Board of Public Works

Minutes of Board of Public Works Meeting of February 19, 2015 A regular meeting of the Board of Public Works was held on Thursday, February 19th, 2015 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 Lisa Fauteux, Director of Public Works Commissioner Kevin S. Moriarty, Vice Chair Jeff Lafleur, Solid Waste Superintendent Commissioner Paul G. Bergeron Steve Dookran, City Engineer Commissioner Tim Lavoie John Vancor, Project Manager, BSP Absent: Commissioner Tracy Pappas David Deane, President, Board of Aldermen Mayor Lozeau called the meeting to order at 5:30 p.m. and called the roll. Commissioner Lavoie: Present Commissioner Moriarty: Present Commissioner Bergeron: Present Mayor Lozeau: Present I. Motion: Commissioner Moriarty to approve the Agenda as amended and presented. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously II. Motion: Commissioner Moriarty to approve the Minutes of the Board of Public Works Meeting of January 15, 2014. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously III. Motion: Commissioner Moriarty to approve the Minutes of the Board of Public Works Special Meeting of January 22, 2015. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously IV. Public Comment No comment. V. Broad Street Parkway A. Informational: Overall Status of the Broad Street Parkway Mr. John Vancor provided an update on the status of the Broad Street Parkway Project. Details are available on the website. Minutes of Board of Public Works Meeting of February 19, 2015 Page 1  B. Motion: Commissioner Bergeron to approve Change Order #1 for the Construction of Broad Street Parkway South with Continental Paving of Londonderry, NH in the amount of $96,679.20. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: CPI is under contract to construct the Parkway South portion of the project through the Millyard. Their work includes demolition of the fire pump house and removal of the old fire pump. To accomplish this, they must install piping to bypass and isolate the old pump. This work will be performed after installation and testing of the new fire pump presently being installed by others. Recently, several components have been identified which will need to be incorporated into the system in order to address concerns of the Fire Marshall’s office. Originally, the intent was to relocate an existing control panel in the old pump house to the new location. Concerns with condition of this panel, as well as the need to minimize downtime, led to the conclusion that instead of relocating the old panel, a new panel should be installed at the new pump location. In addition, an-above ground pedestal fitted with a beacon and annunciator panel were requested by the Fire Marshall. In total, the additional cost for furnishing and installing this equipment is $13,029.20. This Amendment also includes installation of new 8-inch water service stubs from the recently installed 12-inch water main to adjacent properties. These stubs are provided for future use. Installation of these stubs will cost $79,650.00. The cost of these stubs is provided for within the overall Broad Street Parkway budget. C. Motion: Commissioner Bergeron to approve Amendment to contract for Environmental Services with Sanborn Head Associates in the amount of $25,000. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: The original contract awarded in July 2012 for $267,300 with Sanborn Head was primarily for evaluating underground hazardous materials and groundwater within the parkway footprint, as well as designing the measures to mitigate project impacts. Amendments 1, 2 and 3, totaling $166,441, were for added environmental services related to construction. These services included but were not limited to testing and monitoring asbestos abatement during the demolition of 44 Broad St., monitoring of the removal and disposal of large amounts of buried asbestos on Parkway North, dealing with a buried Minutes of Board of Public Works Meeting of February 19, 2015 Page 2  contaminated tank found at 44 Broad St. and addressing contaminated drilled shaft spoils related to the foundation of the Nashua River Bridge. Amendment 4 ($14,000), approved in August 2014, included funds to complete report documents related to asbestos disposal and provided an allowance for SHA to address additional underground hazardous material which might be encountered during construction. This $10,000 allowance was expended addressing petroleum impacted soil at a location adjacent to Storehouse Number 2 in the Millyard, as well as addressing an additional underground tank near Broad Street. Amendment 5 approved in October, 2014 re-established this allowance with another $20,000. These funds have largely been expended with completion of the petroleum impacted soil and tank as well as investigation of the implications of the recently discovered steam tunnels. SHA has reviewed the contractor’s work plan for addressing asbestos material. The purpose of proposed Amendment 6 is to reestablish this allowance for use should additional unanticipated materials be encountered during the remainder of construction. D. Motion: Commissioner Bergeron to approve Amendment for Construction Phase Services with Fay, Spofford & Thorndike for the Bridge contract in the amount of $44,305 and Roadway contract in the amount of $29,150. