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To:

From:

RE:

A. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: May 26, 2016

Jon Ibarra, Interim Superintendent
Street Department

Sole Source Purchase for Mobile Lift Columns

To approve the purchase of one pair MP series Mobile Columns from Tool &
Equipment Connection, Inc. of North Attleborough, MA in the amount of
$22,038.75. Funding will be through Department: 161- Streets; Fund: General;
Account Category: 71 Equipment.

Sole Source Letter and Quote

These columns will be used in the DPW Fleet Maintenance garage for elevating
large 3 axle heavy duty vehicles.

Currently, the Street Department has a set of 4 Mohawk Mobile Column Lifts that
lift vehicles by their tires. These work well when raising two axle vehicles;
however, they struggle to lift a three axle vehicle due to the additional weight and
size which results in mechanics having to work on an unstable vehicle. The
purchase of these additional columns will! allow mechanics to be able to safely
raise three axle vehicles to make repairs.

Tool and Equipment Connection, Inc. has the State of New Hampshire contract
for Mohawk Mobile Lifts. The other lifts that the City currently has are Mohawk
Mobile Lifts, so any new lifts purchased must be Mohawk Mobile Lifts in order
to maintain compatibility with the current lifts. The Mohawks have a specific
wiring harness the keep other brands from being compatible.

| THE CITY OF NASHUA “The Gate City’

Divisian of Public Works

Street Department
Memorandum
Date: May 9, 2016
To: Dan Kooken, Purchasing Manager
From: John Stewart, Fleet Manager

Jon Ibarra, Interim Street Superintendent
Subject: Sole Source for Mobile Lift Columns

Attached is a quote from Tool and Equipment Connection, Inc. for the
purchase of 2 Mobile Truck Lift columns. These columns will be used in
the DPW Fleet Maintenance garage for elevating large 3 axle heavy duty
vehicles.

In Fleet we currently have a set of 4 Mohawk Mobile Column lifts that
lift vehicles by the tires and work well when raising a 2 axle
vehicle, These lifts when used on a 3 axle vehicle struggle with the
additional weight and size. The 3 axle vehicles are unstable with one
of the rear axles left unsupported and hanging down. The purchase of
these additional columns will allow the mechanics to safely raise 3
axle vehicles and make repairs on a stable vehicle.

Tool and Equipment Connection, Inc. has the State of New Hampshire
contract for Mohawk Mobile Lifts. The City of Nashua purchased the
current lifts in 2009 from Tool and Equipment Connection; these new
Mohawk lifts will be a like for like match to the current Mohawk
lifts.

Any questions please call: 589-4714

9 Stadium Drive » Nashua, New Hampshire 03062 » Phone (603) 589-4750 « Fax (803) 594-3396

Ee: Tool & Equipment Connection, Inc.

ia .
, at gO? George Leven Drive

———— North Attleborough, MA 02760

-

Phone: 666-594-7800 Fax: 508-695-9430

Visit our website at www.teclifis.com Quote 000 10949
Bill To: ur.
Ted Sullivan Fleet Forema _
CITY OF NASHUA CITY OF NASHUA
ACCOUNTS PAYABLE DEPT. OF PUBLIC WORKS
PO BOX 2019 9 STADIUM DRIVE
NASHUA, NH 03061-2019 NASHUA, NH 03062
CUSTOMER PHONE: 603-589-4703
SALESPERSON P.O. # SHIP VIA |CO|PP | SHIP DATE TERMS DATE PG.
GLENN KURKJIAN x C.0.D. 4/22/2016 | ‘
ary. ITEM NO. DESCRIPTION PRICE | Disc, }EXTENDED
4 | MOHAWK PAIR MP SERIES MOBILE COLUMNS. $25,350.00 | 17.5% $20,913.75
22” EXTENDED FORKS.
(32,000 LBS. CAPACITY.)
4 | MOHAWK 25" POWER CORD FOR MP-18 $525.00 $525.00
1 | LABOR SET UP AND TRAINING. $600.00 $600.00
SALE AMOUNT $22,038.75
Thank you for the opportunity to quote on the above FREIGHT $0.00
equipment SALES TAX $0.00
TOTAL $22,038.75
PAID TODAY $0.00
All Quotes Valid for 30 days BALANCE £22,038.75

