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Finance Committee Page 6
July 6, 2016

Mr. Kooken

| think it’s the nature of the job.

Mayor Donchess

The person that could explain this best is Lisa Fauteux, Director of Public Works and she is on vacation this
week. We could wait for a full explanation Alderman Siegel.

Alderman Siegel

No, we have a sole bidder and we don’t want our sole bidder not to do it.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Main Street Sidewalk Improvements — Block 3 & 4 Granite Curbing at Crosswalks and Median
Islands (Value: $16,120)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
GRANITE STATE CURBING SETTERS, INC. IN THE AMOUNT OF $16,120. FUNDS ARE AVAILABLE IN
DEPARTMENT 161, STREETS; GENERAL FUND; MAIN STREET

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Amendment #1 to Contract with Stantec — Pavement Management (Value: $12,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE AMENDMENT #1 TO
THE CONTRACT WITH STANTEC CONSULTING SERVICES, INC. IN THE AMOUNT OF $12,000.
SOURCE OF FUNDING IS DEPARTMENT 161, STREETS; PRIOR YEAR ESCROW; 53, PROFESSIONAL
SERVICES

ON THE QUESTION

Alderman Siegel

The original contract was for a little over $5,000 for the exact same thing and now we’ve tacked on $12,000;
what’s changed?

Mayor Donchess

They are coming forward with a significant written report that will not only explain the criteria by which they
have evaluated all of the streets but will list the streets and each street and what condition it is in and make
recommendations which will all be presented in a single report. This addition was necessary for the
preparation of this written report which everyone on the Board of Aldermen and the Board of Public Works will
get a copy of.

MOTION CARRIED

Finance Committee Page 7
July 6, 2016

From: Dan Kooken, Purchasing Manager
Re: Purchase of Various Chemicals for the Wastewater Treatment Facility (Value: $571,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM THE VENDORS PROVIDED THEREIN FOR A TOTAL PURCHASE PRICE OF $571,000. FUNDS
ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER; 61, SUPPLIES & MATERIALS

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: | Waukesha Generator Maintenance (Value: Not-to- Exceed $30,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
HIGHLAND POWER IN AN AMOUNT NOT-TO-EXCEED $30,000. SOURCE OF FUNDING IS
DEPARTMENT 169, WASTEWATER; 54, PROPERTY SERVICES

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Analytical Testing Services (Value: Not-to-Exceed $15,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
CHEMSERVE ENVIRONMENTAL ANALYSTS IN AN AMOUNT NOT-TO-EXCEED $15,000. FUNDS ARE
AVAILABLE IN DEPARTMENT 169, WASTEWATER; 53, PROFESSIONAL & TECHNICAL SERVICES
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: NWTF Capacity Analysis Study Update (Value: $19,898)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
HAZEN & SAWYER IN THE AMOUNT OF $19,898. SOURCE OF FUNDING IS DEPARTMENT 169,
WASTEWATER; 53, PROFESSIONAL & TECHNICAL SERVICES

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: | Sewer and Drain Pipe and Structure Inspection (Value: $113,423)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO TED
BERRY COMPANY IN THE AMOUNT OF $113,423. SOURCE OF FUNDING IS DEPARTMENT 169,
WASTEWATER; SEWER REHAB

ON THE QUESTION
Alderman Caron
| Know that we’ve spent a lot of money at the wastewater treatment plant but | am happy that we are continuing

to move and make sure that everything is up and running because that is a very important facility for the City of
Nashua.

Alderman Siegel

We started with the core of the wastewater treatment plant and now we are expanding outward with the
addition of the SCADA system which is a data analysis gathering tool. We are going to want to know what the
status is of our sewer lines are. We do appreciate the hard work of the folks at our DPW.

Finance Committee Page 8
July 6, 2016

Alderman Wilshire

| will echo what Alderman Caron said. Having been the Ward 7 Alderman for many years that treatment facility
has come a long way and to maintain it as well is in our best interest.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract Award for Renewal of USDA Wildlife Management Service Agreement
(Value: Not-to-Exceed $67,696)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
USDA WILDLIFE SERVICES IN AN AMOUNT NOT-TO-EXCEED $67,696. SOURCE OF FUNDING IS
DEPARTMENT 168, SOLID WASTE; 53, PROFESSIONAL & TECHNICAL SERVICES

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS

R-16-039

Endorsers: Mayor Jim Donchess

Alderwoman Mary Ann Melizzi-Golja

Alderman Tom Lopez

Alderman-at-Large Michael B. O’Brien, Sr.

