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CITY OF NASHUA DIVISION OF PUBLIC WORKS SOLID WASTE DEPARTMENT

REQUEST FOR PROPOSALS
SINGLE STREAM RECYCLABLE MATERIALS PROCESSING
REPI038-022318

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ATTACHMENT B

THE CITY OF NASHUA “The Gate City’

Administrative Services

Purchasing Department

February 27, 2020
Memo #20-091

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | PURCHASE OF HAYES PUMP, FAIRBANKS PUMP NORTHGATE PUMP STATION
(VALUE: $30,307)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER

Please see the attached communication from David L. Boucher, Superintendent Wastewater Department
dated February 27, 2020 for the information related to this contract.

Pursuant to § 5-84. Special purchase procedures. The competitive bidding process shall not apply to the
following special purchases: (4} Sole-source procurements, where the proposed purchase is
manufactured by only one company.

The Superintendent Wastewater Department, the Board of Public Works (February 27, 2020 meeting)
and the Purchasing Department recommend this purchase in the amount $30,307 to Hayes Pump, Inc.
of Concord, MA.

Respectfully,

Dan Kooken
Purchasing Manager

Co: D Boucher L Fautuex

229 Main Street e 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: February 27, 2020

David L. Boucher, Superintendent
Wastewater Department

Replacement of Pump at Northgate Pump Station

To approve the purchase of a Fairbanks brand vertical solids handling pump from
Hayes Pump, Inc., of Concord, MA for the amount of $30,307. Funding will be
through Department 169 Wastewater.; Fund: Wastewater; Account Category: 71
Equipment.

Quote

The Northgate Pump Station is the biggest pump station within the City and
operates with two pumps - one in use and one as a backup. It is currently running
one old pump and one new pump. The Wastewater Facility would like to purchase
a spare new pump to have on the shelf in the event of a failure. The lead time on
these pumps is 12-14 weeks, and if there is failure of the pump station, it could
mean no sewer services for any of the connected area.

The Fairbanks brand vertical solids handling pump that is in the attached quote is
a direct replacement to the failed pump. Hayes Pump, Inc. is the local distributer
of Fairbanks, making this a sole source purchase.

Date: 02/10/20 4:50PM QUOT ATION PAGE: 41 0F 4

Quote From:

Hayes Pump, Inc- (Q+WC)
66 Old Powder Mill Road
Concord MA 01742

US

Quote Number Quate Date Payment Tarms FOB
00130504 2/10/2020 NET 36 DAYS Shipping point

Sell Loc: 61 Cust PO:. Mark #:

CITY OF NASHUA
ACCOUNTS PAYABLE DEPT
229 MAIN ST/ PO BOX 2019
NASHUA NH 03061

US

CITY OF NASHUA

WASTEWATER TREATMENT PLAN
SAWMILL RD

NASHUA NH 03061

US

<a O40
OoA te xZue

Thank you for your inquiry.

Terms~

FOE: Shipping Point,

Freight: Prepaid & Added to Invoice.
Estimated Shipment: 12 te 14 Weeks ARO.
Estimated Shipping Weight: 1400 L&S.
Quotation is valid 30 days.

LINE | ITER S QUANTITY UNIT PRICE NET UNIT PRICE
DESGRIFTION UOM DISCOUNT EXTENDED PRICE

0010] 6" B5444 PUMP UNIT (130504) 1.00 30,307.0000 30,307.0000
FAIRBANKS VERT SLDS HNDLG 15HP SO00ORPM EA 30,307.00

6" VERTICAL COUPLED SOLIDS HANDLING PUMP
STANDARD FITTED CONSTRUCTION WITH STAINLESS
STEEL CASING AND IMPELLER WEAR RING WITH A
VERTICAL BASE DRIVEN BY A 15HP S00RPM 3/60/460V
a24HPV PREMIUM EFF MARATHON MOTOR.

INCLUDES CERTIFIED HYDRO.

ROTATION: CCW
DISCHARGE POSITION: PLEASE POVIDE POSITION

CONDITIONS OF SERVCIE: 800 GPM @ 43FT

. Total Price 30,307.06
Payment terms are sublect fo Credit Approval,

The parties agree that this quote and any order arising from it are expressly subject to
and incorporate by reference Hayes‘ Terms of Sale which are available at

http hayespump.com/Terms, Customer's acceptance of this quotation is

expressly conditional on Customer's assent to such incorporated Terms of Sale,

Please send a copy of your tax exempt certificate when placing your order,
Email the tax certificate to imackenzie@hayespump.com or fax to 978-369-8461.

