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Finance Committee - 3/20/2019 Page 3
Ms. Marchant

Design and permitting.

Alderwoman Kelly

Because we don’t really know what it is going to look like.

Ms. Marchant

And engineering correct, yes.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Aquatic Invasive Species Control and Management

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
SOLITUDE LAKE MANAGEMENT IN THE AMOUNT OF $65,713. SOURCE OF FUNDING IS
DEPARTMENT: 181, COMMUNITY DEVELOPMENT; GENERAL ESCROWS

ON THE QUESTION

Chairman O’Brien

Ms. Marchant you are going to speak on this as well? Very good, any questions by members of the Board?
Alderman Caron

Yes thank you, this is just a continuation of the work that you’ve been doing for the last umpteen years, right?

Ms. Marchant

Yes this is the same 84 acres north of ... upstream from the Mine Falls Dam that we will be treating with
aquatic invasive herbicides

Alderman Caron

And you’re doing Sandy Pond this time?

Ms. Marchant

Sandy Pond will be done this year as well as it was last year and we saw some improvement. We will not be
doing the Mill Pond and Canal this year, that is an every other year rotation in partnership with Parks &
Recreation.

Alderman Caron

Thank you.

Alderman Laws

This is more maintenance than it is a solution to a long-term problem, right, just going gone into perpetuity?

Finance Committee - 3/20/2019 Page 4

Ms. Marchant

Most likely unfortunately yes, but we are having better partnership with our neighbors upstream, specifically
from the Pepperell Dam, the new owners of that. Their licensing agreement requires them to do a little bit
more as well. So we should see a reduction over time in this. But we do believe that water chestnuts which
are not included in this will be a bigger problem this year from the amount that went over last year so we are
working with volunteers to see what we can do to get ahead of that this summer.

Alderman Law

Thank you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Two (2) 2019 Ford Transit Cargo Vans

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM GRAPPONE AUTOMOTIVE GROUP IN THE AMOUNT OF $57,857. FUNDS ARE AVAILABLE IN
DEPARTMENT 191, SCHOOL; CERF

ON THE QUESTION

Chairman O’Brien

Anybody here to discuss, Mr. Kooken? Do | have any questions from any members of the Board?
Alderman Caron

Yes thank you. What are these vans used for?

Dan Kooken, Purchasing Manager

Transport throughout the City mostly. | think that the two vehicles we are replacing are both over 100,000
miles

Alderman Caron

Right | saw that.

Mr. Kooken

They both have served their useful life, this is a CERF expense.
Alderman Caron

But they are not a particular reason like busing or ..

Mr. Kooken

No they are pretty standard vans, one of them has a kind of metal workers machinist kind of thing for repairs,
the other one is more basic.

Finance Committee - 3/20/2019 Page 5
Alderman Caron

Ok thank you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: 2019 Asphalt Testing

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
S.W. COLE ENGINEERING, INC., INTHE AMOUNT OF $48,600. SOURCE OF FUNDING IS
DEPARTMENT 160, ADMINISTRATION/ENGINEERING; BOND FUNDS

ON THE QUESTION

Chairman O’Brien

Ok if the Alderman can hold on this question, do you want to come forward? Thank you for joining us.

Alderman Laws

| was just curious because we did this last year as well and | understand the necessity of the expense. Did
they catch anyone using a mix that wasn’t appropriate last year?

Stephan Dookran, City Engineer

No actually the testing program is very successful and the idea of it being it comprehensive is to keep
everyone honest. It is difficult to catch anyone; we did have a couple of failures, we do compaction and a
couple other tests did fail. There are provisions in the contract that if you have such a failure you can reduce
the payment and so we are going through that process.

Alderman Laws

Is that the only course of action that we have is to reduce a payment, we can’t make them re-do the road?
Mr. Dookran

Yes so if it gets, so for compaction you are allowed up to 91% compaction; you try to achieve up to 91% - let’s
say if itis 89% you can reduce the payment by a certain sum. If it gets to the point where it is not acceptable
then they will have to repair the street. We haven't gotten to that point.

Alderman Laws

Ok | was just curious, thank you.

MOTION CARRIED

Finance Committee - 3/20/2019 Page 6

From: Dan Kooken, Purchasing Manager
Re: Wet Weather Facility Screening Upgrade — Design and Bidding Phase

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
WRIGHT PIERCE IN AN AMOUNT NOT-TO-EXCEED $178,000. FUNDS ARE AVAILABLE IN
DEPARTMENT 169, WASTEWATER

ON THE QUESTION

Alderman O’Brien

Mr. Kooken are you going to field this one as well or — Mr. Bouchard, please come forward thank you. State
your name for the record. Thank you.

