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Finance Committee - 5/17/2017

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

Yea: Mayor Donchess, Alderman Cookson, Alderman Wilshire,
Alderman O’Brien, Alderman Clemons, Alderman Caron,
Alderman Siegel

Nay:

MOTION CARRIED

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:45 p.m.

Alderman Ken Siegel
Committee Clerk

Page 9

FINANCE COMMITTEE

MAY 17, 2017
7:00 PM Aldermanic Chamber

ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Mayor Jim Donchess
Re: Change Orders Related to West Wing Renovation

From: Tim Cummings, Director of Economic Development
Re: Notice of Contract Scope Change

From: Dan Kooken, Purchasing Manager
Re: NPD Ammunition FY2017 (Value: $40,097); Department: 150 Nashua Police Department
Fund: General Fund

From: Dan Kooken, Purchasing Manager
Re: 2017 Low Floor Cutaway Van Procurement for Nashua Transit (Value $758,790)
Department: 186 Transportation; Fund: Transit Grants

From: Dan Kooken, Purchasing Manager

Re: 25 Crown Street Park and Ride Construction Engineering Services (Value $169,229)
Department: 181 Community Development; Fund: New Hampshire DOT; Congestion
Mitigation and Air Quality Program

From: Dan Kooken, Purchasing Manager

Re: 25 Crown Street Park and Ride Construction (Value $1,653,175)
Department: 181 Community Development; Fund: New Hampshire DOT: Congestion
Mitigation and Air Quality Program

From: Dan Kooken, Purchasing Manager
Re: Outside Services/Appraiser (Value Not-To-Exceed $35,000); Department: 132 Assessing
Fund: General Overlay

From: Dan Kooken, Purchasing Manager
Re: Skate Park Lighting (Value Not-To Exceed: $20,000); Department: 161 Street; Fund: General

From: Dan Kooken, Purchasing Manager
Re: 2017 Sewer Replacement Program (Value: $3,255,683); Department: 169 Wastewater
Fund: Wastewater; Activity: Sewer Rehab

From: Dan Kooken, Purchasing Manager
Re: Asset/Pavement Management Services (Value: $50,000); Department: 160 Admin/Engineering
Fund: Bond; Activity: Paving

From: Dan Kooken, Purchasing Manager
Re: Pavement Management Engineering Services (Value: $245,000); Department: 160; Admin/
Engineering; Fund: Bond; Activities: Paving

From: Dan Kooken, Purchasing Manager
Re: Castings Purchase for the 2017 Street Paving Program (Value: $58,104); Department: 169
Wastewater; Fund: Wastewater; Activity: Sewer Structures
From: Dan Kooken, Purchasing Manager
Re: Change Order #1 Retaining Wall Block for Skateboard Park (Value: $9,281); Department: 161
Street; Fund: General
UNFINISHED BUSINESS — None
NEW BUSINESS — RESOLUTIONS
R-17-099
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
APPROVING A FIRST AMENDMENT TO TOWER REPLACEMENT AGREEMENT WITH
VERIZON WIRELESS
NEW BUSINESS — ORDINANCES — None
RECORD OF EXPENDITURES
PUBLIC COMMENT
GENERAL DISCUSSION
NON-PUBLIC SESSION

ADJOURNMENT

Jim Donchess
Mayor e City of Nashua

May 11, 2017

To: Finance Committee, Board of Aldermen
From: Mayor Jim Donchess

Re: Change orders related to West Wing Renovation

In accordance with § 5-91 of Ord No. O-14-01 regarding amendments to contracts previously
approved by the Finance Committee, attached is a memo from J ennifer McCormack, Director of the
Nashua Public Library, regarding change orders to the contract with Project Resource Group. This
contract was approved on October 5, 2016, by the Finance Committee for the construction of the

renovations to the Chandler Wing.

