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Finance Committee - 08/19/2020 Page 17

In this particular circumstance, the Pennichuck Water Works announced that they were going to be dismantling
the water tank at that site and that we would have had to move our radio communications antennas off that
tank so that they could basically tear down the water tank. We can’t operate our radio communications system
without that site. If we lost that site we would lose pretty much the northwestern quadrant of the City for radio
communications. So we worked with Pennichuck Water Works and we came up with a plan to, you know, we
worked also with the Kessler Farm Condominium Association and Alderman Dowd to allow us to put a tower
on that location. The initial location we had chosen was approved by Pennichuck Water Works and shortly
thereafter they came back and said they wanted the site moved. We had already received FAA Approval to
build the tower at that location although since Pennichuck wanted us to move the tower to a different location
we had to go for reapproval through the entire re-approval process.

We went through that process, we expected to have a quick turnaround from the FAA and it actually took us 8
months to get that process approved. In the meantime, Pennichcuk Water Works had intended on tearing
down the water tank is Kessler Farm Drive in April and our project was to be completed in March of this year.
We did not receive approval from the FAA until Just 1* of this year. So | hate to say this but because of
COVID-19 in March, Pennichuck Water Works shut down their plan to dismantle the water tank and basically
extended it until next year which has given us a very small window to now construct a communications tower
and have our antennas added to it and have basically the site up and running.

The other issue that we are running into like | said we finally received approval on July 1* from the FAA, now
that we are running into the issue of snow. We don’t want to be pouring concrete in the snow, we don’t want to
be building a tower in the snow and we don’t want to be adding any antennas in the snow. So that’s why | had
asked for this to be pushed forward this evening so that we can hopefully get this portion of the project
approved.

An RFP was sent out last month to several vendors to fabricate a 88 foot tower which would hold multiple
antennas and microwave dishes for the City’s Radio Communication System. This tower is not going to be
built for any other antennas, it is not a cell tower, it is strictly for public safety communications and Pennichuck
Water Works Communications. We received the bids back | believe last week, four bids came back from the
RFP Process. They were evaluated, there was an evaluation process that was in the RFP so each vendor
who responded knew exactly how we were going to be evaluating the proposals. After evaluation the first one
that came in was Belfort Capital out of Louisville, Ohio that came in with a price of $21,920.00. Their proposal
was missing everything but pretty much the price of it, the tower. So we had no idea what they were proposing
so at this point they were disqualified from the running for the bids.

We received three other quotes or three other proposals. One was from Valmont Industries out of Valley
Nebraska, in the amount of $35,426.00; one from Saver Industries out of Sioux City, lowa in the amount of
$46,107.00; and one from Green Mountain Communications out of Pembroke, New Hampshire for $48,404.00.
After reviewing the remaining proposals, we decided to go with the second bidder, the second lowest bidder for
cost which was Valmont Industries. They are one of the top three leading manufacturers of towers in the
United States. We actually have one of their towers right now on Shakespeare Road. | am looking to have an
approval this evening to purchase this tower in the amount of $35,426.00.

There is another part to this, there will be another part coming forward which will be another request for
proposal for bidders to now bid on the foundation construction of the tower site and also to basically put the
tower up, to erect the tower so that it’s operational. This bid will hopefully be going out no later than next week
and there will be a very short turnaround time for that as well. The turnaround time for the tower from Valmont
Industries is between 8 and 10 weeks. Going with worst case scenario of 10 weeks which would have us
having a delivery if we cut a purchase order tomorrow, we would have delivery by the last week in October.
Before that tower is delivered we need that foundation to set for 28 days that’s why we are under a very tight
timeline.

Finance Committee - 08/19/2020 Page 18

So that’s the rest of the process as it goes. Once the tower is up we have already approved for the antennas
to be attached and they should be attached shortly thereafter the tower has set. Now, thank you for your time
and are there any questions Mr. Mayor?

