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\ THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

June 28, 2018
Memo #19-016

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) JOHNSON VACUUM AIR SWEEPER (VALUE: $259,100)
DEPARTMENT: 161 STREET; FUND: TRUST
ACTIVITY: CERF

Please see the attached communication from Jonathan Ibarra, Superintendent Street Department dated
June 28, 2018 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 Superintendent of the Street Department, Board of Public Works (June 28, 2018 meeting) and the
Purchasing Department recommend awarding this purchase in the amount of $259,100 to Sanitary
Equipment Company Inc. of Stoughton, MA.

Respectfully,
Lal

Dan Kooken
Purchasing Manager

Coe: J Ibarra L Fauteux

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

To:

From:

Re:

B. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: June 28, 2018

Jon Ibarra Superintendent
Street Department

Purchase of one Johnson VT651 Vacuum Air Sweeper

To approve the purchase of one Johnson Vacuum Air Sweeper from Sanitary
Equipment Company Inc., Stoughton, MA for $259,100 pursuant to HGAC
Contract #SW04-18. Funding will be through Department: 161 Street; Fund:
Trust; Activity: CERF.

Sanitary Equipment Quote & Service History of Street Sweeper #54

The Street Department contacted several vendors to demonstrate sweepers for the
planned CERF replacement of street sweeper #54 in FY18. After road testing the
sweepers and talking with the operators it was determined that a vacuum sweeper
would work best for our road condition and debris levels.

Sanitary Equipment has offered a Johnson VT651 Vacuum Sweeper that comes
on a 2019 Freightliner Chassis. The sweeper comes fully equipped with warning
lights, an arrow board, and everything needed to go to work. The sweeper comes
with a 24 month 2000 hour warranty.

Old sweeper #54 is a 2007 Johnson VT650 on a Sterling chassis; currently the
unit has 48,000 miles/7100 hours on the chassis and 5200 hours on the sweeper
engine. Repairs are more frequent and part availability for the chassis is a problem
as Sterling is no longer in business.

fz , Contract Date
wmGACBuy soos Seuntind Pain on Pacheee mee No.: SwOrle Prepared: S/B/2018
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly.
face City of Nashua, New Hampshire Contractor: {Johnston North America
Costat! Trepared Todd Parsons
Person: By:
Phone: Phone: 704-658-1333
Fax: Fax: 704-658-1377
Email: Email: jtodd.parsons@johnstonnorthamerica,com
reece swo4-18 Deseription: {Johnston VI651 Vacuum Sweeper
a
A. Product Item Base Unit Price Per Contractor's H-GAC Contract: 154000)
IB. Published Options - Itemize below - Attach additional sheet if necessary - Include Option Code in description if applicable
(Note: Published Options are options which were submitted and priced in Contractor's bid.)
Description Cost Description Cost
'VT651-24 - 125HP JCB Aux. Engine 15800
V1T651-36 - Gutter Broom Dual Tilt 4100
'VT651-40 - Gutter Broom Lateral Control 2100
'VT65 1-48 - Bonded Ducts Dual 2800
1VT65 1-50 - Screen Vibrators 2000
VT651-52 - Hopper Flush Out 1500
VT651-18 - Supa-wash, Wash Down Syst. w/Spray Bars 9800
VT65 1-20 - Service Platform 725
VT651-32 - Gutter Broom Down Pressure 2200
VT651-01 - Camera, Single 1500) Subtotal From Additional Sheet(s):
FLM2-VT651 - 2019 Freightliner MZ Chassis 95000 || Subtotal B: 137525,
C. Unpublished Options - Itemize below - Attach additional sheet if necessary
i(Note: Unpublished options are items which were not submitted and priced in Contractor's bid.)
Description Cost Description Cost
K3768955 - Stainless Steel Engine Cowling 3700
K30186 - Arrow Stick 1600
130153 - Work Lights Rear, (2) 775
Subtotal From Additional Sheet(s):
| || Subtotal C: 6075
| Check: Total cost of eapshed ae Pablhed Oat (ADy, of the total of the Base For this transaction the percentage is: 2%
D. Total Cost before any other applicable Charges, Trade-Ins, Allowances, Discounts, Ete, (AtB+C)
Quantity Ordered: |{ 1 i X Subtotal of A+B+C:|[ 297600 _ || = |] Subtotal D: | 297600
E. Other Charges, Trade-Ins, Allowances, Discounts, Etc, : 4 t :
Description Cost Description Cost
Trade-In Allowance -20000)] Factory Freight 2500
Special Customer Discount -22000|Prep & Make-Ready 500}
| Delivery to Nashua 50q]|
| || Subtotal E: -38500]|

| Delivery Date:

10-19-18] .

