Board of Public Works

Minutes of Board of Public Works Meeting of February 29, 2016 A regular meeting of the Board of Public Works was held on Monday, February 29, 2016 at 5:30 p.m. at the Auditorium at City Hall, 229 Main Street, Nashua, NH 03060. Members Present Mayor James Donchess, Chair Lisa Fauteux, Director of Public Works Commissioner Paul G. Bergeron, Vice Chair Nick Caggiano, Superintendent of Parks & Recreation Commissioner Tracy Pappas Steve Dookran, City Engineer Commissioner Kevin S. Moriarty David Simmons, Superintendent of Wastewater Jon Ibarra, Interim Superintendent of Streets Ken Siegel, Aldermanic Liaison Mayor Donchess called the meeting to order at 5:30 p.m. and called the roll. Mayor Donchess: Present Commissioner Bergeron: Present Commissioner Pappas: Present Commissioner Moriarty: Present Commissioner Ackerman: Absent MOTION: Commissioner Bergeron to approve the Agenda as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Carried Unanimously MOTION: Commissioner Bergeron to approve the Minutes of the Board of Public Works Meeting of January 21, 2016 with the incorporation of the correction noted. SECONDED: Commissioner Moriarty MOTION CARRIED: Carried Unanimously Commissioner Bergeron noted a spelling error. Public Comment: Alderman Lopez asked when the bike racks will be put back on Main Street. Director Fauteux responded that they will not be put on Main Street but rather on side streets that lead to Main Street and will be installed this spring. Parks and Recreation Department: A. Motion: Commissioner Bergeron to approve the award of the 2016 City 4th of July Fireworks Celebration contract to the low qualified bidder, Atlas PyroVison Entertainment Group of Jaffrey, N.H., in an amount not to exceed $14,500. Funding will be through Department: 177 Park and Recreation; Fund: General; Account Classification: 55 Other Services. SECONDED: Commissioner Pappas MOTION CARRIES: Unanimously DISCUSSION: Minutes of Board of Public Works Meeting of February 29, 2016 Page 1  Under IFB0410-010816 the City solicited bids for the 4th of July fireworks display. Bids requested were to include pricing for years 2016 through 2019. It was the intention of the City to award a three-year contract with an optional fourth year should the bids include a reduction in price for year two. Bids were received from three vendors (See attached bid comparison). Atlas PyroVision Entertainment Group was the apparent low bidder. The aggressive pricing that was proposed shows the firms strong desire to work with the City and produce our display. References were checked from other communities that have used and are currently using Atlas for their fireworks displays. All of the references had very positive feedback regarding Atlas’ shows. This year the price of the show was discounted to reflect the firm’s commitment to the City. The City is not obligated in any way to continue using Atlas in the upcoming years if the show proves to be unsatisfactory. Park & Recreation Department staff reviewed with Atlas the expectations of the City with regard to the length and quality of the display and they are comfortable Atlas understands these expectations. Additionally, Atlas has a local business in Nashua. Based on review of the performance of Atlas in other communities it is the recommendation of the Park & Recreation Department to award a one year contract with two optional one year extensions to the lowest qualified bidder Atlas PyroVision Entertainment Group, Inc. of Jaffrey, NH for the 2016 display at a cost not to exceed $14,500. B. Informational: Commissioner Pappas to accept and place on file the 2015 Emerald Ash Borer update from the State of NH. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Commissioner Moriarty noted that he didn’t see any mention of Nashua in the report and asked if the Emerald Ash Borer has been seen in Nashua. Superintendent Caggiano responded that it has been spotted in Hollis and Pelham. He said it will affect Nashua at some point and will decimate many of the ash trees in the City. He noted that experts are experimenting with some bacteria that is sprayed on trees that gives the pest a fungus. Up north they are experimenting with parasitic wasps that will lay larvae in the insect. He said that within two years it will be in Nashua. He said that the traps at Mine Falls haven’t caught any at this point. He also said that 30-40% of trees in Nashua are ash trees. Commissioner Pappas asked if we still have access to the tree inventory that was performed by volunteers. Superintendent Caggiano said the inventory was performed about 8 years ago and was only one ward. She also asked if we should inspect trees that may be getting old and sick and deal with them proactively. Superintendent Caggiano responded that we don’t have the ability to do that, however we have done a lot of proactive work this winter and look at Minutes of Board of Public Works Meeting of February 29, 2016 Page 2  trees that may cause damage during a storm. He confirmed that residents can’t cut down a City tree but would advise residents that have a concern about a tree to contact the Parks & Recreation Department. Alderman Siegel asked why we are waiting for the pest to get here rather than be proactive and start a program to get the parasitic wasps. Superintendent Caggiano said that that isn’t a possibility at this point because they are just beginning that work and are at the preliminary stages. He will research the possibility of getting involved in the program. The fatality rate is 100% once the pest infects an ash tree. C. Informational: Commissioner Pappas to accept and place on file the letter from the NHIAA regarding the use of City facilities. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Superintendent Caggiano mentioned that they used Stellos Stadium, North Common Baseball Field and Ledge Street Baseball Field for baseball playoffs, soccer playoffs, field hockey and lacrosse. D. Informational: Commissioner Pappas to accept and place on file the information from Eversource regarding power transmission line tree work planned for 2016. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The project will be broken up into three separate projects. Project 1: Eversource full width cutting removing vegetation it the 100 foot easement between the Blue Hill substation on Pine Hill Road and the Broad Street substation. Project 2: Eversource will be side trimming and hazard tree removal from the Broad street substation to the Long Hill substation adjacent to the Everett Turnpike. Project 3: Eversource will be side trimming and hazard tree removal from their Right Of Way between the Everett Turnpike and Lock Street. E. Motion: Commissioner Pappas to approve the proposed relocation of the David Deane Skateboard Park to Stadium Drive in the area identified as location A on the attached map. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The relocation of the skateboard park has been a discussion item for some time. A Skate Board Park Committee was assembled to seek out a new location. This committee was comprised of skateboard park users, skateboard industry personnel, members of the public Minutes of Board of Public Works Meeting of February 29, 2016 Page 3  and city officials. The committee proposed numerous locations throughout the city and was asked to rank the locations to determine what the best location would be. The committee chose the site located behind the current salt barn at the Street Department on Stadium Drive due to the surrounding recreational facilities such as the YMCA, Stellos Stadium, The Conway Ice Center, and Mine Falls Park. The future relocation of the Street Department and the general amount of public activity around the area are also favorable to the selected location. A meeting was held to discuss a conceptual lay out and a proposed time table for the relocation. There is currently more detailed design work being completed. The funding for this proposed project has been identified as the Skateboard Park Trust fun which has a current balance of $537,561. Commissioner Pappas stated how she would have liked it to come before the Board prior to a decision being made. Director Fauteux responded that they could do that in the future. There weren’t a lot of opportunities to move the park. The other sites that were proposed didn’t work out and this is a great site because it is already a recreational area. Cite C has a landfill issue so it couldn’t be used and Site B had concerns about the park and ride since the parking lot is already overflowing. Site A is a perfect location. Superintendent Caggiano mentioned that one of the benefits of the site is that it is a self-monitored area due to the level of activity. It is also right next to the police station. The committee included Commissioner Bergeron, Alderman Deane, Superintendent Caggiano, Brian Fiske and James Powers (skateboard industry experts). Mayor Donchess pointed out that this is the recommendation of that committee and is presented for discussion to the Board. It hasn’t yet gone to the Board of Aldermen or Infrastructure Committee. Commissioner Pappas asked that the Board be kept apprised as the decision process is moving forward in the future rather than just being informed after a decision has been made. Director Fauteux emphasized that this is very preliminary at this point. The site is only identified - next is the design phase. She said she will update the Board as things progress. Commissioner Moriarty asked if the YMCA has been notified of this plan. Superintendent Caggiano said that he doesn’t believe they’ve been involved in the process thus far but believes they will positively respond to the plan. Mayor Donchess asked that someone reach out to the YMCA to inform them and get their feedback. Director Fauteux responded that she would. Alderman Siegel asked if Renaissance would be putting up any money for this project because they made a promise that they would. Director Fauteux said no - $250k came from contingency and the rest came from the cell tower. Once the park is moved funding will still come from the cell tower. Alderman Siegel expressed his disappointment that Renaissance is backing out of the agreement even if it isn’t in writing. Commissioner Pappas confirmed that they did verbally agree to pay for it. Minutes of Board of Public Works Meeting of February 29, 2016 Page 4 Street Department A. Motion: Commissioner Pappas to eliminate the positions of Traffic Supervisor and Operations Coordinator and create the position of Traffic Foreman and Street Operations Supervisor. Funding for the positions will be through: Department: 161- Streets; Fund: General; Account Classification: 51-Salaries & Wages. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Elimination of the Traffic Supervisor and the creation of the Traffic Foreman will provide the department with an additional foreman during winter operations. This will also allow the foreman to be eligible for overtime in the event of an emergency with any of the traffic system. At this time we will also be eliminating the Operations Coordinator and creating a Street Operations Supervisor. The Street Operations Supervisor will take over some of the Traffic Supervisors duties to include soliciting bids for all traffic equipment, sign and striping materials. This position will also be responsible for maintain materials for the Collection Staff recently transferred to the Street Department. The Street Operations Supervisor will be a key member of the team during winter operations. The position of Traffic Foreman will be affiliated UAW Clerical Technical at a Grade 13. Due to the technical requirements of the position it is anticipated the starting salary for this position will be not-to-exceed $30.85 per hour or a yearly salary of $64,166. The position of Street Operations Supervisor will be affiliated with UAW Professional at a Grade 13. The anticipated starting salary would be not-to-exceed $52,984. Director Fauteux mentioned that they had difficulty filling the Traffic Supervisor and Operations Coordinator positions. After looking at the department and what is needed, it was decided that a Traffic Forman would benefit the department more than a Supervisor. When looking at the Operations Coordinator position, they decided to upgrade the position so in order to hire someone who could read plans and understand operations in a more in-depth fashion. They would also take more of a supervisory role during snow. B. Motion: Commissioner Pappas to accept the retirement of David Essensa, Collection System Technician, Wastewater Department (currently Street Department). SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Wastewater A. Motion: Commissioner Pappas to approve the User Warrants as presented. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Minutes of Board of Public Works Meeting of February 29, 2016 Page 5  B. Motion: Commissioner Pappas to approve the selection of Ryan Pelissier of Allenstown, NH to the position of Mechanic WWTP 1st Class at the Wastewater Treatment Plant. Starting salary for this position will be $26.44/hour for a yearly salary of $54,995.20. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: This vacancy was the result of the promotion of Jason Hayden at the BPW meeting January 21, 2016. This position was posted per AFSCME CBA and there was one internal applicant. The interview team consisted of David Simmons, Superintendent of Wastewater, John Adie, Plant Operations Supervisor, Noelle Osborne, Wastewater Laboratory Supervisor, James Lavalley, Wastewater Maintenance Foreman, and Jeff Lafleur, Superintendent of Solid Waste. The team asked several interview questions related to the job. The candidate was then administered a general knowledge written test based on the requirements of the position as well as a practical test. After review of the interview and written and practical test results, it was determined that Mr. Pelissier has the minimum qualifications, department seniority and sufficient experience and ability to do the job and is recommended for the position. Mr. Pelissier has been employed by the City since June as an Operator II at the Wastewater Treatment Plant. Commissioner Moriarty asked about his experience as a mechanic. Superintendent Simmons said he’s been with the City as an Operator since June 1st. He worked in the Collections System for the City of Concord where he did routine maintenance. He has his own business where he does mechanical work. As part of the interview process he passed a test where he had to cut and weld as well as glue PVC pipe and solder a copper pipe. Jay Hayden who used to hold the position also interviewed him and believes he will do a good job. C. Motion: Commissioner Pappas to approve Change Order #1 in the amount of $2,491.70 to the contract with Clarity Water Technologies of North Congers, NY for the steam boiler water treatment service at the Wastewater Treatment Facility. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 54 Property Services. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Clarity Water Technologies provides the water treatment service to the new steam boilers at the facility. The original contract, in the amount of $8,990, was for a twelve month period beginning February 1, 2015 and ending January 31, 2016. PO # 121661 was issued was FY2016. Minutes of Board of Public Works Meeting of February 29, 2016 Page 6  This Change Order #1 in the amount of $2491.70 will extend the contract through FY 2016. Bids will be solicited for the FY2017 service agreement. Upon approval of Change Order #1 the total contract value will be $11,481.70. D. Motion: Commissioner Pappas to approve Change Order #2 of the construction contract for the NWTF Roof Replacements Project contract to Rockwell Roofing, Inc. in the amount of $25,723. Funding will be through Department: 169 Wastewater; Fund: WERF; Account Classification: 81 Capital Outlay/Improvements. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The original contract for Rockwell Roofing to replace the roofs on eight buildings at the Wastewater Treatment Facility is for $382,500. Change order 1 was to install new roof drains on the buildings in an amount of $1,547.50 to bring the new contract value to $384,047.50. Following completion of the newly installed roofs, rainwater could still enter the Admin Building it the Lab area. It was determined the water is entering through gaps in the original coping that was installed with the original building in 1972. The entire coping needs to be replaced on the roof in the Admin Buildings. In addition, there are gaps in the concrete roof coping in the Grit Building that need to be removed and resealed. Rockwell Roofing has developed a cost proposal for these 2 items in the amount of $25,723 as shown on the attached cost proposals. The Wastewater Department has reviewed Rockwell’s costs for both items which appear to be in line with this type of work. The new value of their contract following this change order will be in the amount of $409,770.50. The roof replacement project is a scheduled replacement identified in the wastewater equipment replacement fund (WERF), asset ID: RR Commissioner Bergeron mentioned that he thinks this should have been part of the original bid. E. Motion: Commissioner Pappas to approve a contract to Woodard & Curran for professional services for immediate upgrades to SCADA, the installation of a wireless control system and the design costs for upgrading the overall control and SCADA system in the amount of $188,500. Funding will be through: Department: 169 - WERF; Fund: Wastewater; Account Classification: 81 Capital Outlay/Improvements. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Wastewater Plant has been using the services of Woodard Curran for SCADA upgrades to the Wet Weather Facility due to their extensive experience and expertise with SCADA Minutes of Board of Public Works Meeting of February 29, 2016 Page 7  systems at wastewater plants. Upon an initial evaluation of the plant wide SCADA system, Woodard and Curran determined the entire SCADA system is in need of upgrades. They have broken down the SCADA upgrades over a period of 3 years, the first being FY2016. Woodard and Curran will initially perform SCADA upgrades that can be performed in a short time frame or approximately 3 months, and are identified in the attached TRM list. This work will significantly improve the existing SCADA system reliability and backup. Their fee for these services comes to $48,932. In addition, they will install a wireless SCADA network at 12 control controls panels such that operators will be able to update their plant checks with tablets. This cost comes to $33,000. Finally, they will do a complete design of the control system and associated SCADA system. This work will involve upgrading 13 control panels such that there will be uniformity of the system components to allow for simplified operations, have less chance for mistakes, standard maintenance and ease of parts procurement. This effort will also involve upgrades to allow SCADA control for all control panels. The total costs for this design effort comes to $106,568. The total for all three of these upgrades comes to $188,500, and is part of the WERF list, Asset ID: SCADA. The SCADA work will be completed over 3-years, the first year being FY2016. Based on Woodard & Curran’s design effort, additional SCADA upgrades will be identified for FY 2017 and FY 2018. Superintendent Simmons explained that this is a three year project. The first year is aggressive because the SCADA system is in dire need of upgrading. We will get an additional computer and several monitors. In the past when we’ve lost SCADA we have lost complete control of the facility. There will now be satellite units setup that will allow us to operate our dewatering and our pumps even if the SCADA computers are down. We’ll also have redundant computers so if one goes down we’ll have a backup. The current system is hard wired, but the new system will be wireless for use inside the plant only. Alderman Siegel mentioned that the task force that worked on the Wastewater Treatment Plant agreed that this is a primary concern. Commissioner Moriarty asked if there will be an annual contract to keep this updated in the future. Superintendent Simmons said there would be and he will get the cost information to the Board. F. Motion: Commissioner Pappas to approve the award of the three year contract for the Long- Term Management of Wastewater Biosolids to Casella Organics of Concord, NH, in the amount of $1,215,030. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 54 Property Services. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The wastewater facility operates an anaerobic digester, which digests both primary and secondary sludge. The biosolids that are generated are designated Class B Biosolids after Minutes of Board of Public Works Meeting of February 29, 2016 Page 8  anaerobic digestion. The facility requires a service provider to remove the dewatered sludge cake from the premises. This removal is required to be in an environmentally sound manner and be in accordance with all applicable federal, state and local laws, rules and regulations. Requests for Proposals (RFP) were solicited from several firms on January 5, 2016 and the offering was posted on the City’s website under reference document RFP1088-020416. There was a mandatory pre-bid meeting held on January 19, 2016 with four vendors in attendance. Pricing was requested for a three-year period on a per wet ton basis. Additional pricing for removal of biosolids was requested for three additional one-year extensions and for emergency removal of non-Class B biosolids. Bids were received from two contractors as follows: Casella Organics Concord, NH $40.90/wet ton Resource Management, Inc. Holderness, NH $42.00/wet ton The NWTF processes approximately 8,900 wet tons of biosolids using the newly installaed sludge dewater equipment. It was stated in the RFP that the initial contract award shall be awarded based on unit price per wet tons of biosolids for the three calendar years. This results in a bid amount of $1,092,030 from Casella Organics versus a bid total of $1,121,400 from Resource Management, Inc. for three years. In addition, it was determined that