B\ THE CITY OF NASHUA ne

Financial Services

Purchasing Department

April 28, 2016
Memo #16-137

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT AWARD FOR SINGLE STREAM RECYCLING (VALUE: NOT TO EXCEED

$249,925)
DEPARTMENT: 168 SOLID WASTE: FUND: SOLID WASTE
ACCOUNT CLASSIFICATION: 55 OTHER CONTRACTED SERVICES

Please see attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
April 28, 2016 for the information reiated to this purchase.

Pursuant to § §-78 Major purchases (greater than $10,000) A. Ali supplies and contractual services,
except as otherwise provided herein, when the estimated cost thereof shal! exceed $10,000 shall be
purchased by formal, written contract from the lowest responsible bidder, after due notice inviting bids.
The Solid Waste Department Superintendent, Board of Public Works (May 5, 2016) and the Purchasing

Department recommend the award of this contract in an amount not to exceed $249,925 to Casella
Recycling, LLC of Chariestown, MA.

Respectfully
lin. A gee

n Kooken
Purchasing Manager

Ce: J Lafleur L Fauteux

229 Main Street « Nashua, New Hampshire 03061 » Phone (603) 589-3330 e Fax (603) 589-3344

To:
From:
Re:

A. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: April 28, 2016
Jeff Lafleur, Superintendent of Solid Waste
Single Stream Recycling Contract

To approve the award of a one year contract for the transportation and processing of the City’s
single stream recyclables to Casella Recycling LLC of Charlestown, MA pending approval of the
FY17 operating budget. Funding through Department 168 Solid Waste; Fund: Solid Waste;
Account Classification: 55 Other Contracted Services

Casella LLC proposal.

Markets for recycling in general have plummeted and are showing no sign of recovery in the
near future. The City’s contract for recycling ends on June 30, 2016, therefore the City of
Nashua needed to secure a vendor. The Solid Waste Superintendent opted to solicit bids for a
one year contract and re-evaluate market conditions next spring.

The Solid Waste Department solicited bids for Single Stream Recycling Services from five
potential vendors. Two of the vendors submitted responsive bids — Casella Recycling, LLC. and
E.L. Harvey & Sons. The bids were evaluated based on an estimated 5,000 tons and 333 loads
of recyclables.

Processing Trucking Total Estimated
Vendor Cost Cost Annual Cost
Casella Recycling, LLC. $35/Ton $225/Load $249,925
E.L. Harvey & Sons $35/Ton $290/Load $271,570

Waste Management and Eco-Maine were only interested in bidding on a multi-year contract.
Integrated Paper Recycling did not provide a response to the request for bid.

Casella’s processing cost of $35/Ton is a ceiling price which will be reduced if the recycling
markets improve. Casella has submitted a formula that would reduce the processing cost through
a revenue share. E.L. Harvey did not provide for an option to reduce the processing cost and
provided only a fixed rate for the entire year of $35/Ton.

It is the recommendation of the Solid Waste Superintendent that the contract be awarded to
Casella Recycling, LLC of Charlestown, MA at an estimated annual cost of $249,925.