Mayor Donchess
Anybody? Questions or comments? Alderman Dowd?
Alderman Dowd

| just want to point out that the new antennas could not go on top of the new tower because the new tower is
going to be concrete not steel and it will have a rounded top. So the antennas had to go on a tower which has
been through the Board at Kessler Farm and approved. And it’s been like a two or three year process but it is
something that really needs to be done.

Mayor Donchess
Anyone else? Alderman O’Brien.
Alderman O’Brien

Thank you, Mr. Mayor, to Mr. Mansfield, would there be other additional costs such as the axillary
infrastructure such as the generator, air conditioning, something like to power up the equipment that is going to
be generated on this tower or is that already exist and it will be transferred off-site or closer where this tower is
going to be erected?

Mr. Mansfield

Thank you Alderman O’Brien and it is nice to see you get back and looking healthy. Currently there is a
building already on-site with a generator and it is already set up. The intent would be to build this tower directly
next to the building that we have on-site so there would be no loss of communication. | would have the
antennas mounted, cabled and put into the Communications Building that is on site and within minutes | would
be able to transfer the antennas from the full antennas to the new antennas with very little to no disruption of

our radio communications. Once that is complete, we are going to have the antennas removed off of the water
tank and we would be saving those for future use.

Alderman O’Brien

Very good, thank you Mr. Mansfield and Mr. Mayor.
Mayor Donchess

OK anybody else? Would the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0

Finance Committee - 08/19/2020 Page 19

From: David Fredette
Re: Police Utility Vehicle

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT AND PLACE ON FILE THE
COMMUNICATION FROM DAVID FREDETTE, TREASURER DATED AUGUST 6, 2020 ADDRESSING THE
POLICE UTILITY VEHICLE BY ROLL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0

MOTION CARRIED

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM JULY 31, 2020 TO AUGUST 13, 2020, BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED
GENERAL DISCUSSION

Mayor Donchess

| would just like to welcome Alderman O’Brien and | am glad to see that he’s back and seemingly feeling well.
He’s made a couple of jokes so | know he must be feeling pretty good and | am glad to see that. So thank you
for getting back to us. Any other General Discussion? Alderwoman Klee?

Alderman Klee

Yes Mr. Mayor, | would like to echo, | am glad to see — while we are not seeing him in person but to see
Alderman O’Brien here with a smile on his face, you look great.

Alderman Harriott-Gathright
He does.
Alderman Klee

Thank you for coming to this meeting.

Finance Committee - 08/19/2020 Page 20

Alderman O’Brien

| would be amiss if | didn’t thank my colleagues, | was going to do it at a Board Meeting but I'll do it at the
Committee Meetings as well. Your general words of concern and best wishes to my recovery and my health
were greatly appreciated; it probably helped move me along. And, of course, now | am under the watchful and
loving eye of my wife, | am doing everything that the doctor tells me to do. Honey if you are watching | am
listening to you so | will do better. But! would like to thank you all and I'll tell you besides being my colleagues
you showed a high degree of friendship, so thank you very much. | appreciated it.

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED
The Finance Committee meeting was adjourned at 8:01 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

THE CITY OF NASHUA the Cate City"

Administrative Services
Purchasing Department

August 18, 2020
Memo #21-020

TO: Mayor Donchess
Finance Committee

SUBJECT: Communications Monopole Tower and Foundation Design

Please see attached communications from William Mansfield, Radio Systems Manager dated August 16, 2020 for
project specific details related to this purchase. Below please find a summary of the purchase approval request:

Item: Fabrication and delivery of a Monopole Public Safety Communications Tower
Value: $35,426
Vendor: Valmont Industries

Department: Citywide Communications
Source Fund: Capital Funds Projects

Ordinance: 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.

We issued a competitive bidding RFP for this project on July 23, 2020 and received complete responses from the
following:

Belfort Capital, LLC Louisville, OH $21,920
Valmont Industries, Inc. Valley, NE $35,426
Sabre Industries Sioux City, IA $46,107
Green Mountain Communications Pembroke, NH $48,404

We are recommending this bid be awarded to the lowest total cost vendor who met the specification
requirements outlined in the RFP.

