Board of Public Works

Minutes of Board of Public Works Meeting of August 20, 2015 A regular meeting of the Board of Public Works was held on Thursday, August 20, 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 Nick Caggiano, Superintendent of Parks & Recreation Absent: Commissioner Tracy Pappas Eric Ryder, Superintendent of Streets Jeff Lafleur, Superintendent of Solid Waste Steve Dookran, City Engineer Ken Siegel, Aldermanic Liaison David Deane, President, Board of Aldermen Mayor Lozeau called the meeting to order at 5:30 p.m. and called the roll. Commissioner Moriarty: Present Commissioner Bergeron: Present Mayor Lozeau: Present I. MOTION: Commissioner Moriarty moved to approve the Agenda as presented. SECONDED: Commissioner Bergeron MOTION CARRIED: Carried Unanimously II. MOTION: Commissioner Moriarty to approve the Minutes of the Board of Public Works Meeting of July 16, 2015. SECONDED: Commissioner Bergeron MOTION CARRIED: Carried Unanimously III. MOTION: Commissioner Moriarty to approve the Minutes of the Board of Public Works Special Meeting of August 6, 2015. SECONDED: Commissioner Bergeron MOTION CARRIED: Carried Unanimously IV. Public Comment: Paula Johnson joins the discussion. She expressed concern over the reconfiguration of the West Hollis from Riverside to Wellesley Road. She said the left turn lane ending at Wellesley it is very dangerous. She also said that the light at the intersection of Wellesley and West Hollis coming off of Wellesley doesn’t change very often and should be adjusted. The Mayor responded that although that intersection is still difficult, it is safer than it was prior to the changes. She hasn’t experienced the delays with the light at Wellesley. Minutes of Board of Public Works Meeting of August 20, 2015 Page 1  V. Broad Street Parkway A. Informational: Overall Status of the Broad Street Parkway. MOTION: Commissioner Bergeron moved to approve and place on file the Informational Update of overall status on the Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: John Vancor provided an update on the status of the Broad Street Parkway Project. Attached is the updated report on the project. B. MOTION: Commissioner Bergeron to approve Amendment to contract for Environmental Services with Sanborn Head Associates in the amount of $38,800. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION CARRIES: 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 of the removal and disposal of large amounts of buried asbestos on Parkway North, dealing with a buried contaminated tank found at 44 Broad St. and addressing contaminated drilled shaft spoils related to the foundation of the Nashua River Bridge. Amendments 4, 5, 6 and 7, totaling $109,000 incrementally provided additional budget so that if unanticipated underground hazardous material were encountered, Sanborn Head could react quickly and in so doing, avoid or minimize potential construction delays. Additional buried asbestos waste material has continued to be encountered. These unanticipated pockets of buried asbestos material continue to raise overall concern. Amendment 8 will provide budget for Sanborn Head to further increase the efforts to monitor ongoing excavation within the Millyard. Sanborn Head will now provide staff whenever excavation is occurring in the Millyard. This effort will enhance awareness, reduce the timeline needed to sample suspect excavated material and reduce reaction time should additional pockets of asbestos be encountered. C. MOTION: Commissioner Bergeron to accept the bid from P&L Landscaping of Merrimack, NH and award a contract to the same, for the reforestation of 34,664 square feet (.80 Acres) of land along the northern edge of the Broad Street Parkway, in the amount of $94,000. Funding will be through Department: 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. Minutes of Board of Public Works Meeting of August 20, 2015 Page 2  SECONDED: Commissioner Moriarty MOTION CARRIES BY MAJORITY: Commissioner Pappas, Commissioner Moriarty, Commissioner Bergeron – Yea; Mayor Lozeau - Nay DISCUSSION: The City of Nashua solicited bids for the reforestation of land along the northern side of the Broad Street Parkway between Broad Street and the Baldwin Street Bridge, IRB0592-072015. The area to be planted is 34,664 square feet (.80 Acres) and was identified on Exhibit A “Broad Street Parkway”. This bid request includes the purchase and planting of 330 trees and the watering of these trees for a period of 6 months as directed by the city. Part of the bid request includes a water bag for each tree. The trees will have a one year warranty period. The City anticipated the costs of the project to come in at approximately $425 per tree installed, plus $20 per water bag for a total of $140,910. A non-mandatory pre-bid conference was held on 7/8/15 with one vendor in attendance. An addendum was subsequently sent to all solicited vendors specifying that bid responses should include the amount and type of soil to be provided. The City received four bids as of the July 21st deadline as follows: Vendor Name Vendor Address Bid Price P & L Landscaping 79 Daniel Webster Highway, $94,000 Merrimack NH Leahy Landscaping, Inc. 