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Community Development 589-3095

City of Nashua Bulging 586-3080
Community Development Division Urban Programs Srelsces
City Hall, 229 Main Street, PO Box 2019 Coeamic Co neson =e s05
Nashua, New Hampshire 03061-2019 Transit Department 880-0100

www.gonashua,com

To: Dan Kooken, Purchasing Manager
From: Sarah Marchant, Division Director
Date: June 10, 2016

Re: Broad Street Parkway (BSP) Bridge LED Lighting Contract

The Board of Alderman accepted a $150,000 gift from Mr. Richard Stahl in December 2015 for the
express purpose of purchasing and installing LED dynamic lighting on the exterior of the BSP River
Bridge via R-15-197.

Per R-15-197, the Community Development Department solicited proposals from qualified firms to
design and install dynamic LED lighting for the Broad St Parkway River Bridge. The solicitation
directed respondents to submit the best, most creative and durable system to be installed and
operating for $150,000 under RFPO609-050916 posted on the City website on (March 21, 2016).
The following three (3) bids were received:

1. LighTec, Inc, Merrimack, NH
Track Option - $149,993
Flood Option - $125,806

2. Stellos, Nashua, NH
Flood Option - $ 147,000

3. Port Lighting, Inc., Seabrook, NH
Flood Option - $152,898

Ateam comprised of City staff participated in the evaluation of responses and interviews, which
included Nick Miseirvitch (IT Infrastructure Team Leader), Amy Gill (Staff Engineer), James Vayo
(Downtown Specialist} and Sarah Marchant (CDD Director).

From the three (3) firms interviewed, the team unanimously agreed that the Port Lighting, Inc. was
the most qualified contractor based on the following:

1. Experience ~ they have experience in designing, installing, and maintaining BRIDGE lighting
(only firm with Bridge lighting experience).

2. Presentation — they were well prepared; providing clear answers without an army of
personnel.

3. Rendering — they were the only vendor to provide a rendering of what the bridge will look
like when lighted, as well as future expansion options.

4. Installation — they proposed the fastest installation period (2 weeks) without the need to
close any lanes or shift traffic on the bridge.

5. Disturbance — they proposed the least amount of disturbance to new landscaping along the
parkway as there will be no trenching involved (only response with no trenching); all
equipment will be on or under the bridge. ,

6. Change Orders — they fully accept there is no opportunity for change orders and any cost
overruns will be absorbed by them.

Subsequently, the team entered into negotiations with Port Lighting, who submitted a best and
final offer of $149,978.70. The Community Development Division recommends that the Broad
Street Parkway River Bridge LED Lighting contract be awarded to Port Lighting, inc, Seabrook, NH
in the amount of $149,979.

port lighting
systems

24 Landon Lane Seabrook, NH 03874
Phone:(603) 474-21 10 Fox:(603) 474-2987
UAUW.partlighting.com

To: Sarah Marchant
Community Development Division Director

A division of Lighthouse Productions, inc.

Exhibit B

Date: June 9, 2016

Project Name: Nashua Bridge

Nashua, NH
Page 1 of 3

QTY| Item | Description Unit Cost
Base |.ighting System:
8 123- RGB ColorReach Compact

000078-00
4 106- Data Enabler Pro

000004-00
8 Spread Lens for Reach Compact
8 120- Half Glare Shield

000187-01
8 108- 10' Leader cabie

000055-03
1 Pharos LPC1 Lighting Control
1 Cisco SG300-10pp
3 Show DMX Vero Net Transceiver
1 Ubiquiti M5 Nano Stations

Lighting System Subtotal:; $30,589.20

Lighting Add alternate 1:

8 123- RGB ColorReach Compact

8 Spread Lens for Reach Compact
8 120- Half Glare Shield

8 108- 10° Leader cable

Lighting Add alternate 2:

6 123- RGB ColorReach Compact

2 106- Data Enabler Pro

6 Spread Lens for Reach Compact
6 120- Half Glare Shield

6 108- 10' Leader cable

1 Add Alt 2 Electrical work on piers

Electrical Work:
Provide permit

North end of bridge

Lighting Add Alternate 1:| $22,495.20

Lighting Add Alternate 2:| $26,817.45

* Provide ground level lift for under bridge work on

fi division of Lighthouse Productions, Inc.
24 Landon Lane Seabrook, NH 03874
Phone:(603)} 474-2110 Fax:(603) 474-2227 .

uuu portlighting.com Date: June 9, 2016

To: Sarah Marchant
Community Development Division Director
Nashua, NH

Project Name: Nashua Bridge

port lighting 3
systems Exhibit B

Page 2 of 3

QTY Item

Description Unit

Cost

- |* Provide excavation, backfilling and reseeding of

trench from existing man hole to the ALCC

Under Bridge Lift:

Police Detail for lane closures:

{Aspen Aerials A-30 Under Bridge Inspection Unit.