Alderman Don LeBrun

Alderman-at-Large Lori Wilshire
AUTHORIZING THE CITY OF NASHUA TO ENTER INTO CONTRACTS WITH NASHUA COMMUNITY
COLLEGE, RIVIER UNIVERSITY, DANIEL WEBSTER COLLEGE, TOWN OF HUDSON, TOWN OF
MERRIMACK, SOUHEGAN VALLEY TRANSPORTATION COLLABORATIVE AND THE PLUS
COMPANY FOR TRANSIT SERVICES

MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE

Ms. Marchant

These are the transit systems revenue contracts. The ones for Rivier, DWC and Nashua Community College
are pre-paid for the year ahead based on last year’s numbers for their students’ ridership. Hudson and
Merrimack are original partners from when the service started, we provided para-transit services for those two
communities, the same as Souhegan Valley Transportation which is the western communities and the Plus
Company is also another contract we enter into for regular transportation services. We group them all together
and it’s all revenue.

MOTION CARRIED

NEW BUSINESS — ORDINANCES- None

DISCUSSION - None

Finance Committee Page 9
July 6, 2016

RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
JUNE 10, 2016, TO JUNE 30, 2016

MOTION CARRIED

PUBLIC COMMENT — None

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:30 p.m.

Alderman Ken Siegel
Committee Clerk

Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

Filed With: Patricia Piecuch, City Clerk

From: Jim Donchess
Date: July 6, 2016
Re: Emergency Replacement of 60 Ton Condensing Unit at Nashua Public Library

Pursuant to 5-90 (G) of the NRO, | have authorized emergency replacement of the failed 2003 condensing
unit at the Nashua Public Library. Replacement will be performed by Palmer & Sicard, Inc. of Exeter, NH in
an amount of $46,075. Palmer & Sicard is under contract with Nashua Public Library for HVAC maintenance
and repair.

By way of background, the unit failed on July 1, 2016. A Palmer & Sicard technician was called and upon
inspection of the unit the following was found. Stage 1 compressor had tripped the breaker. Attempts to
start it failed. It is bound up internally and will need to be replaced. They also discovered that the unit lost
all of its oil and refrigerant due to a broken capillary tube on the oil compressor control. Compressors 1 and
2 are hooked up in tandem. This failure has also contaminated the stage 2 compressor. The oil control
would also need to be replaced. Repair is estimated in the $16,500 to $20,000 range. Due to the age of this
unit our recommendation is to replace it.

The initial lead time for replacement was quoted as 6 weeks but Palmer & Sicard has since confirmed that
they can have a new Carrier 38AH-064—6 60 Ton R22 460V 3 Phase condenser with low ambient kit in 7-10
days. The timing of the work is critical since we are in the hottest season and customers, staff and library
materials will be affected until this repair has been completed. Since the existing unit is not working Palmer
& Sicard can begin removal and prep for installation of the new compressor as soon as a contract is signed.

Attached is a quote from Palmer & Sicard for purchase and installation of a replacement unit. Funds are
available in General Fund, Escrow Funds, Major Capital Outlays/Improvements. This was set up specifically
to fund the cost of AC Equipment at Nashua Public Library based on age and repair frequency of the
equipment.

Thank you,

cc: Nashua Public Library

229 Main Street * PO Box 2019 + Nashua, New Hampshire 03061-2019
603.589.3260 ° fax 603.594.3450 * NashuaMayor@NashuaNH.gov
www.NashuaNH.gov

Page 1 of 1

& SICARD...

Energy Services Division

Proposal

Proposal subsritted to: Sian! Date:
City of Nashua July 6, 2016
Sire [oe Nane f Location:
PO Box 2019 Nashua Public Library

2 Court Street, Nashua NH 03060
City, Stale and Zap Cade: Catan
Nashua, NH 03060 Dan Kooke

kooked@nashuanh gov

We hereby propose to furnish, in accordance with specifications below or on attached pages, all
material and labor necessary to complete the following scope of work:

Palmer and Sicard is pleased to provide the following quote to replace the failed 2003 condensing unit at the Nashua
Public Library.