56 Sanderson Ave, Lynn, MA $156,900 Morin’s Landscaping, Inc. 301 Depot Rd, Hollis, NH $169,853 O’Brien Homes, Inc. 18 Cassimere Street, Andover, MA $233,303 It was the recommendation of the Community Development Division that the City go with Leahy Landscaping, Inc. as they felt P&L Landscaping’s bid was incomplete. The large difference between the two lowest bids was discussed in length at the Finance Committee Meeting on August 19th. The Finance Committee didn’t find a compelling reason to pay an extra $64,000 to go with Leahy Landscaping, Inc. and approved the bid from P&L Landscaping. The Mayor expects the contract with P&L Landscaping to properly outline the quality of the trees, soil, etc. required by the City and feels confident that it will hold P&L to these standards. Alderman Siegel mentioned that the City has done business with P&L in the past and the work they have performed has been of high quality. D. MOTION: Commissioner Bergeron to approve Amendment for Construction Phase Services with Fay, Spofford & Thorndike for the Bridge contract in the amount of Minutes of Board of Public Works Meeting of August 20, 2015 Page 3  $16,158.84 and Roadway contract in the amount of $18,944. Funding will be through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Moriarty MOTION CARRIES: 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. A second amendment was approved in February 2015 when these allowances were nearly expended. FST has continued to respond to requests for information from the contractors. FST has also advised the City during ongoing discussions related to the drilled shaft foundations. At this point, the additional allowance funding has nearly been expended. This amendment will: 1. Provide an additional allowance funding for FST to continue to provide construction phase services related to highway and bridge construction. 2. Provide additional funding for FST to continue to provide input to the City regarding rock conditions encountered by the contractor during drilling of shat foundations. VI. Wastewater Department: A. Motion: Commissioner Bergeron to approve the User Warrants as presented. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: B. Motion: Commissioner Bergeron moves to approve and place on file the information update on Sewer Service Connection at 114 Pine Street Update. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The homeowner at 114 Pine Street complained to the Wastewater Department about a blockage in the sewer service line. The collection crew viewed the service line from the cleanout on his property to the top of the chimney at the sewer main. The 6-inch pipe at the chimney decreased to 4-inches at the bottom of the chimney (where it enters the main). This reduction in diameter of the piping is causing backup problems at this duplex property. The service line has been cleaned twice in the past month and will continue to be a problem unless the sewer service is replaced from the main to the edge of property. Minutes of Board of Public Works Meeting of August 20, 2015 Page 4  It is not cost effective to replace just the chimney section and not the rest of the pipe to the right-of-way (ROW). The remainder of the existing sewer service is an old clay pipe that may fail in the near future due to the age of the pipe. Hence it is most cost effective to replace the entire pipe from the main to the ROW. Cost proposals were requested from Crisp Contracting at $11,380, RWC Enterprises at $13,900 and TDD Earth Tech Inc. at $21,000. Crisp Contracting is the lowest qualified bidder and this work will award to him in an amount of $11,380. Funds are available for this work in Department: 169 Wastewater; Fund: General Fund Operating Budget; Accounting Classification 54 Property Services. VII. Solid Waste Department: A. Motion: Commissioner Bergeron to approve the purchase of recycling and trash carts for curbside collection in an amount not-to-exceed $145,000 from Toter Inc. located in Statesville, North Carolina. Funding will be through: Department: 168-Solid Waste; Fund: Solid Waste; Account Classification: 71 Equipment. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Toter Inc. has been the vendor supplying trash and recycling carts for the City of Nashua since 2003 when the automated trash collection program started. The curbside recycling program has grown immensely and the demands for recycling carts are on the rise. In October 2002 (RFP #0721-110802), a nine member committee comprised of DPW, BPW, and Purchasing officials as well as a representative of the Board of Aldermen and the general public interviewed prospective vendors and evaluated their proposals. Toter Inc. was chosen and has been providing a quality product and excellent service as well as honoring warranty claims presented. B. Motion: Commissioner Bergeron to renew Sanborn Head and Associates, Inc. (SHA) Landfill Gas Management Suite (LFGMS) service for 3 years from FY16 to FY19 in an amount not to exceed $12,000 per year. Funding for this Service is found through Department: 168 Solid Waste; Fund Solid Waste; Account Classification: 53 Professional & Technical Services. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Solid Waste Department has utilized Sanborn Head’s Landfill Gas Management Suite, a web-based program, since 2009 to collect analyze, report, and monitor landfill gas data from the Four Hills MSW and Phase I/II landfills. The features of this program allow landfill gas data to be uploaded into a single database for ease of access and analysis. The program can also generate gas concentration maps, and e-mail notifications of regulatory exceedances and corrective action deadlines. Data from Minutes of Board of Public Works Meeting of August 20, 2015 Page 5  landfill surface emission scans is also uploaded into the program. This program has become an essential tool for compliance with the landfill’s solid waste and air emissions permits, and for monitoring the operation of the landfill gas collection system. Per NRO Sec 5-84 (A)(7), “Purchases under extensions of contracts when no increase exceeds 10% per year.” We are seeking your approval to extend the City’s annual agreement with Sanborn Head and their LFGMS software. The annual fee is $12,000, which has been the cost since 2009, billed at $3,000.00 per quarter. The annual fee includes upgrades and maintenance of the program for the Four Hill’s facility, and training and support services. C. Motion: Commissioner Bergeron to approve a contract with SCS Field Services of Reston, VA. to install landfill gas collection in the Phase II landfill in the amount of $261,385. Funding will be through Department: 168 Solid Waste; Fund: Solid Waste; Activity: Landfill Gas Collection. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The City issued an Invitation to Bid for the expansion of the landfill gas collection system in the Phase II landfill. Expansion of the gas collection system is ongoing as the landfill continues to be filled. The Solid Waste Department’s engineering firm, Sanborn Head and Associates, Inc. (SHA) prepared a construction design to install eight (8) new horizontal wells, eight (8) vertical wells and various parts for the maintenance of the well field. There are several reasons for the expansion. First is to control odors coming from the landfill. Second is to mitigate elevated landfill gas surface emissions which were detected in the recent tri-annual surface scans. Lastly, expansion is necessary to comply with our Landfill Operating Plan with NHDES, which calls for additional collection at the current waste elevation in the Phase II landfill. The invitation to bid was sent to seven (7) qualified vendors and two (2) responded. Based on the low bid, qualifications of SCS Field Services, and familiarity with the Four Hills Landfill, it is the recommendation by the Superintendent of Solid Waste to accept SCS Field Services as the vendor to do the work listed above. Below is the bid tabulation from the submitted bids. Bid Tabulation Price SCS Field Services $ 261,385.00 Advanced One Development, LLC $ 354,680.00 Commissioner Moriarty asked for an update on the status of the Condominium Recycling program. Superintendent Lafleur responded that the department has provided pricing to the committee and is waiting for a response from the condominiums. Mayor Lozeau said the next step will be to send a letter and bid information to those who originally expressed interest. Alderman Siegel asked for a list of those Condominiums that expressed interest in the program. Minutes of Board of Public Works Meeting of August 20, 2015 Page 6  Mayor Lozeau asked Superintendent Lafleur to ensure that the Sally Hyland, Recycling Coordinator, verifies that the info is on the website. Commissioner Moriarty asked if schools have expressed interest in a recycling program and Mayor Lozeau stated that there hasn’t been much interest from schools. VIII. Park and Recreation Department A. Motion: Commissioner Bergeron approve the purchase of two 2015 Ford F250 4x4 pickup trucks with plows from MHQ (Municipal Headquarters) of Marlborough, MA for the price of $70,410 pursuant to the Plymouth County Contract. Funding will be through Department: 177 Parks and Recreation; Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: This scheduled purchase will replace units #570, a 2007 Chevrolet pickup truck, and #572, a 2007 Chevrolet pickup truck. These vehicles currently have 52,149 and 45,873 miles on them. They are showing corrosion to the floor, frame and brake lines. These units will be used by maintenance crews in the summer and by snow crews in the winter caring for the inner city snow routes and schools. This request is consistent with the City Capitol Equipment Reserve Fund (CERF) detailed schedule. The planned CERF request for FY16 was approved by the Board of Alderman on June 24, 2015 by R-15-142. The Ford F250 comes with a 3 year 36,000 mile warranty. The Superintendent and Fleet Manager both recommend this purchase. Commissioner Bergeron asked if there is an undercoating that can be applied to help protect trucks from rusting out. Commissioner Ryder joins the discussion. He communicated that an undercoating is available but it doesn’t hold up in New England. Waste oil is used in some locations, but isn’t environmentally friendly. The only solution is a power wash. B. Motion: Commissioner Bergeron to approve the purchase of a 2015 Ford F350 4x4 1 Ton truck with plow and sander from MHQ (Municipal Headquarters) of Marlborough, MA for the price of $53,640 pursuant to the Plymouth County Contract. Funding will be through Department: 177 Parks and Recreation; Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: This scheduled purchase will replace unit #518, a 2006 Chevrolet 1 Ton truck with plow and sander. This vehicle currently has 44,915 miles. The vehicle is showing corrosion to the floor, frame, bed and brake lines. The spreader for this truck is inoperable. This unit Minutes of Board of Public Works Meeting of August 20, 2015 Page 7  will be used by maintenance crews in the summer and by snow crews in the winter caring for the inner city snow routes and schools. This request is consistent with the City Capitol Equipment Reserve Fund (CERF) detailed schedule. The planned CERF request for FY16 was approved by the Board of Alderman on June 24, 2015 by R-15-142. The Ford F 350 comes with a 3 year 36,000 mile warranty. The Superintendent and Fleet Manager both recommend this purchase. Commissioner Moriarty asked what is to become of the inoperable spreader. Superintendent Ryder said anything that can be salvaged will be pulled off of the spreader and what is left will be scrapped. C. Motion: Commissioner Bergeron to approve the purchase of pool rehabilitation work to the low bidder that met the specifications Stone Edge Design of Pepperell, MA. for the price of $122,456. Funding will be $11,627 Department: 177 Park & Recreation; Fund: General; Account Classification: 54 Property Services; $35,829 Department: 177 Park & Recreation; Fund: PY Escrow; Account Classification: 81 Capital Outlay; $75,000 Department 184 Community Development; Fund: Grant; Activities: CDBG 15 and CDBG 16. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The scope of work for this project will include the following items.  The construction and installation of stairs with a rail for the pool.  The repair and preparation of the perimeter pool coping.  The preparation and installation of a pad and PVC liner to the pool.  The installation of a winter pool cover. The pool liner will be 60 mills in thickness and will match the linear that was put in Rotary pool in 2009. All of the work will come with a three year warranty. The liner will have a ten year warranty. The work will be scheduled this fall and should be completed before winter. Stone Edge Design has worked for the City of Nashua in the past and their work was done well and on time. The bid went out to 15 companies. Three companies responded with a bid. The Purchasing Manager and the Superintendent recommend this award. D. Motion: Commissioner Bergeron to approve the reassignment of Mr. Robert Soares of New Ipswich, NH to his former position of Lead Groundsman Holman Stadium. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Mr. Soares was awarded the Grounds Keeper Maintenance positon at the Board of Public Works meeting of July 16, 2015. After being in the positon for the past three weeks Mr. Soares has come to realize that this positon is much more than he expected Minutes of Board of Public Works Meeting of August 20, 2015 Page 8  and wishes to return to his former job at the stadium. Mr. Soares is currently in his 60 day probationary period. The positon at the stadium is open and has not yet been filled. Article 11 F states- Any employee who is awarded a transfer shall be allowed to transfer back to his/her former positon within their probationary period. In addition, any employee may transfer back to his /her former position or to another positon, if the other position has a higher pay rate, for a period of one year after the award is made, only if a vacancy exists. E. Informational: Commissioner Bergeron to accept and place on file thank you notes from Southern NH Services, The NHIAA, Cal Ripken baseball, American Legion baseball and Little League baseball. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously IX. Street Department: A. Motion: Commissioner Bergeron to approve the purchase of a 2015 Ford Transit T-250 Low Roof Van from MHQ (Municipal Headquarters) of Marlborough, MA for the price of $24,156 pursuant to the Plymouth County Contract. Funding will be through Department: 161 Street; Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Withdrawn DISCUSSION: This scheduled purchase will replace unit #31, a 2002 Chevrolet Savana Van. This vehicle currently has 39,114 miles. This vehicle is showing excessive corrosion to the floor, frame and brake lines. This unit is used by the Engineering Department Surveyors and is a planned replacement on CERF for FY16. The new Ford Transit T-250 will be used year round and in similar capacity where it will be utilized by the engineering staff performing their daily routine. The Transit T- 250 comes with a 3 year 36,000 mile warranty. MHQ will deliver the Transit T-250 equipped with the base package with an optional backup camera for safety. The Superintendent and Fleet Manager both recommend this purchase. Commissioner Moriarty stated he was disappointed that the van wasn’t CNG. Superintendent Ryder