per industry standards, the use of diesel fuel surcharge price adjustment was appropriate to protect the City from higher bid prices due to uncertainties of future costs of diesel fuel, especially for long-term contracts. An additional $20,000 allowance is added to contract amount to cover this cost. Also, there needs to be an allowance to account for process upsets in which the dewatered sludge does not meet Class B biosolids standards and the plant must pay the service provided extra costs to haul off non Class B biosolids. An additional $100,000 is included for these situations. References for Casella Organics have been checked and found to be satisfactory. Based upon the submitted bids, we recommend awarding this three year contract to the low bidder, Casella Organics of Concord, NH in the amount on $1,212,030. Superintendent Simmons said that the contract represents approximately $100,000 savings a year. G. Motion: Commissioner Pappas to approve Amendment 1 to Woodard & Curran’s contract for professional services for the Pump Station Upgrades project in amount not to exceed $15,000 for additional design services. Funding will be through: Department: 169 - Wastewater; Fund: Wastewater; Activity: Pump Station Upgrade. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The design phase services for the Study and Evaluation of the Pump Station Upgrades project was awarded to Woodard & Curran of Portland, ME on July 10, 2015 in an amount of Minutes of Board of Public Works Meeting of February 29, 2016 Page 9  $82,590. This amendment will increase the total amount by $15,000 to a new total of $97,590. Woodard & Curran were on budget for their services until the forcemain break at Northgate Pump Station occurred. At the City’s request, we asked them to evaluate alternatives, in the event we need to come up with a design for a new forcemain in a fast turn-around. Woodard & Curran evaluated various alternatives for a new forcemain along with preliminary costs and submitted the report to the Wastewater Department. In addition, Woodard & Curran also provided assistance on the Newton Drive pump station that also had a forcemain leak. They evaluated the forcemain size needed to replace the existing forcemain. Both of their efforts in evaluating these forcemains will carry over to the upcoming design phase services so there was no wasted effort in performing these evaluations. An additional $15,000 should be added to their contract so they can complete the remaining work on the Study and Evaluation Phase of this project. Their additional costs for this amendment to the study and evaluation phase was reviewed by the Wastewater Department and was found to be reasonable for the scope of work involved. This project is eligible for a 20% State Aid Grant from the New Hampshire Department of Environmental Services. H. Motion: Commissioner Pappas to approve the installation of a mag flow meter in the wet weather facility at the Wastewater Treatment Facility to Methuen Construction of Salem, NH in amount of $15,860. Funding will be through: Department: 169 Wastewater; Fund: WERF; Account Classification: 81 Buildings & Improvements. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The flow meter for the wet weather facility has failed. This meter has electrodes built into a 36-inch ductile iron flange section of the pipe. Both the meter and the flange have to be replaced. Since this flange is a large, heavy 36-inch section of ductile iron pipe it is a difficult and labor intensive operation to remove and replace it. The flow meter was previously purchased by the Wastewater Plant and is on WERF list (Asset ID: WW-INST). Bids were sought from 4 contractors that have completed recent project at the wastewater facility. Out of the four, three of them submitted bids, as follows: Penta Corp Moultonboro, NH $28,620 Weston & Sampson Andover, MA $21,500 The Methuen Construction Salem, NH $15,860 low bidder, Methuen Construction Corporation, was the contractor at the plant for the Wet Weather Facility and the CSO14 project. They are a reputable contractor and are very knowledgeable in all plant related construction activities. They have provided quality construction work on these projects for the City and are well qualified for this work. Minutes of Board of Public Works Meeting of February 29, 2016 Page 10  I. Motion: Commissioner Pappas to approve the retirement of Plant Operations Supervisor John Adie effective February 19, 2016. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: John Adie has been employed by the City of Nashua, Wastewater Department for over 25 years. He progressed from an off shift operator to his current position as the Plant Operations Supervisor. John has been an asset to the facility and his knowledge and experience will never be replaced. He will be sorely missed. We would like to wish Mr. Adie well in his retirement. J. Motion: Commissioner Pappas to approve the retirement of Electrical Diagnostic Tech 1 Raynald Houle effective February 19, 2016. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Raynald Houle has been employed by the City of Nashua, Wastewater Department for 25 years. Ray has been an asset to the facility and his knowledge and experience will never be replaced. He will be sorely missed. We would like to wish Mr. Houle well in his retirement. Engineering Department: A. Motion: Commissioner Pappas to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: B. Motion: Commissioner Pappas to accept the resignation of Robert Saunders, Senior Staff Engineer, effective February 26, 2016. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Robert Saunders has served the City of Nashua for one year. He has given notice of his resignation as of February 26, 2016. His contributions to the Engineering Department and other DPW departments are greatly valued. His engineering knowledge and capabilities will be missed. We wish him the best of luck in his new endeavors. C. Motion: Commissioner Pappas to eliminate the Street Construction/Repair Permit Coordinator Position. Minutes of Board of Public Works Meeting of February 29, 2016 Page 11  SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The position of Street Construction/Repair Permit Coordinator became vacant when the incumbent resigned. The position is currently within the Street Department budget and shares duties between that department and the Engineering Department with the primary responsibilities being street permit issuance, inspections and other engineering duties. With multiple vacancies now existing in the Engineering Dept., we have decided that an overall review of several positions with respect to department needs, project development and needed improvements to the permitting process, record-keeping and serving the public is required and will be completed. Eliminating the Street Construction/Repair Permit Coordinator Position at this time allows putting its functions along with other engineering tasks more appropriately in a new position or incorporating them in other positions. D. Motion: Commissioner Pappas to approve Pole Licenses. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Engineering Department received the following pole license petitions:  License Eversource Energy #21-1189 for one new pole, No. 1052/35 PB, to be located on South Main Street. The Deputy Manager of Engineering has reviewed the plans and field installation and recommends the approval of these pole license petitions. E. Motion: Commissioner Bergeron to approve the purchase of radar feedback school zone flashing solar powered signs from Marlin Controls Inc. of Uxbridge, MA in an amount of $19,600. Funding will be through Department: 161 – Streets; Fund: General; Account Category: 61 Supplies & Materials. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Legislation has been approved authorizing two school zone flashing speed limit signs (Ordinance O-15-074) along Spit Brook Road 300 feet east and 350 feet west of the crosswalk at World Academy. In researching school zone flashing signs, it was determined that the company that supplied many of the existing school zone flashing signs in the City has gone out of business. Only one company, Marlin Controls, Inc., produces a similar sign. This Minutes of Board of Public Works Meeting of February 29, 2016 Page 12  particular sign incorporates the flashing beacons and an illuminated reduced speed limit into the sign as opposed to external flashing lights. The City has successfully worked with Marlin Controls on numerous occasions and has previously purchased a radar feedback sign from them that included software that will be able to be used with this system, resulting in a savings of $325.00. Marlin Controls worked with the City to properly configure these signs for use with solar power and to provide a quality product. Marlin Controls, Inc. has also expressed their willingness to hold their same 2014 pricing. F. Motion: Commissioner Bergeron to approve the award of the construction contract for the FY16 Paving Program to Brox Industries, Inc. of Dracut, MA in the amount of $2,677,902.45. Funding will be through: Department: 161 Street; Fund: General; Activity: Paving; Department: 161 Street; Fund: Trust; Account Category: 54 Property Services; Department: 169 Wastewater; Fund: Wastewater; Activities: Sewer Structures and Sewer Rehab. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The FY16 Paving Contract is expected to pave approximately 7 miles of City streets. The contract uses repair methods such as shim, overlay, milling and reclamation. It also includes replacing obsolete and broken drainage and sewer castings as well as repairing catch basins, associated laterals and manholes. The list of streets to be paved under this contract was provided at the January 21, 2016 meeting and is attached. The contract was advertised on January 13, 2016. Five contractors attended the mandatory prebid and three contractors submitted bids on February 3, 2016 and are as follows: Brox Industries, Inc. of Dracut, MA $2,627,902.45 Continental Paving, Inc. of Londonderry, NH $2,852,097.26 P.J. Keating Company of Lunenburg, MA $2,926,746.75 Brox Industries, Inc. of Dracut, MA at a bid price of $2,627,902.45 is the qualified low bidder. City Engineer Dookran said the bid was a little higher than expected. The increase is due to an increase in labor costs and structures such as catch basins. This does not include the mill and filling the City does - that function is managed by the Street Department. G. Motion: Commissioner Bergeron to approve the engineering contract for the Citywide Infiltration/Inflow Analysis to Wright-Pierce of Manchester, NH in an amount not to exceed $168,893. Funding will be through: Department: 169 - Wastewater; Fund: Wastewater; Activity: Inflow and Infiltration. Minutes of Board of Public Works Meeting of February 29, 2016 Page 13  SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: From the large volumes of wastewater being treated by the wastewater facility during times when the total flow is expected to be low, the City suspects that about 25 to 30 % of extraneous infiltration and inflow (I/I) are coming into