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KOHLER.
Power Systems

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Report prepared by: Mike McKenna

TOTAL SYSTEM INTEGRATION

GENERATORS | TRANSFER SWITCHES | SWITCHGEAR | CONTROLS

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E THE CITY OF NASHUA "The Gate City"

'"nanctal Services

oorchasing Department
July 28, 2016
Mens #17-027
TO: MAYOR JIM DONCHESS

FINANCE COMMITTEE

SUBJECT: | CONTRACT AWARD FOR CLIMATE AND HEALTH ADAPTATION PLANNING (VALUE:
$38,000)
DEPARTMENT: 171 COMMUNITY SERVICES; FUND: CLIMATE AND HEALTH
ADAPTATION PLAN GRANT
ACCOUNTING CLASSIFICATION: 55 OTHER CONTRACTED SERVICES

Please see attached communication from Bobbie Bagley, Community Services Division Director dated
July 27, 2016 for the information related to this contract award.

Pursuant to § 5-84 Special purchase procedures A. (4) Sole-source procurements, where the proposed
purchase is manufactured by only one company.

The Director of Division of Public Health & Community Services and the Purchasing Department
recommend the award of this contract to Nashua Regional Planning Commission of Merrimack, NH in
the amount of $38,000.

Respectfully, on

an Kooken
Purchasing Manager

Cc: B Bagley J Graziano

| i
i229 Main Street ¢ Nashua, New Hampshire 03061 « Phone (603) 589-3330 « Fax (603) 589-3344 |

(22) THE CITY OF NASHUA “the Cate ity

Division of Public Health and Community Services

Office of the Director
TO: Daniel Kooken, Purchasing Manager
FROM: Bobbie D. Bagley, Director of Division of Public Health & Community Services
SUBJECT: - Contract with Nashua Regional Planning Commission
DATE: July 27, 2016

The Nashua Division of Public Health and Community Services has received grant funds from the
NH Division of Health and Human Services (NH DHHS) to provide the coordination of the Public
Health Network Services Grant (PHNS) for the Greater Nashua Region since 2013. The purpose of
the PHNS program is to create public health infrastructure by convening, coordinating and
facilitating work with public health partners in the region. The Public Health Network Services
program provides public health services to a geographic area known as the Greater Nashua Public
Health Region. This 205,845 person region is composed of the City of Nashua and the twelve
surrounding towns of Amherst, Brookline, Hollis, Hudson, Litchfield, Lyndeborough, Mason,
Merrimack, Milford, Mont Vernon, Pelham and Wilton.

The purpose of the Building Resilience Against Climate Change grant 1s to identify regional health
impacts/burdens related to weather/climate vulnerability, develop a Climate and Health Adaptation
Plan for the Greater Nashua Public Health Region, and implement an evidenced-based intervention
aimed at addressing one of the identified priorities. This subcontract will be expended with FY17
Building Resilience Against Climate Effects & Severe Weather Grant funds, accepted by Resolution
R-16-007.

Eligibility criteria for submitung proposals for the Building Resilience Against Climate Change grant
was limited to only vendors currently funded by NH DHHS to provide PHNS services in New
Hampshire. The grant award to the city by NH DHHS was based on the submitted proposal, which
included subcontracting with the Nashua Regional Planning Commission based upon their
experience and expertise in the areas of environmental and regional planning.

Building Resilience Against Climate Effects and Severe Weather is a natural fit for an organization
whose goal is developing and implementing innovative planning strategies that preserve and
improve the quality of life in southern NH. This project ts also consistent with NRPC’s ongoing
climate change and hazard mitigation work. NRPC has begun bridging the gap between hazard
mitigation planning and adaptation and resiliency planning through its involvement in a number of
innovative projects.

Pursuant to NRO § 5-84 A (4) Sole-source procurements, we would like to recommend approval of this
contract with Nashua Regional Planning Commission, Merrimack, NH, in the amount of $38,000.