F. Total Purchase Price (D+E):

259100)

Company 0010 - CITY OF NASHUA Cost Default Vendor 23035 - SANITARY
EQUIPMENT CO INC
Requesting Location C-352 - STREET Requisition Description
DEPARTMENT
Requisition 48796 - Unreleased Requester berubek - KATHIE BERUBE
Purchase From Deliver To
Buyer

PENDING BPW APPROVAL MEETING OF 6/28/18
BPW BACKUP QUOTE ATTACHED

Item Item Type Quantity YOM Unit Cost Extended Distributions Activity / Distribution Requested Sourcing
Ordered Cost Account Allocation Delivery Date Event
Category Required
JOHNSON Special 1.00 EA 259100.00 259100.00 TF18.7026-081500- CERF61.18 100.0% No
VT651 AIR 0000 81500
SWEEPER

JOHNSON VT651 VACUUM AIR SWEEP
Vendor ; SANITARY EQUIPMENT CO INC
JOHNSON VT651 VACUUM AIR SWEEPER

Totals: 1 Lines 1.00 259100.00
USD

Page: 1 Requisition: 48796 Status: Unreleased Printed: Jun 25, 2018 12:40:10 PM

REPORT OF THE FINANCE COMMITTEE

JUNE 20, 2018

A meeting of the Finance Committee was held on Wednesday, June 20, 2018, at 7:00 p.m. in the Aldermanic
Chamber.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman Michael B. O’Brien, Vice Chair
Alderwoman-at-Large Shoshanna Kelly
Alderman-at-Large Brandon Michael Laws
Alderman June M. Caron

Members not in Attendance: Alderman Linda Harriott-Gathright
Alderman Patricia Klee

Also in Attendance: Dan Kooken, Purchasing Manager
David G. Fredette, Treasurer/Tax Collector
Sarah Marchant, Director Community Development
Kevin Kerrigan, Deputy Fire Chief
James Vayo, Downtown Specialist & OED Program Coordinator

Mayor Donchess

Alderwoman Klee wanted us to remark that she is at a County Delegation Meeting tonight fighting for some
money for Nashua, so that’s good.

PUBLIC COMMENT - None
COMMUNICATIONS

From: Dan Kooken, Purchasing Manager
Re: Transit Bio-Diesel (Value Estimated $24,000)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
EAST RIVER ENERGY IN THE AMOUNT OF $24,000. FUNDS ARE AVAILABLE
IN DEPARTMENT 186, TRANSPORTATION; FTA GRANT

ON THE QUESTION

Mayor Donchess

| think Ms. Marchant is here on this one and a couple others, so maybe you should come up just in case there
are questions or comments. The motion is to approve this contract is there any discussion or questions?

Alderman O’Brien

Thank you Mr. Mayor, | do have one. | am not in any objection to this but looking at the procedure and | know
the bids went out to several different companies and we did not receive a bid back from one particular
company because | think it got lost in their shuffle, which is their fault. However, | just wonder if they may have
come in with a better price and what is our procedure? | know we go through when there is only one single bid

Finance Committee - 6/20/2018 Page 2

but if somebody had a good excuse and say “I lost it” are we missing a potential opportunity? So my question
directly is what is our procedure when this occurs in the bidding process?

Ms. Marchant

| would like to hand that over to the purchasing manager.

Dan Kooken, Purchasing Manager

I’d like to answer that. It is unfortunate. We could re-bid if we felt it was necessary, but they lost the bid and
the other person came in at a higher price, so they are the low bidder, they are the current supplier and costs
have went up on diesel particularly since our volume is going down.

Alderman O’Brien

| am satisfied, | just wonder if there was a potentially difference in the pricing. It appears not, it is what it is with
biofuel | am sure.

