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THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Departuent

May 26, 2016
Memo #16-143

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | CASTINGS PURCHASE FOR THE 2016 STREET PAVING PROGRAM (VALUE:
$57,536)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACTIVITY: SEWER STRUCTURES

Please see the attached communication from Steven Dookran, P.E., City Engineer, dated May 26, 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.

The City Engineer, Board of Public Works (May 26, 2016) and the Purchasing Department recommend
the award of this purchase to EJ Prescott, Inc. of Concord, NH in an amount of $57,536.

Respectfully,

Vr Lb
~ Dan Kooken

Purchasing Manager

Ce: S Dookran L Fauteux

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

To:

From:

Re:

B. Motion:

Discussion:

City of Nashua, Public Works Division
Board of Public Works Meeting Date: May 26, 2016

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

2016 Street Paving Program — Castings

To approve the purchase of manhole and catch basin castings from EJ Prescott, Inc.
of Concord, NH in the amount of $57,535.70. Funding will be through: Department:
169 Wastewater; Fund: Wastewater; Activity: Sewer Structures

The 2016 Paving Program includes the work of replacing all broken and obsolete
manhole and catch basin castings. In order to keep costs low, the paving contract
specifies that the castings will be supplied by the City. This approval is for the
purchase of 70 catch basin frames and grates and 180 manhole frames and covers
meeting DPW specifications to be installed by the 2016 Street Paving Program
contract awarded to Brox Industries.

Three bids were received with results as follows:

EJ Prescott, Inc. of Concord, NH $57,535.70
Vellano Corporation of Raymond, NH $64,950.00
Ferguson Waterworks, Inc. of Raymond, NH $67,822.50

EJ Prescott, Inc. is the qualified, low bidder for this purchase.

item No.

Quantity

180
140
40
40
20
10

76

nit

EA

EA

EA

EA

EA

EA

City of Nashua

DPW - Engineering Department

2016 Street Paving Program

DESCRIPTION

Manhole Frames with 6" Rise

Sewer Manhole Covers with Raised Letters
"SEWER".

Drain Manhole Covers with Raised Letters
"DRAIN".

4 Flange Catch Basin Frames with 4” Rise
3 Flange Calch Basin Frames with 4” Rise
3 Flange Catch Sasin Frames with 8" Rise

Catch Basin Grates

Dollars and Cents

“All units shall be US products.

“All units shall be Heavy Duty.

REFERENCE NO,

200611
200628
200627
§32111
532113
532013

532031

TOTAL BID PRICE

Unit Price Total Price
$112.63 $20,273.40
$136.94 $19,157.60
$136.84 $5,473.60
$105.26 $4,210.40
$105.26 $2,105.20
$115.79 $1,157.90

$73.68 $5,157.60
$57,535.70

"Prices are to be quoted FOB delivered to the City of Nashua laydown yard at 6 Riverside St, Nashua, NH 03062.

“Delivery will be required within ten (10} days after issuance of Purchase Order.

“Shop Drawings and Certificates of Compliance will be required.

Supplier:

Authorized Signature:

Date:

ES Prescott

be Con) pe

SIG/|o
a}

04/28/2016 07:30 PAX The Vellano Corp 0001/0001

Clty of Nashua
DPW - Engineering Department
2016 Street Paving Program

Item No. Quantity Units DESCRIPTION REFERENCE NO. Unit Price Total Price
1 180 EA Manhole Frames with 6" Rise 200617 $130.00 $23,400.00
2 440 EA Sewer Manhole Covers with Raised Letters 200828 $152.00 $21,280.00

SEWER”,
3 40 EA Drain Manhole Covers win Raised Letters 200627 $452.00 56.080.00
DRAIN
4 40 EA 4 Flange Catch Basin Frames with 4” Rise 532111 $123.00 $4,920 00
5 20 EA 3 Flange Catch Basin Frames with 4” Rise 632113 $116.00 $2,320 00
8 10 EA 3 Flange Catch Gasin Frames with 8" Rise §32013 $142.00 $1,420.00
7 70 EA Catch Basin Grates 532031 $79.00 $5,530.00
TOTAL BID PRICE $64,950.00

ree

Dollars and Cents

“Ail units shall be US products.

“All units shall be Heavy Duty.

