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31,

the parties may renegotiate the invalid or unenforceable provisions for sole purpose of rectifying
the invalidity or unenforceability.

. MGGIFICATION OF CONTRACT AND ENTIRE AGREEMENT This contract constitutes the entire

contract between the City of Nashua and Consultant. The parties shall not be bound by or be
laste for any statement, representation, promise, inducement, or understanding of any kind or
¢ not set forth in this contract. No changes, amendments, or modifications of any terms or
conditions of the contract shall be valid unless reduced to writing and signed by both parties.

CHOICE OF LAW AND VENUE This contract shall be governed exclusively by the laws of the
State of New Hampshire and any claim or action brought relating to this contract, the work
performed or contracted to be performed thereunder, or referable in anyway thereto shall be
brought in Hillsborough County (New Hampshire) Superior Court Southern Judicial District or in
the New Hampshire 9th Circuit Court—Nashua and not elsewhere.

GC 11 of 11

§ THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Department

August 11, 2016
Memo #17-033

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT AWARD FOR WAYFINDING PROJECT PHASE 1 (VALUE: $49,110)
DEPARTMENT: 183 ECONOMIC DEVELOPMENT; FUND: DOWNTOWN
IMPROVEMENT COMMITTEE TRUST FUND
ACCOUNT CLASSIFICATION: 53 PROFESSIONAL & TECHNICAL SERVICES

Please see attached communication from Tim Cummings, Director of Economic Development dated
August 2, 2016 for the 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 Director of Economic Development and the Purchasing Department recommend awarding this
contract in an amount of $49,110 to Greenman-Pedersen of Portsmouth, NH.

Respectfully

(An Kile

Dan Kooken
Purchasing Manager

Ce: TCummings J Graziano

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

THE CITY OF NASHUA “The Cate City"

Economic Development Division

To: Dan Kooken, Purchasing Manager
From: Tim Cummings, Economic Development Division Director
Ce: Janet Graziano, Financial Manager, Sarah Marchant, Community Development Director

Date: August 2, 2016

Re: Wayfinding Sign Package

Background
Since 2015, the Downtown Improvement Committee has been looking for an update to the existing

signage in the downtown area. The City of Nashua Mayor’s Office of Economic Development issued
a Request for Proposals (RFP0860-061616) on May 5", to develop a program design and fabrication
for an updated wayfinding program in the downtown. The services sought included:

- Identification and assessment of existing wayfinding signs

- Review of existing traffic routing and proposal of new sign sites
- Development of graphics and promotional materials

~ Construction documents

- Fabrication

While following required Purchasing Department protocol for public notification of consulting
opportunities, staff took additional steps to identify the most capable companies in New England and
throughout the country. Notices of the availability were sent directly to 13 firms.

On May12th, the City held a pre-bid meeting with 11 attendees. A PowerPoint presentation was reviewed
with the bidders and distributed to them for their reference.

On June 16", the City received the following proposals:

Archetype | Peterborough, NH | $115,600.00 (estimate) | $52,100.00
Signworks

Greenman- | Portsmouth, NH | $76,235.00 $59,055.00
Pedersen (Nashua office)

W.S. Sign | Springfield, MA | $70,000.00 $12,000.00
Design

*Two additional vendors submitted proposals that were deemed “not acceptable due to non-signing of addendum”
** Archetype Signworks provided a total price proposal estimate

On June 17th a seven-member proposal evaluation committee met to review the proposals submitted the
committee included representatives from the Community Development Division, Economic Development
Office, Department of Public Works, and Downtown Improvement Committee.

Out of the five firms that submitted proposals, only three were deemed to be acceptable: (1)
Archetype Sign Works, (2) Greenman-Pedersen, and (3) W.S. Sign Design.

During the review of the proposals the overall consensus opinion is that the city should solely pursue
the design aspects of the project, because there is not enough clarity around the overall project to
procure everything at this time, i.e. fabrication. Therefore, the committee opted to pursue “Bid
Alternate 1” as a Phased approach to this project. (Phase I: develops a design and implementation
plan for the wayfinding signs) This contract will cover Phase I only.

It should be noted that this particular strategy was articulated in the RFP and the city reserved its
right to pursue solely the design phase known as “Bid Alternative 1”.

Recommendation of Greenman-Pedersen, Inc.