Additional specifications and provisions:

* Environmentally safe recovery and disposal of oils in defective unit
* New Carrier 38AH-064---6 60 Ton R22 460V 3 Phase condenser with low ambient kit
* Rigging service - defective unit disposal
* Associated refrigerant piping
* Blectrical disconnect and reconnect
* New R-22 refrigerant
* System evacuation
* Start and test
* 1 year parts and labor warranty, 4 additional years on compressors
Exclusions - DDC or building automation components or controls
- Premium time or after hours’ work
- 7-10 days lead time
for the sum of: Corty-six Thousand Seventy-five and 00/100 dollars - $46,075.00.

Payment to be made as follows:

Standard terms apply.
All material is guaranteed to be as specified. Al! work to be completed in a : : .
workmanlike manner according to standard practices Any alteration or deviation from A uthorized Sig nalure. "
specifications below involving extra costs will be executed only upon written orders, A / (oA
and will become an extra charge over and above the cstimate All agreements L OA Sean
contingent upon strikes, accidents or delays beyond our contro!. Owner to carry fire, Mare Dion, Service Manager
tornado and other necessary insurance. Our workers are fully covered by Workmen's Note. This proposal may be withdrawn by us if not accepted within 30
Compensation insurance. days

Acceptance of Proposal — The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized
to do the work as specified. Unless otherwise specified, payment terms are as follows: 45% due at signing, 45% due when equipment /
materials delivered on site and 10% due at completion.

Date of Acceptance: Authorized Signature:

Energy Services Division
140 Epping Road
Exeter, New Hampshire 03833
Office: (603) 929-0910
Fax: (603) 929-0973

FINANCE COMMITTEE

JULY 6, 2016

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager

Re: HVAC Preventative Maintenance Agreement (Value: $14,541); Department: 152, Fire
Fund: General Fund; Account Classification: 54 Property Services

From: Dan Kooken, Purchasing Manager

Re: Purchase of Access Control and Camera System for Riverside Building (Value: $24,989)
Department: 156 Emergency Management; Fund: 2014 State Homeland Security Program (SHSP)
Grant; Activity: Security Equipment At Riverside

From: Dan Kooken, Purchasing Manager

Re: CodeRED Contract (Value: $22,000); Department: 156 Emergency Management
Fund: General; Accounting Category: 54 Property Services

From: Dan Kooken, Purchasing Manager

Re: Broad Street Parkway Bridge LED Lighting (Value $149,979); Department: 181 Community
Development; Fund: Capital Project; Account Classification: 54 Property Services

From: Dan Kooken, Purchasing Manager

Re: Parking John Deere Gator Utility Vehicle (Value $20, 700); Department: 166 Parking
Fund: General Fund; Account Classification: 54 Property Services

From: Dan Kooken, Purchasing Manager

Re: Engineering Services for Park and Ride at 25 Crown Street (Value $198,275)
Department: 181 Community Development; Fund: New Hampshire DOT, Congestion
Mitigation and Air Quality Program; Account Classification: 53 Professional Services

From: Dan Kooken, Purchasing Manager

Re: FY17 Bio-Diesel Fuel Contract for Nashua Transit (Value $1.8457 per Gallon)
Department: 186 Nashua Transit; Fund: Grant Funds; Account Classification: 61 Fuel

From: Dan Kooken, Purchasing Manager

Re: Approval of Agreement to Additional Requirements for Technologies other than High Pressure
Sodium or Metal Halide Lighting (Value: $0.00); Department: 126 Financial Services

From: Dan Kooken, Purchasing Manager

Re: Main Street Sidewalk Improvements — Block 3 & 4 Installation of Brick Crosswalks (Value: $17,765)
Department: 161 Streets; Fund: General; Activity Description: Main Street

From: Dan Kooken, Purchasing Manager

Re: Main Street Sidewalk Improvements — Block 3 & 4 Granite Curbing at Crosswalks and Median
Islands (Value: $16,120); Department: 161 Streets; Fund: General; Activity Description: Main Street

From: Dan Kooken, Purchasing Manager

Re: Amendment #1 to Contract with Stantec - Pavement Management (Value: $12,000)

Department: 161 Streets; Fund: Prior Year Escrow; Account Category: 53 — Professional Services

From:

Re:

From:

Re:

From:

Re:

From:

Re:

From:

Re:

From:

Re:

