provide the City of Nashua with a list of all unperformed services.

3. Place no further orders or sub-contracts for materials, services, or facilities, other than as
may be necessary or required for completion of such portion of work under the contract
that is not terminated.

4. Immediately make every reasonable effort to obtain cancellation upon terms satisfactory
to the City of Nashua of all orders or sub contracts to the extent they relate to the

GC 4 of It

7:00 pm

FINANCE COMMITTEE

APRIL 3, 2019
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:

Re:

From:

Re:

From:

Re:

From:

Re:

Dan Kooken, Purchasing Manager
Contract Award of Transit Service Operations (Value $10,945,301)
Department: 186, Transportation; Fund: Grant

Dan Kooken, Purchasing Manager
Pump Station Upgrades Project — Phase 1 Construction Engineering Services (Value: $409,900)
Department: 169, Wastewater; Fund: SRF Loan

Dan Kooken, Purchasing Manager
Pump Station Upgrades Project - Phase 1 Construction Services (Value: $3,469,550)
Department: 169, Wastewater; Fund: SRF Loan

Dan Kooken, Purchasing Manager
Purchase of One (1) Fairbanks Brand Pump from Hayes Pump (Value: $29,511)
Department: 169, Wastewater; Fund: Wastewater

UNFINISHED BUSINESS — None

NEW BUSINESS — None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

March 28, 2019
Memo #19-139

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT AWARD OF TRANSIT SERVICE OPERATIONS (VALUE $10,945,301)
DEPARTMENT: 186 TRANSPORTATION; FUND: GRANT

Please see attached communication from Camille Pattison, Transportation Manager, dated March 22,
2019 for information related to this contract award.

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.

The Transportation Manager and the Purchasing Department recommend the award of this contract to
First Transit, Inc. of Cincinnati, OH in an amount of $10,945,301.

Respectfully, »

oy Me
Ct 7. Chee

Purchasing Manager

Ce: C. Pattison J. Graziano

229 Main Street.e Nashua, New Hampshire 03061 * Phone (603) 589-3330 e Fax (603) 589-3233

® Community Development 589-3095
City of Nashua Planning and Zoning 589-3090

. sone Building Safety 589-3080
Community Development Division Code Enforcement 589-3100
City Hall, 229 Main Street, PO Box 2019 Con Programs mission ceteatee
Nashua, New Hampshire 03061-2019 Transportation 880-0100
www.nashuanh.gov FAX 589-3119

Date: March 22, 2019
To: Jim Donchess, Mayor
From: Camille Pattison, Transportation Manager

Re: Finance Committee - CONTRACT AWARD TRANSIT SERVICE OPERATIONS

The City of Nashua, Transportation Department is seeking approval to enter into a five year
contract for Transit operations with the option to extend for up to three (3) years at one (1) year
intervals. An option to extend will be presumed exercised unless either party notifies the other in
writing at least nine (9) months prior to the end of the then-current contract year (July 1 — June 30)
of its intent not to extend.

The City solicited Request for Proposals (RFP’s) from vendors experienced in fixed and paratransit
operations. Seven (7) firms were solicited and information for bidders was posted on the City’s
web-site under reference document RFP0153-111618. A total of two (2) qualified proposals were
received and opened on November 16, 2018.

After receiving the bids, both companies were interviewed and references were checked. After
initial discussions, the City updated its insurance language and requested revised cost summaries
from both companies. Listed below are the summarized costs for the five year contract period:

First Transit — Cincinnati OH $10,945,301
Ride Right LLC — St. Louis MO $12,013,079

After reviewing both of these, the City entered into negotiations with First Transit and requested
their Best and Final Offer. They submitted a letter dated 3/21/19 stating that the revised pricing as
shown above was their best and final offer. This letter and pricing is attached. The city used a team
approach to interview and review the proposals. The Division of Community Development,
Transportation Department and this Office recommend awarding the contract in the sum of
$10,945,301 over the five year contract to First Transit. The Transportation Department finds First
Transit is a responsive and responsible contractor.