the plant. In addition, the new discharge permit for the treatment plant requires ongoing efforts to reduce I/I in the sewer system. Extraneous flows including infiltration and inflow reduces the capacity of the wastewater collection system and increase costs to treat the extraneous water at the Nashua Wastewater Treatment Facility (NWTF). Also, the discharge at the NWTF is reaching the flow limit where planning of facility improvements and/or expansion may be required. The purpose of this phase of this I/I Analysis is to provide citywide metering of the sewersheds during the spring season which typically has higher groundwater and wet weather events. Results for this will analysis will identify sewersheds with high infiltration and inflow and provide recommendations for further investigations and removal of infiltration and inflow. A request for proposal was emailed to three engineering consulting firms on December 31, 2015 and posted on the City’s website. Four proposals were received on January 26, 2016 from the following firms: Weston & Sampson of Portsmouth, NH $ 206,980 Wright-Pierce of Manchester, NH $ 168,893 Hazen of Boston, MA $ 257,527 Woodward & Curran of Andover MA $ 279,000 All four firms are qualified to complete the work. The proposal by Wright Pierce was thorough and they can complete the required tasks for the least proposed cost. The Selection Committee recommends Wright Pierce for this study. H. Motion: Commissioner Bergeron to approve the construction contract for the Amherst Street Improvements project with Continental Paving, Inc. of Londonderry, NH in an amount of $1,397,360 conditional on the additional financing to be approved by the Board of Aldermen. Funding will be through Department 160 Admin/Engineering; Fund: Bond & Contributions; Activity: Amherst Street Road & Traffic Improvements. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The Amherst Street Improvements project consists of work on Amherst Street from 450 feet west of Charron Avenue to the intersection of Diesel Road and on Charron Avenue approximately 350 feet to its intersection with Amherst Street. Work includes the implementation of additional turning lanes to eliminate the easterly jug handle turn and to allow for left turns from Charron Avenue onto Amherst Street. Due to the impact to the local businesses as well Minutes of Board of Public Works Meeting of February 29, 2016 Page 14  as the traveling public, a 90 day contract duration has been established (to substantial completion). The project was originally bid in July/August 2015. Only one bid was received from Continental Paving, Inc. in the amount of $1,548,350. Continental offered a potential savings of $150,000 if the contract was delayed until 2016. It was decided to re-bid the project in the interest of receiving competitive bids. The project was re-advertised on November 19, 2015. A mandatory prebid meeting was held on December 1, 2015 and three firms were represented. Two contractors submitted bids on December 18, 2015. The bids are as follows: Firm Base Bid Alternate Bid (Night Work Only) (Night & Day Work) Continental Paving, Inc. $ 1,561,475.00 $1,397,360.00 Brox Industries, Inc. $ 1,876,465.00 $ 1,876,465.00 The design engineer tabulated and reviewed the bids and recommended the award to Continental Paving, Inc. of Londonderry, NH as the qualified, low bidder. This request is to approve the award of the Amherst Street Improvements construction contract to Continental Paving, Inc. in the amount of $1,397,360 contingent upon needed funds becoming available for this project. I. Motion: Commissioner Bergeron to approve the construction phase engineering services contract with Greenman-Pedersen, Inc. of Wilmington, MA for the Amherst Street Improvements project in an amount of $77,865. Funding will be through Department 160 Admin/Engineering; Fund: Bond & Contributions; Activity: Amherst Street Road & Traffic Improvements. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: In 2015, Greenman-Pedersen, Inc. (GPI) was hired by 270 Amherst Street, LLC to provide final design services for the long-term corridor improvements on Amherst Street as recommended by a study prepared for the City and several abutters along the corridor. The design has been completed and the $1,397,360 construction contract is being awarded to Continental Paving, Inc. GPI is being hired to provide construction management, construction administration and resident inspection for the four month construction duration, as well as services for the warranty period of the contract. They will also provide engineering support, review of shop drawings and utility relocation support. Using the engineer on record for the construction phase services is recommended by several public agencies. The City has negotiated with Greenman-Pedersen, Inc. and the proposed fee of $77,865 is reasonable for this project. Minutes of Board of Public Works Meeting of February 29, 2016 Page 15  J. Motion: Commissioner Bergeron to approve the selection of Ms. Sonia Shahnaj of Lexington, MA for the position of Senior Staff Engineer in the City Engineering Department. Starting salary is $65,305/year. Funding for this position will be through: Department: 160- Admin/Engineering; Fund: General Fund; Account Classification: 51 Salaries & Wages. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The previous position of Senior Staff Engineer became vacant upon the departure of Mr. Timothy Watson. The vacancy was advertised internally by notice board and externally via newspapers and the City’s website. An interview was conducted by panel made up of the City Engineer, Deputy Manager of Engineering and the Division Financial Manager. Ms. Sonia Shahnaj was selected as the preferred candidate. Ms. Shahnaj has 11 years of engineering experience involving design and construction of roads, drainage, land development projects, stormwater management and inspections. She is also a registered professional engineer in South Carolina and will pursue licensure in New Hampshire. Ms. Shahnaj’s qualifications and experience are suitable for the Senior Staff Engineer and she is therefore being recommended for that position. The salary agreed upon is $65,305 (Merit Grade 15, Step 13). Administration A. Motion: Commissioner Pappas to nominate Commissioner Paul Bergeron as BPW Pension Board Representative. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously B. Motion: Commissioner Pappas to accept the resignation of Eric Ryder, Superintendent of Streets, effective March 7, 2016. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: Eric Ryder has served the City of Nashua since October 2014. He has given notice of his resignation as of March 7, 2016. His contributions to the City and the Division are greatly appreciated. His dedication and hard work will be missed. We wish him the best of luck in his new endeavors. Commissioner Moriarty expressed concern over the loss of another Street Superintendent and wondered if hiring an assistant Superintendent would be a good idea. Director Fauteux noted Minutes of Board of Public Works Meeting of February 29, 2016 Page 16  that Jon Ibarra, Senior Foreman, will be filling in as interim Superintendent and is well versed in the responsibilities in the Street Department. The Director updated the Board on the installation of the MotionLink system. Installation should begin within the next month and will include only vehicles used for snow. A discussion commenced about why MotionLink will only be installed in snow vehicles when the Board approved it for all vehicles. The Board of Aldermen only approved it for vehicles involved in snow in order to initially test the functionality of MotionLink prior to committing to a large yearly expenditure by installing it in all vehicles. It was agreed that in the future if a motion that was passed by the Board of Public Works goes to the Board of Aldermen for approval, it should not be modified and approved but rather tabled if a modification is desired and then brought back to the Board of Public Works for review. The Director requested if the Board of Aldermen could provide an Aldermanic Liaison report which summarizes actions taken for every motion at the Board of Aldermen meetings. Alderman Siegel said that it would be up to the Board President to direct those reports to be created. C. Informational: i. Update on Burke Street On February 18th Director Lisa Fauteux, Commissioner Bergeron, Alderman Deane, Superintendent Ryder, Operations Manager Andy Patrician and Emergency Management Director Justin Kates interviewed four architects. One in particular stood out and a proposal was requested. A Special Board of Aldermen Meeting is set for April 2nd at 10am so people can come in and tour the building. A search for a downstairs tenant is also in process. Public Health and the School Department are two possible tenants. Alderman Siegel commented that if we put a tenant in prior to the completion of the construction and have to pay for utilities, we can’t include those utilities in the bond because they aren’t related to the construction of the building. ii. Director’s Report Commissioner Pappas to accept and place on file the Director’s Report. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: A series of slides showing various current Public Works projects and activities were shown. Commissioner’s Comments Commissioner Pappas asked about “key technology” discussed a number of years ago which repairs a street when a utility cuts into streets. City Engineer Dookran responded that it was approved as a pilot project and then given to the gas company. He believes they were limited by the amount of work that could be done with the keyhole. They only did a handful. The work seemed to hold up well, but we didn’t have enough data from which to do a thorough Minutes of Board of Public Works Meeting of February 29, 2016 Page 17 evaluation. The City does do an inspection after utility work and utilities are required to hold a bond so if the work doesn’t hold up they can repair it. Commissioner Pappas suggests we consider charging a fee to do the patch and do it ourselves, then put the fee back into paving. Manchester and Concord are trying to do that. She also would like leftover snow money to go into paving. Director Fauteux will get a cost proposal to acquire verbatim minutes for future Board of Public Works meetings. Commissioner Moriarty mentioned that he has received a number of complements for the new sign at Greeley Park. Commissioner Bergeron asked about additional directional signage on the Broad Street Parkway. City Engineer Dookran responded that it is in process. Commissioner Bergeron also asked about the 5 lights located on Central Street, heading towards Broad Street Parkway from the oval – should they be there? Director Fauteux responded that this has come up recently and they are working on scheduling a meeting to discuss that. A discussion about a date for the Budget Workshop commenced. Commissioner Pappas motioned to adjourn. The motion was seconded by Commissioner Moriarty. Meeting adjourned at 7:30pm Minutes of Board of Public Works Meeting of February 29, 2016 Page 18