Board of Public Works

Minutes of Board of Public Works Meeting of June 17, 2014 A regular meeting of the Board of Public Works was held on Tuesday, June 17, 2014 at 5:30 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 Mario Leclerc, Superintendent, Wastewater Commissioner Tracy Pappas John Vancor, Project Manager, BSP Mayor Lozeau called the meeting to order at 5:30 p.m. and called the roll. Commissioner Commissioner Moriarty: Present Commissioner Lavoie: Present Commissioner Bergeron: Present Commissioner Pappas: Present Mayor Lozeau: Present I. MOTION: Commissioner Pappas to approve the Agenda as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously II. MOTION: Commissioner Moriarty to approve the Minutes of the Board of Public Works Meeting of May 20, 2014 as presented. SECONDED: Commissioner Lavoie Discussion: Commissioner Bergeron requested that the minutes reflect the vote when something is not passed unanimously. Specifically he would like the record to show where he had voted against items. Commissioner Pappas thought that had been done in the past and chalked this current format up to the issue that a temporary admin was transcribing minutes. There as a discussion as to whether the Division had the resources available to provide verbatim minutes or if it would be necessary to outsource the work. The Mayor did not believe the resources were available as there is no staff designated solely to the Board and further that the cost of outsourcing would be expenses. The Mayor reviewed that audio and video of the meetings are available on the City website. MOTION: Commissioner Pappas to have verbatim minutes. SECONDED: Commissioner Bergeron Further discussing was held on the issue of verbatim minutes. Alderman Siegel weighed in that he has used the Board of Alderman historical verbatim minutes to assist in researching the history of legislation. A discussion as had that the audio of minutes may Administration Street City Parks-Recreation Solid Waste Wastewater Business Office Department Engineer Department Department Treatment Plant (603) 589-3140 (603) 589-4750 (603) 589-3120 (603) 589-3370 (603) 589-3410 (603) 589-3560  take too long to go through for someone researching a specific item. The Mayor discussed that the Agenda packets include all documentation relating to the Agenda item which helps in reviewing both audio and the current minutes. Commissioner Bergeron expressed that his concern is more that the discussion of the Board are not detailed enough in the minutes and would like to see more meat to the minutes not necessarily verbatim. MOTION FAILED: VOTING YAY: Commissioners Pappas and Bergeron VOTING NAY: Mayor Lozeau, Commissioners Lavoie and Moriarty It was agreed that the issue of verbatim minutes will be looked at further but in the mean time; it will be stated who is opposed to a motion if it is not unanimous. III. Public Comment: Mr. Daley of 48 Walden Pond Drive suggested the City purchase a computer program from the Company, Nuance that is used to translate and receive a print out of meeting minutes. It is called, Dragon Speak. The Mayor commented that she has tried to read notes from the same program and it is very hard to distinguish who is speaking. Mr. Daley also wanted to comment that he attended the Budget Meeting of June 16th and was appalled at the BSP Motion to approve a contract for $623,000 for the Millyard Pump Replacement. He also wanted to know if the contract price would be discounted for the price of the scrap metal that the contractor would ultimately receive for the used pump. Mayor Lozeau said that this concern can be taken up under the BSP discussion. Mr. Daley would also like to know why another $127,000 is being spent on the Fairmount St Bridge. Wants to know why costs are going up and up. Mayor Lozeau said this will also be addressed at the BSP discussion. Mr. Daley would also like to know why we are breaking out expenditures from the Wastewater Departments budget. He noticed there are Motions from the Engineering Dept. being charged to the Wastewater Dept and that some of the costs are exorbitant. Specifically, the Sludge Dewatering System. Mayor Lozeau explained that the reason the Engineering Dept has costs being charge to the Wastewater Dept. is because some of the Engineering projects belong to Wastewater. Mr. Daley would like the Board to have tighter control on these types of expenses. Mr. Broderick of 8 Boxwood Court wanted to bring to the Boards attention that his grandson fell on the sidewalk in front of their home because of all the tree roots. His daughter was able to have the tree removed by the Parks Dept. and subsequently have the sidewalk repaired by the Street Dept. Mr. Broderick was very unhappy as to how the job was completed with no one coming out to review the work after it was finished. Mayor Lozeau agreed that she would not want any sidewalk in the City to be of poor workmanship and his concern will be addressed. IV. Aldermanic Referrals: None V. Broad Street Parkway A. Informational: Overall Status of the Broad Street Parkway Mr. John Vancor, HSI, presented the status updates for the project. The information is posted to the City web-site. Minutes