David Boucher, Superintendent of Wastewater

Dave Boucher, Wastewater Superintendent.

Alderman O’Brien

Ok any questions by any members on the Board? Thank you for coming up.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Casella Recycling, LLC Contract Change Order #1

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #1
TO THE CONTRACT WITH CASELLA RECYCLING, LLC, IN THE AMOUNT OF $120,000. SOURCE OF
FUNDING IS DEPARTMENT 168, SOLID WASTE

ON THE QUESTION

Chairman O’Brien

Any questions from any of the members of the Committee? Ok can you just go over, because at the last
Aldermanic Meeting, the Board did discuss this and everything so just to reflect, I’m going to have you speak

mostly to the viewing public at home and explain the situation with the recyclables as it is right now please.

Jeff Lafleur, Superintendent of Solid Waste

Yes sir, thank you. Jeff Lafleur Superintendent Solid Waste. The Solid Waste Department, we budgeted
$400,000.00 to take care of our recycling, that is shipping it out and having it processed. We have expended
that or we will be expending that by the end of March. Market is in, China is not accepting any or very little
recycling from the United States right now so it is affecting our recycling rates. We are seeing higher rates
monthly per ton so that is how we expended the $400,000.00. We asked the Committee, actually we asked
the Board of Public Works, it was favorably recommended that we expend another $120,000.00 to carry us
through the rest of the Fiscal Year and then we budgeted the same for next year and we will see how it goes.

Chairman O’Brien

Ok very good.

Preamble

The Following is a Scope of work and Fee is for final design. It is understood and acknowledged
this will be a phased approached with an initial phase of not to exceed $350,000.00 being
authorized out of the total $404,340.00 as outlined in the following pages. The work will be
prorated accordingly as mutually agreed to in writing prior to any issuance of a notice to proceed.

It is further acknowledged and understood by all parties that no work or task shall occur without
the prior written authorization from the City of Nashua.

Finance Committee - 3/20/2019 Page 7

Alderwoman Kelly

Thank you, | apologize if this is a question that you covered when | was unable to attend last week, but do we
have a plan, like what is our contingency if this just continues and continues.

Mr. Lafleur

We will have to discuss that next year. We are trying to finish out a full year to see where the markets are:
they are fluctuating so much right now — hopefully it will start to stabilize. We just dropped another $14.00 a
ton, it went up $13.00; went down $14.00. So we are still in the ballpark where we should be. Over the fall it
went real high like almost $90.00 a ton which is crazy, we’ve never seen that before. Now we are down in the
$70.00 range where we budgeted for, real close to that. So we will just have to see what the markets are
doing and then we will have to make a touch decision at some point.

We did mention that one of the options at our last meeting was to landfill the recycling and it is just not the right
thing to do right now. We want to try to do everything we can for the environment and for the airspace, | mean
that will eat up a lot of airspace for the City of Nashua and our landfills.

Chairman O’Brien

Additional questions from members of the board? Mr. Lafleur if you saw the last Aldermanic Meeting there
was great interest in this and | think we are going to have to put our heads together with your division and
everything to try to come up with something. As the way it is, nobody foresaw, the reflect it had to do more
international trade and anything else, so we will get it done hopefully.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Phase III Landfill Construction Quality Assurance Services

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
SANBORN HEAD & ASSOCIATES, INC., IN THE AMOUNT OF $255,000. FUNDS ARE AVAILABLE IN
DEPARTMENT 168, SOLID WASTE; BOND FUNDS

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Phase III Landfill Construction

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE CONTRACT TO CHARTER CONTRACTING COMPANY, LLC,
IN THE AMOUNT OF $5,525,525. SOURCE OF FUNDING IS DEPARTMENT 168, SOLID WASTE; BOND
FUNDS

ON THE QUESTION
Chairman O’Brien

Mr. Lafleur where this is such a large dollar amount, could you just give us what the Phase Ill is, | know it is
increasing our life expectancy to the landfill correct?

Mr. Lafleur
Yes sir. This is going to be about a 5 to 6 acre expansion to our landfill, it is going to give us about 10 years

airspace. It is needed; we are at a point we are in our landfill right now that we can’t capture all the airspace in
Phase | and II until Phase III is built, we are building ourselves into our pyramid which is making our area

Finance Committee - 3/20/2019 Page 8

smaller. So once Phase III is designed and built, we will be able to capture all of the airspace that’s in Phase |
and Phase Il.