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

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April 5, 2017

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To: Mayor James Donchess
From: Jennifer McCormack, Director
RE: Change orders related to West Wing Renovation

Mayor Donchess,

The West Wing Renovation project which began in October 2016 is nearing completion. The Contractor
and Architect have submitted the attached change orders to the original contract due to a variety of
factors, including unexpected conditions in the field and additions to the project at the request of the
Trustees.

The most significant change order submitted was the replacement of all existing fluorescent fixtures
with new LED fixtures at a cost of $16,821. The Board of Trustees requested this change to the original
scope of work when it was determined that moisture mitigation was not required for the concrete floor,
eliminating that potential $28,880 change order outlined in the original contract. The switch to LED
fixtures improves the lighting in the new space and will result in significant cost savings.

Other electrical change orders (Stellos } included:
Replacement of existing smoke detectors: the existing smoke detectors were incompatible
with the new alarm panel installed as part of the project. Cost: $1,184
New patch panel: additional data outlets in the meeting rooms in the new wing required the
addition of a new patch panel, this was not included in the original specifications. Cost: $287
Installation of outlets in the new service desk: this work was not included in the original
specifications. Cost: $919
Supply and install power poles in computer training room: this work was not included in the
original specifications Cost: $2125
Delete TV drops: The original specifications called for TV installations in rooms that do not
require them so that work was remove. Credit: $235

2 plumbing change orders (EJC Engineering) were submitted for:
Replacement of the roof drains: the roof drains prevented the new custom column covers from
being installed: this was as unexpected condition revealed only when the existing column
covers were removed. Cost: $2556
installation of a sink in the activity room: this work was left off of the original specifications
Cost: $2062

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

One flooring change order was submitted, the Trustees final carpet selection was more expensive than
the original specification. Cost: $1530

One drywall change order was submitted after unexpected mechanical systems under the floor resulted
in a need to change the layout of the fixtures. Cost: $3464

One change order was submitted related to additional acoustical ceiling tile at the tops of the new
column covers. Cost: $1700

One painting change order was submitted due to changes in paint colors and scope of painting at the
request of the Library and the Trustees. Cost: $3762

The total cost of all submitted change orders is $38,293, bringing the total contract cost to $478,876.
This falls within the original established construction budget of $486,790 approved by the Board of
Trustees in September, 2016 which is being paid for entirely by Trust funds.

Sincerely, tg
a Lik

Jennifér McCormack, Director

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

THE CITY OF NASHUA “The Gate City’

Economic Development

To: Mayor Donchess ~ Alderman Cookson, V. Chair of Finance Committee

From: Tim Cummings, Director of Economic Development

Ce: B. Bagley, Director of Public Health, J. Griffin, CFO, J. Graziano, Sr. Finance Manager
Date: April 27, 2017

Re: Notice of Contract Scope Change

Notice of Contract Scope Change

This memo is to notify the Finance Committee that a professional services contract between the city and
Dennis Mires the Architect has been changed.
Background

In December 2015, the City entered into a professional services contract in the amount of $33,300.00 with
Dennis Mires to provide site selection and other architectural related services. The original scope of work
focused on identifying sites that could accommodate the Public Health & Community Services Division.
This contract was approved by the Finance Committee in November of 2015.

Due to the change in administration this project was unavoidable delayed.
Currently, the remaining balance on this contract is $19,700.

New Scope

The current thought process, which appears to be the most efficient approach, would be to keep the Public
Health & Community Services Division at their current location at 18 Mulberry Street, but to renovate the
building and make it more effective and efficient as a long term solution. To that end, this new scope will
address programs, access, envelope, and all major mechanical/electrical systems for the current building.

The products of the study will include:

e A program outline
e Schematic plans of each floor (outlining specification)
« Total project budget for renovation

The intent of this study is to clarify the programs in this building and the budget required to effect it.

This initiative can be completed over the next month and a half to two months using the available funds
remaining.

Thank you.

