Board of Public Works

Minutes Board of Public Works Meeting of May 20, 2014 A regular meeting of the Board of Public Works was held on Tuesday May 20, 2014 at 5:00 p.m. at the Division of Public Works, Administration & Engineering offices, 9 Riverside Street, Nashua, NH 03062. Members Present Mayor Donnalee Lozeau, Chair Ken Siegel, Aldermanic Liaison Commissioner Kevin Moriarty, Vice Chair Lisa Fauteux, Director of Public Works Commissioner Paul G. Bergeron Steve Dookran, City Engineer Commissioner Tim Lavoie Nick Caggiano, Superintendent, Parks Commissioner Tracy Pappas and Recreation Department Jeff Lafleur, Superintendent, Solid Waste Mario Leclerc, Superintendent, Wastewater John Vancor, Project Manager, BSP Mayor Lozeau called the meeting to order at 5:00 p.m. and called the roll. Commissioner Pappas: Present Commissioner Moriarty: Present – arrived at 6:10 p.m. Commissioner Lavoie: Present Commissioner Bergeron: Present Mayor Lozeau: Present I. Presentations: A. PPL Renewable Energy 5:00 p.m. Discussion: The Mayor stated that the City is hoping to have PPL replace the current contractor. The team has reviewed and met with 3 bidders, and PPL is the recommended company. The PPL contract will go to BPW, Finance and then to the Board of Aldermen. We are looking to have more flexibility in the new contract. Director Fauteux pointed out that the new contract will allow the City to stay in control of the well field and stay in compliance with permits. The City’s interests are not aligned with the current contractor. It was stated that PPL would run the current equipment as they bring in the new equipment over the next year. The new equipment will be much more forgiving in the quality of gas it accepts as opposed to the old equipment which could not handle poor quality gas. B. Motion Link AVL 6:00 p.m. Motion Link presented information on an AVL system that is used by Nashua Transit. II. MOTION: Commissioner Pappas to approve the Agenda as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously  III. MOTION: Commissioner Pappas to approve the Minutes of the Board of Public Works Meeting of April 24, 2014 with corrections. SECONDED: Commissioner Moriarty MOTION CARRIED: With a date change on the header of the minutes from 3/27/14 to 4/24/14, the minutes were approved unanimously IV. MOTION: Commissioner Pappas to approve the Minutes of the Budget Workshop of March 18, 2014. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously V. MOTION: Commissioner Pappas to approve the Minutes of the Non Public Session April 24, 2014. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously VI. PUBLIC COMMENT Mrs. Paula Johnson stated how pleased she was that the snow was removed from Stellos and how beautiful the trails were at Mines Falls. She also wanted to bring to attention the lights at Wellesley Road were not changing properly. Mrs. Johnson had a question regarding the presented tracking system. The Mayor explained that the superintendents would be able to look at the system when needed and would be able to use the data history for questions that arose. There would not be one person hired to sit and monitor the tracking. Mrs. Johnson also wanted to know whether there would be an “out” for both the Motion Link and PPL contracts should problems arise. The mayor stated this would be a part of the negotiations. Mrs. Johnson then asked how much money was raised by Macy’s for Greeley Park. The city has not been notified of the amount raised. VII. Aldermanic Referrals: A. R-14-030 AUTHORIZING THE MAYOR TO ENTER INTO A SUCCESSOR “CONCESSION AGREEMENT” WITH NASHUA COLLEGIATE BASEBALL, INC. OF THE FUTURES COLLEGIATE BASEBALL LEAGUE B. R-14-032 RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF AN ADDITIONAL $121,440 OF FEDERAL FUNDS INTO DPW CAPITAL PROJECTS ACTIVITY “LOOP TRAFFIC SIGNAL SYSTEM EXPANSION” FROM THE STATE OF NEW HAMPSHIRE DEPARTMENT OF TRANSPORTATION MOTION: Commissioner Lavoie to approve Aldermanic Referrals: R-14-030 and R-14-032 SECONDED: Commissioner Bergeron MOTION CARRIED: Unanimously Minutes Board of Public Works Meeting of May 20, 2014 Page 2  VIII. Broad Street Parkway A. Informational: Overall Status of the Broad Street Parkway John Vancor presented the status updates for the project. The information is posted on the City web-site. B. MOTION: To approve the contract with Vendor TBD for the Millyard Fire Pump Replacement in an amount TBD. Funding for this contract is through Department 160 Engineering: Fund Bond: Activity: Broad Street Parkway not-to-exceed $396,300. Funding for this contract is through Department 160 Engineering: Fund Bond: Activity: Broad Street Parkway MOTION: Not acted upon. IX. Street Department A. MOTION: Commissioner Moriarty to approve the hiring of Joel Dubois of Litchfield, NH to the position of Truck Driver, Street Department. Starting