Cc John Griffin Patty Crooker Janet Graziano

18 Mulberry St Street « Nashua, New Hampshire 03060 » Phone (603) 589-4546 e Fax (603) 594-4539

INDEPENDENT CONTRACTOR AGREEMENT

This agreement is made this _— day of , 2016 between the City of Nashua, New
Hampshire (hereinafter “City”), with a mailing address 229 Main Street, Nashua, NH 03060 and
the Nashua Regional Planning Commission (hereinafter “Contractor”), with a mailing address
of 9 Executive Park Drive, Suite 201, Merrimack, NH 03054. The City of Nashua, Division of
Public Health and Community Services (DPHCS) and Nashua Regional Planning Commission
(collectively referred to as the “Parties”) hereby enter into this Independent Contractor
Agreement (hereinafter ‘““Agreement’’) under the terms and conditions set forth below.

PURPOSE OF AGREEMENT

The Nashua Division of Public Health and Community Services desires to enter into this
agreement with the Nashua Regional Planning Commission to develop a Climate and Health
Adaption Plan (CHAP) to assess and reduce the public health effects from severe weather events
and the changing climate in New Hampshire. The CHAP shall address specific hazards, health
impacts/burdens and intervention strategies that relate to severe weather and climate change.
The goal of this project is to build collaborations, improve workforce capacity and better adapt to
severe weather and changing climate.

SCOPE OF SERVICES
By November 30, 2016, the Contractor shall: (a draft or status update on these deliverables is
due September 30, 2016)

1. Develop and submit a written Climate and Health Adaptation Plan (CHAP), to assess and
reduce the public health effects from severe weather events and the changing climate in
New Hampshire. CHAP shall address specific hazards, health impacts/burdens and
intervention strategies that relate to severe weather and climate change. The goal of this
project is to build collaborations, improve workforce capacity and better adapt to severe
weather and changing climate. A CHAP template and guidance for the plan will be
provided by the NH DHHS and shall include the following elements:

a. A descriptive list of weather or climate hazards found in existing vulnerability
assessments (i.e. municipal Hazard Mitigation Plans, etc.) relevant to severe weather,
climate and health.

b. A descriptive list of the priority climate and health impacts/burdens and vulnerable
populations related to weather and climate, including a brief description of the process
used to prioritize these health impacts in comparison to each other.

c. A description of current preparedness resources identified in local, regional and state
plans. Include any known gaps in preparedness and response capabilities to address the
identified hazards. Include a list of regional entities participating in the planning process.

d. Documentation of at least three (3) priority climate and health impacts/burdens from heat,
air quality, weather, insects, etc., and the three (3) most vulnerable populations likely
affected.

07/12/2016

e. Work with the Regional Public Health Advisory Council (PHAC) to select at least one
climate and health impact/burden from the three impacts prioritized in subsection and
propose at least one evidenced-based intervention to implement at the community level.

Organize, host and facilitate at least four (4) planning sessions to gather input for the
development of a Climate and Health Adaptation Plan (CHAP) with the Regional Public
Health Advisory Council (PHAC) or a subcommittee thereof, to reach agreement on a plan
that addresses the known hazards and meets the needs of the region.

Participate in at least two (2) half-day trainings provided by the DHHS in Concord, on how
to plan, assess climate-related vulnerabilities, measure climate-related preparedness, and
implement the CDC’s Building Resilience Against Climate Effects (BRACE) framework.

By June 30, 2017, the Contractor shall:

1.

Participate in at least two (2) half-day trainings provided by the DHHS in Concord, on how
to implement and evaluate the Building Resilience Against Climate Effects (BRACE)
framework.

Implement at least one (1) evidence-based intervention designed to address the priority
health impact/burden identified in the planning phase in order to improve public health at
the population level. Examples of interventions include: 1) heat stress reduction via policy
change, education/behavioral change, or cooling programs, 2) asthma reduction via home-
based environmental controls, 3) tick-exposure reduction via behavior change, 4) improved
preparedness leading to less evacuation, injury or death via changes in policy, behavior, or
technology.

