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Finance Committee - 10/03/2018 Page 5

Mr. Kooken

There is someone from the engineering department here that could probably answer that question.
MOTION CARRIED

Alderman Caron

| think we could have the young lady speak to us about the paving testing. Even though we passed it that way
we'd have a better idea.

Chairman O’Brien
I'll open to that. The question was called so we will let it stand but | think an explanation can help.
Alderman Caron

The question was concerning the paving testing, why is that needed. So you need to speak into the
microphone.

Chairman O’Brien
First could you introduce yourself for the record please?

Mandeep Gill, Engineering Department

Yes, my name is Mandeep Gill, | work in the engineering department and | handle the paving program there
along with Mr. Steve Dookran who is the City Engineer. We mainly do asphalt testing just to make sure that
the asphalt that is delivered on the street is the right mix according to NHDOT specifications and it is
compacted at the right compaction rate. As part of asphalt testing we do collect loose samples at the plant
also just to make sure it is the right mix which is heading towards Nashua. So that’s why.

Alderman Laws
Why the change order because we already approved this right?
Ms. Gill

This is for the federal paving program. It is pretty much the same testing, but it has to be separate funds so
that we can trace it if NHDOT asks us how much funds we have spent on testing.

Chairman O’Brien

And the Chair apologizes, | was confused as to whether she was engineering with the sewage treatment plant
or city streets but thank you for your explanation. We appreciate it.

From: Dan Kooken, Purchasing Manager
Re: Castings Purchase for the 2018 Federal Paving Program (Value: $110,120)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO EJ
PRESCOTT, INC., IN THE AMOUNT OF $110,120. SOURCE OF FUNDING IS DEPARTMENT 169,
WASTEWATER

MOTION CARRIED

Finance Committee - 10/03/2018 Page 6

From: Dan Kooken, Purchasing Manager
Re: Contract for Scrap Metal Recycling (Value: $0)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
EXCEL RECYCLING, LLC

ON THE QUESTION

Alderwoman Kelly

Yes thank you. | Know recycling has come up quite a few times, so | was just wondering if you could give us a
quick overview of what this is specifically and if it is affecting anything that is going on.

Mr. Boucher

This is the same company that the solid waste department uses to remove their scrap metals. We are looking
to get a scrap metal container left at the waste water facility. Wwe have been accumulating metals through the
projects. We have a lot of old equipment that has been sitting around that has to removed, it can no longer be
used. We have old piping that has been taken down.

Also, when they do paving jobs, manhole covers and catch basin castings get brought to the waste water plant.
We keep the good parts for re-use and the cracked stuff will go into this container.

Alderman Klee

| have just one question. Why don’t we sell the scrap metal? Or is it just not sellable? | know when my father
passed away and we were breaking down his home and so on, we literally scrapped metal. | mean | was the
scrap yard for every penny | could possibly get.

Mr. Boucher

That is what this is. They will remove it for us, we don’t have the equipment to truck it anywhere, at the Waste
Water Plant. So we will fill the container, a truck will come and pick it up and bring it, weigh it, we will get the
current market value for it and then out of that cost we pay for the truck. And it goes into the waste water
account.

Alderman Klee
| missed the one word, ‘revenue’. | apologize.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Management of Wastewater Biosolids — Amendment 1 (Value: $260,000)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE AMENDMENT #1
TO THE CONTRACT WITH CASELLA ORGANICS IN THE AMOUNT OF $260,000. SOURCE OF FUNDING
IS DEPARTMENT 169, WASTEWATER

MOTION CARRIED

Finance Committee - 10/03/2018 Page 7

From: Dan Kooken, Purchasing Manager
Re: WW TF Door Upgrades Project (Value: $136,155)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
PAXOR CONSTRUCTION IN THE AMOUNT OF $136,155. FUNDS ARE AVAILABLE IN DEPARTMENT
169, WASTEWATER

ON THE QUESTION

Alderman Caron

Yes thank you. How long is it going to take them to do all these doors?

Mr. Boucher

Well this one should take relatively a short amount of time. Some of the doors are going to be rehabbed, some
have to be welded. Some of the doors will remain. We are hoping no more than 2 months. Some will fit nicely
but then again it is going to depend on the ordering of the doors.