salary for this position will be $20.80 per hour for a yearly salary of $43,264. Funding will be through Department 161-Street Department; Fund: General; Account Classification: 51-Salaries & Wages SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously This position was posted per AFSCME CBA and there were no internal applicants. The interview team of Eric Ryder, Street Superintendent, John Stewart, Fleet Manager and Mike Harris, Street Foreman developed interview questions related to the job and scored and rated the applicants. After review of the candidates, it was determined that Mr. Dubois would be recommended for the position. Mr. Dubois participated in a practical test administered by the Fleet Manager. The test was comprised of pre-trip inspection and road test including parking, backing up and driving. Mr. Dubois performed well on the testing. Mr. Dubois has extensive experience with operating a snow plow, loader and street sweeper. Based on the interview and past experience, it was determined that Mr. Dubois would be a valuable asset to the City. B. Informational: Thank you letter from resident X. Wastewater Department A. MOTION: Commissioner Pappas to approve the User Warrants as presented. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously B. MOTION: Commissioner Pappas to approve the selection of Eugene Meyers of Merrimack, NH to the position of Operator II 3rd shift, Wastewater Treatment Facility. Starting salary for this position will be $24.93 per hour for a yearly salary of Minutes Board of Public Works Meeting of May 20, 2014 Page 3  $51,854.40. Funding will be through: Department 169 Wastewater; Fund: Wastewater; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously This vacancy was the result of the promotion of Kevin Brodeur to 2nd shift on March 18, 2014. The position was posted per AFSCME CBA and there was one internal applicant. Eugene Meyers is the only internal candidate, and currently works as a 2nd shift Operator II. XI. Parks & Recreation Department A. MOTION: Commissioner Pappas to approve the retirement of Monte Freire from the Parks and Recreation Department effective June 16, 2014. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Monte Freire has worked the past 28 years for the city. His most recent position was as a Lead Groundsman at Holman Stadium. I would like to wish him well in his retirement. B. INFORMATIONAL: Thank you note from the Field Grove Neighborhood Clean Up Group. XII. Solid Waste Department A. MOTION: Commissioner Pappas to approve the renewal of the Cooperative Service Agreement between the City of Nashua and the USDA Wildlife Management Service for FY15 pending budget approval. This service agreement covers the integrated gull management program at the Four Hills Landfill and is not to exceed $56,700. Funding for this agreement is through: Department 168 Solid Waste; Fund: Solid Waste; Account Classification: 53 Professional & Technical Services. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously The Cooperative Service Agreement (CSA) between the City of Nashua and the USDA Wildlife Service is a renewal of the ongoing integrated gull management project. Its purpose is to reduce on and off-site conflicts associated with large concentrations of gulls and other birds at the Four Hills Landfill that could potentially affect the surrounding neighborhoods. The CSA covers Wildlife Service activities for the period of July 1, 2014 through June 30, 2015. Through this agreement trained personnel are assigned to the Four Hills Landfill Monday through Friday to control gull populations utilizing standardized harassment techniques. All necessary permitting and reporting is coordinated with the USDA. This expense is a budgeted item and is subject to approval of the FY 2015 budget. Minutes Board of Public Works Meeting of May 20, 2014 Page 4  B. MOTION: Commissioner Pappas to approve the hiring of Carla Thibodeau of Nashua, NH to the position of Equipment Operator, Solid Waste Department. Starting salary for this position will be $22.83 per hour for a yearly salary of $47,486.40. Funding will be through: Department 168-Solid Waste; Fund: Solid Waste; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously The Solid Waste Department advertised internally for a Landfill Equipment Operator. One internal application was received. An interview and test was done for the applicant. Carla was interviewed and tested. Carla exhibited the knowledge and skill for the position. Carla has operator experience from a previous position, holds a Solid Waste Operator Certification from the State of NH Dept. of Environmental Services, recently completed a mock DES inspection class at the Lee Transfer Station and just obtained a Weigh master license from the State of NH Dept. of Weights and Measures. The Superintendent of Solid Waste