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To:

From:

Re:

E. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: March 24, 2016

David A. Simmons, Superintendent
Wastewater Department

Polymer Change order #1

To approve the Change Order #1 in the amount of $130,000 to the purchase order
for the purchase of polymer from Polydyne of Riceboro, GA. Funding will be
through Department: 169 - Wastewater; Fund: Wastewater; Account
Classification: 61 Supplies & Materials.

Vendor quote

Polymer is used at the Wastewater Treatment Facility to coagulate the sludge used
in the presses. In FY15, with the introduction of the new Huber Presses, a new
polymer was required. We conducted bench testing and selected a polymer from
Polydyne and we have been using that product since last May.

We had estimated an annual cost of $120,000 for polymer, but due to the extra
time it has taken us to fine tune the process and the sludge characteristics
constantly changing, our annual estimate was off and we will need another
$130,000 for the rest of the year. There are funds available in the chemical
budget for the additional costs.

Even with the additional costs in polymer usage we have seen a savings from
Casella averaging $18,000/month for the last four (4) months, for a total
anticipated savings overall of $162,000. So, even with the increase in polymer
costs, we are anticipating a net savings of $32,000.

Emailed to:_osbornen@nashuanh.gov

February 11, 2015
Ms, Noelle Osborne
City of Nashua
Sawmill Road
Nashua, NH 03060

Subject: Polymer Price Quotation

Dear Ms. Osborne:

Polydyne Inc. is pleased to offer the City of Nashua the following price quotation:

PRODUCT

PRICE

PACKAGE

CLARIFLOC® NE-2067

$1.03/LB. DELIVERED
$1.03/LB. DELIVERED
$0.98/L8. DELIVERED

2300 LB. TOTES
LTL BULK — 2,000 GAL MIN.
FULL BULK

Quotation Period: Firm through June 30, 2016.

Delivery Terms:

3-4 Days A.R.O. - Totes (Please allow for one month to build inventory after notice of award).

5-10 Days A.R.O. - Bulk Deliveries

Payment Terms: Net 30 days ~ No Discounts

Thank you for your business.

tf you have any questions, feel free to contact Alex Krantz, Technical Sales Representative, at
(856) 745-1936. To place an order, please call (800) 848-7659 or visit our website at

www. polydyneinc.com.

Best regards,

Boyd Stanley
Business Manager

PO Bax 279 © Riceboro, GA 31323 USA © Tel 800-848-7659 « Fax 912-880-2078 * www.polydyneinc.com

THE CITY OF NASHUA “the Gate City"

Finanetal Services

Purchasing Department

March 31, 2016
Memo #16-130

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | CHANGE ORDER #1 FOR ADDITIONAL WORK FOR NEWTON DRIVE FORCEMAIN
(VALUE: $5,400)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACCOUNT CLASSIFICATION: 54 PROPERTY SERVICES

Piease see the attached communication from David Simmons, Wastewater Department Superintendent
dated March 24, 2016 for the information related to this purchase.

The original contract was awarded in the amount of $9,900. Change Order #1 in the amount of $5,400 for
a new contract total of $15,300 is over $10,000. Pursuant to NRO § 5-78 Major purchases (greater than
$10,000) this contract now requires Finance Committee approvai.

The Wastewater Department Superintendent, Board of Public Works (March 24, 2016) and the
Purchasing Department recommend the award of Change Order #1 for this additional work in the amount
of $5,400 to Crisp Contracting of Nashua, NH.

Respectfully,
AKope 7
. an Kooken

Purchasing Manager

Cc: D Simmons L Fauteux

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

THE CITY OF NASHUA “The Gate Chy’

Adeninistrative Service 5
Purchasing Deparkerent

Addendum 1

FB 07 79-021022
Sewer Replacement Project

February 1, 2022
information included in this document becomes a part of the original IFB

If you are submitting a paper bid, please sign below to indicate receipt of this additional information and
include this page with your bid submittal. if you are submitting a proposal via Bid Express please be sure
to acknowledge the addendum on the website before submitting your proposal.

Addendum 1 is being issued to modify the work as depicted on plan sheet #4 and to extend the deadline
for questions for this IFB. The deadline for questions is now Thursday, February 3, 2022.

All other aspects of the original document remain the same.

Please sign and return this page with your submitted proposal. Faiture to acknowledge the addendum
will result in the bid submittal being disqualified.

| acknowledge that Addendum i has been received and incorporated into bid submittal for IFB
0779-021022.

Authorized Signature

Date

Name of Firm

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

To:

From:

Re:

G. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Work Meeting Date: March 24, 2016

David A. Simmons, Superintendent
Wastewater Department

Additional Work by Crisp Contracting for Newton Drive Forcemain

To approve Change Order #1 to the purchase order to Crisp Contracting of Nashua, NH
in the amount of $5,400 for the Newton Drive Force Main repairs. Funding will be
through: Department: Department: 169 - Wastewater; Account Classification: 54
Property Services.