REQUEST FOR PROPOSALS RFP1058-022616

DIVISION OF PUBLIC WORKS SOLIDWASTE DEPARTMENT
CITY OF NASHUA NEW HAMPSHIRE

ATTACHMENT A-PROPOSALCOSTS

PROCESSING COST perton

(estimated annual # loads: 333)

£35.00 fton
(estimated annual tonnage: 5000-5500tons) -
TRANSPORTATION COST per load $225.00 oe

Name of Hauling company, Ff different from vendor

Casella Recycling , LLC

Formula that would reduce Processing
Costs or produce revenue

(List indexes used to calculate recycling costs)

CASELLA’S ACR (AVERAGE COMMODITY REVENUE) LESS
THRESHOLD OF $60.00 WITH A 50% REVENUE SHARE
WHEN ACR IS ABOVE THRESHOLD. DOLLAR FOR DOLLAR
CHARGE TO CUSTOMER WHEN UNDER THE THRESHOLD.
CURRENT CHARGE TO NASHUA, BASED ON THIS “ACR
FORMULA PRICE” CALCULATION JS;

$22.10 PER TON / FEBRUARY

CURRENT CASELLA ACR LESS $60.00 PER TON = $22.10 PER TON CHARGE FOR FEBRUARY 2016

VendorName&Address:

CASELLA RECYCLING, LLC, 24 BUNKERHILL INDUSTRIAL PARK CHARLESTOWN, MA 02129

Phone: (617) 275-6276
Fax: (617) 241-3806

Email: "AZE-,

(Authorized Signature)”

sli th

/ (DateY

Mr. MARK S. EVANS SENIOR BUSINESS DEVELOPMENT MANAGER
(Printed/Typed Name & Title)

CONTRACT FOR SERVICE PROVIDER

Single Stream Recyclable Material Processing
RFP 1058-022616

A CONTRACT BETWEEN

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

CASELLA RECYCLING, LLC
and its successors, transferees and assignees (together “Service Provider’’)
NAME AND TITLE OF SERVICE PROVIDER

24 BUNKERHILL INDUSTRIAL PARK , CHARLESTOWN, MA 02129
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 Service Provider shall complete the work described in the Contract
Documents, The following are by reference incorporated herein and are made part of this contract:

1. This Agreement signed by the City of Nashua and Service Provider, including the General Terms and
Conditions;

Exhibit A: Request for Proposals - RFP 1058-022616 {all inclusive);

Exhibit B: Casella Proposal — dated February 23, 2016;

Insurance Certificate;

Written change orders or orders for minor changes in the Work issued after execution of this
Agreement; and

6. Fully Executed City of Nashua Purchase Order

wa wn

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.

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2. WORK TO BE PERFORMED. Except as otherwise provided in this contract, Service Provider shall be
responsible for all aspects of providing the requested service: the pickup and hauling of single stream
recyclables from the Four Hills Landfill / Nashua Recycling Center; the processing, marketing and shipping of
recyclables; the disposal of any residue; the maintenance of records and provision of documents and reports to
the City of Nashua; and the care and maintenance of equipment Furnished for this program and any other
associated items. Upon acceptance of recyclables, the Service Provider shall be responsible for all handling of
said materials.

2. A. OPERATION

The Service Provider must accept all recyclables that are delivered during the term of its contract. The
vendor shall provide to the City of Nashua a list of materials and grades currently accepted at the vendor
facility, and any minimum quality specifications, including allowable contamination limits. The vendor
shall also provide a description of unacceptable materials and shall be responsible for inspecting designated
recyclables upon delivery. Once said recyclables are accepted, they shall be the property and sole
responsibility of the Service Provider.

If materials are rejected or downgraded by the Service Provider, the City of Nashua must be notified as to
why; by the next business day following the day the rejection or downgrade occurred. Digital photographs
of the rejected or downgraded materials shal] accompany this notification. The City of Nashua must be
provided with an opportunity for on-site inspection of materials in question.

If the Service Provider fails to pick up or accept recyclables because of facility or service failure, without
exclusion, even from a force majeure event, the Service Provider shall be responsible for providing
alternative recycling services and compensating the City of Nashua for any additional costs.

Materials currently accepted at the Nashua Recycling Center, and which shall be included in the vendor’s
proposal, are:

Single Stream Recyclables:
Aluminum beverage cans

Tin / Metal cans

Clean aluminum foil and trays
Glass bottles and jars - all colors
Plastics containers: # 1 through #7
Newspapers

Cardboard — corrugated and chipboard
Magazines / phone books

Junk Mail

Mixed Paper / shredded paper

Current annual quantities are in the range of 5000 - 5509 tons of single stream recyclables.