recommends hiring Carla for the Landfill Operator position. C. MOTION: Commissioner Pappas to approve the creation of the Solid Waste Technician - a Merit position in the Solid Waste Department, pending FY 15 budget approval. Funding for this position is through: Department 168 Solid Waste; Fund: 168 Solid Waste; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Bergeron MOTION CARRIED: Majority VOTING NAY: Commissioners Pappas and Bergeron The Solid Waste Department will be taking control of the landfill gas collection system as of July 1, 2014. With this acquisition there will be a significant increase in the amount of work that will be needed to properly tune and maintain the well field for the City of Nashua. The well field is currently being tuned once monthly. It is intended that this employee will tune the well field weekly or on an as needed basis to reduce fugitive emissions. This position will work closely with the Environmental Engineer to make certain wells are properly tuned and maintained, reports are filed properly and on time, help inspect and maintain the closed landfills throughout the city, inspect the MSW landfill and working landfill for problem areas and recommend repairs, and when/where new gas collection wells are needed D. MOTION: Commissioner Pappas to approve a contract with Northeast Earth Mechanics of Pittsfield, NH to construct the first phase of the Setback Barrier wall in the amount not to exceed $163,727.50. Funding will be through: Department 168- Solid Waste; Fund: Solid Waste; Activity: Soil Wall. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously As part of the Solid Waste landfill permit a setback barrier wall must be built to provide a 500 foot setback to surrounding residents. When the current landfill phase was permitted it was designed with a soil wall as a setback. This project was put out to bid in April for the first phase of construction of the wall. Bids were received from six vendors. Northeast Earth Mechanics has done multiple projects for the city and is Minutes Board of Public Works Meeting of May 20, 2014 Page 5  qualified to do this work. It is the recommendation of the Solid Waste Superintendent to utilize Northeast Earth Mechanics for this project. E. MOTION: Commissioner Pappas to amend a professional services contract with Sanborn, Head & Associates, Inc. (SHA) of Concord, NH to monitor construction of the Setback Barrier Wall in the amount of $28,000. Funding for this contract is through: Department 168 Solid Waste; Fund: Solid Waste; Activity: Soil Wall. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Sanborn, Head & Associates, Inc. (SHA) is under contract for design phase services related to construction of the residential setback barrier wall in the Phase I/II landfill. The design was put out to bid and the Solid Waste Department is recommending a construction contract be awarded to Northeast Earth Mechanics. This amendment to the design contract is to provide construction phase services in the following areas:  Attend the pre-construction meeting;  Review Contractor's submittals and answer questions regarding design intent, materials, and material testing;  Observe the Contractor's work to evaluate it for conformance with the construction documents;  Address the Contractor's questions;  Document the progress o f the Contractor’s work through D a i l y Field Reports; and  Per NHDES requirements, prepare a final construction report to include construction observations, test results, record drawings, and photographs. XIII. Engineering Department A. MOTION: Commissioner Pappas to approve the Residential and Commercial Wastewater Services Permits and Fees as submitted SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously B. MOTION: Commissioner Pappas to approve Drainlayer’s License request from Wetherbee Plumbing & Heating, Inc., 730 Elm St., Milford, NH 03055, for a Drainlayer’s License in accordance with Nashua City Code 255-19 Issuance of Drainlayer’s License. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Wetherbee Plumbing & Heating, Inc., is requesting approval for a Drainlayer's License in accordance with Nashua City Code "255-19 Issuance of Drainlayer's License". Wetherbee Plumbing & Heating, Inc., has been operating in Milford, NH with most recent sewer and water excavation projects at the Milford Sewer & Water Dept., Milford, NH as well as private excavation work. References were checked and found to be acceptable. Therefore, based upon the direct contact and inspection of work performed, the City Engineer's Office recommends approval of the request. Minutes Board of Public Works Meeting of May 20, 2014 Page 6  C. MOTION: Commissioner Pappas to approve the purchase of 3 radar feedback school zone flashing solar powered signs from Marlin Controls Inc. of Uxbridge, MA in an amount of $27,350. Funding will be through: Department 161 – Street; Fund: General; Activity Classification: 71- Equipment SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Legislation (Ordinance O-14-013) has been approved authorizing three school zone flashing speed limit signs at the following locations: Manchester Street – near its intersection with Gordon Street, Manchester Street – near its intersection with Hopkins Street and Shady Lane – approximately 200 feet north of the New Searles School Driveway. In researching school zone flashing signs, it was determined that the company that had supplied many of the existing school zone flashing signs in the City has gone out of business. Only one company, Marlin Controls, Inc., produces a similar sign. This particular sign incorporates both the flashing beacons and an illuminated reduced speed limit the sign as opposed to external flashing lights. Despite our efforts, no other manufacturer for a similar sign could be found. The City has successfully worked with Marlin Controls on numerous occasions and has previously purchased a radar feedback sign from them that included software that will be able to be used with this system, resulting in a savings of $325.00. Marlin Controls worked with us to properly configure these signs for use with solar power and to provide a quality product. D. MOTION: Commissioner Pappas to approve the award of the construction contract in the amount not to exceed $2,042,433.12 for the 2014 Paving Program to Brox Industries of Dracut, MA. Funding will be through: Department 161 Street; Fund: General; Activity: Paving; Department: 161 Street; Fund: Trust; Account Category: 54 Property Services; Department 169 Wastewater; Fund: Wastewater; Activity: Sewer Structures and Department 169 Wastewater; Fund: Wastewater; Activity: Sewer Rehab. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The FY13 Paving Contract is expected to pave approximately 7.2 miles of City streets. The contract uses repair methods such as shim, overlay, milling and reclamation. It also includes replacing obsolete and broken drainage and sewer castings as well as repairing catch basins and manholes. Street selection was based on the traditional Pavement Condition Index and Benefit Value methods. Attached is the list. This contract is split in two parts; Base Contract and Alternate A. The base contract makes use of the remaining FY14 paving funds. The work on this portion of the contract can begin following approval of this Board, the Finance Committee and the Board of Aldermen. Work on this portion is expected to begin in Middle-June. Alternate A uses FY15 funds. Work on this portion of the contract will begin following approval of those funds no earlier than July of this year. Minutes Board of Public Works Meeting of May 20, 2014 Page 7  Two contractors submitted bids as follows: Brox Industries, Inc. of Dracut, MA (1,772,961.17) Sunshine Paving Corporation of Hudson, NH ($1,860,086.50) The low bid was reviewed and found to be acceptable. The low bid was also well under the budgeted amount of $2,042,433.12. Therefore, this award includes a contingency of $269,471.95 consisting of paving, sewer structure and sewer rehab funds. Any unused contingency will be used for additional street paving and any unforeseen circumstances. E. MOTION: Commissioner Pappas to approve the award of the contract for the supply of manhole and catch basin castings to EJ Prescott of Concord, NH in the amount of $36,049.16. Funding will be through: Department 169 Wastewater; Fund: Wastewater; Activity: Sewer Structures. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The 2014 Paving Program includes the work to replace all obsolete, broken and corroded manhole and catch basin castings. In order to keep costs low, the paving contract specifies that the castings will be supplied by the City. This approval is for the purchase of 42 catch basin frames and grates and 115 manhole frames and covers to be used in the 2014 Paving Program contract. Quotes were requested for products meeting DPW specifications. EJ Prescott was the lower bidder. F. MOTION: Commissioner Pappas to approve the award of the contract for the East Hollis Street Gateway Improvements – Planning Study to and STV Incorporated of Boston, MA in an amount not to exceed $140,000. Funding for this contract will be $70,000 through: Department 169 Wastewater; Fund: Wastewater; Activity: East Hollis Street Gateway Improvements and the remaining amount being funding through developer contributions. SECONDED: Commissioner Moriarty MOTION CARRIED: Majority VOTING NAY: Commissioner Pappas The City has received a $3.66 million NHDOT grant (R-13-154) for the purpose of constructing a multi-lane roundabout to replace the existing signalized intersection where East Hollis Street and Bridge Street meet. The City has also