Crisp Contracting Additional Costs

Bids were sought from 3 contractors in February to replace the forcemain at Newton
Drive. The original forcemain was installed in 1966 and has numerous holes in it. Crisp
Contracting was the low bidders to replace the entire forcemain from outside the pump
station into the upstream manhole for amount of $9,900. The forcemain was installed on
March 3-4. However, the work could not be completed since the existing forcemain was
encased in concrete just outside the pump station precluding the Contractor from
connecting to the outlet pipe from the interior manifold piping.

The additional costs are to core a new hole into the pump station, cut the interior
manifold pipe, and install a new section of manifold piping from the existing manifold to
the new forcemain. The price includes all materials, by-pass pumping and any other
costs. In addition, a new hole will be cored into the upstream manhole to better align the
forcemain flow with the existing flow through the manhole. This additional work comes
to $5,400. The new forcemain cannot be put into service until this additional work is
completed.

Final contract amount will be $15,300.

City of Nashua Wastewater
2 Sawmill Read
Nashua , NH 03062

CRISP

CONTRACTING LLG

Estimate # 001039
Crisp Contracting LLC Date 03/14/2016
7 Bartlett Ave
Nashua, NH 03064
Phone: (603) 886-1984
Ernail: crispcontracting@gmail.com
Fax: (603) 886-8776
Description Quantity Rate Totai
Newton Drive: Extra Work 1.0 $5,400.00 $5,400.00
Additional work to core - new opening with boot - $3,200.00
Interior pump station work to connect to new line - $2,200.00
Total - $5,400.00
*City to pump down and blast out pump station
Subtotal $5,400.00
Total $5,400.00

Page 1 of 1

REPORT OF THE FINANCE COMMITTEE
MARCH 16, 2016

A meeting of the Finance Committee was held on Wednesday, March 16, 2016, at 7:00 p.m. in the
Aldermanic Chamber.

Mayor Jim Donchess, Chair, presided.

Members of the Committee present: Alderman-at-Large Mark S. Cookson, Vice Chair
Alderman-at-Large Lori Wilshire
Alderman-at-Large Michael B. O’Brien
Alderman June M. Caron
Alderman Ken Siegel

Members not in Attendance: Alderman Benjamin M. Clemons

Also in Attendance: John Griffin, CFO/Comptroller
Dan Kooken, Purchasing Manager

PUBLIC COMMENT
COMMUNICATIONS

From: Dan Kooken, Purchasing Manager
Re: Award of Library HVAC Maintenance Agreement (Value: Not To Exceed $15,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE MULTI-YEAR CONTRACT TO PALMER & SICARD IN AN
AMOUNT NOT-TO-EXCEED $15,000. SOURCE OF FUNDING IS DEPARTMENT 179, LIBRARY,
GENERAL FUND OPERATING BUDGET, 54 PROPERTY SERVICES

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Cartegraph Systems Amendment #2 (Value: $15,000)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND AUTHORIZE AMENDMENT #2

TO THE CONTRACT WITH CARTEGRAPH SYSTEMS, INC. IN THE AMOUNT OF $15,000. SOURCE

OF FUNDING IS DEPARTMENT 161, STREETS; GENERAL FUND OPERATING BUDGET; 55 OTHER
SERVICES ($7,500) AND DEPARTMENT 169, WASTEWATER; SEWER REHAB ($7,500)

ON THE QUESTION

Alderman Wilshire

Where are we in the process?

Mayor Donchess

Public Works thinks that we will be able to finish this in the next month or so and get all the streets into the
system. They are loading all of the data into the new software system. They think they can do it in the next 30
days. As you, I’m sure recall, we will then use that as a basis to evaluate a broader street paving program.

MOTION CARRIED

Finance — 03/16/16 Page 2
From: Dan Kooken, Purchasing Manager

Re: Purchase of One (1) New 2014 Ford Transit Connect Wagon XLT (Value: $24,357)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
STONEHAM MOTOR CO., IN THE AMOUNT OF $24,357. SOURCE OF FUNDING IS DEPARTMENT 130,
PURCHASING; 2016 CERF—-VEHICLES ($20,357) AND DEPARTMENT 128, RISK MANAGEMENT ($4,000)
ON THE QUESTION

Alderman Siegel

Is there any insurance from a third party that might be involved in this? It was totaled but there was no
circumstances given in which it was totaled.

Mr. Kooken
There were no citations issued. There was no insurance claim on this. Risk self-insures.

Alderman Siegel

| understand the way Risk Management works, and | understand our self-insurance. This implies that this
vehicle was totaled as pretty much a 100 percent of the fault of a city employee driving it. If that’s the case,
fine. | understand. If not, | would think there would be some sort of a settlement that would be claimed from a
third party.