Ms. Marchant

And our volume is going down very significantly because our buses are now CNG and they were biodiesel so
there’s a massive drop here in volume which would also equal a little bit higher price per gallon.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Heritage Rail Trail Connection to Mine Falls Park (Value $502,623)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
GEORGE CAIRNS & SONS, INC., IN THE AMOUNT OF $502,623. SOURCE OF FUNDING IS
DEPARTMENT 181, COMMUNITY DEVELOPMENT; DOT GRANT

ON THE QUESTION

Mayor Donchess

Ms. Marchant is here on this, maybe you could give an explanation of this item?
Ms. Marchant

Sure, this is the Heritage Rail Trail project originally was a half million dollar grant in 2014 to connect the
Heritage Rail Trail down Everett Street with an ADA compliant ramp, a separated way down Everett Street and
a crosswalk at Ledge and a new pedestrian bridge over the canal into Mine Falls Park. This project, due to the
length of time and permitting went out to bid this Spring twice. The bids came back higher than anticipated.

As such, we were able to talk to DOT and then Federal Highway and then ask for additional funds because
several other TAP grants that went out in the region also came back significantly higher than anticipated as
construction costs have risen significantly.

So we were able to secure additional funding from Federal Highway and DOT to help offset these additional
costs and the rest is here before you.

Alderwoman Kelly

Thank you Mr. Mayor. So to clarify, we had half a million and now we are adding an additional half a million
through this grant?

Finance Committee - 6/20/2018 Page 3
Ms. Marchant

We are adding an additional, in grant funding, about $70,000.00 and the City is putting in about $80,000.00 so
it will be in total about $650,000.00 to complete the project.

Alderwoman Kelly

Thank you.

Mayor Donchess

And this is a contract for $502,000.00.
Ms. Marchant

Correct, for final construction.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Air Bags for all Ladders (Value: $21,285)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM HARRISON SHRADER ENTERPRISES IN THE AMOUNT OF $21,285. FUNDS ARE AVAILABLE IN
DEPARTMENT 152, FIRE; GENERAL FUND

ON THE QUESTION

Mayor Donchess
And NFR is here if anybody does have questions on this. Are there any questions or comments?
Alderman Laws

| am just curious, what are the air bags?

Mayor Donchess

Come on up Deputy.
Kevin Kerrigan, Deputy Fire Chief

Kevin Kerrigan, Nashua Fire. The airbags are just another tool that we have, we care about our ladders
because the ladders are strategically through the City and they respond to all car accidents. That is most of
the time where we use our air bags to lift heavy objects. So it can be an industrial accident or usually it is a car
rollover or something like that. They are at their end of life, they have about a 15 year life span and ours are
near that or at that. They are not something you can kind of test so we really should just replace them
because we don’t want them to fail if we are using and we know that they are at the end of their life.

Alderman O’Brien

If | may say so | had a situation where a lady came out of her apartment and went on to the concrete precast
stoop and got her foot wedged in-between the building and the stoop. The way to try to get that precast away
from the building so as to get her leg removed, we used the air bags and it worked famously and there was no
additional injury. They are multi-use.

Finance Committee - 6/20/2018 Page 4

Deputy Kerrigan

To that point, an air bag is very thin until you put air in it so it slides into things and as it expands it can move
things. They are a pretty useful tool.

Alderman Laws

| imagine it reduces potential damage to property.

Deputy Kerrigan

Yes.

Alderman Laws

Because instead of chiseling away at the concrete of a building you can throw in an air bag, ok, thank you.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Utility Appraisals (Value: Not-To-Exceed $45,000)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
GEORGE E. SANSOUCY, PE, LLC, IN AN AMOUNT NOT-TO-EXCEED $45,000. SOURCE OF FUNDING
IS DEPARTMENT 132, ASSESSING; GENERAL FUND — OVERLAY

ON THE QUESTION

Mayor Donchess

We have a representative of the Assessing Department here in case there are questions or comments. Any
questions or comments?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Circulation Desk and Shelving (Value: $20,953)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
TUCKER LIBRARY INTERIORS, LLC, IN THE AMOUNT OF $20,953. FUNDS ARE AVAILABLE IN
DEPARTMENT 179, LIBRARY; GENERAL FUND

ON THE QUESTION

Alderman Laws

| don’t want to cause any issue by asking all these questions but sorry | apologize.

Mayor Donchess

We welcome questions, don’t worry about.

Finance Committee - 6/20/2018 Page 5
Alderman Laws

When you read the contract it says that we are responsible for the removal of the old desk and the addition of
new electrical wiring. It says that in the contract. Is the City going to pay for that, is the Library, | guess that

would be the City paying for it as well. But do we have a plan in place to take care of that because | imagine
that is at least a little bit of work.

Mayor Donchess

| can only assume what is going to happen which is that the Library will take care of that potentially with the
assistance of City Personnel like Jay Hunnewell but that this will be done in-house. But we can get a definite
answer on that if you want.