of Board of Public Works Meeting of June 17, 2014 Page 2  Discussion: Mayor Lozeau suggested that a Neighborhood Meeting for communication regarding the vibration from the work should be set up for the end of July or beginning of August. Mr. Vancor discussed the Millyard Pump Replacement contract and wanted to mention that there are a lot of components involved and not just the removal and replacement. There is a lot of pipe work, excavation and it is a difficult location to work in. Commissioner Lavoie asked about the two bids that were submitted and wondered why only two bids put in. Mr. Vancor responded that they had contacted 15 firms and some of them believed there would be too much competition so they didn’t submit. Other firms didn’t think they could make the timeline of the work that needed to be completed because of their existing schedules. Mayor Lozeau asked about the firm that had previously bid, which Mr. Vancor identified as North East Earth. Mr. Vancor said their bid came in higher this time. Mayor Lozeau wanted to discuss the increase in cost for the Bridge Rails from E.D. Swett. Mr. Vancor explained the rail is consistent with what we have. Bid is close to 10% higher but feels that this is reasonable. Commissioner Bergeron asked if this is what was issue spoken about at the joint Board of Alderman meeting and Mayor Lozeau agreed that it was and that they will be coming back with other options for the river bridges at future meetings. B. MOTION: Commissioner Pappas to approve the contract with Albanese D&S of Dracut, MA for the Millyard Fire Pump Replacement in the amount of $623,000. Funding for this contract is through Department 160 Engineering: Fund Bond: Activity: Broad Street Parkway. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously The Millyard Fire Pump Replacement contract consists of the installation of a water main and fire pump station at the Millyard. The pump station is to be precast concrete vault housing an electric drive UL/FM fire pump and all associated fittings, electrical and controls. The existing pump is in the path of the proposed roadway. This contract was originally advertised on April 29, 2014. Bids were received on Tuesday, May 20, 2014. Though the City solicited bids from eighteen contractors, only one bid was received. This one bid was for $647,500, significantly higher than the Engineer’s Estimate of $396,000. Potential bidders who had taken out plans were contacted. Reasons given for not bidding included concern with an interim milestone for completion of water main installation. The interim milestone was removed and the contract was rebid on May 23, 2014. Bids were due on June 12, 2014. Two bids were received: Vendor Bid Albanese D&S, Dracut, MA $623,000 Northeast Earth, Pittsfield, NH $677,000 The contract is to be awarded to the lowest qualified bidder. Minutes of Board of Public Works Meeting of June 17, 2014 Page 3  C. MOTION: Commissioner Moriarty to approve Change Order #1 to the construction contract with E.D. Swett, Inc. for the Fairmount Street and Nashua River Bridges in the amount of $127,756. Funding for this Change Order is through Department 160 Engineering: Fund Bond: Activity: Broad Street Parkway SECONDED: Commissioner Bergeron MOTION CARRIED: Unanimously The Fairmount Street Bridge was advertised for construction with standard NHDOT bridge rail specified. The City requested a change order proposal from E.D. Swett, Inc. to incorporate an upgrade of this bridge rail to match the upgraded bridge rail previously approved for the Baldwin Street Bridge. As advertised, this contract included chain link fence for snow and protective screening along the bridge. This change order will also remove this chain linked fence from the contract. The City is presently reviewing alternatives to this chain link fence. The City also requested a change order from E.D. Swett, Inc. for use of form liners to enhance the concrete surface of piers and abutments for the River Bridge. These form liners are only for use on the River Bridge and will not be used for the Baldwin or Fairmount Street Bridges. This pattern of the form liner will match the pattern of the nearby retaining wall. Bridge Rail Upgrade and Elimination of Chain Link Fence Screening $106,170 Form Liners for River Bridge $21,586 Total Change Order #1 $127,756 VI. Street Department A. MOTION: Commissioner Pappas to approve the hiring of Scott Leard of Nashua, 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; Fund: General; Account Classification: 51 Salaries and Wages. