Board of Public Works

Minutes of Board of Public Works Meeting of March 19, 2015 A regular meeting of the Board of Public Works was held on Thursday, March 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 David Simmons, Superintendent of Wastewater Commissioner Paul G. Bergeron Steve Dookran, City Engineer Commissioner Tim Lavoie Ken Siegel, Aldermanic Liaison 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 Commissioner Pappas: 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 Special Meeting of February 12, 2015. SECONDED: Commissioner Lavoie MOTION: Carried Unanimously III. Motion: Commissioner Moriarty to approve the Minutes of the Board of Public Works Meeting of February 19, 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 City Engineer Steve Dookran 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 March 19, 2015 Page 1  Motion: Commissioner Pappas to accept and place on file the informational report on the Broad Street Parkway update. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously VI. Street Department: A. Motion: Commissioner Bergeron to approve the purchase of delivered concrete for Main Street sidewalk construction from Granite State Concrete of Milford, NH. The total amount of this purchase order will be for 350 cubic yards or a budgeted value of $42,000. Funding for this purchase through Department 161 Streets; Fund: General; Activity: Main Street. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: This season it is our intent to request Granite State Concrete as the sole source vendor for concrete service on Main Street Block 3, 4 and 5 (East Side). Granite State Concrete has agreed to hold 2014 construction season pricing, has a better quality material, coordinates deliveries with City operations day or night and customer service has been impeccable during the busy season. B. Motion: Commissioner Bergeron to approve the purchase of brick and poly sand for Main Street sidewalk construction from Corriveau Routhier of Nashua, NH. The total amount of this purchase order will be for 45,000 bricks and 150 bags of poly sand for a budgeted value of $43,860. Funding for this purchase through Department 161 Streets; Fund: General; Activity: Main Street. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: This season it is our intent to request Corriveau Routhier as the sole source vendor for bricks and poly sand supplies on Main Street Block 3, 4 and 5(East Side). For the past years, Corriveau Routhier has supplied English Edge bevel bricks and poly sand for the Main Street project. As in the past, Corriveau Routhier has agreed to hold their pricing from the 2014 construction season and has agreed to secure the purchased stock in their retail yard located in Nashua as a convenience to the City. During operating hours City employees retrieve materials from the vendor’s yard in an attempt to use time more efficiently and cost effectively. VII. Solid Waste Department: A. Motion: Commissioner Pappas to approve the transmission replacement on the 2000 JCB 426B loader by Camerota Truck Parts of Bow, New Hampshire in the amount of $17,410. Funding will be through Department: 168 Solid Waste; Fund: 54600; Account Category: 54 Property Services. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously Minutes of Board of Public Works Meeting of March 19, 2015 Page 2  DISCUSSION: The transmission in the landfill’s 2000 JCB 426B loader suffered a failure and needs to be replaced. Camerota Truck Parts of Bow, New Hampshire is the northeast distributor of the transmission used in the JCB and is best qualified to do the job. They estimate it will take 3 to 4 days to remove the operator’s cab, replace the transmission and put the loader back into service. Camerota will warranty the replacement transmission for 12 months including parts, labor and leaks. VIII. 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 selection of Mr. James Lavalley of Nashua, NH to the position of Maintenance Foreman, Wastewater Treatment Facility. Starting salary for this position will be $28.50 per hour for a yearly salary of $59,278.96. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: This vacancy was the result of the promotion of Eugene Meyers to Operator II at the BPW meeting held on October 30, 2014. The position was posted internally per the UAW CBA, and then externally on the City website, local newspapers and government websites. There were 2 applicants currently working at the NWTF and one external candidate that were interviewed. The interview team consisted of David A. Simmons, Wastewater Superintendent, John Adie, Plant Operations Supervisor and Kenneth Lowe, Acting Maintenance Foreman. The interview team developed and administered a set of interview questions related to the position. Mr. James Lavalley was selected as the preferred candidate because of his 11 years of experience and knowledge of the Nashua Wastewater Treatment Facility together with his extensive mechanical ability. Commissioner Moriarty requested that in the future we make sure to have someone outside of the department interview internal and external candidates. Director Fauteux responded that both Andy Patrician, Division Operations Manager, and herself also interviewed him although it wasn’t listed in the memo. C. Motion: Commissioner Pappas to approve the selection of Mr. Benjamin H. Smith of Merrimack, NH to the position of Collection Systems Operator, Wastewater Treatment Minutes of Board of Public Works Meeting of March 19, 2015 Page 3  Facility. Starting salary for this position will be $22.73 per hour for a yearly salary of $47,278.40. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: This vacancy was the result of the promotion of Jason Robbins to WWTP Mechanic at the BPW meeting held on November 5, 2014. The position was posted per AFSCME CBA from October 7, 2014 through November 19, 2014 and there was one internal applicant. That applicant later withdrew his name. The vacancy was posted externally, on the City website, in local newspapers and related government agency’s websites. There were two applications received and one interview conducted. The interview team consisted of John Adie, Plant Operations Supervisor, Kenneth Lowe, Acting Maintenance Foreman and David A. Simmons, Wastewater Superintendent. The interview team developed and administered a set of interview questions related to the position. Mr. Smith was selected because of his knowledge, ability and qualification to operate a Vactor truck similar to the one he will be required to operate at the Nashua Wastewater Treatment Facility. Superintendent Simmons confirmed the candidate has a CDL-B license. D. Motion: Commissioner Pappas/Moriarty to approve Amendment 1 to Woodard & Curran’s contract for the Aeration Blowers, Aeration Tanks and Secondary Clarifier Upgrade project in an amount not to exceed $40,000 for additional Construction Phase Services and purchase of related equipment. Funding for this amendment will be through Department: 169 - Wastewater; Fund: Wastewater; Activity: Aeration Blowers and Secondary Clarifier Upgrades. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: The construction phase services for the Aeration Blower, Aeration Tanks and Secondary Clarifier Upgrade project was awarded to Woodard & Curran of Portland, ME on October 8, 2012 in the amount of $398,000. This project is nearly complete except for recent upgrades needed to the dissolved oxygen (DO) probes and programming of the master control panel (MCP). The purpose of this amendment is to have Woodard Curran oversee the purchase and installation of 10 new DO probes, initial setup of the new probes and programming upgrades to have the new probes control the air flow from the new aeration blowers. Recent frequent problems with the dissolved oxygen probes are primarily related with the age of the probes. When design of this project began in 2010, the DO probes were new and working properly. In the past 5 years, especially with construction upgrades to the 4 aeration tanks, many of the DO probes are not working properly. A prudent Minutes of Board of Public Works Meeting of March 19, 2015 Page 4  and economical decision would be to replace all the probes now and have them properly controlling air flow from the new blowers thru a master control panel. Since this work involves dealing the DO supplier (HACH), the contractor (Penta) and their vendor who will program the MCP (Siemens), it is better handled by the consultant so that one entity is charge of scheduling all this work to minimize further delays. The City has reviewed Woodard & Curran costs for this work and found a cost not exceeding $40,000 for their oversight, equipment purchase and vendor installation to be reasonable. Based on this estimated cost the new value of Woodard Curran’s contract would be $438,000. This project is eligible for a 20% State Aid Grant from the New Hampshire Department of Environmental Services. IX. Engineering Department: A. Motion: Commissioner Pappas to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously Below is a list of Residential and Commercial Wastewater Service Permits issued for the period February 1 through February 28, 2015. Residential and Commercial Wastewater Service Permits February 1 through February 28, 2015 Betterment Permi Entrance Date Appl Location Address Name Comments Fees t # Connection # 10% Discount Randy 2/04/2015 23535 13366 90 Robinson Rd Vacant Lot $902.50 X X X Turmel Holly Acct 51998 2/05/2015 23536 13367 18 Legacy Dr $295.00 X McCarty SD Lot 3178 Shirley 2/06/2015 23537 13368 77 Pine Hill Ave Record Only $0.00 Cheney 295 Daniel 2/18/2015 23538 13369 Kallely Sajan Add fixtures $0.00 Webster Highway Sathamurthy Original 2/18/2015 23539 13370 12 Crestwood Ln $295.00 X K. Pattanam Application TOTAL $1,492.50 Minutes of Board of Public Works Meeting of March 19, 2015 Page 5  B. Motion: Commissioner Bergeron to approve Change Order No. 8 to the Main Street Sidewalk Curbing Improvements Contract to Classic Curb Inc. of Bow, NH in the amount of $51,625. Funding will be through: Department: 161 - Street; Fund: General; Activity Description: Main Street. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: The City currently has a contract with Classic Curb in the amount of $98,762. This Change Order in the amount of $51,625 is for the installation of additional new curbing on Main Street Blocks 3, 4 and 5 east side (Temple Street to East Hollis Street). The decision to do a change order with Classic Curb was based on their costs remaining the same since work on Block 1 which started in April 2012. The work requires close coordination with the schedule of the Street Department work and Classic Curb has demonstrated their flexibility and willingness to work cooperatively with the City in the past and again this year. In addition, they continue to provide the lowest prices with high quality workmanship. This Change Order results in a revised contract amount of $150,387. C. Motion: Commissioner Bergeron to approve Change Order No. 2 to the Main Street Electrical Contract to Johnson’s Electric Supply, Inc. of Nashua, NH in the amount not to exceed $31,500. Funding will be through: Department: 161 - Street; Fund: General; Activity Description: Main Street. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: At the June 25, 2013 meeting, the Board approved a contract to Johnson’s Electric Supply, Inc. in the amount of $32,925 to provide various electrical improvements along Main Street. This work included installation of two new control/load centers powering street lights and electrical outlets in granite planters, green spaces and tree grates as well as the installation and connection of approximately 3.7 miles of underground wires. The bid received was lower than the Engineer’s estimate. At the February 27, 2014 meeting, the Board approved Change Order No. 1 to Johnson’s Electric Supply, Inc. in the amount of $17,905 for electrical services including labor and materials on Blocks 4 and 5 west side. This Change Order No. 2 in the amount not to exceed $31,500 is for similar electrical services including labor and materials for a new load center on block 5, street light wiring, GFCI electrical outlets at each street light, planter and tree grate as well as the installation and connection of approximately 4.8 miles of underground wires within the Main Street Improvements project on Blocks 3, 4 and 5 east side. The contractor has agreed to maintain the same unit costs provided in the original contract, with a 3% increase for labor costs (from their 2013 original contract). Minutes of Board of Public Works Meeting of March 19, 2015 Page 6  The needed electrical work requires close coordination with construction being completed by the City forces. Johnson’s Electric Supply, Inc. has demonstrated their flexibility and willingness to work cooperatively with the City on the Main Street Improvements Project. Change Order No. 2 results in a revised total contract amount of $82,330. D. Motion: Commissioner Bergeron to approve Change Order No. 1 to Purchase Order 118385 to Swenson Granite Company, LLC. of Concord, NH in the amount not to exceed $29,500. Funding will be through: Department: 161 - Street; Fund: General; Activity Description: Main Street. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: As part of the Main Street Sidewalk Improvements, additional landscaping beds will be installed along Main Street from Temple Street to E. Hollis Street on the east side, similar to those installed in previous years. A Purchase Order was placed for the granite planter proposed on the east side of Block 5 in the amount of $3,037.45 This Change Order No. 1 in the amount not to exceed $29,500 is for additional granite planting beds along Blocks 3 and 4 on the east side. Change Order No. 1 results in a revised Purchase Order amount of $32,537.45. The City requested this purchase from Swenson Granite Company as they have proven to provide high quality products in the past, see blocks 1 & 2 and 3, 4 & 5 west side, they are the main distributer for the NH region and they have been the only bidder in the past as other vendors would not compete with them. E. Motion: Commissioner Bergeron to approve the use of funding to provide culvert rehabilitation near 11 Groton Road in the amount of $17,976. Funding will be through Department: 169 Wastewater; Fund: Wastewater; Activity: Stormwater Abatement. SECONDED: Commissioner Moriarty MOTION: Carried Unanimously DISCUSSION: An undocumented culvert near 11 Groton Road was identified when a resident stated there was a problem with puddling on the edge of Groton Road. After investigating, a culvert that was completely blocked due to sediment buildup and tree growth at the inlet was determined to be the cause and was added to the list of drainage issues that needed to be addressed. As part of the Southwest Trail project undertaken by the Planning Department, a portion of the asphalt trail will cross the location of the culvert, requiring the culvert to be extended to provide proper drainage of the area. In addition, the aforementioned culvert cleaning is required to allow flow through the culvert. In order to gain economies of scale, this culvert work was included in the trail project, with the funding from the account that addresses drainage issues. The culvert work will include Minutes of Board of Public Works Meeting of March 19, 2015 Page 7  cleaning and video inspection of the culvert, tree removal, headwall repairs, and reestablishment of the drainage downstream drainage swale. The Southwest Trail project was advertised on November 24, 2014. Eleven contractors attended the mandatory prebid meeting with three contractors submitting a bid. Morin’s Landscaping, Inc of Hollis, NH submitted the lowest bid of $446,195 for the entire project. The Planning Department determined that Morin’s is well qualified to complete this work. Morin’s has satisfactorily completed other construction projects in the City. X. Administration A. Director’s Report The Director showed a series of slides showing various current Public Works projects and activities. XI. Commissioner’s Comments Commissioner Pappas I think it would be great if maybe next month