*Prices are to be quoted FOB delivered to the City of Nashua laydown yard at 6 Riverside St, Nashua, NH 03062
“Delivery will be required within ten (10) days after issuance of Purchase Order.

“Shop Drawings and Certificates of Compliance will be required,

Supptier: (/e age Corpor + é\ Rumond
Authorized Signature: ZB \fiige

oor Apa on”. dole

City of Nashua
DPW - Engineering Department
2076 Street Paving Program

Item No. Quantity Units DESCRIPTION REFERENCE NO. , Unit Price Total Price
{ 180 EA Manhole Framas with 6” Rise 200611 | 18, 3q AlZIO,a0
3 4140 EA Sewer Manhole ewer Raised Letters 200628 7 bd om Lut. -
3 40 EA Drain Manhole covers wath Raised Letters 200627 Flo 66 TOfet. -
4 40 EA 4 Flange Catch Basin Frames wilh 4" Rise §32111 Eee So ALAC ; Bes
5 20 EA 3 Flange Caich Basin Frames with 4” Rise 632113 {{ a. lbs aQ42 20
6 10 EA 3 Flange Catch Basin Frames with 8" Rise 532013 Jas S83 [ASS 30
7 70 EA Catch Basin Grates 532031 7, 5O te LAS. “

TOTAL SID PRICE /, Z & 79 ,SO

Dollars and Cents

“All untts shall be US products.

“All units shali be Heavy Duty.

“Prices are to be quoted FOB delivered to the Clty of Nashua laydown yard at 6 Riverside St, Nashua, NH C3062
“Delivery wil be required within ten (10) days after issuance of Purchase Order

*Shop Drawings and Certificates of Compliance will ba required.

Supplier _fevquson (nlehywoc’s TNC.

U
Authorlzed S!gnatura: DD pee LE CB
Date: YS ATL Mp

ff

REPORT OF THE FINANCE COMMITTEE
MAY 18, 2016

A meeting of the Finance Committee was held on Wednesday, May 18, 2016, at 7:00 p.m. in the
Aldermanic Chamber.

Mayor Jim Donchess, Chair, presided.

Members of the Committee present: Alderman-at-Large Mark S. Cookson, Vice Chair
Alderman-at-Large Lori Wilshire
Alderman-at-Large Michael B. O’Brien
Alderman Benjamin M. Clemons
Alderman June M. Caron
Alderman Ken Siegel

Members not in Attendance: Alderman Sean M. McGuinness
Alderman Richard A. Dowd
Alderman-at-Large Brian S. McCarthy, Arrived after Roll Call

Also in Attendance: Jeanne Walker, Deputy Manager of Engineering
Derek Danielson. Sr. Financial & Operations Analyst

PUBLIC COMMENT
DISCUSSION

Discussion of Nashua Artists and Court Street

Mayor Donchess

We were thinking we were wanting to update the committee regarding the potential of the artists moving into
Court Street. The figures regarding the improvements that would be needed there are so much influx that at
this point, we’d like to get things nailed down more specifically before we have anyone come in. That was
going to be Sarah Marchant.

COMMUNICATIONS

From: Mayor Jim Donchess
Re: Emergency Change Order — Nortax Po #126247 — Repair Excavator

MOTION BY ALDERMAN SIEGEL TO ACCEPT AND PLACE ON FILE
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Six (6) Sets of Globe Classic Metro Advance Personal Protective Equipment (PPE)
(Value: $10,250)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
FROM BERGERON PROTECTIVE CLOTHING IN THE AMOUNT OF $10,250. FUNDS ARE AVAILABLE
IN DEPARTMENT 152 FIRE; GENERAL FUND OPERATING BUDGET; 61, SUPPLIES AND MATERIALS
MOTION CARRIED

Finance — 05/18/16 Page 2

From: Dan Kooken, Purchasing Manager
Re: Award of Library Children’s Room Flooring Contract (Value: $29,715)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO ATKINSON CARPET & FLOORING IN THE AMOUNT OF $29,715. SOURCE OF FUNDING IS
DEPARTMENT 179, PUBLIC LIBRARY; LIBRARY LOST/DAMAGED FINES ACCOUNT, 71,
EQUIPMENT

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: | To Approve Contracts for Admin Services to Anthem BlueCross and Blue Shield, Harvard Pilgrim
Healthcare and the Hartford (Value: Not To Exceed $1,395,000):