The Radio Systems Manager and the Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: W Mansfield
J Graziano

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

City of Nashua, NH

Wireless Communications Division
C/O William Mansfield
PO Box 785
Nashua NH 03061-0785
603-594-3521 Fax: 603-594-3615

August 16, 2020

Mr. Kelly Parkinson

Purchasing Manager

City of Nashua

229 Main Street — PO Box 2019
Nashua, NH 03061-2019

Dear Ms. Parkinson

The Communications Division recently solicited proposals for the fabrication and delivery of an
88’ Monopole Public Safety Communications Tower (RFP 0246-072320). This tower will allow
the City to relocate its current public safety radio communication antennas off of the water tank
on Kessler Farm Drive that is scheduled to be replaced. The replacement of this water tank
was initially scheduled for March 2020 and now has been rescheduled for March 2021.

The request for proposal was submitted to three vendors and the City received four responses
on August 4" Below is a list of the bidders and the cost associated with their bid which includes
the manufacturing and delivery of the tower along with all of the accessories listed within the
RFP.

Belfort Capital, LLC Louisville, Ohio $21,920
Valmont Industries, Inc. Valley, Nebraska $35,426
Sabre Industries Sioux City, lowa $46,107

Green Mountain Communications | Pembroke, New Hampshire $48,404

The Communications Division evaluated the proposals with the guidelines set forth by the
Purchasing Department. These guidelines were also included in the RFP so that all
respondents were aware of the evaluation process. Each proposal was reviewed and evaluated
on the Qualifications and Experience, Impression of the Proposal and the Cost Proposal.

Belfort Capital’s proposal did not meet the guidelines set forth in the RFP. There was a
serious lack of information provided in the proposal with no background of the company or
references submitted. The calculated evaluation totaled 60% because they had the best price
in the Cost Proposal. Belfort did not meet any remaining evaluation criteria.

Valmont Industries provided a good proposal for the tower. They provided information
showing that they understood what was being requested in the RFP and provided a tower
design to demonstrate what the tower would like. Enough information was provided to
determine that they are qualified to perform the tasks requested in the RFP. The proposal was
missing references although the City could be listed as a reference since we currently own one
of their structures. The proposed timeline of the project was 8 to 10 weeks for the structure
delivery. The cost of the proposal was in line with what was projected and everything was
included in the proposal except for a separate line item for freight. Freight is incorporated in the
price above. Valmount received an overall evaluation of 91%

To:

From:

Re:

D. Motion:

Discussion:

City of Nashua, Public Works Division
Board of Public Works Meeting Date: June 16, 2022

David Boucher, Superintendent
Wastewater Department

Sodium Hypochlorite

To approve the purchase of the chemical Sodium Hypochlorite in the amount of $355,000
from Borden & Remington of Fall River, MA. Funding will be through: Department:
169 Wastewater; Fund: Wastewater; Account Classification: 61 Supplies & Materials.

The Wastewater Department again participated in the Northeast/Merrimack Valley
Chemical Consortium (NEMVCC) bid process. Sealed bids were due by June 3, 2022
electronically or on paper to the Groton Water Department.

Borden & Remington was the low bidder for Sodium Hypochlorite. Sodium Hypochlorite
is used at the Wastewater Treatment Facility to disinfect the wastewater before it is
discharged into the Merrimack River. It is also used in odor control for the air scrubber
system. Borden & Remington is our current supplier and has been reliable and responsive
to our needs.

#104 — Sodium Hypochlorite 15%, Bulk, price/ wet lb.