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously This position was posted per AFSCME CBA and there were no internal applicants. The interview team consisting of Eric Ryder, Street Superintendent, John Stewart, Fleet Manager and Jon Ibarra, Senior Foreman developed interview questions related to the job and scored and rated the applicants. After review of the candidates, it was determined that Scott Leard would be recommended for the position. Mr. Leard 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. Leard performed well on the testing. Minutes of Board of Public Works Meeting of June 17, 2014 Page 4  B. MOTION: Commissioner Pappas to accept the letter of retirement from Anthony Francoeur, Truck Driver at the Street Department effective July 17, 2014. SECONDED: Commissioner Moriarty Discussion: Commissioner Lavoie thanked Mr. Francoeur for his years of service. MOTION CARRIED: Unanimously The Street Department wishes him the best on his retirement. We thank Mr. Francoeur for his 27 years of service to the City of Nashua. C. MOTION: Commissioner Pappas to approve the purchase of four, six-wheel dump truck up-fitting equipment packages from H.P. Fairfield, Pembroke, NH for the price of $71,856.50 each for a total purchase of $287,726. Funding will be through: Department: 161 Street; Fund: Trust; Activity CERF. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The Street Department went out to bid April 25th to up-fit the four, six-wheel dump trucks purchased in March with nose, wing plows, hitches, bodies and all the necessary hydraulics required to complete the trucks. Seven vendors were sent requests to bid, one vendor, H. P. Fairfield, responded. The bid that was submitted for the four six wheel dump trucks was $11,302 less than the previously reviewed Bedford, NH bid. These body and plow packages include stainless steel drop in sanders with ground speed controls. These are preferable as the stainless sanders have a 20 year life expectancy plus the ability to mount the sander onto a different truck should there be a need. D. MOTION: Commissioner Pappas to approve the purchase of two, ten-wheel dump truck up-fitting equipment packages from H.P. Fairfield, Pembroke, NH for the price of $72,975.50 each for a total purchase of $145,951. Funding will be through: Department: 161 Street; Fund: Trust; Activity CERF SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously The Street Department went out to bid April 25th to up-fit the two, ten-wheel dump trucks which approved for purchase by the Board of Public Works in March with nose, wing plows, hitches, bodies and all the necessary hydraulics required to complete the trucks. Seven vendors were solicited to bid. One vendor, H. P. Fairfield, responded. The no bid vendors were contacted to discuss the reasons for not responding. Their responses were due to territorial issues with manufacturer’s product duplication, not in the up-fitting business and inability to complete in time for winter. The bid that was submitted for the two, ten wheel dump trucks was $6,823 less than the previously proposed Bedford, NH bid. We solicited bids based on the specifications written for the Bedford, NH bid. Two body styles were solicited; conventional with slide in spreaders and live floor conveyor with a rear spinner. Minutes of Board of Public Works Meeting of June 17, 2014 Page 5  After review of the bid and discussion with Bedford, NH on how their trucks were operating it was determined that the best choice for Nashua was to go with the lowest price bodies with hydraulic stainless steel spreaders equipped with self storing legs. These body and plow packages include stainless steel drop in sanders with ground speed controls. These are preferable as the stainless sanders have a 20 year life expectancy plus the ability to mount the sander onto a different truck should there be a need. VII. Wastewater Department A. MOTION: Commissioner Pappas to approve the User Warrants as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously B. MOTION: Commissioner Pappas to approve the contract with Kemira Water Solutions of Lawrence, KS for the purchase of the chemical, Ferric Chloride in the amount of $20,000. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 61 Supplies & Materials. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Ferric Chloride is used in settling solids in the wet weather treatment facility influent. The City of Nashua, NH was accepted to participate in the Northeast/Merrimack Valley Chemical Consortium bid process. Sealed bids were due by May 20, 2014 electronically via bidexpress.com or on paper to the Littleton Water Department, Littleton, MA. Kemira Water Products was the low bidder. C. MOTION: Commissioner Pappas to approve the contract with JCI Jones Chemical of Sarasota, FL (Merrimack, NH terminal) for the purchase of the chemicals Sodium Hypochlorite (Chlorine) in the amount of $130,000. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 61 Supplies & Materials. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously Sodium Hypochlorite is used to disinfect the wastewater before it is discharged into the Merrimack River. It is also used in odor control for the air scrubber system. The City of Nashua, NH was accepted to participate in the Northeast/Merrimack Valley Chemical Consortium bid process. Sealed bids were due by May 20, 2014 electronically via bidexpress.com or on paper to the Littleton Water Department, Littleton, MA. Minutes of Board of Public Works Meeting of June 17, 2014 Page 6  JCI Jones Chemicals was the low bidder. D. MOTION: Commissioner Pappas to approve the contracts with PVS Chemical Solutions of Detroit, MI (Montreal, PQ terminal) and JCI Jones Chemicals of Sarasota, FL (Merrimack, NH terminal) for the purchase of the chemical Sodium Bisulfite in the amounts of $70,000 and $15,000 respectively. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 61 Supplies & Materials. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Sodium Bisulfite is used to remove chlorine in the wastewater before it is discharged into the Merrimack River. The City of Nashua, NH was accepted to participate in the Northeast/Merrimack Valley Chemical Consortium bid process. Sealed bids were due by May 20, 2014 electronically via bidexpress.com or on paper to the Littleton Water Department, Littleton, MA. This year we have opted to purchase Sodium Bisulfite from the 2 lowest bidders, PVS Chemical Solutions and JCI Jones Chemicals. Purchasing from two different companies is prudent to ensure timely delivery. There may be instances where influent flow volumes may require a more rapid delivery time frame, or adverse weather conditions may delay the vendors ability to deliver within said time frame. Based on these scenarios, we recommend awarding a back-up contract to JCI Jones Chemicals. E. MOTION: Commissioner Pappas to approve the contract with BASF Corporation of Florham Park, NJ for the purchase of the chemical, Polymer in the amount of $200,000. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 61 Supplies & Materials. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously To allow the purchase of Polymer from BASF, Florham Park, NJ, with the below referenced pricing as quoted through 6/30/15. ZETAG DRY @ $2.37/lb ZETAG 7878 FS40, LIQ @ $1.92/lb ZETAG 4110 DRY for WW @ $2.53/lb The yearly estimated cost is $200,000. Polymer is used to coagulate sludge. BASF is the sole source for the polymer that the facility needs. There are other manufacturers but they cannot meet the molecular weight and electrical charge that is optimum for the facility’s sludge processing needs. Minutes of Board of Public Works Meeting of June 17, 2014 Page 7  VIII. Parks & Recreation Department A. MOTION: Commissioner Pappas to approve the extension of the current contract for portable toilet rental with United Site Service of Haverhill, MA through December 31, 2015 for the sum of $16,225 per year. Funding for this purchase will be through Department 166 Parking; Fund: General; Account Category: 55 Other Services $660; Department 177 Parks and Recreation; Funds: General & Trust; Account Category: 54 Property Services $12,925; and Department 169 Wastewater; Fund: Wastewater; Account Classification: 55 Other Services $2,640 SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously This purchase will continue to provide portable restroom services at a rate of $54.97 per month. The vendor has agreed to hold these rates through 2015. Currently we seasonally provide 26 units at various parks and playgrounds through out the city. The units are serviced 3 times per week. There is also one unit placed at the Elm Street Parking Garage, and 2 units with sewer repair jobs. Discussion: Commissioner Bergeron wanted to know why the portable toilet at the Mine Falls entrance was moved. Director Fauteux said the reason was vandalism. Commissioner Bergeron wanted to know this one was still necessary if the permanent one further in stays open. Commissioner Bergeron didn’t think it was very attractive at the entrance of the park. Commissioner Pappas wanted to know if it was there for the runners and walkers but the Mayor commented that a lot of children use it going into the soccer fields. Commissioner Bergeron wanted to know if the City owns them. Director Fauteux said that some are. Mayor Lozeau commented that the portable ones are maintained by the company we rent from. The permanent ones are maintained by the City. Director Fauteux said that she will look into the questions. Commissioner Pappas wanted to know if the tarp was still on the fountain at Greely Park. Director Fauteux said it was being repaired and would look into it. B. MOTION: Commissioner Pappas to approve the Selection of Mr. James Mulvey of Hudson, NH to the position of Lead Groundsman at the Parks and Recreation Department. Starting salary for this position will be $22.99 per hour for a yearly salary of $47,819.20. Funding is through Department 171 Parks and Recreation; General Fund Operating Budget; Account Classification: 51-Salary & Wages. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously This position was posted per AFSCME CBA and there were two internal applicants. The interview team of Nick Caggiano, Parks and Recreation Superintendent, Scott Painter, Foreman and Tom Dwane Recreation Manager developed interview questions related to the job and scored and rated the applicant. The candidate was then administered a general knowledge written test based on the requirements of the position. After review of the interview and test it was determined that Mr. Mulvey has the minimum qualifications, department seniority and sufficient experience and ability to do the job and is recommended for the position. Minutes of Board of Public Works Meeting of June 17, 2014 Page 8  Mr. Mulvey has been employed by the city for the past 13 years at the Solid Waste, Street and Park and Recreation Departments. Mr Mulvey attended training at the Road Scholar Program at