Mr. Kooken

I’m not aware of anything being pursued on that at all.

Alderman Wilshire

What is the $4,000 reimbursement from the Risk Department about?

Mr. Kooken

That’s what they assigned as the value of the totaled vehicle.

Alderman Siegel

I’m okay with the expense. Can we at least have some sort of a follow up at some point with finding out if we
can get a bit of reimbursement on that?

Mr. Kooken

| can follow up with Risk and see if they took any additional steps beyond what | was aware of.
Mayor Donchess

I’m sure you will be at our next meeting and could report back next time.

MOTION CARRIED

UNFINISHED BUSINESS — None

Finance — 03/16/16 Page 3

NEW BUSINESS — RESOLUTIONS

R-16-016
Endorsers: Mayor Jim Donchess
Alderman Ken Siegel
Alderman-at-Large Brian S. McCarthy
Alderwoman Mary Ann Melizzi-Golja
AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A FIRST AMENDMENT TO
LEASE AGREEMENT WITH MAKEIT LABS FOR A PORTION OF 25 CROWN STREET

MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE
ON THE QUESTION
Alderman Cookson

As | read the resolution, it’s a five-year term with the option for five additional years. It’s only at the second set
of five that you see a 3 percent increase annually on the expense that Makelt Labs would provide. What’s
happening in the first five years?

Mayor Donchess

As | recall the lease, they work up gradually to a lease payment, gradually over a period of five years, to a
lease payment of about $30,000 a year to give them time to become financially viable enough to pay the rent
that’s called for in the lease. When they reach the $30,000 threshold, | believe it then goes up at a cost of
living.

Alderman Cookson

This issue | have is we don’t actually have the lease in front of us. We have the sections of the lease that are
either amended or are being added into this particular lease. It makes reference within the notes, and | can’t
find it right now, as | recall it makes reference to something similar as to what’s below. Again, we don’t’ have
the lease in front of us. I’m not sure what I’m agreeing to for the first five years. | think the second set of five
years is perfectly spelled out. But! have no idea what I’m agreeing to in the first five years.

Mayor Donchess

There’s no problem in circulating copies of the underlying document so you can see that. There’s not a big
rush that this has to be approved tonight. We could circulate the underlying documents and then take it up
again next time if you would like to table it.

Alderman Cookson

| wouldn’t move to table. I’m making an observation and I'd like the conversation to continue.

Alderman Siegel

The original lease came before Finance last term. | don’t have the exact financials in my head, but one of the
specific things | do remember is this building not only started off in bad shape, but by the time they actually
took possession of the building, it had gotten way worse to the point | believe all of the copper piping had been
stripped out at that point. As | recall as an alderman, the fees that they were paying, if it were me, I’d probably
would have renegotiated the lease given the condition of the building once | took possession. | thought they
were very good about it. They went in, they completely rehabbed the building. | don’t know if you’ve been in

Finance — 03/16/16 Page 4

there. To me, they have more than abided by the terms of the original lease, and they have added a very, very
significant amount of value to that lease. Now this extension says whatever was in place we’re now going to
take the rent and roll it up three percent a year which is actually fairly substantial to be honest with you. God
bless. The city is getting a very good deal especially because they are a fantastic tenant.

Mayor Donchess

| don’t have a problem if someone wants to table or make a motion in terms of bringing back the underlying
documents. Just to give some color to the situation, | did go over there this week. They have done an
incredibly good job in terms of renovating the space that they are now occupying. They are looking at kind of a
three-phased program. The first phase they have renovated a majority of the downstairs. Then they are going
to move to a renovation of the remainder of the downstairs, not so much for the manufacturing functions but to
house people who want to work out of that place, members who have remote working assignments. Then there
is an upstairs which is even rougher that they ultimately hope to renovate for more of a tech-related incubator
type space. They have been allocated tax credits by the Community Development Finance Authority, and they
are trying to sell these tax credits to help raise money. They are doing a superb job in terms of making this
space something that’s much more habitable than it was before which, of course, accrues to the benefit of the
city as the owner. | think the request to bring in the underlying documents to review them is certainly a
reasonable request, if someone wants to make the motion to table. |

MOTION CARRIED

NEW BUSINESS — ORDINANCES — None
DISCUSSION

Alderman Wilshire

What is with the static with the microphones? I’ve noticed it. | don’t know if it’s coming from that side of the
room.

Alderman O’Brien

| don’t have any static.

Alderman Wilshire

It’s stopped but for the first 10-15 minutes that’s all you heard was static.

Unidentified Speaker

The amplifier is being replaced tomorrow.

Mayor Donchess
So we got the answer. There’s a problem with the amplifier, and it’s being replaced tomorrow.
RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED

WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD TO FEBRUARY 26, 2016 TO MARCH 10, 2016

MOTION CARRIED