programmed CSO/flood control improvements in this area that include (i) the elimination of the open emergency overflow detention basin to accommodate the Renaissance Development and (ii) the updating of the CSO5 flood control pump station required by the US Army Corps of Engineers. A Planning Study, completed outside of the NHDOT funding, is required to develop alternatives and select a recommended plan that can then go forward into the Engineering Phase of the NHDOT project. This study will examine and make recommendations regarding CSO flooding that occurs in C and D Streets, the function and current use of the pump station and emergency overflow basin that is a part of the levee flood control system and reuse and treatment of stormwater. This study is being funded 50% using dollars allocated through the Capital Improvement process for Minutes Board of Public Works Meeting of May 20, 2014 Page 8  rehabilitation of the pump station and emergency overflow basin and 50% by a contribution from Renaissance Downtown. A request for qualifications was e-mailed to twenty consulting firms on March 21, 2014 and posted on the City’s website. Five teams of consultants submitted Qualifications Statements on April 17. Teams led by Halvorson Design Partnership, STV Incorporated, and Vanasse Hangen Brustlin, Inc. were invited for interviews on May 7, 2014. Additional information was requested of the Halvorson Design Partnership and STV Incorporated consultant teams. At the time of this agenda submittal, the selection had not been made. The City will negotiate the final scope of work and fee with the selected design team; however, both firms are aware that the fee will not exceed $140,000 G. MOTION: Commissioner Pappas to accept, and place on file, NPDES Phase II Small MS4 General Permit Stormwater-2014 Annual Report SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Since May 2003, the City has been identified as a designated urbanized area that is permitted to discharge stormwater into the waterways of the United States. Since then, the City has been developing, implementing, and enforcing a Stormwater Management Program. An annual report discussing the activity during the previous year is required. Attached are the cover letter, introduction and self-assessment portions of the 2014 Annual Report for the City’s Stormwater Management Program as submitted to the EPA. A copy of the 28 page report is available for review in the Engineering Department. The EPA issued a draft permit in 2008 to revise the 2003 MS4 Permit, but so many comments from the communities in New Hampshire were made during the comment period that it took five years for the EPA to rework the permit. In February 2013, the EPA re-issued another draft of the MS4 General Permit. The City commented on the 2013 Draft Permit in August 2013, as did numerous other communities. The City is currently waiting for a response to the August 2013 comment letter from the EPA. It is unknown when the 2013 version of the MS4 Permit will be final. Currently, municipalities remain covered by the 2003 Small MS4 General Permit. XIV. Administration A. MOTION: Commissioner Pappas to approve the attendance of Lisa Fauteux, Director Public Works and Andy Patrician, Operations Manager at the 2014 American Public Works Conference from August 16 - 20, 2014. Funding will be through: Department 160 – Engineering, 168 – Solid Waste, 169 – Wastewater; Funds: General Solid Waste & Wastewater, Account Classification: 55 – Other Services. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously The APWA International Public Works Congress & Exhibition is four days of valuable information. Outstanding education sessions will be held that address current public Minutes Board of Public Works Meeting of May 20, 2014 Page 9  works issues—as well as ongoing challenges. More than 125 technical and professional development sessions are presented. APWA's education sessions are based on the very latest learning models—classroom, interactive and "live" learning labs. The total cost of attendance, travel and lodging is estimated at $2,300 per person. B. Informational Director’s Report Director Fauteux provided a PowerPoint presentation of DPW work in the last month. Public Works Day rescheduled to May 31 due to inclement weather. Nashua has been named “Tree City of the Year” for the 15th consecutive year. Main Street Sidewalk Update Work on Block 3 almost complete. Work on Block 4 to start after work by TD Bank is completed. Meeting held with owners of Martha’s to discuss ways of working together relative to their potential canopy project. Updated budget numbers are available on the web. XV. COMMISSIONER’S COMMENTS MOTION: Commissioner Moriarty to adjourn MOTION CARRIED: Unanimously Meeting was adjourned at 9:00 p.m. Minutes Board of Public Works Meeting of May 20, 2014 Page 10