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Finance Committee Page 3
February 15, 2017

of this box that when it is activated the light will activate to show that the key is out of it. There is also an
interlock where it will go into alarm if the vehicle max break, the airbrakes. That was in the chief's initial memo
to you, similar to the optacons for the traffic preemption devices we have now. They are tied into the airbrake
system of the truck so we don’t sit on Main Street at a call and tie up traffic while we’re there. This system ties
into that. There will be no additional cost for installation after this. Our mechanics will handle this in the regular
course of business.

Alderman Siegel

| would like to thank Assistant Chief Rhodes who took the time this afternoon to speak to me about this, and
explain it in detail and also for drafting the additional documentation that we received. It’s clearly a necessary
system.

Alderman Wilshire

| also appreciate the work you put in on this. | am familiar with the Knox Box system. | think it’s an invaluable
service that you provide. Thank you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Approval to Donate Surplus Equipment

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE DONATING THE
SURPLUS EQUIPMENT TO THE ERROL, NEW HAMPSHIRE, FIRE DEPARTMENT

ON THE QUESTION

Asst. Fire Chief Rhodes

Errol is way up there, on the Canadian, Maine side of the state. It’s a community of 310 residents. Itis a
highly utilized recreational area of our state. They obviously don’t have the means for this type of equipment. |
know a lot of Nashua residents go up that way to hunt and fish and hike. We were able to trade in some of the

equipment when we got the federal grant to upgrade our rescue equipment. They wouldn't take all of it, and
due to its age, it is still somewhat serviceable but no one is going to buy 20-year old technology.

Alderman Siegel

| think it’s the right thing to do. How did they vote on HB 413? A quid pro quo?

Alderman O’Brien

This isn’t the first time we’ve done something like this, a goodwill gesture to other communities. | do remember
a fire truck or something like that that was not serviceable to Nashua anymore but was perfect for a very small
community such as what we are dealing with here. This is Christmas whenever they get it. It could actually
save a life up there. We've done this in the past.

Asst. Fire Chief Rhodes

We have, yes.

Alderman Caron

Finance Committee Page 4
February 15, 2017

| think this is a great idea too because even though it’s older, it’s something that town probably won’t use as
often as we might have here because of the traffic. The only people that go up there are hunters basically. |
think this is a great gesture, and | think it would be wonderful no matter how they voted.

MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — None

TABLED IN COMMITTEE

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
JANUARY 27, 2017 TO FEBRUARY 9, 2017

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 7:15 p.m.

Alderman Ken Siegel
Committee Clerk

Nashua Fire Rescue Sieve: Galibeau

Administrative Office aaah oe
70 East Hollis Street, Nashua, NH 03060 FAX (603) 594-3654
www.nashuafire.com GalipeauS@NashuaNH.gov

To: BoA Finance Committee

From: Brian D. Rhodes, Assistant Fire Chief
Date: February 15, 2017

Re: Knox Box Request Clarification

Honorable Committee Members,

Please accept this correspondence as clarification of our Knox Box request. This request is for
our master key security and accountability. Prior to switching to the Knox Box Key Security
System a great many of our cities commercial properties keys were on a key ring on all NFR
apparatus. At some point in our history when it was no longer practical to carry all of these keys
we started placing property master keys in Fire Alarm Call Boxes that were mounted on
buildings. These call boxes are constructed of cast aluminum and easily “jimmied” open.
Approximately 20 years ago NFR began requesting commercial property owners to purchase
Knox Security Boxes for their property. These boxes are permanently mounted on the exterior
of the building and are in effect a small safe that is not easily opened. All boxes installed in the
City of Nashua are keyed alike and can only be opened with a “Nashua” key.

As Chief Galipeau stated in his correspondence the City of Phoenix, Arizona incurred great cost
when it was determined that they could not account for all of their Knox Master Keys. The
purchase of this additional Knox equipment will provide greatly enhanced security and
accountability for the master keys in NFR’s possession. We are extremely fortunate that we, The
City or NFR, have not been faced with the loss of a master key. We know that our community
places great trust in us and this purchase will enhance our trust by insuring greater security and
accountability.