we go over the Paving Schedule and have it included in our packet. I noticed there were some bids and I was surprised to see Canal Street on it because I think Canal Street was done probably in 1995. I remember specifically when it was done and I think it has been a while since some of the other streets have been done. Director Fauteux Are you talking about the paving list that is posted on the web site or the recent RFP that went out? Commissioner Pappas The Main Road Paving Program. Mayor Lozeau That is different. I think you recall last year we talked to about the fact that we can’t seem to be caught up. Trying to come up with a plan, we created the special revenue fund of $2M and put out an RFP out for companies for the paving software to review our roads to make sure that they’re updated with the proper information so we can prioritize. One of the things we talked about was looking at some of the main roads because if we just did Amherst Street or West Hollis Street nothing else would get done. So I asked Engineering to put together a list of main roads that have significant problems that need to be fixed. This came up to about 26 miles and that was sent out to bid. Last week there was a mandatory pre-bid meeting. I think it would be valuable to find out how much that bid would come in at and what would it mean if we did that. So that is what that is. We may or may not be able to do it at all. We’ll have to see and come up with a solution. This year’s budget is going to be a particular challenge but I’d be happy if the bids came in under $14M. Minutes of Board of Public Works Meeting of March 19, 2015 Page 8  Commissioner Pappas I just noticed that Canal Street was listed and I remember specifically when Canal Street was paved and I believe maybe it was 1996 when it was repaved and I don’t recall in the last 20 years Broad Street getting done or Concord or Manchester. Mayor Lozeau They are all on that list. Commissioner Pappas Right. Mayor Lozeau It is based on the Benefit Value Index – how many cars a day use it and the condition of the road. And those were what Engineering identified as the main roads with the highest priority. So if Canal Street was paved 20 years ago and needs to be paved again it must mean that it has a high benefit value. Commissioner Pappas I’m not necessarily disagreeing with that, I just think it would be interesting maybe if we had a list for folks to know what are the criteria, because I know if we wait too long for some roads then we can’t do the mill and fill and then you have to redo the whole thing like we had to do with East Stark. Mayor Lozeau You mean reclaiming the road? Commissioner Pappas Yes. Mayor Lozeau Are you talking in the last few years? There was a small portion of a road that we had to do some reclamation work on but it wasn’t a lot. We’ve managed to not reclaim many. There’s a section of West Hollis that in order to really do it right and to correct a draining problem we should take it down significantly. In the RFP there is a requirement that it be milled down much lower than we normally do – but really it should be regraded and redone. But to do that would wipe out two years of paving money so I’m not sure what we’re going to do, but I thought we should know what the numbers are and what the priorities are. I think it is important that we have a paving plan going forward that makes sense. Knowing it will change every year, but I just wanted to see what would happen if we looked at some main roads that are really in bad shape. Commissioner Pappas I think another thing that would be really interesting to take a look at would be how much does it cost to mill and fill and can we do a mill and fill on a street more than once or on portions of it that give out. I think those would be interesting questions for folks. Minutes of Board of Public Works Meeting of March 19, 2015 Page 9  Mayor Lozeau I think it will be very helpful to get the software loaded with the most recent information. I think that would be very critical for us. Our software hasn’t been updated in ten years and Engineering worries that conditions could change so much that we’re not looking at them the way we should. I would expect that within the next 30 days we should know the company that has the software we want and if we have the funds to purchase it and move forward. Then we will get a timeline for how long it will take to get the information into the system. I think all of this should play out within the next six months and maybe we can at least get a start of a plan underway for the spring of 2016. Commissioner Pappas Do we have a sense as to how long we have the records back from the paving? Mayor Lozeau What records? Do you mean what roads have been paved? I’m sure we have all of that. City Engineer Dookran We began keeping those types of records in the late 90’s. Commissioner Bergeron But for this year, the Spring Paving Program – the tab on the front of the web page – are those the roads we’re going to pave? Director Fauteux Yes. There are also a still a few that are yet to be determined. If you look at the list, it states “To be determined 3,175 linear feet of paving”. Commissioner Bergeron But the roads listed are the ones that are definitely going to be paved this year? Director Fauteux Yes. Those listed will not change. Meeting adjourned at 6:18pm Minutes of Board of Public Works Meeting of March 19, 2015 Page 10