said the cost differential is $5800-$7000 on a pickup truck but he wasn’t entirely sure about the differential for a van. The Mayor asked Superintendent Ryder to look into whether CNG is available in the van and, if so, find out the exact differential. Motion withdrawn until next meeting. Minutes of Board of Public Works Meeting of August 20, 2015 Page 9  B. Motion: Commissioner Bergeron to approve the purchase of a Snogo WK800 from H. P. Fairfield of Pembroke, NH for the price of $116,705 pursuant to Purchase Order 2671 procured through the City of Rochester, NH public bid. Funding will be through Department: 161 Street; Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The City of Rochester, NH went out to bid in September 2014 for a Front End Loader Mounted Snow Blower. Their bid included many of the specifications that Nashua would specify in a bid of its own. Also included in their bid was a comprehensive warranty package of a 7 Year/4000 Hour Powertrain and Hydraulics Warranty. The Loader Mounted Snow Blower from H. P. Fairfield will replace #73A a 1998 Blanehet RPM Tech B Model with 5257 hours. This Snow Blower is having maintenance issues with the frame and auger; parts are no longer in production and must be fabricated in-house from available supplies. The new Snow Blower is rated at 1200 ton of snow per hour. It will be the same make, size and operate identical to the smaller backup Snow Blower used by Nashua Airport. C. Motion: Commissioner Bergeron to approve the purchase of an Tennant Green Machine 636 from Staples Facility Solutions of Portsmouth, NH for the price of $102,808.40 Funding will be through Department: 161 Street; Fund: General; Activity: Equipment. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Street Department currently uses #142 a sweeper that is intended for use in a warehouse setting and is inadequate for use in the city. The sweeper is a 2000 Tennant Model 6400 with 3800 hours on the engine and is nearing the end of its useful life to the city. The Tennant Green Machine 636 has been designed to operate in a city environment. The Green Machine is an all-weather sweeper that has an enclosed cab, can be driven to the sweeping destination, and has an on-board pressure washer, dust control system, vacuum system and a backup camera for safety. The purchase of the Green Machine 636 will be through the NJPA (National Joint Powers Alliance) procurement service and will be purchased directly from Tennant through their local dealer Staples Facility Solutions of Portsmouth, NH. The vehicle can reach speeds up to 25 mph and has a pressure washer that can be used to clean up spills. D. Motion: Commissioner Bergeron to approve the purchase of one-2016 Freightliner 114SD Cab and Chassis Truck from Freightliner of New Hampshire of Londonderry, NH for the price of $116,954. Funding will be through Department: 161 Street; Fund: Trust; Activity: CERF. Minutes of Board of Public Works Meeting of August 20, 2015 Page 10  SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Street Department has one-Ten Wheel dump truck on CERF for FY16. In obtaining informational quotes Freightliner of New Hampshire quoted a 10 Wheel Cab and Chassis on June 2, 2015 for the price of $116,954. Liberty International quoted on June 17, 2015 off the State of New Hampshire bid and quoted a 10 Wheel Cab and Chassis for $119,777. Freightliner has quoted at below State of New Hampshire bid pricing for a truck that has the same features and options as their International 7600 SFA. The purchase of the Freightliners will enable the Street Department to continue the standardization of the fleet and maintenance items needed for stock. International has also omitted extended warranties from their quote which must be purchased separately with a 25% municipal discount. To have the same warranty level as the 6 wheel trucks will cost $6000 and $1050 for towing. The Cab and Chassis will be replacing unit #79 that is on the CERF schedule for FY16. This new truck will be out fitted with the same equipment as the unit it will be replacing. E. Motion: Commissioner Bergeron to approve the purchase of two-2016 Freightliner 108SD Cab and Chassis Trucks from Freightliner of New Hampshire of Londonderry, NH for the price of $87,669 each for a total of $175,338 Funding will be through Department: 161 Street; Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Street Department has two-Six wheel dump trucks on CERF for FY16. In obtaining informational quotes Freightliner of New Hampshire quoted on June 5, 2015 a price of $87,669 each for a total of $175,338. Liberty International quoted on June 9, 2015 off the State of New Hampshire bid and quoted two Cab and Chassis for $88,900 for a combined price of $177,800. Freightliner has quoted below State of New Hampshire bid pricing and has offered a truck with the same features and options as the International 7400 SFA. The purchase of the Freightliners will enable the Street Department to continue the standardization of the fleet and the maintenance items needed for stock. The Cab and Chassis will be replacing unit #15 and #66 that are on the CERF schedule for FY16. These new trucks will be out fitted with the same equipment the units they are replacing with exception to the V box sanders. Minutes of Board of Public Works Meeting of August 20, 2015 Page 11  F. Motion: Commissioner Bergeron to approve the purchase of two-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 $143,713. Funding will be through: Department: 161 Street Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Street Department went out to bid April 25, 2014 to up-fit four, six-wheel dump trucks purchased in March 2014 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. H.P. Fairfield has offered to hold their 2014 bid pricing for the purchase of two six-wheel truck up-fitting packages. 