Regards,

“Rud Ched_ae

Brian D. Rhodes
Assistant Fire Chief

REVISED
FINANCE COMMITTEE

FEBRUARY 15, 2017
7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager

Re: Contract Award for Nashua Downtown Waterfront Conceptual Plan (Value $49,000)
Department: Department 181 Community Development; Fund: Escrow

From: Dan Kooken, Purchasing Manager

Re: | Purchase of Knox Lock Security System (Value: $13,300)

Department: 152 Fire Emergency Services; Fund: General

From: Dan Kooken, Purchasing Manager
Re: Approval to Donate Surplus Equipment

UNFINISHED BUSINESS — None
NEW BUSINESS — None
DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT
NON-PUBLIC SESSION

ADJOURNMENT

\ THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

February 9, 2017
Memo #17-096

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT AWARD FOR NASHUA DOWNTOWN WATERFRONT CONCEPTUAL

PLAN (VALUE $49,000)
DEPARTMENT: DEPARTMENT 181 COMMUNITY DEVELOPMENT; FUND: ESCROW

Please see attached communication from Madeleine Mineau, Waterways Manager, dated
February 1, 2017 for 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 Waterways Department and Purchasing Department recommend the award of this contract
to Halvorson Design Partnership of Boston, MA in an amount of $49,000.

Respectfully:

berg CZ,

~TDan ooken
Purchasing Manager

Ce: S. Marchant M.Mineau J. Graziano

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

° Community Development
City of Nashua Planning and Zoning
. nose Building Safety
Community Development Division Code Enforcement
City Hall, 229 Main Street, PO Box 2019 Cee ee grains mission
Nashua, New Hampshire 03061-2019 Transportation
www.nashuanh.gov FAX

589-3095
589-3090
589-3080
589-3100
589-3085
589-3105
880-0100
589-3119

Date: February 1°, 2017

To: John Griffin, CFO; Daniel Kooken, Purchasing Manager

From: Madeleine Mineau, Waterways Manager

Re: Contract for Downtown Waterfront Plan: Design, Planning, and Public Outreach Services

The Nashua River flows through the heart of downtown Nashua and the City wants to create a
waterfront plan to design and recommend improvements, amenities, and green space to fully
capitalize on this important resource. The plan will aim to enhance the quality of life for the
community and maximize economic and environmental value of the downtown riverfront area.

The downtown waterfront plan will articulate and illustrate the community’s vision of the
riverfront for the next 10 to 20 years. The plan will identify and prioritize a list improvement
projects for the downtown waterfront and develop cost estimates to implement these projects. It
is anticipated that this project will take 4 months including an extensive public participation
component and producing the plan.

On November 23” 2016, we issued RFP0265-011317 for Design, Planning, and Public Outreach
Services for the development of a Downtown Waterfront Plan. We received 15 proposals, of
those 5 were considered not acceptable because they did not include the acknowledgment of RFP
addendum. The 10 complete proposals that we received were the following:

Name of Firm Location of Firm__| Proposed cost
Harriman Portsmouth, NH $49,635
CEC Inc. Pittsburgh, PA $50,000
Pathways Consulting, LLC Lebanon, NH $49,780
Klopfer Martin Design Group Boston, MA $42,500
Halvorson Design Partnership Boston, MA $49,000
Utile Design Inc Boston, MA $50,000
TF Moran Bedford, NH $42,500
WRT Philadelphia, PA $50,000
Ironwood Design Group Newmarket, NH $49,750
Beta Group Inc. Manchester, NH $44,900

These proposals were evaluated and ranked by a team consisting of: Sarah Marchant, CDD
Director; Tim Cummings, Economic Development Director; James Vayo, Downtown Specialist;
and Madeleine Mineau, Waterways Manager. The criteria for evaluation of each proposal were:
1. Qualifications and experience of the project team, 2. Past performance and service on similar
projects, 3. Proposed approach to the scope of work, and 4. Cost Proposal.

