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FINANCE COMMITTEE
DECEMBER 4, 2019

7:00 pm Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:

Re:

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Re:

Camille Pattison, Transportation Manager
Finance Committee — Change Order for 1 Front Runner Van

Dan Kooken, Purchasing Manager
Contract for Tree Removal Services in Nashua Downtown Riverfront (Value $200,000),
Department: 183 Economic Development; Fund: Riverfront Promenade TIF

Dan Kooken, Purchasing Manager
Contract for Construction Management Services for Public Health Renovation Project (Value:
$17,000), Department: 183 Economic Development; Fund: Bond

Dan Kooken Purchasing Manager
Contract for Design and Project Management of Nashua Downtown Riverfront Implementation
(Value: $437,653), Department: 183 Economic Development; Fund: Riverfront Promenade TIF

Dan Kooken, Purchasing Manager
Contract for Wet Weather Influent Screening Upgrade — Construction Engineering Services (Value:
$148,800), Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Contract for Wet Weather Influent Screening Upgrade — Construction Services (Value: $1,237,677),
Department: 169 Wastewater; Fund: Wastewater

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

NON-PUBLIC SESSION

ADJOURNMENT

s Community Development 589-3095
City of Nash ua Planning and Zoning 589-3090

. ses Building Safety 589-3080
Community Development Division Code Enforcement 589-3100
City Hall, 229 Main Street, PO Box 2019 Ceres amission sbaeee
Nashua, New Hampshire 03061-2019 Transportation 880-0100
www.nashuanh.gov FAX 589-3119

Date: November 11, 2019
To: Jim Donchess, Mayor
From: Camille Pattison, Transportation Manager

Re: Finance Committee —- Change Order for 1 Front Runner Van

The Nashua Transit System (NTS) was awarded $110,000 dollars in 5310 funds from the State of
NH to purchase 1 Low Floor Cutaway Van.

The City entered into a contract with New England Wheels on September 19, 2019 for the
following amounts:

1 Front Runner Van for a total of $123,894

In October, the City of Nashua and NE Wheels had a pre-production review of the bus build and a
number of items were added or removed to enhance the safety and functionality of the new bus.

The changes resulted in a credit of $1,305 for the one van, and include the following:

Side facing seats and arm rests will replace 2 standard passenger seats.
Selection of alternative seat fabric and addition of seat pillow tops.
Addition of wheelchair retractable tie downs, lap and shoulder belt.
Addition of modesty panels and rear storage rack.

Rear bumper selection changed to a less expensive option.

Removal of front exterior cross over mirror.

e Removal of rain gutter as one is built into the rooftop.

Original Cost Reduction in Cost Revised Cost
$123,894 $1,305 $122,589

Price as Quoted w/all Options

Additions:
2

4

Total Additions:

Deletions:

1

1
Total Deletions:

Net After Adjustments

City of Nashua

Side Facing Freedman Bantam Seats
Arm Rest for Bantam Seats (side
facing)

Level 4 Fabric / Vinyl of color - add
per person (Morben Wave Free Style
Blue 004}

Pillow Top for Go-ES Seats

Q'’Straint Slide-N-Click Retractable Tie
Downs For 3rd W/C Pos.

Q'Stratint Lap and Shoulder Belt For
3rd W/C Pos.
Modesty Panels

2 Tier Storage Rack Mount Rear
Street Side

(2} Passenger 3PT Go-ES Rigid Seats

Level 5 Fabric / Repel - Gem Blue
Back/seat, Solid Blue back / sides
Transpec Rear Bumper

Exterior Front Cross Over Mirror

Rain Gutter

Fare Box

Revised Price After Adjustments and Farebox Deletion

NOTES:

Prebuild Meeting October 29, 2019
Requested Addition / Deletions

$ 123,894.00
$ 365.00 § 730.00
$ 4400 § 176.00
S$ 35.00 $ 280.00
33.00 $ 198.00
435.00 § 435.00
95.00 $ 95.00
$ 85.00 § 170.00
$ 475.00 §$ 475.00

}$ 2,559.00 | $ 2,559.00
$ {460.00) $ (460.00)
$ {42.00) $ (336.00)
$ (780.00) $ (780.00)
$ (175.00) $ (175.00)
$ (235.00) § (235.00)

| $ (1,986.00) $ (4,986.00)

$ 124,467.00

§ (1,878.00}| $ (1,878.G0}

122,589.00

1) Driver Storage Box included in original pricing-See attached photo of recommended solution
2) Slide-N-Clic storage brackets included in original pricing

CHANGE ORDER
No. |

PROJECT NAME: TRANSIT - 1 - 8 Passenger Front Runner Van from New England Wheels
OWNER’S CONTRACT NO:

EXECUTED CONTRACT DATE: September 19, 2019
. OWNER: City of Nashua, NH
OWNER’s Purchase Order NO.: PO 153288

CONTRACTOR: New England Wheels Inc.

ENGINEER: NA

You are directed to make the following changes in the Contract Documents:

Description:

In August, the Nashua Transit System (NTS) was awarded $110,000 dollars in 5310 funds from the State of NH to
purchase 1 Low Floor Cutaway Van.

The City entered into a contract with New England Wheels on September 19, 2019 for the following amounts:
1 Front Runner Van for a total of $123,894

Rhe City of Nashua and NE Wheels had a pre-production review of the bus build and a number of items were added or
removed to enhance the safety and functionality of the new bus.