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: An amendment was approved in October 2014 to establish two allowances. The first was an allowance for FST to address design concerns related to various alternatives under review for enhancement of the appearance of the River Bridge. The second allowance was for services related to the ongoing difficulties the River Bridge contractor continues to experience while constructing the drilled shaft foundations. These allowances have been nearly expended. Design of the bridge rail enhancements was completed and coordination with contractor was performed to finalize pricing. FST’s team has continued to respond to questions and requests for information from the bridge contractor regarding site conditions and other factors related to the drilled shaft foundations. This amendment will: Minutes of Board of Public Works Meeting of February 19, 2015 Page 3  1. Provide an allowance for FST to provide construction phase services related to the bridge rail. 2. Reestablish an allowance to allow FST to quickly respond to issues related to the construction of the drilled shaft foundation. 3. Expand the budget for construction phase services related to the Parkway South Contract. We anticipate that additional services will be required because unanticipated underground utilities (including steam tunnels) will necessitate redesign of various components of the proposed drainage and sewer systems as well as revision to other aspects of the design. 4. Revise the design of the signalized intersection in the Millyard to accommodate an additional drive. This revision will alleviate project impacts to an abutting property. E. Motion: Commissioner Bergeron to approve Amendment for Abatement and Monitoring Services for the Pump House project at the Millyard with RPF Environmental in the amount of $20,000. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: During excavation to install a new 12-inch water main in the Millyard, steam tunnels were encountered at unanticipated locations within the limits of work. These tunnels contain steam pipes which were used for power and heat throughout the Millyard. Asbestos insulation on these pipes must be removed and properly disposed of. RPF Environmental was issued a purchase order in January 2015 for $8,800 to provide services to monitor the contractor’s crew during asbestos removal. As work has proceeded, the extent of these steam tunnels has been determined to be greater than anticipated. In particular, a chamber has been encountered adjacent to the Millyard pump house where there is a significant quantity of material to be removed. There are also areas where contaminated material in the bottom of the tunnels must be removed in addition to the pipe insulation. This amendment will provide a budget for oversight of asbestos abatement during pump house demolition, as well as providing an allowance for continuing to monitor removal of this additional asbestos material. F. Motion: Commissioner Bergeron to approve Amendment for Engineering Services with Haley and Ward Inc. in the amount of $27,140.78. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously Minutes of Board of Public Works Meeting of February 19, 2015 Page 4  DISCUSSION: The original contract with Haley and Ward was in the amount of $45,460 for design of the replacement of the fire pump which is in the path of the Broad Street Parkway. Amendment #1 for $8,500 was issued for Haley and Ward to work with the roadway designer, Fay Spofford & Thorndike, to determine and specify how the future road contract will deal with abandoning the existing pump, intake and discharge piping. Amendment #2 for $64,766, was for construction phase services to be provided during efforts in coordination with Pennichuck Water Works to review contractor submittals, perform construction observation and compile records. The work done by the contractor to install and test the new pump has taken significantly longer than the anticipated early December completion date. As this construction period has extended, the necessary construction administration effort by Haley and Ward to observe and coordinate with the contractor has also increased. Also, as work on the new pump has progressed, coordination with the Fire Marshall’s office has led to identification of additional equipment which will be necessary in order to have the new installation approved. Amendment #3 was issued to provide a budget for Haley and Ward to continue coordination with Albanese D&S, as well as design the new components of the system. After Albanese D&S completes testing of the new pump system, Continental Paving, Inc., as part of the Parkway South contract, will install piping to bypass the old fire pump, remove the old fire pump, and demolish the fire pump system. This work will be increased to include installation of the new system components. This Amendment (Amendment #4) will establish a budget for Haley and Ward to provide construction administration during this upcoming work by Continental Paving, Inc. VI. Solid Waste Department: A. Motion: Commissioner Moriarty to approve the purchase of a Caterpillar D6T LGP Waste Handler Dozer from Milton Cat of Hopkinton, NH for the amount of $399,500 less trade in of the 1997 John Deere Dozer for $45,000 for a total price of $354,500. Funding for this purchase will be through: Department: 168-Solid Waste; Fund: Trust; Activity: CERF68.15. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously DISCUSSION: The Division of Public Works – Solid Waste Department requests approval for the replacement of Vehicle #72 a 1997 John Deere 750C Dozer. Vehicle #72 is due for replacement on the FY2015 CERF schedule. It has approximately 8,000 hours and is Minutes of Board of Public Works Meeting of February 19, 2015 Page 5  in need of multiple repairs. The electrical harness inside the cab and dash requires replacement due to corrosion, broken connectors, chaffed wiring and shorted circuits. The undercarriage is due for a major overhaul including turning or replacement of the track pins, bushings and tread plates. The hydraulic system is showing signs of wear from age and will require components to be repaired or replaced. B. Motion: Commissioner Moriarty to approve a change order of $40,000 for electronics recycling purchase order number 115273, with Universal Recycling Technology Tech LLC of Dover, NH. Funding for this request will be through: Department: 168- Solid Waste; Fund: Solid Waste; Account Classification: 55 Other Services. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously DISCUSSION: The Solid Waste Department is requesting a change order in the amount of $40,000 for its FY15 electronic recycling at the Four Hills Landfill. This is the third year of a three year contract with Universal Recycling Technology Tech LLC for electronic recycling. The Solid Waste Department budgeted $150,000 for electronics recycling for FY15 and $75,000 of this was originally requested in July for the beginning of the fiscal year. After approval from the Finance Committee these funds were placed in a purchase order. This funding will be exhausted before the end of March based on the department’s average weekly costs of $2,515.19 through January 15, 2015. This change order we are requesting should be enough for the Solid Waste Department to cover the costs of the City’s electronics recycling program through the end of FY15. C. Informational: The Milton Cat Service Agreement for the new Caterpillar Landfill Compactor. DISCUSSION: The Solid Waste Department secured Milton CAT to do the preventative maintenance on the new CAT 826K Compactor. The cost of $8,687.16 will include all manufacturer recommended preventative maintenance, travel time and mileage. This plan would save the City on having to schedule outside companies to provide this service at the proper intervals and would save on more costly repairs down the road by having experienced and trained Caterpillar technicians checking the compactor for any possible issues before they become a major repair. VII. Engineering Department: A. Motion: Commissioner Moriarty to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously Minutes of Board of Public Works Meeting of February 19, 2015 Page 6 DISCUSSION: Residential and Commercial Wastewater Service Permits January 1 through January 31, 2015 Betterment Connection 10% Discount Entrance Permi Date Appl Location Address Name Comments Fees t # # 10 Legacy Dr. Lot Holly Original 1/06/2015 23528 13359 3187 McCarty SFR Acct# 52007 $295.00 X 19 Legacy Dr. Lot Holly Original 1/06/2015 23529 13360 3154 McCarty SFR Acct# 51974 $295.00 X 19 Legacy Dr. Lot Holly Original 1/06/2015 23530 13361 3154 McCarty SFR Acct# 51999 $295.00 X 19 Legacy Dr. Lot Holly Original 1/06/2015 23531 13362 3154 McCarty SFR Acct# 51976 $295.00 X Previous Permit 1/06/2015 23532 13363 52 Courtland St Susan Smilikis $540.00 X X 02359 1/12/2015 23533 13364 15 Stinson Dr. Randy Turmel Account # 51927 $434.89 X X 1/12/2015 23309 13141 19 Stinson Dr Randy Turmel Account #51925 $434.89 X X Increase Use 1/22/2015 23564 13365 112 Spit Brook “B” Ken McCarthy $295.00 X Acct #51787 TOTAL $2,884.78 B. Motion: Commissioner Moriarty too approve Pole License PSNH #21-1153, Pole License PSNH # 21-1154, Pole License PSNH #21-1152, Pole License PSNH #21- 1174 and Pole License PSNH #21-1173. SECONDED: Commissioner Bergeron MOTION: Carried Unanimously DISCUSSION: The Engineering Department received the following pole license petitions: Minutes of Board of Public Works Meeting of February 19, 2015 Page 7  • License PSNH #21-1153 for one replacement pole, No. 785/11, to be located on Melissa Drive across from #42. • License PSNH #21-1154 for one replacement pole, No. 755/4A, to be located on Marian Lane near #28. • License PSNH #21-1152 for a replacement pole, No. 688/5, to be located on Laredo Drive between #9 & #11. • License PSNH # 21-1174 for one new pole, No. 806/3, to be located on Mill Pond Dr near #3, and • License PSNH # 21-1173 for one replacement pole, No. 201/143S, to be on Canal St near Jackson Ave. 