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE CONTRACTS TO ANTHEM BLUECROSS BLUE SHIELD IN
AN AMOUNT NOT TO EXCEED $1,140,000; HARVARD PILGRIM HEALTHCARE IN AN AMOUNT NOT-
TO-EXCEED $225,000; AND THE HARTFORD IN AN AMOUNT NOT-TO-EXCEED $0.15 PER $1,000 OF
AD&D INSURANCE PER MONTH. FUNDS ARE AVAILABLE IN DEPARTMENT 111, HUMAN
RESOURCES; BENEFITS SELF INSURANCE FUND

ON THE QUESTION
Larry Budreau, Human Resources Director

| can’t really speak to before, but | can tell you that when these annual contracts are renewed each year, it
came to our attention. Mayor Donchess suggested that it was appropriate to bring them forward to the finance
committee, so | put together the exhibit that you see. The contracts were enclosed in my materials. They are
ongoing contracts. The contracts, themselves, have been in place for a number of years in most cases. They
are for administrative services only. The spend for claims totally for the city is well over $30 million, about 32 —
34 million. This is what we pay to Anthem and to Harvard Pilgrim to administrator our plans. It allows our
employees to access their providers through their networks. They do all the claims processing. That’s this
piece. Because of the cost of just this, we believe from now on we will come annually before this committee
before we ask the Mayor to approve what we call rate sheets.

MOTION CARRIED
UNFINISHED BUSINESS — None
NEW BUSINESS — None

TABLED IN COMMITTEE

MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE THE COMMUNICATION REGARDING
THE LED STREET LIGHT CONVERSION PROJECT
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: LED Street Light Conversion Project (Value: $1,455,694)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE CONTRACT TO SIEMENS INDUSTRY, INC., IN THE
AMOUNT OF $1,455,694. SOURCE OF FUNDING IS DEPARTMENT 161, STREET; LED LIGHTING BOND

ON THE QUESTION

Finance — 05/18/16 Page 3

Alderman Siegel

I’d like to note for the record that we’ve been joined by Alderman McCarthy.

Mayor Donchess

This came up at the last meeting. The committee asked that the specifics regarding the deadline for
completion be included. We're back before you with the complete contract.

Alderman Siegel

It’s nice to see the real contract, but | feel like we’re playing a bit of whack a mole. Last time we had just the
appendix with a list of items, but we didn’t have the contract. Now we have the contract but we don’t have the
adjoined document that details those particular items that we are buying. This has to go to the full Board
anyway. We can keep spinning wheels going back and forth in committee, but if we could at least get the two
documents together for full Board approval, I’d be happier.

Jeanne Walker
| have a couple of copies here that | can leave.

MOTION BY ALDERMAN SIEGEL TO ACCEPT AND PLACE ON FILE THE COMMUNICATION
REGARDING THE LED CONTRACT PROPOSAL WITH SIEMENS
MOTION CARRIED

Alderman Clemons

| think this was approved last term before | was on the Board. | just have two general questions. Does the
contract include the installation of the lighting? The second question is: Is this bond going to pay for itself
through the savings that we supposedly would have with the LEDs?

Ms. Walker
Yes, this contract with Siemens is for the supply of the lights as well as the installation.
Mr. Danielson

The bond can be structured such that the savings from the lights would equal the debt service. It can be done
a number of ways, but yes.

Mayor Donchess

The lighting budget item in the 2016 budget is about $834,000. By undertaking the LED project and converting
the lights we can save approximately 40 percent on the electricity. That’s a little over $300,000. As you can
see, bonding an amount of about $1.5 million over 10 — 20 years is clearly going to cost less than the
$300,000. In the budget you have before you, we are projecting a savings next year of $200,000 net. We're
projecting electric savings of $200,000.

Alderman Siegel

We didn’t approve this last term. We let it sit there because there was some questions about the LED light
temperature. We didn’t actually act on that. We did determine last time that the savings were enormous. It
was like a six-year payback or less.

Finance — 05/18/16 Page 4

Mayor Donchess

Another thing | think the committee did well in the last term was there was a proposal to sole source this to a
different provider. The committee asked that it be put out to bid. The amount of for the sole source that was
being considered last term was | think $2.1 million or $2.2 million. Now it’s a little less than $1.5 million. By
putting it out to bid, we saved $600,000 - $700,000.