Some of the doors are specialty doors, they have to be corrosion controlled for some of the rooms that they are
going to be on, it is a chemical environment, so some have to be upgraded to fire doors. So it all depends on
quickly we can get the stuff and they can get installed.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Winter Road Salt (Value: $455,000)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND APPROVE

THE PURCHASE FROM GRANITE STATE MINERALS, INC., AND EASTERN MINERALS, INC., FORA
TOTAL AMOUNT OF $455,000. FUNDS ARE AVAILABLE IN DEPARTMENT 161, STREETS; GENERAL
FUND

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
SEPTEMBER 1, 2018 TO SEPTEMBER 13, 2018 AND

SEPTEMBER 14, 2018 TO SEPTEMBER 28, 2018

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

Finance Committee - 10/03/2018 Page 8

REMARKS BY THE ALDERMEN

Chairman O’Brien

| would like to remind the Aldermen and to the public that we are going to go in, immediately after adjournment,
we are going to go into a non-pubic session. What will happen at that particular time, the cameras will go off
and everything, so we will take a brief break at the end of that.

NON-PUBLIC SESSION

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE GO INTO NON-PUBLIC SESSION
BY ROLL CALL PURSUANT TO RSA 91-A:3,II(e) TO CONSIDER PENDING LITIGATION FILED AGAINST
THE CITY

SECONDED BY ALDERMAN CARON

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Alderman O’Brien, Alderwoman Kelly, Alderman Laws
Alderman Klee, Alderman Caron, Alderman Harriott-Gathright 6

Nay: 0

MOTION CARRIED

The finance committee went into non-public session at 7:25 p.m.

MOTION BY ALDERWOMAN KELLY TO COME OUT OF THE NON-PUBLIC SESSION AND RETURN TO

THE FINANCE COMMITTEE MEETING
MOTION CARRIED

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE SEAL THE MINUTES OF THE
NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF THE COMMITTEE
VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE SERVED

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Alderman O’Brien, Alderwoman Kelly, Alderman Laws
Alderman Klee, Alderman Caron, Alderman Harriott-Gathright 6

Nay: 0
MOTION CARRIED
ADJOURNMENT

MOTION BY ALDERMAN CARON TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:36 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

FINANCE COMMITTEE
OCTOBER 3, 2018

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
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Dan Kooken, Purchasing Manager
NPD HVAC Engineering Study (Value: $19,600); Department: 150 Nashua Police Department
Fund: City Buildings Trust

Dan Kooken, Purchasing Manager
Purchase of Personal Protective Clothing/Equipment (Value: $20,100); Department: 152
Fire Rescue; Fund: General

Dan Kooken, Purchasing Manager
Downtown Connector Bus Shelters (Value Not-To-Exceed $40,000); Department: 186 Transportation
Department; Fund: Grant

Dan Kooken, Purchasing Manager
Purchase of Clerk Works Software for City Clerk (Value: $11,175); Department: 122 Information
Technology; Fund: Bonds

Dan Kooken, Purchasing Manager
Purchase of Cisco Network Upgrade (Value: $16,574); Department: 122 Information Technology;
Fund: General

Dan Kooken, Purchasing Manager
Purchase of Mine Falls Boat Ramp (Value: $13,909); Department: 177 Parks & Recreation
Fund: Trust

Dan Kooken, Purchasing Manager
Purchase of Playground Equipment (Value: $15,846); Department: 177 Parks & Recreation
Fund: General and Trust

Dan Kooken, Purchasing Manager
2018 CIPP Lining - Change Order #2 (Value: $50,995); Department: 169 Wastewater;
Fund: Wastewater

Dan Kooken, Purchasing Manager
2018 Asphalt Testing - Change Order No. 1 (Value: $27,581): Department: 161 Street
Fund: General and Trust

Dan Kooken, Purchasing Manager
Castings Purchase for the 2018 Federal Paving Program (Value: $110,120); Department: 169
Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Contract for Scrap Metal Recycling (Value: $0); Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Management of Wastewater Biosolids - Amendment 1 (Value: $260,000); Department: 169
Wastewater; Fund: Wastewater

From: Dan Kooken, Purchasing Manager
Re: WWTF Door Upgrades Project (Value: $136,155); Department: 169 Wastewater; Fund: Wastewater

From: Dan Kooken, Purchasing Manager
Re: Winter Road Salt (Value: $455,000); Department: 161 Street; Fund: General

UNFINISHED BUSINESS — None

NEW BUSINESS — None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

NON-PUBLIC SESSION

Request for Non-Public Session with Corporation Counsel

ADJOURNMENT

) THE CITY OF NASHUA

Financial Services

"The Gate City"

Purchasing Department

September 27, 2018
Memo #19-075

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: NPD HVAC ENGINEERING STUDY (VALUE: $19,600)
DEPARTMENT: 150 NASHUA POLICE DEPARTMENT; FUND: CITY BUILDINGS
TRUST

Please see the attached communication dated September 27, 2018 from Karen A. Smith, Business
Manager for the information related to this purchase.

§ 5-83. Professional services.