Only one vendor had the requisite skills and experience to execute the primary function of design
work and the evaluation committee believed their skills and ability were superior compared to the
other respondents.

Greenman-Pedersen, Inc. was selected due to their excellent approach to the scope of work, long
track record of completing similar projects for municipalities, and dynamic project teams that have
worked with the city of Nashua in the past on various projects. In addition, their intimate knowledge
of New Hampshire design and traffic standards brought them to the forefront of the group. Although
they were not the overall lowest bidder for the phase 1 component of the project the evaluation
committee’s believed their design skills merited their higher quote, which slightly more than 10%
greater than the next respondent. Greenman Pedersen reduced their proposal slightly once they
learned the project would be phased

Downtown Improvement Committee’s Budgeted Project
This project has been budgeted and is accounted for in the Downtown Improvement Committee’s
Budgeted work plan for this year.

Request
The Office of Economic Development requests the approval of a contract in the amount of $49,110

with Greenman Pedersen, Inc., of Nashua, NH for a design and implementation plan for
waylinding signs.

Scope of Work
Downtown Wayfinding Sign Package
RFP 0860-061616 July 20, 2016

Scope of Work
Downtown Wayfinding Sign Package
RFP 0860-061616

Submitted to the City of Nashua, New Hampshire

Submitted by the Team of: Greenman-Pedersen, Inc. (GPI) and Courage Creative
duly 20, 2016

TASK 1 - IDENTIFICATION AND ASSESSMENT OF EXISTING WAYFINDING SIGNS

The GPI Team will fully research all relevant materials relating to the existing wayfinding signage currently
_in place within the City. We will start by utilizing the proposed location maps prepared by Barlo Signs as
part of the 2003 project. GP! will integrate the existing Great American Downtown Signs GIS layer into the
Collector App for ArcGIS and utilize the existing data structure to perform a field assessment of all the existing
signs and supports. In addition, the database will be updated to include any wayfinding signage that is
installed but currently not included in the existing database. A critical part of this assessment will be to
evaluate the condition of the existing sign structures. If locations and condition of the existing poles are
deemed sufficient, the existing poles will be restored and reused in an effort to reduce construction costs.

In addition to the inventory and assessment of the existing wayfinding signage, a comprehensive geodatabase
referencing layers obtained from the City of Nashua and open source data made available from ESRI’s ArcGiS
Online, will be developed to assess and analyze the need for and placement of wayfinding sign elements. Spatial
analysis tools within the ArcGIS interface will be deployed to identify areas where signage is needed based on
traffic flow pattems and the built environment in proximity to municipal facilities (such as parking and City buildings)
as well as relevant points of interests ranging from restaurants, retail, natural landscapes, historic landmarks and
more. A network analysis will then be conducted to safely and efficiently route motorists, pedestrians, and bicyclists
to desired destinations.

Upon completion of the field assessment and research, GPI will coordinate a meeting with the City and the
Downtown Improvement Committee to review the condition assessment as well as to identify any additional points
of interest or facilities to be included in the updated wayfinding routing and planning.

Task 1 Deliverable: GIS Map/Database displaying the location and condition of all existing wayfinding signs
as well as all relevant points of interest and municipal facilities.

TASK 2: REVIEW EXISTING TRAFFIC ROUTING AND PROPOSE WAYFINDING SIGN PLACEMENT
RELATIVE TO A CONCEPTUAL DOWNTOWN “PARKING LOOP” AS WELL AS CONDUCT A CURSORY
REVIEW OF THE WAYFINDING SIGN NEEDS FOR REVERSAL OF TRAVEL ON THE “PARKING LOOP”

The GPI Team's strength lies in the expertise, comprehensive knowledge and experience in transportation
planning in downtown areas. GPI’s team of traffic planners and engineers will provide a comprehensive
assessment of the existing roadway network accessing the downtown area and develop recommendations
for appropriate wayfinding signage leading to downtown destinations. The scale of the signs will be
appropriate for the roadway infrastructure, anticipated travel speeds, expected user and MUTCD sign type
requirements. Larger scale signs with appropriate graphics and text would be developed to notify travelers
and visitors along Route 3 as to the presence of the vibrant downtown area. Smaller scale wayfinding signs
would be expected along the arterial and local roadways directing visitors to designated parking areas in the

Page 1 of 4

Scope of Work
Downtown Wayfinding Sign Package
RFP 0860-061616 July 20, 2016

downtown. Upon leaving the parking facility, more detailed pedestrians scale signage with specific
destinations would be anticipated to guide visitors to downtown attractions and promote a healthier, walkable
community.