Sales Rep{s): Alan Hummer

Questions? Phone: 978 369-8800 Nicole Fernandes - nfernandes@hayespump.com Fax: 978 369-8461

REPORT OF THE FINANCE COMMITTEE

FEBRUARY 19, 2020

A meeting of the Finance Committee was held on Wednesday, February 19, 2020, at 7:00 p.m. at City Hall in
Room 208.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman Patricia Klee, Vice Chair
Alderman-at-Large Michael B. O’Brien
Alderman-at-Large Brandon Michael Laws
Alderwoman-at-Large Shoshanna Kelly (arrived after roll call)
Alderman Linda Harriott-Gathright
Alderwoman Elizabeth Lu

Also in Attendance: Dan Kooken, Purchasing Manager

PUBLIC COMMENT - None

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager

Re: Renewal of Software for Dispatch and Records System (Value: $66,795) Department: 150 Police;
Fund: Software Maintenance

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE

RENEWAL OF SOFTWARE FOR DISPATCH AND RECORDS SYSTEM IN THE AMOUNT OF $66,795 TO

TRITECH SOFTWARE SYSTEMS. FUNDS ARE AVAILABLE IN DEPARTMENT 150 POLICE; FUND:

SOFTWARE MAINTENANCE

ON THE QUESTION

Mayor Donchess

Do we have someone from the PD on this as well?

Peter Cinfo, IT Manager Nashua Police Department

My name is Peter Cinfo, | am the IT Manager over at the Police Department. This purchase is a standard
software maintenance agreement with Tritech, well it’s now Central Square and it covers all of our dispatch,
records management software that we use.

Mayor Donchess
Any discussion or questions?
Alderman O’Brien

Part of my roots come from the Fire Department; is this a similar system that the Fire Department is currently
using?

Mr. Cinfo

| think the Fire Department just moved to a new product.

Finance Committee - 02/19/2020 Page 2

Alderman Klee
Yes thank you Mr. Mayor. At the State of the City you had commented and addressed that we were going to

try to save money by merging a lot of our IT Departments and so on. So would this be one of them that we will
try to eventually ....

Mayor Donchess

We are going to propose that we study the idea of trying to save money.
Alderman Klee

| just wanted to make sure.

Mayor Donchess

There are a few people on the Police Department, there are quite a few people at City Hall and there are quite
a few people at the School Department.

Alderman Klee

Thank you.

Mayor Donchess

But this software wouldn’t be affected.
Alderwoman Lu

This is just the maintenance, so if you went with someone else, you’d have to buy a brand new system,
correct?

Mr. Cinfo

Correct. Yes unfortunately this is one of those items that there’s no real shopping around per se.
Alderwoman Lu

And is it the same price as it was?

Mr. Cinfo

It traditionally goes up a couple of percent. | think last year — actually | can tell you last year | think, it was like
$64,000.00.

Alderman O’Brien

And for what little | understand of it, would | be correct in assuming if you don’t get this particular upgrade it
may void the warranty that is on this system, am | correct?

Exhibit B
0249-040522 Commissioning Agent

BID FORM

Project Identification — : 0249-040522

Bid Identification Number: Commissioning Agent

This Proposal is submitted to: City of Nashua Purchasing Department

229 Main Street, City Hall
Nashua, NH 03061-2019

The undersigned Vendor proposes and agrees, if this Bid is accepted, to enter into an agreement with the City in
the form included in the Bidding Documents to perform all Work as specified or indicated in the Bidding Documents
for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of
the Bidding Documents.

Vendor accepts all of the terms and conditions of the Advertisement or Request for Proposal and Instructions to
Vendors, including without limitation those dealing with the disposition of Bid security. The Bid will remain subject
to acceptance for ninety (90) days after the day of proposal opening, or for such longer period of time that Vendor
may agree to in writing upon request of the City.

In submitting this Proposal, Vendor represents, as set forth in the Agreement, that:
e Vendor has examined and carefully studied the Bidding Documents and the following Addenda,
receipt of all which is hereby acknowledged.

Addendum No. Addendum Date

Vendor is familiar with and is satisfied as to all federal, state and local Laws and Regulations that may affect cost,
progress and performance of the bid.

The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions
for performance of the Work for which this Bid is submitted.

Vendor further represents that this Bid is genuine and not made in the interest of or on behalf of any undisclosed
individual or entity and is not submitted in conformity with any agreement or rules of any group, association,
organization or corporation; Vendor has not directly or indirectly induced or solicited any other Bidder to submit a
false or sham Bid; Vendor has not solicited or induced any individual or entity to refrain from bidding; and Vendor
has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City.

Submitted by:

a. Fitzemeyer and Tocci Associates, Inc.
Name of Organization

Name & Title of Authorized Representative

300 Unicorn Park Dr, 5th Floor, Woburn, MA 01801
Address:

617-485-6591, NFanning@F-T.com

Telephone/Email:

1 of 2

Nathaniel Fanning, Energy and Infrastructure Service Leader

Finance Committee - 02/19/2020 Page 3
Mr. Cinfo

True, yeah | mean it’s like an insurance policy, hopefully you don’t use it but you almost have to have it, you
know?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Purchase of NPD Bulletproof Vests (Value: $27,625) Department: 150 Police; Fund: 2018
Bulletproof Vest Partnership Grant $5,688; 2019 Bulletproof Vest Partnership Grant $8,125 and
Protective Clothing Account $13,813

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
PURCHASE OF NASHUA POLICE DEPARTMENT BULLETPROOF VESTS IN THE AMOUNT OF $27,625

TO ATLANTIC TACTICAL, INC. FUNDS ARE AVAILABLE IN DEPARTMENT 150 POLICE; FUND: 2018
BULLETPROOF VEST PARTNERSHIP GRANT $8,125 AND PROTECTIVE CLOTHING ACCOUNT $13,813

ON THE QUESTION

Mayor Donchess

Ok we do have someone from the PD to discuss this if there are any questions? Are there any questions or
comments?