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 Moriarty to approve the selection of Mr. Robert Saunders of Hopkinton, NH for the position of Senior Staff Engineer in the City Engineering Department. Starting salary is $63,425/year. Funding for this position will be through: Department: 160-Admin/Engineering; Fund: General Fund; Account Classification: Wages Full Time. SECONDED: Commissioner Bergeron MOTION: Carried Unanimously DISCUSSION: The previous position of Senior Staff Engineer became vacant upon the departure of Mr. Elvis Dhima. The vacancy was advertised internally by notice board and externally via newspapers and the City’s website. Interviews were conducted for three qualified applicants by a panel made up of the City Engineer, Deputy Manager of Engineering, Superintendent of the Street Dept. and the Division Operations Manager. Mr. Robert Saunders was selected as the preferred candidate. Mr. Saunders has 14 years of engineering experience involving design and construction of roads, drainage, transfer stations and landfills, utility upgrades and extensions, stormwater management, design build and public-private cooperatives. He is also a registered professional engineer in New Hampshire. Mr. Saunders qualifications and experience are suitable for the Senior Staff Engineer and he is therefore being recommended for that position. The salary agreed upon is $63,425 (Merit Grade 15, Step 12). VIII. Parks Department: A. Motion: Commissioner Bergeron to approve the award of the 2015 City 4th of July Fireworks Celebration contract to the low qualified bidder from 2012 bid, RS Fireworks of Hudson, N.H., in an amount not to exceed $16,500. Funding will be through Department: 177 Park and Recreation; Fund: General; Account Classification: 55 Other Services. Minutes of Board of Public Works Meeting of February 19, 2015 Page 8  SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: This is the last year of the three year quote from RS Fireworks. The previous two displays were very well done and the department was very happy with their work. This year the price of the show was discounted to reflect the three year commitment of the quote. After looking at the performance of the firm and the quality of the shows the City is electing to move forward with year three of the firms three year proposal. RS has a clear understanding of what the expectations are from the city in regards to the length and quality of the display. After reviewing the proposals again, we all agree in recommending the low bidder from 2012, RS Fireworks of Hudson, N.H., for the 2015 display. IX. Street Department: A. Motion: Commissioner Bergeron to approve change order #2 in the amount of $15,000 to the sole source vendor Perma-line of New England of Brockton, MA for various signs, replacement poles and proprietary items related to signs in addition to pavement paint and paint machine replacement parts. Funding for this purchase will be through Department: 161 Streets; Fund: Street Department; Account Classification: 61 Supplies and Materials. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: Perma-Line Corp. of New England is a competitive supplier of signs, traffic paint and related products for the entire New England area and the City has always been satisfied with their service and product quality. The list of items purchased includes but is not limited to signs, pavement paint, paint machine parts, sign posts and mounting hardware, etc. The original purchase order was in the amount of $7,500. Change order #1 was for $2,400. Based on historical purchasing, we are requesting change order #2 in the amount of $15,000 for the balance of FY15 purchases. Our total purchases in previous years have been approximately $25,000 per year from this company. Individual purchases or orders vary based upon the fact that most of our work is replaced or repair of damaged signs or new signs for specific purposes along with such things as replacement poles and posts for those that have been knocked down or otherwise compromised, the extent of which cannot be predicted or planned. The City of Nashua currently has several thousand signs and many miles of pavement markings and crosswalks to maintain. In order to do that, we need to purchase parts and supplies to replace those that have been damaged or worn out. Perma-Line Corp. of New England is the regional vendor for several proprietary items used and have proven to be a competitive source for items from several manufactures in the New England area. Minutes of Board of Public Works Meeting of February 19, 2015 Page 9  X. Wastewater Department: A. Motion: Commissioner Moriarty to approve the User Warrants as presented. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously B. Motion: Commissioner Moriarty to approve the retirement of Operator II Martin Davis effective February 27, 2015. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously DISCUSSION: Martin Davis has been employed by the City of Nashua, Wastewater Department for over 9 years. As an Operator II, he has assisted with many projects and he will be sorely missed. We would like to wish Mr. Davis well in his retirement. XI. Administration A. Workman’s Comp. Summary: Commissioner Lavoie motions to approve and place on file the Workman’s Comp. Summary. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously B. Director’s Report The Director showed a series of slides showing various current Public Works projects and activities. XII. Commissioner’s Comments Commissioner Lavoie commended the Department of Public Works staff for the work they have done on the roads during the span of the storms over the past month. Commissioner Moriarty thanked the Director for quickly addressing the concerns of the residents as they come in. The Director mentioned that the Facebook page “Nashua Civic Sounding Board” is not a City site and is not monitored by city personnel. Meeting adjourned at 6:46pm Minutes of Board of Public Works Meeting of February 19, 2015 Page 10