GPI’s traffic professionals will review the Downtown Circulation Study in concert with city staff and assess
the needs for additional or modified wayfinding signage under future conditions.

Task 2 Deliverable: GIS Map displaying the location and type (scale) of all proposed wayfinding signs as
well as all relevant points of interest and municipal facilities. Additional GIS layers will be developed for future
revised traffic patterns of the core downtown streets. This would inciude a GIS layer depicting the reversal of
traffic on the “Parking Loop’.

TASK 3: DEVELOPMENT OF GRAPHICS AND PROMOTIONAL MATERIALS

While Tasks 1 and 2 are underway, Courage Creative will simultaneously work with the Downtown Improvement
Committee to develop a graphic art for the wayfinding signs. While the assessment of existing signs and
determination of the location of new signs is important, the success of the project will ultimately be
determined by public perception and appreciation. The graphics and message of the signs are therefore
critical. Courage Creative brings a portfolio of similar projects where not only were signs developed for the
roadway corridors, but entire “motif’s” were developed including graphics for kiosks, websites, park or trail
maps, and other promotional materials.

GPI would encourage the City to host a series of pubiic meetings or charrettes as part of the development of
the graphics and branding for the wayfinding signs and downtown area in general. Involving the public early
in the planning process encourages participation and develops a sense of cooperation rather than opposition
and facilitates approvals by governing bodies including the Planning Board and Board of Alderman.

GPI will coordinate with the City of Nashua’s GIS Department to develop a GIS Based Web Application providing
interactive route planning and GPS based directions to specific destinations. Interactive pictures/descriptions of
each destination would be integrated into the application.

Task 3 Deliverable: Attendance at up to three (3) public meetings charrettes with Downtown Improvement
Committee or similar committee to present a series of sign graphics and designs. Attendance at Board of
Aiderman and Planning Board to present final graphical materials.

TASK 4: CONSTRUCTION DOCUMENTS
GPI will prepare construction documenis for the various signs and/or banners developed under Task 3.

Task 4 Deliverable: lt is anticipated that the following will be included with the construction documents:

* AutoCAD plans developed from available resources (Aerial Mapping, GIS, Assessors Maps, etc.) depicting
location of signs

e Summary table of signs listing sign type (code), mounting (new pole, existing pole, etc.) and GIS coordinate

of sign location

Details of the legend, colors, logo, size, mounting, etc. of the various signs and/or banners

Details of mounting methodology (pole, building, kiosk, etc.)

Construction Specifications

Construction Cost Estimate

Page 2 of 4

Scope of Work

Downtown Wayfinding Sign Package

RFP 0860-061616

FEE

July 20, 2016

GPI anticipates invoicing this project on a Time and Materials basis at the hourly contract rates attached herein.
Based on the Scope of Work outlined above, the fee of Forty Nine Thousand One Hundred Ten dollars ($49,110)
shall not be exceeded unless written authorization in the form of an Amendment is provided by the City.

Rev. 7-15-16 i City of Nast i
_ Di Wayfinding Sign Package
REP 0860-051616
Nicole Rogers George Courage
John Diaz Traffic Engineer/GIS Robert White Graphic
Project ag Coordi landscape Architect Design/Artist Hours Fee
225,00 | $ 100,00 | $ 160.00 | $ 75.00

Task 5 - Idetnification and Assessment of
Existing Wayfinding Signs 4 20 8 14 46 5,230.00
Task 2 - Review of Traffic Routing and .
Proposed Wayfinding Sign Placement 410 50 30 90 12,050.00
Task 3 - Development of Graphics/Logo and
Promotional Materials/Public Participation _ 22 24 20 191 247 22,625.00
[Task 4- Construction Documents and
Details : 4 24 8 35, Tk: 7,205.00
lexpenses 2,000.60
[TOTALS 30 118 66 240 454 49,110.00