Alderman O’Brien
Just a comment, so officer you can stay there, but my comment basically is that this is one of the things that

we can assure the safety of our officers out on the street. It is particularly short money when you look at the life
and to enhance their safety, it’s definitely money well spent. So | support this immensely, thank you.

Mayor Donchess

Actually would you mind coming up. So how much protection, | mean there are some weapons out there that
are very, you know, these M16’s and all this kind of thing are very powerful. Does a vest like this protect
against that kind of weapon.

Scott Seroll, Nashua Police Department

No sir, so first of I’m Scott Seroll, I’m with the Nashua Police Department and | am in the Firearms Training
Unit which is responsible for the inventory of a lot of gear including the vests. There are different kinds of vests
that we offer our Police Officers. Some of them are designed for daily wear like the ones we are speaking of
today. And because they are also designed for comfort and to be light weight and to be worn all the time
underneath the uniform, they have ballistic limitations. So typically, they will stop most handgun rounds, but
they have a lot of limitations when it comes to rifle rounds due to the velocity of the ammunition. So for that
reason there are other types of vests that they also have access to for higher risk type calls. And those would
be play carrier type equipment, but that goes over your uniform and it’s just not practical to think about wearing
that all the time.

Mayor Donchess

So the Swat Team or something like that.

Scott Seroll, Nashua Police Department

Correct, sir. Yes.

Finance Committee - 02/19/2020 Page 4

Alderman Klee
Prior to the meeting we were commenting what you used the old ones for. Would you mind addressing that?

Scott Seroll, Nashua Police Department

Yes, Ma’am. We used the old ones primarily for training so there’s different forms of training we will use them
for, sometimes just for ballistic tests where we might shoot them and see how they do. And more often it is
more for the Police Officers that might want to wear them when we do simulation style training, scenario based
training. We want them to wear the same gear that they wear on a daily basis, but we don’t want them to ruin
or destroy the gear that they wear on a daily basis. So that’s where the used gear comes into play.

Alderman Klee

Thank you very much.
Mayor Donchess
| will let the record reflect that Alderwoman Kelly has arrived at 7:08.

Alderman Harriott-Gathright

How many vests are you going to get for this price?

Scott Seroll, Nashua Police Department

For detailed finance questions, | am probably going to refer you to my co-worker Karen Smith if that’s ok?

Karen Smith, Nashua Police Department Business Manager

OK we are purchasing 34 vests and 19 of these vests are going to be for the replacement schedule and then
we have officers that are being hired as new officers and the balance will be for our new hires, our new
recruits.

Alderman Harriott-Gathright

How many new officers are you getting?

Ms. Smith

We are looking to hire 13 and we have already hired the other, the balance of 2.

Alderman O’Brien

Yes my question would be, | know with firefighting gear it has a life expectancy of 10 years. | would imagine if
you are wearing these vests daily in the officer's duties, they do have a life expectancy themselves, am |

correct?

Scott Seroll, Nashua Police Department

Yes sir, it is actually an industry standard and they expire every 5 years. So that affects us in two ways; it
affects us due to the fact that they are not safe due to moisture, whether it is perspiration or whatever, rain.
But moisture breaks done the ballistic component of that vest.

Finance Committee - 02/19/2020 Page 5

But it also affects us just because if the company no longer backs our product, there is inherent liability in
having our officers wear those on the street.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: FY21 Biodiesel Fuel — City of Nashua (Value Estimated $24,263) Department: 186 Transportation;
Fund: FTA Grant

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE

CONTRACT EXTENSION FOR FY21 BIODIESEL FUEL — CITY OF NASHUA IN THE AMOUNT OF $24,263

TO DENNIS K. BURKE. FUNDS ARE AVAILABLE IN DEPARTMENT 186 TRANSPORTATION; FUND:

FTA GRANT

ON THE QUESTION

Mayor Donchess

Any discussion or questions?

Alderwoman Lu

Is that for the year? Is that the expected annual cost?

Dan Kooken, Purchasing Manager

Yeah that’s an estimate, you can see that is slightly under the $25,000.00 threshold, but because it is a little iffy
about you can spend a little more or a little less depends on usage.

Alderwoman Lu

| noticed in the expenses, the record of disbursements that you recently paid them $15,000.00. Do we buy
other things from Mr. Burke?

Mr. Kooken

Dennis K. Burke? Yes Dennis K. Burke also supplies us with our unleaded gasoline which we use over
200,000 gallons annually.

Alderwoman Lu
Thank you.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2020-22 Cyclical Revaluation Contract (Value: $1,125,000) Department: 132 Assessing; Fund:
Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
CONTRACT FOR THE 2020-22 CYCLICAL REVALUATION IN THE AMOUNT OF $1,125,000 TO VISION
GOVERNMENT SOLUTIONS. FUNDS ARE AVAILABLE IN DEPARTMENT 132 ASSESSING; FUND:
BOND