Quantities of acceptable materials do fluctuate and shall not be construed as warranties or guarantees of the
quantity of recyclables that wil] actually be provided by the City of Nashua of Nashua,

Materials shall be transported from the Nashua Recycling Center by the Service Provider's staff or
contractor and equipment; Solid Waste Department equipment and staff shall be available for live loading
the vendor’s trucks. The pickup schedule shall be sufficient to keep the storage area for single stream
recycling reasonably clear.

During the term of the Agreement between the Service Provider and the City of Nashua, or any extension
thereof, Nashua may expand the definition of Acceptable Materials to include additional household
recyclable materials which are mandated to be recycled by any state or federal agency or which are agreed
to by the Service Provider and the City of Nashua.

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2. B. TRANSPORTATION

The Service Provider shall provide transportation of recyclable materials directly from the Nashua
Recycling Center to the MRF, utilizing vendor-supplied trucks and drivers to deliver materials to the
vendor’s MRF. Pickup and hauling of loads of material by the vendor at the Nashua Recycling Center
shall be during the hours of 8:00 am and 3:30 pm, Monday through Friday, and loading must be
completed by 3:30 pm.

Rain and ordinary snow accumulations shail not be grounds for the cancellation or delay of pickup or
delivery unless both the vendor and the City of Nashua agree that travel should not occur for safety or
health reasons.

The City of Nashua shall have the right of access to all portions of the facility at all reasonable times, for
purposes of inspection, monitoring and conducting tours. The City of Nashua’s rights of access shall be
conditioned upon compliance with reasonable safety rules and regulations of the facility.

2.C, EQUIPMENT
The Service Provider shall provide and maintain sufficient equipment, in good working condition, to

enable proper servicing of this agreement.

2. D. PROCESSING FACILITY

The vendor shall provide a description of the processing facility, including the type of equipment used
and a process flow diagram. Please indicate the number of years of operation, capacity, hours of
operation and any scheduled shutdowns. A tour of the facility for City of Nashua officials will be
arranged at a mutually convenient time, if possible within two weeks of submittal of the Proposal.

2. E. MARKETING MATERIALS

At the request of the City of Nashua, the Service Provider must be prepared to identify all processing
facilities, secondary haulers, and markets it intends to use for recycling the materials. This information
will be kept confidential upon request. The Service Provider must also minimize the amount of material
entering the processing facility that is disposed of as unrecyclable residue. This amount must not exceed

10° on an annual basis,

If, at any time during the life of the contract, there is a change in the processing and / or marketing facility
used, the Service Provider shall request the City of Nashua's approval for such a termination, amendment
or replacement (60) calendar days prior to the effective date of such termination, amendment and / or
replacement and shall provide the City of Nashua with the name, address and phone number of the new
Processor's office, the name of an individual responsible for the processing operation, the site of storage
and / or processing of the recyclable material, and the names and addresses of the processor's secondary
haulers and end markets.

Properly prepared materials MUST be marketed to end users that will recycle. Materials cannot be
landfilled or incinerated, except within the allowable residue limit.

2. F. REPORTING REQUIREMENTS
5. F.1. Scale Weights
The Service Provider must agree to accept the scale receipts of the Four Hills Landfill as the official

measure of weight. One ton weighs two thousand pounds.

5. F.2.. Records and Reports

The Service Provider shall provide the City of Nashua with a monthly activity statement and any
supporting documentation requested, of all recyclables tonnage accepted, and a statement of account for
revenue / costs. These monthly statements shall be provided to the City of Nashua by the end of the
second week of each month for the previous month. A report shall be provided to the City of Nashua by
February 1 annually, detailing the previous service year’s activities.

2. G. RECORDS AND ACCESS

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