Alderman Cookson
What's the estimated lifespan of the LED?
Mr. Danielson

Twenty years. The lights start off say at 100 percent. By the time it gets to 20 years, there’s a term in the
industry where it depreciates to 70 percent of output. It still produces light but that’s when it is considered not
as good, so 20 years.

Alderman McCarthy

| had asked this question last time but | haven’t followed it since. When we bid these out, what did we specify
in terms of things to do with light pollution and how does this vendor fare against everybody else that
responded?

Ms. Walker

With LEDs the light is much more concentrated so you have a much lower cutoff. LEDs have less light
pollution inherent in the LED fixtures.

Mr. Danielson

| didn’t specify anything to do with light pollution, but the directionality of the light should be more downward
than the current lights where it has reflector and goes kind of in a circle

Alderman McCarthy

So we didn’t have any light pollution criteria in the bid. What did we do about radio frequency interference?
Ms. Walker

We did not address that.

Alderman Siegel

Last time we spoke about this a lot of the issues with light pollution, if you want to call it that, have to do with
how the housing is set up and where it is aimed and the reflecting of the surface it is aimed at. Given that most
of these are street lights and are aimed at a black asphalt surface, | don’t think scattering of light off the surface
in general will be a problem. It’s more of a problem off of like a sidewalk. | think that was less of an issue.
Then the question becomes are we using 3K or 4K lighting. The 3K more akin to the yellowish end. | know
there was some issued raised by one of the gentleman whether or not this would affect your sleep patterns.
Unfortunately that gentleman | can say categorically had his facts wrong and didn’t read the original study
where it’s actually 5K light that’s the problem not 4K. We are talking about lighting streets. We want light that
people can see in. | know if you go through any of the wards right now, you look at our current street lights, my
eyes are bad; I’m older and | can’t see. I'd like to be safe.

Finance — 05/18/16 Page 5

Alderman McCarthy

| asked for two reasons. One, there is a huge variance in how well street light products throw light on the
ground. For those of us who like to look at the sky, we’d rather not have it there. For those of us who like to
look at the ground, we’d really like to have it there. The more efficient the fixtures are, the better off everybody
is. | was just wondering if we had taken that into account.

Mayor Donchess

| think as we discussed this last term, in fairness to the staff, we had not asked them at that point. Even
though we had been through this a number of times at the finance committee, we did not ask them to put
anything like that in the bid.

Alderman McCarthy

| had brought that issue up last term. I’m disappointed it was not addressed.

Mayor Donchess

If you did, I’m sorry. | didn’t recall that.
Alderman Dowd

When we first had someone in showing us the lights, the lighting in question could be set at variable
brightness’s. Are these able to be modified as to the amount of light they are throwing? Who is going to
determine what’s the intensity is and which locations in the city?

Mayor Donchess

The second bid you see, the second line, base proportional with control system, includes the so-called smart
control that would enable the city to alter the amount, the brightness of the lights. However, after we put this
out to bid we received a visit from EverSource who told us it is a violation of the their current tariff for there to
be smart meters on LED lights. Manchester had talked about putting these in, but did not. This was the first
we knew that there was a tariff that would prohibit this. Even though some of the people involved disagreed or
would have liked to recommend the smart meters, it just didn’t seem like a legal fight with EverSource at the
PUC over an existing tariff was really worthwhile. It seemed apparent that the tariff did provide, as they
claimed, so the presentation here is on the base proposal without the smart meter.

Alderman Siegel

Addressing Alderman McCarthy’s question about lights gathering upward, they did bring in the housings last
time. They were well shrouded. We didn’t have a specification with how much light would be scattered up but
looking at solid metal, | think it’s fairly safe to say that it didn’t seem like it would be a problem.

Mayor Donchess

Alderman Dowd asked a second question, which | did not answer. Who is going to decide. There is
incorporated in the bid a test: 4,000 versus 3,000. The two types or brightness’s of light can be viewed by the
decision makers. Without direction from the committee, we would have public works make a choice,
determining whether in the neighborhoods we might include the lower light. If the committee wanted input
there, | suppose we would bring that issue back to the finance committee or some other committee of the
board of aldermen.