2) THE CITY OF NASHUA “The Gate City’

Financtal Services

Purchasing Department

May 11, 2017
Memo #17-117

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: NPD AMMUNITION FY2017 (VALUE: $40,097)
DEPARTMENT: 150 NASHUA POLICE DEPARTMENT; FUND: GENERAL FUND

Please see the attached communication dated April 24, 2017 from Karen A. Smith, Business Manager for
the information related to this purchase.

Pursuant to § 5-84 Special purchase procedures A. (3) Purchases which can be procured through
cooperative intergovernmental purchase agreements with other governmental jurisdictions.

The Nashua Police Department and the Purchasing Department recommend the award of this purchase
in the amount of $40,097 to Eagle Point/TJ Morris & Son of Thorofare, NJ.

Respectfully, - -
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“Dan Kooken
Purchasing Manager

Ce: K. Smith A. Lavoie

IFBO868-0827 16 Basketball Shirts
229 Main Street e Nashua, New Hampshire 03061 © Phone (603) 589-3330 « Fax (603) 589-3344 |

NASHUA POLICE

Intradepartmental Communication

Date: 24 April 2017

To:

Dan Kooken, Purchasing Manager

From: Karen A. Smith, Business Manager

Subject: Nashua Police Department ammunition and supplies

The below request is to purchase the balance of our ammunition supply. The state contract #8001897
was awarded. to Eagie Point Gun/TJ Morris & Son effective 9/14/15~— 9/30/17.

MANUFACTURER | MODEL CALIBER | DESCRIPTION | QUANTITY COST
Speer 53880 40 CAL 180 GRN FMJ 155 cases 37,756.60
Reduced Lead
Speer 53962 .40 S&W 180 GRN Gold 9 cases 2,940.84
Dat Hollow Point
TOTAL $40,097.44

The Nashua Police Department recommends purchasing the ammunition order from Eagle Point/TJ
Morris & Son of Thorofare, NJ under the state contract.

Sincerely,

Lian dud),

Karen A. Smith

Business Manager

STATE OF NEW HAMPSHIRE
Department of Administrative Services
Division of Procurement and Support Services
Bureau of purchase and Property

Concord, New Hampshire 03301

NOTICE OF CONTRACT

DATE: 9/11/15
CONTRACT: AMMUNITION
CONTRACT NO.: 8001897
NIGP CODE: 680-0400

CONTRACTOR: EAGLE POINT GUN CONTRACTOR# 166490
1707 THIRD STREET
THOROFARE NJ 08086

CONTACT PERSON: THOMAS J. MORRIS Hii

TELEPHONE. NO.: 856-848-6945
FACSIMILE. NO.: 856-384-2938
E-MAIL: maforijmonisiii@comcast.net

EFFECTIVE FROM: September 14, 2015 Seplember 30, 2017

DELIVERY :
Orders are to be delivered F.0.B. Destination to any point within the State of New Hampshire. No

surcharges, regulatory charges, custom/duties, special charges. or fuel charges of any kind will be allowed
os an add-on to orders. Freight charges will be allowed for orders that request express deliveries by an

agency.

FEDERAL LAW:

It will be the responsibility of the Contractor to comply with alf federal regulations and proceduyres
regarding all sales and transactions made as a result of this RFB and any resulting contract.

TAX EXEMPT CERTIFICATE:
All prices are to be offered less Federal Excise Tox. A Tax Exemption Certificate will be furnished to the
Contractor upon reques! to the using agency.

ABILITY TO PROVIDE:
Successful Contractor must be capable of providing each Siate of New Hampshire agencies and eligible

participants with their entire requirements of the items required in this contract without any delay or substitution.

ORDERING PROCEDURE:

State agencies will place their orciers by electronic order eniry, by e-mail, by facsilile, or they may establish a
standard delivery order. Eligible participants will utilize their own individually established ordering procedures.

QUESTIONS: ALAN HOFMANN
Purchasing Manager

PHONE; 271-2550

FACSIMILE: 271-7564

E-MAIL: glan hofmann@nh.goy