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J

(=>), THE CITY OF NASHUA “The Gate City’
wey Financial Services

Purchasing Department

June 9, 2016
Memo #16-159

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF PAKFLATT 4-STATION VOTING BOOTHS (VALUE: $52,994)
DEPARTMENT: CITY CLERK; FUND: WAGES FULL TIME

Please see attached communication from Patricia Piecuch, City Clerk, dated June 8, 2016 for information
related to this purchase award.

Inclusion-Solutions is the exclusive U.S. distributor of the Franklin PakFlatt 4-Station Voting Booth.
Pursuant to NRO § 5-84 Special purchase procedures (A) (4) Sole-source procurements, where the
proposed purchase is manufactured by only one company.

The City Clerk and the Purchasing Department recommend awarding this purchase to Inclusion-Solutions
in an amount of $52,994.

Respectfully,
Yor
Purchasing Manager

Cc: P Piecuch J Griffin

i220 Main Street « Nashua, New Hampshire 03061 » Phone (603) 589-3330 e Fax (603) 589-3344

229 Main Street

City of Nashua poss, aN 8
Office of the City Clerk | (603) 589-3010

Fax (603) 589-3029
E-Mail: cityclerkdept@NashuaNH.gov

Patricia Piecuch
City Clerk

MEMO TO: Dan Kooken, Purchasing
FROM: Patricia Piecuch, City Cler'
DATE: June 8, 2016

RE: New Voting Booths

The City Clerk’s Office is requesting to purchase 50 Franklin PakFlatt 4-Station voting
Booths, sold exclusively by Inclusion Solutions for $52,994. Since Inclusion Solutions is
the sole provider, this purchase would be made pursuant to NRO § 5-84 (A) (4), Special
Purchase Procedures.

After the Presidential Primary Election, the City Clerk's Office took a look at the current
number of Douglas voting booths in each ward. Based on those numbers, we will not
meet state requirements for both the State Primary and General Elections this year.
The Douglas voting booths have been in use for at least two decades and we continue
to lose some parts or a booth each election.

As you are aware the City Clerk's Office suggested to you the Franklin PakFlatt 4-
Station Booth, which meets requirements under state law. The City Clerk’s Office felt
this was the best fit to meet the needs relative to the ease of setting up, tearing down
and for storage. it will also be beneficial for those wards whose polling space is limited.

In our discussion you reviewed other alternatives available and it was your opinion that
the Franklin PakFlatt 4-Station Booth, was superior to other alternatives. Inclusion
Solutions has sold over 10,000 units, across 46 states.

According to our voter registration totals of June 3, 2016, there are 52,519 registered
voters. These numbers will definitely climb since this is a Presidential year. Based on
RSA 658:9, we currently would be short 78 booths, for the General Election, which
includes the use of all table-top screens as required by law. Even for the Primary
Election, we still will not have enough booths in all polling locations, if again, utilizing all
table-top screens. State law requires that we have a minimum of two table-top screens
in use at every election, but will allow not more than 50% to be used at any election. If
using the maximum allowed table-top screens, it then requires us to rent tables and
chairs in order to meet that requirement.

The purchase of these booths will allow us to meet state law in each of our polling
locations, while allowing the election officials to set-up additional booths on other
elections should they see fit. Also, this will allow us to cut down on the number of table-
top screens that are used in each location and will be easier for the election officials in

the transporting of these screens back and forth to city hall. It will also eliminate the
need for rental of tables and chairs.

The City Clerk’s Office is respectfully requesting to expend $52,994 from the wages full
time account, 07.1.565-51100 for the purchase of these booths.

Should you have questions, please feel free to contact me.

Ct) inclusion-solutions

Inclusion Solutions
2000 Greenleof St.

Suite 3 Evanstan, IL 60202 Sales Quote
www. inclusionsalutions.com
Email contact@inclusionsolutions.com Quote # $Q-001783
Tel 847-869-2500
t ]
Fax 847-869-2515 Date 6/6/2016
Billing Address Nashua NH, City of Shipping Nashya NH, City of
229 Main Street Address NE
PO Box 2019
Nashua, NH
03061
City Clerk's Office
Contact Patricia Piecuch Email Address piecuchp@nashvanh.gov
Phone 603-589-3002
Sales Rep
HB’
item No Product Name Quaniity Unit Pree Discount Sub-Total -
per Unit .
4SFRKLN Franklin® Booth g $849.00 $10.00 $7,551.00
ASFRKLN-4UP Franklin® Booth w/ 4 4] $849.00 $10.00 $34,399.00
"“Standing/Up" Shelves
4SCURTAIN Franklin Booth Curtains 50 $199.00 O% $9,950.00
Remarks Delivery by August 1, 2016 Sub-Total $51,900.00
Shipping $1,074.00
Total $52,994.00

To approve quote, sign and fax back fo 847-869-2515 or sign, scan document. and email to
sales@inclusionsolutions.com

Quote Approved by:

www. InclusionSolutions.com

Page | of 3

Ph#847-8469-2500

(Sign Here}

Fax#847-869-2515

© inclusion=solutions

Pakflatt® Franklin® Voting Booth
The best solution for every election

America’s #1 Voting Booth
is the unique Pakflatt® Franklin® Voting
Booth — exclusive to Inclusion Solutions.

It is a four-compartment booth — it
alternatively can be set up as a two or
three-person booth to suit the available
space in a variety of polling places.

The booth is universally designed with
three standing height shelves and one
lowered shelf to accomodate all voters
— with and without disabilities.