UNH. He received a Road Scholar I Certificate. Mr Mulvey has worked at Holman Stadium as a Temporary Lead Groundsman on two other occasions. Discussion: Commissioner Moriarty wanted to know what the hiring process is within the departments. Director Fauteux commented that it first goes out to the employees of the department where vacancy exists and then to the whole division. Commissioner Bergeron wanted to know if this position is replacing the recent retirement of Monte Freire. Director Fauteux said that it was. Commissioner Pappas wanted to know if this position was primarily at Holman Stadium and Director Fauteux confirmed that it was. IX. Engineering Department A. MOTION: Commissioner Bergeron to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously B. MOTION: Commissioner Bergeron to approve the following Pole License Petitions: Pole License PSNH #21-1158 and Pole License PSNH #21-1159. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The Engineering Department received the following pole license petitions:  License PSNH #21-1158 for one new pole, No. 740/99, to be located on Main Dunstable Road across from Rene Drive.  License PSNH #21-1159 for one new pole, No. 1/11Z, to be located at 111 Daniel Webster Highway The Street Construction and Permits Coordinator has reviewed the plans and field installation and recommends the approval of these pole license petitions. C. MOTION: Commissioner Bergeron to Pending approval of the FY15 Wastewater Budget, to approve Amendment No. 6 to the professional services contract for the Combined Sewer Overflow Flow Monitoring Program with Flow Assessment Services, LLC of Bedford, NH, in the amount of $57,200. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 53 Professional & Technical Services SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The Combined Sewer Overflow (CSO) Monitoring Program consists of a full and comprehensive program for monitoring at eight (8) combined sewer overflow Minutes of Board of Public Works Meeting of June 17, 2014 Page 9  structures and three (3) rain gauges and provides information for reporting to the Environmental Protection Agency and the New Hampshire Department of Environmental Services as required by the Nashua Wastewater Treatment Facility permit. The data is also required to monitor the impacts of completed CSO projects and for hydraulic modeling of the new completed CSO projects. Five years ago, new monitors and rain gauges were installed by Flow Assessment, LLC that allow for data to be collected as wet weather occurs (“real-time”) so that web-based reports of flow and rainfall data can be generated. They also provide the City with information regarding dry weather flows. The contract includes supply of equipment and installation and monthly maintenance and reporting. The contractor is also responsible to check the accuracy and consistency of data on a weekly basis to ensure that any problems are corrected promptly. The bid was set up to be a three year contract with options for a fourth and fifth year of services; however, the initial contract award was only for the first year (FY10) of services and included the associated costs for the set up and installation of the flow monitors and website, and for twelve months of maintenance fees for a total contract of $87,838. Amendments 1, 2, 3, 4 and 5 were for the annual renewal of the monitoring program for FY11, FY12, FY13 and FY14 as well as some modifications to the number and locations of the flow monitors. Although the original bid was only for five years, Flow Assessment has agreed to hold their current pricing for an additional year (the annual cost has remained the same for the life of the contract). The monitors are still in good working order and the City is satisfied with their overall performance. An amendment in the amount of $57,200.00 ($45,800 from the original bid plus $5,700 for the Sluice Gate at CSO 6 monitoring and $5,700 for the Storage Tank at CSO 4 monitoring) to their contract is being sought to provide the necessary maintenance for a sixth year and includes maintenance of flow monitors, sensors, rain gauges and web site and technical support, as needed. Work shall correspond with the City’s fiscal year (July 1, 2014 to June 30, 2015). Approval of this motion will result in a revised contract value of $348,137. D. MOTION: Commissioner Moriarty to approve the design contract for the Mill Pond Boardwalk in Mine Falls Park to Holden Engineering & Surveying, Inc. of Bedford, NH in an amount not to exceed $20,000. Funding for this contract will be through Department: 177 Parks and Recreation; Fund: Trust; Account Category: 54 Property Services. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously The purpose of this project is to design a pedestrian boardwalk and possible overlook above the existing Red Trail located in the buffer of the Mill Pond, a designated prime wetland, at the head of the Nashua Canal. The existing rugged dirt trail along the edge of the pond has eroded so much that in places the trail is very narrow and Minutes of Board of Public Works Meeting of June 17, 2014 Page 10  steep on the edge of the pond. The top half of a storm drain pipe that discharges to the pond is now exposed. Many tree roots are exposed leaving the trail very uneven. In order to preserve the wetland buffer area but provide connectivity of the trail system, an elevated boardwalk has been recommended by the Mine Falls Parks Advisory Committee for this steep southern side of the pond. The proposed boardwalk would begin at Red Trail Marker number 48 and head southwest along the existing trail for approximately 220 feet. If feasible, an overlook may also be designed for this location. In 2002, a similar type boardwalk was constructed on the River Run Trail adjacent to the Nashua River. A request for proposal was emailed to four structural engineering consulting firms on May 27, 2014 and posted on the City’s website. On June 2, 2014, representatives from five consulting firms attended the mandatory pre-submittal meeting and site walk. Three firms submitted proposals on April 12, 2014. They are: Holden Engineering & Surveying, Inc. of Bedford, NH $15,323.26 VHB of Bedford, NH $23,909.49 HL Turner of Concord, NH $29,683.00 All three firms are qualified to complete the work. Holden can complete the required tasks for the least proposed cost. The Selection Committee, which included a Mine Falls Park Advisory Committee member, recommends Holden Engineering for this design contract. Engineering will negotiate the final scope of work and fee with Holden for an amount not to exceed $20,000 Discussion: Mayor Lozeau requested City Engineer, Steve Dookran provide the Commissioners with more detail of this contract. Mr. Dookran stated that the project came about from a meeting the Superintendent of the Parks Department, had with the Mines Fall’s Advisory Committee. Specifically, the Red Trail needs work and the Mines Fall’s Advisory Committee would like to help out. Mr. Dookran spoke of a boardwalk that they would like to install. He explained that many qualified firms submitted bids and Holder Engineering came in the cheapest. He explained that with these types of projects, it’s a scope of work and fee that the bids consist of. Basis for selection of a firm is seldom just their price. Commissioner Bergeron spoke with members of the Mine Falls Advisory Committee and they convinced him that this is a worthwhile project. E. MOTION: Commissioner Pappas to approve Change Order No. 6 to the construction contract for the Aeration and Secondary Clarifier Upgrades with Penta Corporation of Moultonborough, NH for the construction of the Sludge Loading Bay Expansion in the amount of $587,200. Funding will be through: Department: 169 – Wastewater Fund: Wastewater/WERF; Activity: Sludge Dewatering. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The Sludge Dewatering project involved the installation of three new inclined screw presses that significantly improved the sludge dewatering capability at the wastewater plant. The new sludge is lighter thus allowing the current sludge Minutes of Board of Public Works Meeting of June 17, 2014 Page 11  removal contractor, Casella, to use a larger truck to haul more sludge per trip than previously occurred. In order to accommodate the larger 42-foot trucks the sludge loading bays need to be expanded by approximately 13 feet. The longer trucks will allow for a more favorable pricing structure for the City since their hauling costs per ton will be lower and these are the standard size trucks used for other nearby facilities. In addition, when it is time to re-bid the hauling contract, other larger sludge hauling companies can now bid since the expanded garage will accommodate their trucks. The following is a summary of the cost benefits being offered to the City by Casella:  Savings of $1.50/ton once the City informs Casella that the project is moving forward.  Savings of $5.00/ton after the sludge bay extension is complete.  A credit of $25,000 when the sludge bay extension is completed with a 3-year extension on the existing contract, and  If the City uses one trailer/day to haul sludge, an additional credit of $1400/mo will be given. An environmental benefit is less truck trips would be necessary through the residential neighborhood adjacent to the treatment plant. The work involves two major components, one being the garage bay expansion and the other being replacement of the existing sludge screw conveyors with longer screw conveyors to accommodate the longer trucks. Discussion: Commissioner Lavoie had a few questions on this motion. Wastewater Superintendent, Mario Leclerc was called to the table. Superintendent Leclerc explained that bay expansion is necessary to accommodate the new larger trucks. He explained that there will be cost savings. Mayor Lozeau wanted to know how long the return on investment would be. Superintendent Leclerc said he would find out. City Engineer, Steve Dookran said that he knew the answer to the question and it would be a 14 yr. return on the $587,000. He explained it would be a 15-20 return on Equipment and 40-50 years on the expansion of the building. Alderman Siegel interjected that he thought it would be a 9-10yr return based on replacement costs. F. MOTION: Commissioner Pappas to approve Amendment 1 of the Sludge Dewatering construction phase services contract with Wright Pierce of Portland, Maine in an amount not to exceed $50,000. Funding for this amendment will be through Department: 169 – Wastewater Fund: Wastewater; Activity: Sludge Dewatering. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously In 2012, the construction phase services for the Sludge Dewatering project was awarded to Wright Pierce of Portland, ME in the amount of $584,200. During the construction of the Sludge Dewatering project, which Wright Pierce designed, it Minutes of Board of Public Works Meeting of June 17, 2014 Page 12  became apparent that there may be a need to expand the existing sludge loading bays to allow bigger trucks to haul away the lighter sludge. Wright Pierce analyzed the existing garage bays and developed plans and specifications to extend the sludge loading bays. Wright Pierce is nearing the end of their construction phase services for the Sludge Dewatering project, and additional funding is needed to provide construction phase services to monitor the construction of the sludge bay extension which was not included in their original project. The Engineering Department has negotiated with Wright Pierce and reached an agreement for a fee not to exceed $50,000, which is approximately 8.5% of the construction costs. This is a favorable cost to the City since most often construction phase services are closer to 10% of the construction costs. This will bring the total value of the Sludge Dewatering construction phase services contract to $634,200. Wright Pierce is being hired to provide construction management, construction administration and resident inspection as well as services for the start-up, operation and warranty periods of the contract. They will also provide engineering support, review of shop drawings, and the operation and maintenance manuals. X. Administration A. Informational: Main Street Sidewalk Update Director Fauteux presented an update on the sidewalks and work on Main Street. Factory at High St almost finished. Electrical to be updated. Working on Block 3 from High Street to West Pearl St. All the concrete is poured in front of Martha’s. Plants and trees are all in on the first part of Block 3. Expect to put the rest in next Thursday. Also, next Thursday, the mid block crossing will go in as well as plants and trees. Commissioner Pappas wanted to know if it will look the same as the one already in and Director Fauteux said it will be similar to the one on the Main St Bridge but smaller. There will also be signs added instead of in road lighting. Ready to start Block 4 and waiting for legislation on the parking. Plan to cut trees and getting bollards removed. Mayor Lozeau asked Alderman Siegel when the next Infrastructure Committee Meeting would be and he responded that he knew of the Joint Committee meeting before the Finance Committee Meeting tomorrow. Mayor Lozeau said that they will need to talk to the sponsor and bring up the parking before the next meeting. Mayor Lozeau also mentioned having Mr. Vancor at that meeting because he was not able to make the last one. Mayor Lozeau would like Director Fauteux to reach out to Alderman Donchess to see what he would prefer regarding angled parking up for legislative change. Commissioner Bergeron wanted to know if the angled parking affects the design of the block and the Mayor said it would. Alderman Siegel confirmed that the next Infrastructure Meeting would be June 25th. Mayor Lozeau would like to know if they could bring up the widening of the sidewalk on the east side. Alderman Pappas said she’s had a lot of feedback from people who are afraid to back in and do not like the idea of reverse angle parking. Mayor Lozeau said that they were still looking at the benefits and additional spaces they would gain. Director Fauteux said that the new street lights are starting to go up. All five should be in next week. The clock has been ordered. Mayor Lozeau Minutes of Board of Public Works Meeting of June 17, 2014 Page 13  commented that the four sided clock was a generous donation from a local business owner and worth about $18,000. Commissioner Bergeron asked if the sidewalk work would be complete after Block 4. Mayor Lozeau said yes, since after the Persian Rug Gallery it is considered City Hall Plaza. Mayor Lozeau is working with the Community Development Director on getting together with the landscape architects for City Hall Plaza. Commissioner Moriarty asked if there was any update to the Martha’s Exchange situation. Mayor Lozeau replied that Martha’s had missed the first deadline and that they didn’t realize they had to apply for the next meeting. Mayor Lozeau said that Director Galligani is responsible to be in contact with them on a regular basis. If they miss the next deadline, that will impact the project. Mayor Lozeau mentioned that there was a deadline to get their application and plans into the Planning Board. Commissioner Bergeron asked when their deadline was and the Mayor responded that is was 2-3 weeks ago. Commissioner Bergeron asked if the project would keep going if they did not hear back from Martha’s and the Mayor responded that they would keep going and then come