The changes resulted in a credit of $1,305 for the one van, and include the following:

© Side facing seats and arm rests replace 2 standard passenger seats,

e Selection of alternative seat fabric and additional of seat pillow tops.

e Addition of wheelchair retractable tie downs, Jap and shoulder belt.

e Addition of Modesty panels and rear storage rack.

e Rear bumper selection changed to a less expensive option.

e Removal of front exterior cross over mirror.

© Removal of rain gutter as one is built into the rooftop.
Original Cost Reduction in Cost Revised Cost
$123,894 $1,305 $122,589
Justification:

Additional items were added to enhance the safety and functionality of the new fleet,

Change Order #1 1 of 2
NE Wheels Front Runner Van

Summary

CHANGE IN CONTRACT PRICE:
Original Contract Price

$123,894

CHANGE IN CONTRACT TIMES:
Original Contract Times

Substantial completion:
Ready for final payment:

Net changes from previous Change Orders

30.00

Net change from previous Change Orders

Contract Price prior to this Change Order

$123,894

Contract Times prior to this Change Order

Substantial completion:
Ready for final payment:

Net Increase or Decrease of this Change Order

($1,305) credit

Net Increase (deerease} of this Change Order

Contract Price with all approved Change Orders

Contract Times with all approved Change Orders

$122,589 Substantial completion:
Ready for final payment:
RECOMMENDED: APPROVED:
By: By
Sarah Marchant, Director efis Mayor Jim Donchess
(Authorized Signature) thorized Signature) Owner
Pees hot (Authorized Signature)
Date: Date: 11h2pf if
Date:
Change Order #1 2 of 2

NE Wheels Front Runner Van

B\ THE CITY OF NASHUA “the Gate City’

Financial Services

Purchasing Department

November 28, 2019
Memo #20-061

TO: MAYOR DONCHESS
FINANCE COMMITTEE
SUBJECT: CONTRACT FOR TREE REMOVAL SERVICES IN NASHUA DOWNTOWN

RIVERFRONT (VALUE: $200,000)
DEPARTMENT:183 ECONOMIC DEVELOPMENT; FUND: RIVERFRONT PROMENADE TIF

Please see attached communication from Tim Cummings, Director of Economic Development dated
November 21, 2019 for the information related to this purchase.

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 Director of Economic Development and the Purchasing Department recommend award of this
contract in an amount of $200,000 to Accurate Tree Removal Service of Hooksett, NH.

Respectfully,
Le Kio

Dan Kooken
Purchasing Manager

Ce: TCummings J Graziano

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

#\ THE CITY OF NASHUA “the Gate City’

Economic Development

To: James Donchess, Mayor

From: T. Cummings, Economic Development Director
Ce: — 8. Marchant, Director of Community Development
Date: November 21, 2019

Re: Contract for Tree Removal Services in the Nashua Downtown Riverfront

The Office of Economic Development in partnership with the Community Development Division issued
TFB0980-091619 this past summer. Specifically, the services sought assistance in the removal and
trimming of trees along the Nashua Riverfront.

The City received four proposals after a site walk with approximately ten tree companies in attendance
during the procurement process. An evaluation occurred by the TIF Committee based on
qualifications/experience, past performance and service on similar projects, proposed approach to scope of
work along with cost. After doing reference checks Accurate Tree Removal Service was selected as the
proposed vendor.

The contract will be paid through the TIF account established last year, which has approximately
$750,000. This is the first step in implementing the Nashua Riverfront Development Master Plan. As a
reminder there will a couple of large expenditures before you as we begin to implement the Nashua said
Plan and improve the riverfront area of the downtown.

lam recommending awarding a contract for tree removal and trimming services for the amount not to
exceed $200,000 to Accurate Tree Removal.

Thank you.

CONTRACT FOR PROFESSIONAL SERVICES

IF'B0980-091619

NASHUA RIVERFRONT TREE REMOVAL PROJECT

A CONTRACT BETWEEN

THE City OF NASHUA, 229 MAIN STREET, NASHUA, NH 03061-2019

AND

ACCURATE TREE SERVICE

NAME AND TITLE OF SERVICE PROVIDER

150 LONDONDERRY TURNPIKE, HOOKSETT, NH 03106
ADDRESS OF SERVICE PROVIDER

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

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

WHEREAS, Service Provider 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- General Conditions for Contracts
Exhibit B - Scope of Work Dated October 22, 2019
Exhibit C — IFB0980-0916 Nashua Riverfront Tree Removal Project

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.

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Service Provider 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

AG 1 of 3

work described.

3, PERIOD OF PERFORMANCE. Service Provider shall perform and complete all work with final
plans, [TBD]. . The time periods set forth 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. Service Provider shall begin performance upon receipt of the signed contract.

4, COMPENSATION. Service Provider agrees to perform the work for a total cost not to exceed

($200,000.00)

Unless Service Provider has received a written exemption from the City. Service Provider shall
submit 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 fifteen (15) days after the end of each month
and must include a detailed summary of the expenditures reported in a form that supports the
approved budget. Specifically, Service Provider 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 will pay for work satisfactorily completed by Service Provider. The City will pay Service
Provider within 30 days of approval by the City of the submitted invoice forms and progress
reports. The City 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:

AG 2 of 3

CITY REPRESENTATIVE: REPRESENTATIVE:

Tim Cummings David Burl

Director of Economic Development Owner

Office of Economic Development Accurate Tree Service

229 Main Street 150 Londonderry Turnpike
Nashua, NH 03060 Hooksett, NH 03106

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 or Service Provider 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) Accurate Tree Service (signature)
Jim Donchess, Mayor David Burl. Owner
(Printed Name and Title) (Printed Name and Title}
Date Date

AG 3 of 3