Borden & Remington Fall River, MA | $0.1919
Univar U.S.A., Inc Morrisville, PA $0.2250

Sabre Industries provided a fairly thorough proposal for the tower. They provided information
showing that they understood what was being requested in the RFP and provided a tower
design to demonstrate what the tower would like. Enough information was provided to
determine that they are qualified to perform the tasks requested in the RFP. The only issue
with this contract was the cost of the Tower. It’s substantially higher than Valmont’s proposal.
Sabre received an overall evaluation of 86%

Green Mountain was the best proposal submitted. They provided all of the information
requested. The only issue with this proposal was the cost. Again the overall cost of the tower
was substantially higher than the Valmont Proposal. Green Mountain received an overall
evaluation of 85%

With the rankings completed, the Valmont Industries contract was submitted to the City of
Nashua Legal Department. Valmont worked with the City to modify the contract which received
final approval from the City Attorney.

The Citywide Communications Division recommends the award of the RFP 0246-072320 to
Valmont Industries, of Valley Nebraska, in the amount of $35,426. Funding is available in
Citywide Communications Capital Projects account 57.5050 81300 —_2008.57.15.01 81300.

Sincerely,

tt

4
William Mansfield
Radio Systems Manager
City of Nashua

City of Nashua, NH

Wireless Communications Division
C/O William Mansfield
PO Box 785
Nashua NH 03061-0785
603-594-3521 Fax: 603-594-3615

August 16, 2020

Kimberly Kleiner

Administrative Services Director
City of Nashua

229 Main Street — PO Box 2019
Nashua, NH 03061-2019

Dear Ms. Kleiner

The City has finally received approval from the Federal Aviation Administration to construct the
Communications Tower on Kessler Farm Drive. This tower construction was to be completed in
March 2020 and now that we have received approval winter is on the horizon. We recently
went through the RFP Process on the tower fabrication and delivery. These proposals were
returned and evaluated. A vendor was selected and we have been negotiating the terms of the
contract language. This process has continued to delay the process and we are under a very
tight timeline to have this tower completed before first snowfall.

The tower fabrication takes up to 10 weeks to complete and deliver the product. At this point

we are looking at the last week of October for the tower delivery, if we can proceed to Finance
this week. If we wait until the next finance meeting, September 2, we will be looking at a mid-
November delivery date which could cause a serious issue with this construction if we receive
snowfall.

With us not knowing the unknown, referring to the weather, | am asking if the Mayor would
consider asking the Finance Committee to suspend the rules to take up this bid this
Wednesday evening. | am anticipating that the contract language issue will be resolved by that
point. If not | would request that the committees approval be contingent on final Approval from
the Attorney Bolton.

If you would like to discuss this further please contact me at 603-620-1500. Thank you in
advance for any assistance that you can provide me with.

Sincerely,

4 ae
William Mansfield
Radio Systems Manager
City of Nashua

Belfort Valmont Sabre Green Mountain
Cost Monopole Tower $21,920 $31,100 $30,472 $23,719
Proposal Lighting Excluded Included $9,422 $8,790
Cable Ice Bridge Included Included Included $5,555
Structural Analysis Included Included Included $1,300
Foundation Plan Included Included Included $1,040
Total $21,920 $31,100 $39,894 $40,404
Estimated Freight Included $4,326 $6,213 $8,000
Total Including Estimated Freight $21,920 $35,426 $46,107 $48,404
Lead Time on Foundation Plan 4 Weeks 2 Weeks 3-5 Days 4 Days
Lead Time on Anchor Bolt Receipt 3 to 4 Weeks | 4 Weeks | 3-4 Weeks 3 Weeks
Lead Time on Tower Delivery 14 - 18 Weeks | 10 Weeks | 8-10 Weeks 7 Weeks
Optional Tower Unload, No Bid NoBid | $26,588 $35,850
ErectionInstall Lighting/Ice Bridge
T E ti kfill and
ower Excavation/backfill an No Bid NoBid | No Bid $39,000
Foundation
Proposal Evaluation
Qualifications and Experience 0% 28% 28% 30%
Overall Impression of Proposal 0% 8% 8% 10%
Cost Proposal 60% 55% 50% 45%
Overall Score 60% 91% 86% 85%