Page 3 of 4

Scope of Work
Downtown Wayfinding Sign Package

RFP 0860-061616 July 20, 2016
FEE SCHEDULE Contract Hourly Billing Rates

Senior Vice President/Branch Manager 5250.00
Vice President/Project Director. $225.00
Assistant Vice President/Project Director 5185.00
Senior Project Manager $175.00
Senior Engineer $160.00
Project Manager _..9150.00
Project Engineer . _ $125.00
Senior Inspector/Coatings Inspector $110.00
Engineer/Inspector $100.00
Senior Technician 590.00
Engineering Technician $80.00
Technician __ _ $65.00
Administration 555.00
Court Testimony/Deposition Negotiated
REIMBURSABLE EXPENSES

Direct, Non-salary expenses will be billed at 1.2 times cost:

1. Transportation and living expenses incurred for assignments outside of the closest CONSULTANT

office, including the use of rental cars.

Shipping charges for plans, equipment, etc.

Purchase of specialized equipment and rental of equipment from outside vendors.

Reproduction of drawings and reports.

Construction materials and spent tools specifically for the project.

Automobile expenses for personal or company venicles wiil be charged at $0.50 per mile plus toll

charges for travel from the CONSULTANT office to the project and return and for travel at the job

in conduct of work. No mark-up of this charge.

7. Insurance in excess or in addition to insurance coverage’s or at limits not normally carried by
CONSULTANT or its subconsultants.

@ OF & Gh

Services of Others

On occasion, CONSULTANT engages the specialized services of others as subconsultants on the project. When
considered necessary in CONSULTANT’s sole discretion, subconsultants will be used. The CLIENT agrees to
reimburse the actual cost of these services plus a 20% service charge prior to the release of any work product
which involves subconsultants’ work.

Page 4 of 4

CONTRACT FOR SERVICE PROVIDER

TITLE:

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, NASHUA, NH 03061-2019
AND

GREENMAN-PEDERSEN, INC.
NAME AND TITLE OF SERVICE PROVIDER

21 DANIEL STREET, 2° FLOOR, PORTSMOUTH, NH 03801
ADDRESS OF SERVICE PROVIDER

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

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

WHEREAS, Service Provider 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 Service Provider shall complete the work described in the
Contract Documents. The following are by reference incorporated herein and are made part of this
contract:
1. This Agreement signed by the City of Nashua and Service Provider, including the General
Terms and Conditions.
2. Bid Form or Proposal
3. Insurance Certificate
4, Written change orders or orders for minor changes in the Work issued after execution of this
Agreement; and
5. Fully Executed City of Nashua 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 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 shail control over the terms
of the Proposal.

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2. WORK TO BE PERFORMED. Except as otherwise provided in this contract, Service Provider shall
furnish all services, equipment, and materials and shall perform all operations necessary and required
to carry out and perform the work as described in and in accordance with the specifications in the City
of Nashua’s request for proposals and the terms and conditions of the contract.

3. PERIOD OF PERFORMANCE. Service Provider shall perform and complete all work within the time
periods set forth. The time periods may only be altered by the parties by a written agreement to extend
the period of performance or by termination in accordance with the terms of the contract. Service
Provider shall begin performance upon receipt of an Executed Contract and a valid Purchase Order
issued from the City.

4, COMPENSATION. Service Provider agrees to perform the work for a total cost not to exceed
Dollars (S 49,116.00 )

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

Unless Service Provider has received a written exemption from the City of Nashua, Service Provider
shall submit an itemized Application for Payment for operations completed in accordance with the
values stated in the Agreement. Such applications shall be supported by such data substantiating the
Service Provider’s right to payment as the City of Nashua may reasonably require. Service Provider
shall submit monthly requests for payment for services performed under this agreement directly to:

City of Nashua
Accounts Payable

PO Box 2019

Nashua, NH 03061-2019
Attn:

To facilitate the proper and timely payment of applications, the City of Nashua requires that all
invoices contain a valid PURCHASE ORDER NUMBER.

Applications for Payment shall be submitted no later than fifteen (15) days after the end of each month.
The City of Nashua will pay for work satisfactorily completed by Service Provider within thirty (30)
days from the time of final approval by the City of Nashua of the submitted Application for Payment.

5. EFFECTIVE DATE OF CONTRACT. This contract shall not become effective until and unless
approved by the City of Nashua.

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