Dan Kooken, Purchasing Manager
Purchase of Various Chemicals for the Wastewater Treatment Facility (Value: $571,000)
Department: 169 Wastewater; Fund: Wastewater; Accounting Classification: 61 Supplies & Materials

Dan Kooken, Purchasing Manager
Waukesha Generator Maintenance (Value: Not-to- Exceed $30,000); Department: 169 Wastewater
Fund: Wastewater; Account Classification: 54 Property Services

Dan Kooken, Purchasing Manager
Analytical Testing Services (Value: Not-to-Exceed $15,000): Department: 169 Wastewater
Fund: Wastewater; Accounting Classification: 53 Professional & Technical Services

Dan Kooken, Purchasing Manager
NWTF Capacity Analysis Study Update (Value: $19,898); Department: 169 Wastewater
Fund: Wastewater; Account Classification: 53 — Professional & Technical Services

Dan Kooken, Purchasing Manager
Sewer and Drain Pipe and Structure Inspection (Value: $113,423); Department: 169
Wastewater Fund: Wastewater, Activity Description: Sewer Rehab

Dan Kooken, Purchasing Manager

Contract Award for Renewal of USDA Wildlife Management Service Agreement
(Value: Not-to-Exceed $67,696): Department: 168 Solid Waste; Fund: Solid Waste
Account Classification: 53 Professional & Technical Services

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS

R-16-039
Endorsers: Mayor Jim Donchess

Alderwoman Mary Ann Melizzi-Golja
Alderman Tom Lopez

Alderman-at-Large Michael B. O’Brien, Sr.
Alderman Don LeBrun
Alderman-at-Large Lori Wilshire

AUTHORIZING THE CITY OF NASHUA TO ENTER INTO CONTRACTS WITH NASHUA COMMUNITY
COLLEGE, RIVIER UNIVERSITY, DANIEL WEBSTER COLLEGE, TOWN

OF HUDSON, TOWN OF MERRIMACK, SOUHEGAN VALLEY TRANSPORTATION
COLLABORATIVE, AND THE PLUS COMPANY FOR TRANSIT SERVICES

NEW BUSINESS — ORDINANCES- None

DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

THE CITY OF NASHUA ee

Financial Services

Purchasing Department

June 30, 2016
Memo #17-002

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: HVAC PREVENTATIVE MAINTENANCE AGREEMENT (VALUE: $14,541)
DEPARTMENT: 152 FIRE; FUND: GENERAL FUND
ACCOUNT CLASSIFICATION: 54 PROPERTY SERVICES

Please see the attached communication from Assistant Fire Chief Brian Rhodes to John Griffin,
CFO/Comptroller dated June 17, 2016 for information related to this request.

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.

Nashua Fire Rescue and the Purchasing Department recommend the award of this contract to AE
Mechanical Inc. of Salem, NH in the amount of $14,541.

Respectfully,
re, Le
“(Dan Kooken
Purchasing Manager

Ce: S. Galipeau B. Rhodes J. Graziano

!
229 Main Street » Nashua, New Hampshire 03061 © Phone (603) 589-3330 » Fax (603) 549-3344

Mashua Fire Rescue Brian D. Rhodes

Administrative Office ‘cae i
70 East Hollis Street, Nashua, NH 03060 FAX (803) 594-3654
www. .oashuafire.com RhodesB@NashuaNH.gov

June 17, 2016

John Griffin
CFO/Comptroller

SUBJECT: Fire HVAC Contract

Nashua Fire Rescue Administration is constantly searching out cost saving measures and
increased efficiencies throughout our entire budget. With that being said. we determined that a
review of our HVAC contract was in order. RFP 0292-052016 was prepared and publicly
offered on April 29, 2016 and closed on May 20, 2016. Seven companies came to the pre-bid
walk thru while only four companies submitted competitive proposals. The proposals received
are as follows:

AE Mechanical Salem,NH $14,541
J Lawrence Hall Nashua, NH $15,795
Controlled System HVAC, Inc. Salem, NH $17,500
Granite State P & H Weare, NH $22,426

Upon thorough review of the submitted proposals with Purchasing Mgr. Kooken, NFR
Administration recommends the contract be awarded to AE Mechanical of Salem, NH in the
amount of $14,541.

Respectfully submitted,

“PD (Chod__
Brian D. Rhodes
Assistant Fire Chief