Based on their experience and expertise, past performance on similar projects, as well as
competitive cost proposal, the team unanimously selected Halvorson Design Partnership. The

evaluation team was particularly pleased with the examples of past similar projects completed by
this firm as well as the detailed approach and scope of work presented in their proposal.

The Waterways Department recommends Halvorson Design Partnership as the vendor to
provide design, planning, and public outreach consulting services with a fee of $49,000 for a

downtown waterfront plan.

Ce J Graziano

CONTRACT FOR INDEPENDENT CONTRACTOR

NASHUA DOWNTOWN WATERFRONT CONCEPTUAL PLAN: DESIGN, PLANNING, AND PUBLIC
OUTREACH SERVICES

A CONTRACT BETWEEN

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

HALVORSON DESIGN PARTNERSHIP, INC., 25 KINGSTON STREET, 5™ FLOOR, BOSTON MA 02111
and its successors, transferees and assignees (together “Independent Contractor”)

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

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

WHEREAS, Independent Contractor 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 following exhibits are by this reference incorporated herein and
are made part of this contract:

Exhibit A--Genera] Conditions for Contracts
Exhibit B--Scope of Services, Contract Time, Fee Schedule

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 shall control over the terms of

the Proposal.

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Independent Contractor
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.

3. PERIOD OF PERFORMANCE. Independent Contractor shall perform and complete all work within the
time periods set forth and 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. Independent Contractor
shall begin performance upon receipt of an Executed Contract and a valid Purchase Order issued from the

City of Nashua.

4. COMPENSATION. Independent Contractor agrees to perform the work for a total cost not to exceed
Forty-nine thousand Dollars ($ 49,000.00)

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions of
Exhibit B or unless Independent Contractor has received a written exemption from the City of Nashua.
Independent Contractor shall submit monthly requests for payment for services performed under this
agreement directly to

City of Nashua

Attn: 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 fifleen (15) days afier the end of each month and
must include a detailed summary of the expenditures reported in a form that supports the approved
budget. Specifically, Independent Contractor agrees to provide the following with each request for
payment:

1. Appropriate invoice forms. The forms shall include the project purchase order number, a
listing of personnel 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 of Nashua will pay for work satisfactorily completed by Independent Contractor. The City of
Nashua will pay Independent Contractor within 30 days of approval by the City of Nashua of the
submitted invoice forms and progress reports. The City of Nashua will make no payments until the
invoice forms and progress reports have been submitted and approved.

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

6. NOTICES. All notices, requests, or approvals required or permitted to be given under this contract
shall be in writing, shall be sent by hand delivery, overnight carrier, or by United States mail, postage
prepaid, and registered or certified, and shall be addressed to:

CITY OF NASHUA REPRESENTATIVE:

Mayor Jim Donchess
229 Main Street, PO Box 2019
Nashua, NH 03060

With Copy to

Madeleine Mineau

Waterways Manager

229 Main Street, PO Box 2019
Nashua, NH 03060

REPRESENTATIVE:

Robert R. Uhlig

Halvorson design partnership, Inc.
25 Kingston Street, 5", floor
Boston, MA 02111

Any notice required or permitted under this contract, if sent by United States mail, shall be deemed to be
given to and received by the addressee thereof on the third business day after being deposited in the mail.
The City of Nashua or Independent Contractor may change the address or representative by giving written

notice to the other party.

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be legally

bound thereby.

City of Nashua, NH (signature)

James Denchess, Mayor
(Printed Name and Title)

Date

Be ;

ee mm

~

Foo boron re Partnership (signature)

Robert R. Uhlig, President & CEO

(Printed Name and Title)

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