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. G. Motion: Commissioner Bergeron to approve the purchase of one-ten-wheel dump truck up-fitting equipment package from H.P. Fairfield, Pembroke, NH for the price of $75,249.50. Funding will be through: Department: 161 Street Fund: Trust; Activity: CERF. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Street Department went out to bid April 25, 2014 to up-fit 2, ten-wheel dump trucks purchased in June 2014 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. H.P. Fairfield has offered to hold their 2014 bid pricing for the purchase of a ten-wheel truck up-fitting package. 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. X. Engineering A. MOTION: Commissioner Bergeron to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Minutes of Board of Public Works Meeting of August 20, 2015 Page 12  Residential and Commercial Wastewater Service Permits July 1 through July 31, 2015 Connection 10% Discount Betterment Date Permit Appl Location Address Name Comments Fees # # Entrance Original 7/01/2015 23573 13404 162 E. Dunstable Rd James Monis $1,725.49 X X X Application Original 7/01/2015 23574 13405 14 Sims St Rick Pelletier $1,672.60 X X X Application Original 7/02/2015 23575 13406 20 Woodfield St Kelly Allie $1,024.00 X X Application 272 Daniel Webster 7/07/2017 23576 13407 Mark Nash Increase Use $295.00 X Hwy 7/08/2015 23577 13408 28 Legacy Dr Holly McCarty New Service $295.00 X 7/08/2015 23578 13409 33 Legacy Dr Holly McCarty New Service $295.00 X Oyungerel M. 7/14/2015 23579 13410 383 E. Dunstable Rd Zagdsuren Increase Use 0 X Kathleen 7/14/2015 23580 13411 226 Broad St, Unit 2 Bradley Increase Use 0 X Elizabeth Emergency 7/30/2015 23581 13412 10 St Joseph Dr Thibodeau Connection $540.00 X TOTAL $5,847.09 B. Motion: Commissioner Bergeron to accept the resignation of Lori Barrett, Street Construction/Repair and Permit Coordinator, effective July 31, 2015. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Lori Barrett has served the City of Nashua for the past 7 years and had worked in the Engineering Department for another 2 ½ years that ended in 2004. She has given notice of her resignation as of July 31, 2015. She has made valuable contributions to the Engineering Department and provided tremendous assistance to the Street Department in its operations. Her knowledge of the permitting process and construction will be missed. We wish her the best of luck in her new endeavors. Minutes of Board of Public Works Meeting of August 20, 2015 Page 13  C. Motion: Commissioner Bergeron to approve the award of the three year multi-year professional services contract for the Combined Sewer Overflow Flow Monitoring Program to the EST Associates, Inc. of Needham, MA for an amount of $118, 500. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Category: 53 Professional Services. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Combined Sewer Overflow (CSO) Monitoring Program consists of a full and comprehensive program for monitoring flow at all of the CSO discharge structures and three rain gauges and provides information for reporting to the USEPA and the NH Dept. of Environmental Services as required by the National Pollutant Discharge Elimination System (NPDES) permit for the Wastewater Treatment Facility. The data will further indicate the benefit to the receiving waters (Nashua and Merrimack Rivers) due to the completion of the City’s CSO Consent Decree projects. The installation of monitors will 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 will also provide the City with information regarding dry weather flows. Work includes supply of equipment, installation and monthly maintenance and reporting. The current multi-year contract is ending and the City issued a request for proposals for a new contract. The bid was set up to be a three year contract and includes the bid price in the first year for the set up and installation of the flow monitors and website. The contract was advertised on the City’s website. A non-mandatory pre-bid meeting was held on July 16, 2015 with three contractors in attendance. Two bids were received. EST Associates, Inc. Flow Assessment Set up and Installation $10,500 $0 Maintenance for three calendar years $108,000 $171,300 Total Bid Price for three years $118,500 $171,300 Optional fourth year of services $40,000 $58,000 Optional fifth year of services $42,500 $58,000 EST Associates, Inc. of Needham, MA is the low bidder for the three year contract. The first year cost is $46,500 with the second and third year costs being $36,000 each year. Optional services for maintenance for a fourth and fifth year were also bid and EST Associates, Inc. remains the low bidder for those services as well. Amendments to the contract will be sought for those future years. References were checked and favorable recommendations were received. Minutes of Board of Public Works Meeting of August 20, 2015 Page 14  D. Motion: Commissioner Bergeron to approve the contract with MDS Technologies, Inc. of Park Ridge, IL in the amount of $43,955. Funding will be through: Department: 161 - Street; Fund: Prior Year Escrow; Account Category: 53 Professional Services. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Recently the City selected Cartegraph management system as a software tool to assist in inventorying, operating and maintaining the public infrastructure, which includes the networks of roadways within the City. The Pavement Management module within Cartegraph is a tool to provide a systemic method to assess pavement condition, to identify maintenance and repair needs, and to plan pavement maintenance and repair activities in order to provide the best use of public funds while maintaining the roads in a safe and serviceable condition. However, the module must be populated with an existing condition survey of the roadways in the City. Under this contract, the consulting firm will collect data on existing pavement conditions and integrate the information into the Cartegraph system. Coordination of the data with the City’s Geographic Information System (GIS) is also required. The current road network and condition inventory originally assembled for the VHB Road Manager Program in 2004 is obsolete, unreliable and not compatible with GIS. The request for proposals was advertised on July 21, 2015. Three proposals were received on August 10, 2015 and are: MDS Technologies, Inc. of Park Ridge, IL $43,955 IMS (Infrastructure Management Services) of Rolling Meadows, IL $99,982 FST, Inc. of Bedford, NH $86,000 The proposals were reviewed and references checked. MDS Technologies, Inc. of Park Ridge, IL is the qualified, low bidder for this project. City Engineer Dookran joins the conversation. Mayor Lozeau asked how long it will take to set up. Engineering Dookran responded that it should take about three weeks to set up; however, it will then take time to make recommendations from the program. The current plan is to be done prior to the winter. There was a discussion about the Main Roads Paving Program. Mayor Lozeau hopes to be able to bring a proposal to the September Meeting. Minutes of Board of Public Works Meeting of August 20, 2015 Page 15  E. Anticipated motion based on engineering recommendation relative to construction award for Amherst St - Charron Ave project. DISCUSSION: City Engineer Dookran said one of the big issues with this project is that it is heavy in signal equipment which requires contractors to sub out that portion of the work. Also, contractors aren’t really looking for work this time of year. The one bid received was $300,000 - $400,000 higher than expected. When we asked why it was so high, the contractor said they only received one bid back from signal contractors and it was on the high end. Also, some of the signal equipment has a lead time that may not work with our proposed construction schedule. Keeping the signals in operation during construction will be an additional cost and they aren’t sure we can get the utility companies to do their work within our proposed time frame. City Engineer Dookran said we can try to see if we can push the utility companies to get their work done. Mayor Lozeau also mentioned that the new development needs this done in order to open. Commissioner Bergeron asked how this will impact the development’s building schedule. City Engineer Dookran said that he knows they are still moving forward but whether the road will be open in November to the point of being able to handle the traffic load or not will be a discussion for the Planning Board. If we move this contract to next spring we can save $200,000. Mayor Lozeau said that many people and businesses are anticipating this being open before winter and we will go back to the private businesses that have contributed to this project and discuss how we want to pay for these additional costs. F. Motion: Commissioner Bergeron to approve Change Order No. 1 for the 2015 Sewer Replacement Project to DeFelice Corporation of Dracut, MA in an amount not to exceed $260,000. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Activities: Sewer Rehab and Sewer Structures. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The 2015 Sewer Replacement Project included replacing approximately 950 feet of 15 inch concrete sewer in Temple Street from East Hollis St to Amory St. Construction is ongoing. In the past month, a sinkhole was discovered in a part of Temple Street just outside of the contract work limits. It was determined that the sinkhole was due to failure of a segment of the 125 year old, 15 inch concrete sewer. A temporary repair was done by in-house forces, but eminent failure of the sewer is predicted. In order to take advantage of the contractor work force that are mobilized on the same street, it is proposed to replace approximately 350 feet of 15 inch pipe and necessary appurtenances by adding the cost via change order to the existing contract. This additional work will encompass Minutes of Board of Public Works Meeting of August 20, 2015 Page 16  the temporary repair area and extend far enough to connect to the nearest section of sound, intact sewer main. Negotiations are continuing with contractor DeFelice Corporation. The Engineering estimate to complete the work is about $260,000. The original contract price is for $1,127,913.40. With this $260,000 change order, the new contract value is $1,387,913.40. The contract will also be extended to allow for the construction of the sewer and final paving next spring. G. Informational: Commissioner Bergeron to accept and place on file the Paving Program Update. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Attached is an update of the status of the streets included in the 2014/2015 Paving Program. Engineering is working with utilities, contractors and the Wastewater and Street Departments to prepare streets for paving. Coordination of paving with other city projects is also ongoing. Final paving has been completed on Rogers St. from Concord St to Webster St, Freemont St from Dublin Ave. to Woodland Dr. shimming has been completed on Ritter St. It is unlikely that required sewer repairs will be completed on sections of Mulberry St and Canal St which will delay this year’s paving of these sections. Additionally, gas main work is still under construction on Grove St. and will most likely put final paving into spring. The Stanley Lane rain garden has been planted by Parks Department and is functioning well. Mayor Lozeau mentioned that East Hobart Street is being added to the list. South Main Street will be delayed due to Pennichuck needing to do some work between Allds Street and Orchard Ave. They will do some milling and filling this fall to get through winter and it will be paved in the spring. H. Informational: Commissioner Bergeron to accept and place on file the CSO Consent Decree Quarterly Report to EPA SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously Minutes of Board of Public Works Meeting of August 20, 2015 Page 17  I. Informational: Commissioner Bergeron to accept and place on file the Three-Way Railroad Agreement regarding East Hollis St. Railroad Crossing SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Board of Aldermen has approved the three-way agreement between the City, New Hampshire Department of Transportation (NHDOT) and Pan Am Railways toward the reconstruction and upgrades of the rail crossing of East Hollis Street at the westerly edge of the intersection with Temple Street. Over the years, requests have been made to the NHDOT to address deteriorating railroad crossings including the one on East Hollis St. The crossing on East Hollis St has been in a deteriorated condition for many years and interim repairs have not held up. The NHDOT has secured Federal Highway (FHWA) funding for not only performing needed repairs but also for upgrading the crossing to meet federal railroad safety standards similar to the Broad St project that is underway. The agreement will allow NHDOT to secure the FHWA funding prior to the end of their fiscal year, September 30, 2015. NHDOT will be managing the project, with the schedule to begin construction this fall. Apart from replacing a significant portion of tracks and installing new signals and signage, the project includes improvements to curbing, sidewalk, new pavement and striping at the intersection. The overall project cost is $638,421.54 funded about 95% by FHWA and the remaining $32,121.67 funded by the City. Funding makeup, commitments and responsibilities during construction are detailed in the three-way Railroad Agreement. The City’s match of $32,121.67 consists of $21,314.00 contained in an escrow for the rail improvement project plus $10,807.67 that is already in a contract for the restoration of the intersection following the replacement of a failing sewer in that location. The sewer/road restoration work overlaps the road work for the rail project and is an appropriate share of the City’s match. XI. Administration A. Motion: Commissioner Bergeron to approve the attendance of Director Lisa Fauteux at the North America Natural Gas Vehicle Conference & Expo in Denver, CO from September 14th through 17th, 2015. Estimated conference and travel expenses are $2,000. Funding will be through Department: 160 Admin/Engineering; Fund: General; Account Classification: 55 Other Services. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously Minutes of Board of Public Works Meeting of August 20, 2015 Page 18  B. Informational: i. Motion: Commissioner Moriarty to accept and place on file the Main Street Sidewalk Update. SECONDED: Commissioner Bergeron MOTION CARRIES: Unanimously ii. Director’s Report A series of slides showing various current Public Works projects and activities were shown. XII. Commissioner’s Comments None. Meeting adjourned at 7:31 pm Minutes of Board of Public Works Meeting of August 20, 2015 Page 19