back. Commissioner Bergeron wanted to mention that the new trees looked really good. Director’s Report Director Fauteux provided a PowerPoint presentation of DPW work in the last month. XI. Commissioner’s Comments Commissioner Moriarty wanted to comment on a few items. He attended the Budget Review Hearing and thought it could have been done a lot quicker. He didn’t think it was considerate of that committee to keep the staff that long since they had been working all day and had to stay until 11:00 pm. Alderman Siegel asked if it was any item specifically and Commissioner Moriarty responded that no, it was all the items. Commissioner Moriarty thinks it could be a separate meeting if they wanted to go line by line and discuss each item. Alderman Siegel said he would note Commissioner Moriarty’s objection. Commissioner Moriarty also wanted to comment on the Board of Alderman’s decision not to pay Mr. John Stabile the $100,000 that he spent on the dam. He stated that he was very disappointed and said Mrs. Stabile is a great citizen and he’s afraid this will have a ripple effect. Commissioner Moriarty said he had a conversation with Mr. Stabile about helping us out with the waste house at the Millyard. Mr. Stabile was willing to remove the waste house at his own expense and now he has no interest in working with the City under the present administration. Alderman Siegel commented that he does not agree at all but will note Commissioner Moriarty’s objection. Commissioner Moriarty also wanted to comment on the Legacy Playground issue. He knows that this is a big issue but stated that the parks are still under the Board of Public Works jurisdiction and if the Board of Alderman can’t make a decision on where the playground should be then it should come back to the Board of Public Works. He mentioned taking Greely Park off the table and bringing it back to this board. Alderman Siegel commented that it would not happen. Mayor Lozeau interjected and said that she would be happy to recognize Commissioner Moriarty’s concern. Alderman Siegel expressed that he didn’t understand what Legacy Minutes of Board of Public Works Meeting of June 17, 2014 Page 14  Playground had to do with the Board of Public Works at which time Mayor Lozeau pointed out that this is not a discussion matter. Alderman Siegel apologized. Commissioner Moriarty wants it to be taken off the Board of Alderman table and brought back to the Board of Public Works if a decision can’t be made. Alderman Siegel asked if he could respond. Alderman Siegel thinks the Board of Alderman is doing a great job at expediting the decision because there is a bill on the table from SNG and they are expediting the process. He said significant progress is being made. He said that the neighbors have funded half the price and the City has funded the rest. He thinks people are coming together. Commissioner Pappas mentioned that she watched the budget meeting and has the sense that the Board of Alderman doesn’t have enough access to the staff and that is why they were taking advantage of their time. Commissioner Pappas thinks that everyone should be coming together on this issue instead of being separated. Commissioner Bergeron wanted to ask a couple of general questions. He wanted to know if we had received an answer to the resident’s sidewalk question on Christian Dr. Director Fauteux responded and said that yes, both she and Commissioner Pappas had send a response to the resident via email. Commissioner Bergeron also wanted to know if the tree removal in Mine Falls Park, by the bridge and soccer field was more than just a few trees. Director Fauteux said that should would look into the question and let him know. Commissioner Pappas wanted to ask if the sequence in lights had change going from South to North on Main St at library hill because there seemed to be more traffic. Director Fauteux thought that it could be because of the work at Park St & Court St and the detour of traffic from that area. Commissioner Lavoie asked about the date of the next Board of Public Works Meeting. Mayor Lozeau said that the next regularly scheduled meeting will be Thursday, July 31st but there may be a special meeting before that date. Mayor Lozeau said that the Four Star issue needs to be resolved. There are two paving software companies that would like to come in and speak. She said that she would keep everyone in the loop as to the dates for Finance and BPW. Commissioner Pappas wanted to know if that part of the meeting will be a “non public” session at which Mayor Lozeau responded, no. Commissioner Pappas asked if they could have separate meetings so that they weren’t too long. Mayor Lozeau thought the group did a great job at the Budget Meeting by pointing out the accomplishments. Mayor Lozeau mentioned that she thinks we’re on track for the wrap up sessions. She thinks the solutions are within the parameters. IX. Possible Non-Public Session NONE MOTION: Commissioner Lavoie to adjourn SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Meeting was adjourned at 7:23 pm Minutes of Board of Public Works Meeting of June 17, 2014 Page 15 Minutes of Board of Public Works Meeting of June 17, 2014 Page 16