Alderman Laws

Just curiosity.

Dan Kooken, Purchasing Manager

| can find out and get back to you.

Mayor Donchess

Dan will get back.

Alderman Caron

Thank you. | agree with Alderman Laws, | think probably why the City is taking the old desk out is it cuts the
price down a little bit. But I’m not sure about the electrical. But usually, that’s what sometimes the
departments will do will have their own staff take it out so you don’t have that additional cost. So that could be
part of the reasoning.

Alderman O’Brien

| think just so the people at home who don’t see what we are looking at, the current desk has been there for 48
years so | think it has served its purpose. | was surprised to see it is not ADA compliant, so our citizens who
are using wheelchairs or anything, this will make it easier access as well as it should be and everything. It is
about time maybe for the Library which is our technical center to step up and to get in there so very much
needed; 48 years | think we have done well.

Alderman Laws

For the record | would like to say | completely agree with you and if I’m not mistaken, the Nashua Library is the

second largest library outside of Boston or north of Boston, right. So it is a gem of the City and | agree that it
needs that. It was just curiosity. It seems like a lot of work, then you have to pull permits.

Mayor Donchess

| would say that the top 3 are Manchester, Nashua and Portland, Maine. Portland has a pretty big library. So
does Manchester, so | don’t know where it ranks. Anyway, any other discussion or questions?

MOTION CARRIED

UNFINISHED BUSINESS — None

Finance Committee - 6/20/2018 Page 6

NEW BUSINESS — RESOLUTIONS

R-18-042
Endorser: Mayor Jim Donchess
AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A LEASE AGREEMENT WITH LIQUID
THERAPY, LLC FOR 14 COURT STREET, UNIT B.

Mayor Donchess

And Mr. Vayo is here to discuss this | believe, so why don’t you come up? This is on a referral from the Board
of Aldermen. Could you, Mr. Vayo please explain the proposal?

James Vayo, Downtown Specialist & OED Program Coordinator

Absolutely, thank you Mayor for the time and thank you Aldermen for giving me some time to explain this
project and this resolution before you. About six months ago | was approached by Stan Tremblay and Jason
Palmer, two individuals that know Nashua, one a resident, looking for space in Nashua that they could lease to
start a brewery. Director Cummings and myself met with them and toured a couple spaces and after some
time together discussing various sites, 14 Court Street was mentioned in conversation. We went to go look at
the space; they absolutely loved the space and wanted to be able to rent it.

In further discussion with Director Cummings and at the direction of Director Cummings, we looked at ways
that we could use our revolving loan fund to help them get this space into a condition where they could
habituate it. There are many things about the space that don’t meet the requirements for leasing it out. Over
the last six months, | have been meeting with them regularly to review their business plan, to review fit up plan
for the space and review a budget. They basically have come in at about $100,000.00, $125,000.00 in fit up of
the space. Through our loan fund that we manage, we are going to be able to give them a loan to make these
improvements to the space so they can occupy it.

As part of that overall process, one of the things that we came to terms with them about is that if you are willing
to make this investment and do this work, we can lend you the money, we would give you a break for a period
of time on the lease until the loan is paid back basically. And then you would pay regular rent. This is a really
good strategy for occupying this space because it takes an otherwise dead and vacant and unproductive space
that the City owns and manages and puts it in the control of a third party that has a vested interest in keeping
the space up to code and occupied and pleasant looking. Also, it also is a midterm investment to revenue that
the City will see. Starting in year 5 they will pay, | don’t have the numbers directly in front of me, but
approximately $30,000.00 a year. That amount of money will grow by year 10 to $37,000.00.

| think this is a good investment for the City and | am happy that it has gone through the process of vetting.
One other thing to note is Liquid Therapy is also working with Regional Economic Development Corp which is
our Region’s Economic Development Corporation. They also have a loan fund and have joined in with the City
of Nashua in lending them money for their equipment. So they are taking a position on their equipment and we
are taking a position on the building and those two things together are giving them the capital they need to
open their doors to the public. And so what | am hoping will happen is in early July we will be able to finalize
the lease with Liquid Therapy, they will begin construction and sometime at the end of August they will open
their doors and we will all be able to have a celebratory libation at Court Street.

Mayor Donchess

To be clear, this is the space in a fire station where the bays where the fire trucks used to be housed. Not only
the trucks but the wagons, right?