[NRO 1975, T. 4, § 1613; NRO 1987, § 2-248; amended 11-26-1977 by Ord. No. O-77-278; 4-22-1986 by
Ord. No. 0-86-50; 6-28-1988 by Ord. No. 0-88-43; 3-10-1998 by Ord. No. O-98-05; 10-26-1999 by Ord.
No, O-99-139]

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 Nashua Police Department and the Purchasing Department recommend the award of this contract in
the amount of $19,600 to SMRT Architects and Engineers of Andover, MA.

Wf!
Wei: Wel ——

Dan Kooken
Purchasing Manager

Ce: K. Smith A. Lavoie

229 Main Street « Nashua, New Hampshire 03061 ¢ Phone (603) 589-3330 Fax (603) 589-3233 |

NASHUA POLICE
DEPARTMENT Date: 27 September 2048

intradepartmental Communication

To: Dan Kooken, Purchasing Manager
From: Karen A. Smith, Business Manager

Subject: Nashua Police Department HVAC Assessment

The Nashua Police Deparirnent is seeking ine professional services of SMRT to assess the HVAC system
and to assist NPD in identifying the scope of our current HVAC project and expand on the information we
know as listed below:

j. In 2005 there was an NPD HVAC project, however due to budget constraints the HVAC
mechanical room equipment replacement was removed and is the originali977 system.

2. The main building's air handler for the a/e unit was condemned and never replaced. Currently
there is no method of cooling down the outside air entering curing the summer manihs, which
makes all the water source heat pumps wark much harder and causes break downs and costly
repairs. -

3. Additionally, there is a split AC unit on the 1“ and 2™ floor and one located in the basement level,
which use R22 refrigerant and this type of refrigerant is becoming obsolete. Over 50 waler source
pumps will need io be replaced.

4, Further analysis on air circulation is needed.

SMRT Architects and Engineers of Andover, MA was the engineering firrn contracted in 2005 and the

Nashua Police Department again recommends contracting services in the amount of $19,600. Funds are
available in the City Buildings Trust Fund TF29.7078.

Sincerely,

4 Pek AP ge xt ji uf
. ah GU be i agen

Karen A. Smith

Business Manager

CONTRACT FOR PROFESSIONAL SERVICES

PROFESSIONAL SERVICES CONTRACT FoR
Nashua Police Station HVAC Assessment

A CONTRACT BETWEEN

THE City oF NASHUA, 229 MAIN STREET, NASHUA, NH 03061-2019

AND

SMRT ARCHITECTS AND ENGINEERS

NAME AND TITLE OF SERVICE PROVIDER
WITH A PRINCIPAL ADDRESS AT

200 BRICKSTONE SQUARE, SUITE 303, ANDOVER, MA 01810
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:

i. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated
herein and are made part of this contract:

Exhibit A -- General Conditions for Contracts
Exhibit B ~ Summary & Scope of Services Document
Exhibit C -- Limiting Conditions

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,

AG 7 of 3

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 in accordance with the terms and conditions of the contract
the work described and attached hereio as Scopes of Work.

3. PERIOD OF PERFORMANCE. Service Provider shall perform and complete all work within six
weeks of execution of this contract that can be extended should both parties mutually
agree. . The time periods set forth 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 the signed contract.

4. COMPENSATION. Service Provider agrees to perform the work for a total cost not to exceed

(5 19,600.00)

Unless Service Provider has received a written exemption from the City. Service Provider shall
submit requests for payment for services performed under this agreement directly to

City of Nashua

Atim: Accounts Payable
PO Box 2019

Nashua, NH 03061-2019

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

Requests for payment shall be submitted no later than fifteen (15) days after the end of each
month and must include a detailed summary of the expenditures reported in a form that supports
the approved budget. Specifically, Service Provider agrees to provide the following with cach
request for payment:

1. Appropriate invoice forms. The forms shall include the project purchase order
number, a listing of personne! hours and billing rates, and other expenditures for which
payment is sought.

2. A progress report. The report shall include, for each monthly reporting period, a
description of the work accomplished, problems experienced, upcoming work, any extra
work carried out, and a schedule showing actual expenditures billed for the period,
cumulative total expenditures billed and paid to date under the contract, and a comparison
of cumulative total expenditures billed and paid to the approved budget.

The City will pay for work satisfactorily completed by Service Provider in accordance with this
Agreement. The City will pay Service Provider all undisputed portions of Service Provider’s
invoices within 30 days of receipt by the City of the submitted invoice forms and progress
reports. The City will make no payments until the invoice forms and progress reports have been
submitted and approved. If the City disagrees with any portion of an invoice, it shall notify
Service Provider in writing of the amount in dispute and the specific reason for the objection

AG 2 of 3