Chairman O’Brien

Alderman Laws did you have something additional?
Alderman Laws

You took the words right out of my mouth.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

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 1, 2019 TO MARCH 15, 2019

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION — None

ADJOURNMENT

MOTION BY ALDERWOMAN CARON TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:19 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

7:00 pm

FINANCE COMMITTEE

MARCH 20, 2019
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager

Re: Library Courtyard Renovation (Value $104,000); Department: 181, Community Development
Fund: General Escrows

From: Dan Kooken, Purchasing Manager

Re: Aquatic Invasive Species Control and Management (Value $65,713); Department: 181,
Community Development; Fund: General Escrows

From: Dan Kooken, Purchasing Manager

Re: Purchase of Two (2) 2019 Ford Transit Cargo Vans (Value: $57,857); Department: 191 School
Fund: CERF

From: Dan Kooken, Purchasing Manager

Re: 2019 Asphalt Testing (Value: $48,600); Department: 160, Admin/Engineering; Fund: Bond

From: Dan Kooken, Purchasing Manager

Re: Wet Weather Facility Screening Upgrade — Design and Bidding Phase (Value: Not-To-Exceed
$178,000); Department: 169 Wastewater; Fund: Wastewater

From: Dan Kooken, Purchasing Manager

Re: Casella Recycling, LLC Contract Change Order #1 (Value: $120,000); Department: 168, Solid
Waste; Fund: Solid Waste

From: Dan Kooken, Purchasing Manager

Re: Phase III Landfill Construction Quality Assurance Services (Value: $255,000); Department: 168
Solid Waste; Fund: Bond

From: Dan Kooken, Purchasing Manager

Re: Phase III Landfill Construction (Value: $5,525,525); Department: 168 Solid Waste; Fund: Bond

UNFINISHED BUSINESS ~ None

NEW BUSINESS — None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSS!

BLE NON-PUBLIC SESSION

bw ‘

ADJOURNMENT

2)\ THE CITY OF NASHUA ae

Financial Services

Purchasing Department

March 14, 2019
Memo #19-130

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: LIBRARY COURTYARD RENOVATION (VALUE $104,000)
DEPARTMENT: 181 COMMUNITY DEVELOPMENT; FUND: GENERAL ESCROWS

Please see attached communication from Sarah Marchant, Community Development Division Director,
dated March 7, 2019 for information related to this contract award.

§ 5-83. Professional services. 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. Competitive bidding is required in the procurement of insurance
agents and consultants.

The Community Development Division Director and the Purchasing Department recommend the award of
this contract to CRJA-IBI Consulting Services of Boston, MA in an amount of $104,000.

an Kdoken
Purchasing Manager

Ce: S. Marchant J. Graziano

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

City of Nashua Panning end Zour

Building Safety

Community Development Division Code Enforcement
City Hall, 229 Main Street, PO Box 2019 egrets amission
Nashua, New Hampshire 03061-2019 Transportation
www.nashuanh.gov FAX

589-3095
589-3090
589-3080
589-3100
589-3085
589-3105
880-0100
589-3119

Date: March 7, 2019
To: John Griffin, CFO; Daniel Kooken, Purchasing Manager
From: Sarah Marchant, Director Community Development Division

Re: Contract for Landscape Architectural Services for Renovation of the Library Courtyard

The Community Development Division in partnership with the Library issued RFP 0269-012219
to request proposals for design, engineering, and construction monitoring for the creation of an
innovative courtyard renovation to be completed the summer of 2020 for the multilevel plaza
area between the Library building and the adjacent city-owned building at 14 Court Street. We
received 5 proposals from CRJA-IBI, AECOM, Halvorson Design, TFM Deisgn and Urban
Associates.

A committee including Mayor Jim Donchess, Library Director Jennifer McCormack, Operations
Manager Mike Harris, and Sarah Marchant from City Staff and Marylou Blaisdell, Paul Shea,
Lisa Bissonnette, and Gail Moriarty from the community, reviewed the proposals and evaluated
each proposal based on the following criteria: 1. Qualifications and experience of project team,
2. Past performance and service on similar projects, 3. Proposed approach to scope of work, 4.
Overall quality of proposal, 5. Cost.

CRJA-IBI was chosen unanimously for their comprehensive proposal including design, public
process participation with 3-D views of proposed designs, professional civil and irrigation
personnel, relevant experience, focus on accessibility, phased design to allow project to stay on
budget and full construction monitoring included in proposal.

The Community Development Division recommends awarding the contract for renovation of the
Library Courtyard space to CRJA-IBI Consulting Services in the amount of $104,000.