(€)) inclusion-solutions
=

Pakflatt® Franklin® Voting Booth

Key Features:
Accessible

® Universal design: ali voters — with and without
disabilities — vote at the same booth

* Booth meets all ADA and ADAAG standards for
width, approach and clearance, anc includes one
lowered station

e Custom configurations available

Simple. Storage and Setup
e No pieces to lose — all booths are self-contained

e Durable, easy to set up: one-piece construction
(legs collapse inside booth)

* Packs small for storage — requires only 30% of
the space of other booth types

Efficient
e Reduce lines with ultra-efficient 4-station design

° Can be set up as 2, 3 or 4 station booths
depending on precinct configuration

Proven Successful Solution
e Over 10,000 booths in use in 46 states and
counting

e Consistent response from election officials, voters
and poll workers that the Franklin is the best
booth they have ever used

For more information:

http://www. inclusionsolutions.com/election-access

| t 847.669.2500

; 2000 Greenleaf Street, Suite 3
f 847.869.2515

| Evanston, IL 60202

Durable

e Automotive grade aluminum makes it the most
indestructible booth on the market

® Shelf supports over 200 lbs.

Assembled dimensions

* 61” to frame top

37.5” to standard writing shelf
30” to seated/accessible shelf
32” between outside legs
20.5” shelf depth

Packed Dimensions: 38.5” L x 25” H x 9.5" D
Weight (assembled): 44 Ibs

Franklin® 4-station booth pricing

Franklin® 4-station booth: $849.00
Custom Booth Decals (Set of 2): $29.95
Booth curtain system: $199.00
Light set (pack of 4). $99.00

Other accessories available. See catalog for details.

Ei yout

Ej ®InclusnSolution

{ G00,314.5232 video relay for hearing user www. inclusionSelutions.com

i 1.866.232.5487 (toll free)

2) THE CITY OF NASHUA TeaGaeleer

Financial Services

Purchasing Department

June 9, 2016

Memo #16-162

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: AWARD CONTRACT FOR BRICK REPOINTING AT NASHUA PUBLIC LIBRARY
(VALUE: $39,444)
DEPARTMENT: 179 NASHUA PUBLIC LIBRARY; FUND: GENERAL FUND
ACCOUNT CLASSIFICATION: 54 PROPERTY/BUILDING

Please see attached communication from Jennifer McCormack, Library Director dated May 31, 2016 for
the information related to this contract award.

Pursuant to § 5-79 Construction projects; prequalification of bidders. A. In the case of contracts for
the construction, reconstruction, alteration, repair or refurbishing of real property a determination of
responsibility of interested contractors may precede the issuance of invitations to bid. Invitations to bid
shall be issue only to firms which have, in the City’s sole determination been prequalified. The
department or agency involved shall establish rules and regulations which govern pre-qualifications of
bidders.

The City of Nashua is a member of the NJPA. Under the NJPA, The Gordian Group is a prequalified
competitively-bid system for procuring on call construction and construction related services. Wesfield
Construction is their contractor for NH.

The Library Director and the Purchasing Department recommend awarding this contract to Wesfield
Construction of West Chesterfield, NH in an amount of $39,444.

Respectfully,

Wf

‘Dan Kooken
Purchasing Manager

Cc: J McCormack J Graziano

i229 Main Street » Nashua, New Hampshire 03061 » Phone (603) 589-3330 « Fax (603) 589-3344

=n Nashua
=” Public
rs Library

May 31, 2016

The Nashua Public Library sought bids for brick cleaning and repointing as well as
interior concrete repair of 4 alcoves on the east and south facing walls of the building.
These 4 alcoves have experienced significant water infiltration over the past several
years causing blistering and peeling paint inside the Children’s room of the library and
damage to the flooring in those alcoves.

We have selected Wesfield Construction Co., Inc. of West Chesterfield, New Hampshire
at a cost of $39,444. This price includes all labor and materials to clean the brickwork in
the selected area, repoint the bricks and seal them, and do some minor repairs to
interior masonry walls. A full scope of work is attached to this memo. Library staff will
paint the interior walls after interior repairs are completed with the appropriate interior
paint of a color.

The City of Nashua is using the NJPA’s (National Joint Powers Alliance) and The Gordian
Group’s ezlQC Program for this work. This program is a competitively-bid system for
procuring on call construction and construction related services. NJPA has partnered
with The Gordian Group who qualified Wesfield Construction as their contractor for NH.

Work is expected to be completed by July 31, 2016. The $39,444 will be paid for from
account # 79.1.720.54280 Building and Grounds Maintenance.

Sincerely,

Jennifer McCormack, Director

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

STANDARD FORM OF AGREEMENT
BETWEEN OWNER AND CONTRACTOR

This agreement is made:

BETWEEN the OWNER: City of Nashua, New Hampshire

229 Main Street
Nashua, NH 03060-2019

And the CONTRACTOR: Wesfield Construction Co., Inc.

5 Lyman Way
PO Box 129
West Chesterfield, NH 03466

and its successors, transferees and assignees (together “CONTRACTOR”)

For the following Project: Library Brick Repointing

ARTICLE 1 - THE CONTRACT DOCUMENTS

The CONTRACTOR shall complete the work described in the Contract Documents for this project. The
documents consist of:

1.

el et de i

This Agreement signed by the OWNER and CONTRACTOR, including the General Terms and
Conditions;

Scope of Work;

Drawings and Specifications provided in the bid documents;

Change Order Form;

Insurance Certificate;

Written change orders for minor changes in the Work issued after execution of this Agreement; and

Fully Executed OWNER Purchase Order

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 Proposals and the terms of this Agreement, a written
change order and/or fully executed OWNER Purchase Order, the terms of this Agreement, the written
change order or the fully executed OWNER Purchase Order shall control over the terms of the Proposals

ARTICLE 2 —- DATE OF COMMENCEMENT AND SUBSTANTIAL COMPLETION DATE

The date of commencement shall be the date of the Notice to Proceed. Substantial Completion shall be

July 31, 2016

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