* Provide coring of holes for new conduits into the
existing man hole

* Extend (1) 30 amp 240/120 volt feed from the
existing LC2 pedestal aprox. 1,000’+ to the new
ALCC

« Provide new conductors in the existing 3” conduit
from the LC2 to the existing man hole

« Provide ALCC cabinet mounted on pressure
traeted posts. No Stainless cabinet

* Provide conduits from the ALCC to the underside
of the bridge per drawings with power wires

* Provide junction boxes and mount the power
supplies per drawings

* Provide stainless steel hardware per plans

* Provide conduit from the junction boxes out to the
side of the bridge to provide a path way for the LED
lighting leader cable

* Provide expansion fittings as indicated

* Make power connections to each power supply
(power supplies provided by Port Lighting)

« All leader cables and Led lighting to be provided
and installed by Port Lighting

Electrical price assumes reuse of exiting unistrut
rack under the bridge. If new rack is required it can

be added for a fee .
Electrical Work Subtotal:

Lift required for working under the bridge.
Estimated at 1 week

Under Bridge Lift Subtotal:

$83,264.50

$11,000.00

port lighting “1:
systems Exhibit B

A division of Lighthouse Productions, Inc.
24 London Lone Seabrook, NH 03874
Phone:(603} 474-21 10 Fax:(603) 474-2227 Date: June &. 2016

.portlighting.
OOS Project Name: Nashua Bridge

To: Sarah Marchant
Community Development Division Director

Nashua, NH

Page 3 of 3

QTY Item Description Unit Cost

10 Hour Police Detail to include an officer and
cruiser per Day. Estimated at 1 Week

Police Detail Subtotal: $5,725.00

Comcast network drop to Control Cabinet not
included in this proposal but can be provided

Police Details and required equipment for lane
closures are estimated and subject to change
based on the requirements from the city of
Nahua or NH DOT. Overtime rates are not
included

Prevailing wage rates are not included in this
quote!!!

Electrical rate assumes using power in existing
LC2 Cabinet!!!

No bond costs have been included in this

proposal
Labor for Installation of Lighting System to include $18,900.00
on site project management, low voltage
termination, system commissioning, 1 days training,
and one follow up visit within one year of system
commissioning date
$500.00

Miscellaneous Hardware
Shipping and Taxes NOT included in quote
| Quote valid for 30 days from date received | Total] $149,978.70

CONTRACT FOR PROFESSIONAL SERVICES

TITLE:

A CONTRACT BETWEEN

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

AND

LIGHTHOUSE PRODUCTIONS INC., DBA PORT LIGHTING SYSTEMS
’ NAME AND TITLE OF LIGHTING CONTRACTOR

24 LONDON LANE, SEABROOK, NH 03874
ADDRESS OF LIGHTING CONTRACTOR

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

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

WHEREAS, Lighting Contractor 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 and Compensation of Services, Schedule;
Exhibit C-Compensatien for Services; Omitted
Exhibit D Schedule Omitted

The-Gontract 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

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Agreement, the written change order or the fully executed City of Nashua Purchase Order shall
control over the terms of the Proposal.

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Lighting Contractor
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 work described.

3. PERIOD OF PERFORMANCE. Lighting Contractor shall perform and complete all work within
the time periods set forth and 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.
Lighting Contractor shall begin performance upon receipt of an Executed Contract and a valid
Purchase Order issued from the City.

4. COMPENSATION. Lighting Contractor agrees to perform the work for a total cost not to exceed

One Hundred Forty Nine Thousand Nine Hundred Seventy Eight Dollars,

Seventy Cents Dollars (§ 149.978.70)

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions
of Exhibit B or unless Lighting Contractor has received a written exemption from the City.
Lighting Contractor shall submit monthly requests for payment for services performed under this
agreement directly to

City of Nashua

Attn: Accounts Payable
PO Box 2019

Nashua, NH 03061-2019
Atten:

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, Lighting Contractor 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 Lighting Contractor. The City will pay
Lighting Contractor within 30 days of approval by the City of the submitted invoice forms and

AG 2 of 3 “7. Cs.

LN AAA AOE

progress reports. ‘he 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:

CITY REPRESENTATIVE: REPRESENTATIVE:

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 i in the mail. The City or Lighting Contractor 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.

<4 Lo presideat

City of Nashua, NH (signature) (signature)

James Donchess, Mayor Todd G eccis A, Process deat

(Printed Name and Title) (Printed Name and Title)
6- 7-/6
Date Date
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EXHIBIT A
TABLE OF CONTENTS
GENERAL CONDITIONS

DEFINITIONS

LIGHTING CONTRACTOR STATUS AND PROVISION OF WORKERS’
COMPENSATION COVERAGE

STANDARD OF CARE

CITY REPRESENTATIVE
CHANGES TO SCOPE OF WORK
CITY COOPERATION

DISCOVERY OF CONFLICTS, ERRORS, OMISSIONS, AMBIGUITIES, OR
DISCREPANCIES

TERMINATION OF CONTRACT

DISPUTE RESOLUTION

NO DAMAGES FOR DELAY

INSURANCE

INDEMNIFICATION

FISCAL CONTINGENCY

COMPENSATION

COMPLIANCE WITH APPLICABLE LAWS
NONDISCRIMINATION

FEDERAL SUBCONTRACTING REQUIREMENTS
ENDORSEMENT

ASSIGNMENTS, TRANSFER, DELEGATION, OR SUBCONTRACTING
CITY INSPECTION OF CONTRACT MATERIALS
DISPOSITION OF CONTRACT MATERIALS
PUBLIC RECORDS LAW, COPYRIGHTS, AND PATENTS
FINAL ACCEPTANCE

TAXES

NON- WAIVER OF TERMS AND CONDITIONS
RIGHTS AND REMEDIES

PROHIBITED INTERESTS

THIRD PARTY INTERESTS AND LIABILITIES
SURVIVAL OF RIGHTS AND OBLIGATIONS

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30. SEVERABILITY
31. MODIFICATION OF CONTRACT AND ENTIRE AGREEMENT
32. CHOICE OF LAW AND VENUE

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