Collaborate with the DHHS on the development of the evidence-based intervention, tracking
progress, and measuring change. The DHHS will provide examples of population-level
interventions (i.e. evidence based or informed, promising practices).

CONTRACT MONITORING AND REPORTING
The Contractor shall submit a detailed budget and workplan for the scope of work under this
contract prior to the contract’s effective date.

Participate in monthly 1-hour meetings and/or conference calls with the Department of
Health and Human Services, Division of Public Health Services Climate and Health staff to
coordinate activities and update progress.

Participate in an annual or semi-annual site visit with staff from DPHCS and NH
Department of Health and Human Services/Division of Public Health Services.

Submit monthly progress reports to DPHCS detailing progress on activities and deliverables
described in the Contractor’s workplan. Reports shall be submitted by the 15" of each
month.

Produce a final report by 6/15/2017 detailing progress on activities and deliverables
described in the Contractor’s workplan. The format for the final report will be provided by
DPHCS.

07/12/2016

Finance Committee — 04/06/2022 Page 4

Mayor Donchess

Mr. Hudson?

Daniel Hudson, City Engineer

Mr. Mayor - so this is the Dig Sewer Contract as we call it. We have previously brought a CCTV inspection of lining
program which is the preservation of pipes that are in good shape. This is for actually digging up and replacing pipes that
are in poor condition. We bid this project out and received 4 bids. Jennings Excavation was the low bidder, but we had
some concerns about some of their bid items. We ended up having a discussion with them and they decided to withdraw
their bid, so we awarded it to the second low bidder which we think is in the best interest of the City and then Jennings in
the run.

This is for planned sewer replacement work. We plan to replace about 4,000 feet of pipe. It also covers emergency work
when we need the assistance. As luck would have it, last night we had discovered a sink hole on Main Street right at the
intersection of Main, and Water, and Park. You may have seen a plate in the road with some cones around it. This
contract allows us to mobilize the contractor quickly to do that work which is often times if it’s deep work and that sort of
thing often times we need to bring in a contractor to do it, so this gives us a contractor in the City working on a regular
basis that we can also mobilize for emergency repairs.

Mayor Donchess

Anyone?
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Assessing Data Dashboard Consulting Services in the amount not to exceed $82,040 funded from 55699 Other
Contracted Services/Revaluation Bond (Assessing)

MOTION BY ALDERMAN COMEAU TO ACCEPT, PLACE ON FILE, AND APPROVE A REQUEST FOR CONSULTING
SERVICES TO USE OUR EXISTING GIS SYSTEM AND ASSESSING CAMA TO CONFIGURE A PUBLIC FACING
CITY-WIDE PROPERTY REVALUATION SERVICES WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE,
INC. (ESRI) PROFESSIONAL SERVICES IN THE AMOUNT NOT TO EXCEED $82,040. FUNDING WILL BE
THROUGH DEPARTMENT: 132 ASSESSING; FUND: 55699 OTHER CONTRACTED SERVICES/REVALUATION
BOND

Mayor Donchess

Miss Kleiner?

Kim Kleiner, Administrative Services Director

Good evening members of the Committee. We all know that this year as we are facing the revaluation we are particularly
concerned with the amount of information that we can get out to our residents so that they can understand their new
property assessment and also historical data. So we reached out to ESRI who is our GIS provider who has done quite a
bit of work in this field with communities across the country. So ESRI designed an equitable property value tool and many
communities across the country have been using this not only when they have a revaluation, but also just in the general
course of opening up public transparency.

So we discussed with ESRI if it was possible at this time to create such a tool prior to the values being introduced by
Vision which should be sometime the end of July beginning of August. We felt it was important for our citizens to be able
to go out and review their new property assessment for historical data, comparable data across the City, their tax liability.
It has a tax calculator tool. It also has a property assessment appeal tool which we have had inquiries in the past about
could the City develop some type of appeal tool to make it easier for our citizens. So this does include that.

ESRI came back, we discussed it, and they feel that they can meet our time deadline. Because this tool deals directly
with the revaluation, Legal did weigh in that they felt that it would fit under the bond. We have the money remaining on
the bond for the revaluation and that would be the funds that we would be using to create the tool. It would connect
directly with our CAMA so it would pull information from our assessing CAMA system and it can be used well into the

Reports shall be submitted to the Public Health Network Services Coordinator by electronically
as well as in hard copy.

Public Health Network Services Coordinator
Patty Crooker

City of Nashua, DPHCS

18 Mulberry Street

Nashua, NH 03060

CrookerP@NashuaNH. gov

TIME PERIOD
This contract is in effect from the date signed by the Mayor of Nashua, through June 30, 2017.

PAYMENT FOR SERVICES
The City shall pay the contractor $38,000 to complete the project.

Monthly invoices shall be submitted electronically by the 15" of each month for reimbursement
of the previous month’s expenses. Invoices may be submitted via e-mail or in hard copy to the
Public Health Network Services Coordinator of the Division of Public Health and should be
accompanied by the monthly progress report.

Public Health Network Services Coordinator
Patty Crooker

City of Nashua, DPHCS

18 Mulberry Street

Nashua, NH 03060

CrookerP@NashuaNH. gov

All invoices shall include a description of the work completed during the period of time covered
by the invoice.

The Independent Contractor will be responsible to cover the costs of its personal travel, costs
associated with interviews, printing materials required for interviews, completing and submitting
the final report and any telephone or computer associated costs required to fulfill the Scope of
Services of this agreement.

The Independent Contractor shall be responsible for the professional quality, technical accuracy,
timely completion, and coordination of all work performed under this Agreement. Independent
Contractor warrants that all work shall be performed with the degree of professional skill, care,
diligence, and sound practices and judgment that are normally exercised by competent providers
with respect to services of a similar nature. Independent Contractor shall at its own expense and
without additional compensation re-perform work to correct or revise any deficiencies, omissions
or errors in the work or the product of the work or which result in the Independent Contractor’s
failure to perform in accordance with this standard of care.

07/12/2016

ASSIGNMENT AND SUBCONTRACTING OF WORK
The Independent Contractor shall not assign or subcontract any of the work to be done pursuant
to this agreement without the prior written agreement of the City. The City may reject, at its sole
discretion, any proposed assignee or subcontractor.

INDEPENDENT CONTRACTOR

The Independent Contractor agrees that she/he is completely independent from the City and is
not an employee of the City. The Independent Contractor will be responsible for any taxes
- associated with this agreement. The Independent Contractor warrants that she/he may work for
other individuals and/or entities. The City shall not supervise or directly control the work of the
Independent Contractor. The City does reserve the right to inspect the work being performed
and to determine whether it is being performed in an appropriate manner. The Independent
Contractor shall have the ultimate authority to determine the hours of work, the length of
workdays, the means and methods of performance of the work, and the City shall not interfere in
this regard, except when necessary to carry out the efficient and effective work of the City.

INSURANCE REQUIREMENTS
Independent Contractor shall carry and maintain in effect during the performance of services
under this contract:

=" General Liability insurance in the amount of $1,000,000 per occurrence; $2,000,000
aggregate;

= $1,000,000 Combined Single Limit Automobile Liability if company vehicles are being
utilized;

=" and Workers' Compensation Coverage in compliance with the State of New Hampshire
statutes, $100,000/$500,000/$ 100,000.

None of the requirements as to types and limits to be maintained by Independent Contractor are
intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by
Independent Contractor under this contract.

Independent Contractor will provide the City of Nashua with certificates of insurance for

‘coverage as listed below and endorsements affecting coverage required by the contract within ten
calendar days after the City issues the notice of award. The City of Nashua requires thirty days
written notice of cancellation or material change in coverage. The certificates and endorsements
for each insurance policy must be signed by a person authorized by the insurer and who is
licensed by the State of New Hampshire. General Liability, Employers’ Liability and Auto
Liability polices must name the City of Nashua as an additional insured and reflect on the
certificate of insurance. Contractor is responsible for filing updated certificates of insurance with
the City of Nashua's Risk Management Department during the life of the contract.

07/12/2016