Finance Committee

REPORT OF THE FINANCE COMMITTEE AUGUST 21, 2013 A meeting of the Finance Committee was held on Wednesday, August 21, 2013 at 7:06 p.m. in the Aldermanic Chamber. Mayor Donnalee Lozeau, Chair, presided. Members of the Committee present: Alderman-at-Large Lori Wilshire, Vice Chair Alderman June M. Caron Alderman Arthur T. Craffey, Jr. Alderman Paul M. Chasse, Jr. Members not in Attendance: Alderman-at-Large David W. Deane Alderman-at-Large Barbara Pressly PUBLIC COMMENT COMMUNICATIONS From: Mayor Donnalee Lozeau Re: Emergency Sludge Removal Services MOTION BY ALDERMAN CHASSE TO ACCEPT AND PLACE ON FILE MOTION CARRIED Alderman Craffey I couldn’t understand why. I know it was an emergency but what caused the emergency? Do we know? Mayor Lozeau Yes. As you know we’re doing the dewatering project. As part of that one of the things we’re doing is emptying our secondary clarifier. We knew that there was going to be sludge in there. Part of the project is to put a mixer in it because currently it doesn’t have one. When they got in to empty the tank they found a significant amount of sludge buildup that they didn’t expect. While the company was there, we really needed to have them get that out so they could put the mixer in. If they wouldn’t have done it at that time the company had to go to another job because there’s only two companies in the country that actually do this kind of work. There was no way that we weren’t going to have to do it anyway so it seemed to make sense. From: Robert Gabriel, Purchasing Manager Re: Purchase of Ferrous Chloride and Ferric Chloride Chemicals for Nashua Wastewater Treatment Facility (Value: $180,000) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND EXTEND THE CONTRACTS WITH KEMIRA WATER SOLUTIONS AT A UNIT PRICE OF $0.90/GALLON AND $1.60/GALLON, RESPECTIVELY. FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER; WASTEWATER FUND; 61, SUPPLIES & MATERIALS ON THE QUESTION Finance – 08/21/13 Page 2 Mayor Lozeau Both this one and the next are our annual chemicals for the waterwater treatment plant. We went out to bid last year. We had a fixed price for two years. This is year two of that fixed price. Then we have an option of three additional years, one year at a time. Last year when we talked about it instead of going to the full Board for a five-year contract we decided that we would come here every year and have it come through the finance committee. They kept the price stable because it is a fixed-year, two-year contract. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of Sodium Bi-Sulfite and Sodium Hypochlorite Chemicals for Nashua Wastewater Treatment Facility (Value: $200,000) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND EXTEND THE CONTRACTS WITH JONES CHEMICAL AT A UNIT PRICE OF $1.50/GALLON AND $0.616/ GALLON, RESPECTIVELY. SOURCE OF FUNDING IS DEPARTMENT 169, WASTEWATER; WASTEWATER FUND; 61, SUPPLIES & MATERIALS ON THE QUESTION Mayor Lozeau As I said the contracts terms are the same as the first one. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of Polymer Chemicals for Nashua Wastewater Treatment Facility (Value: $160,000) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO BASF AT THE UNIT PRICES REFERENCED IN THE MEMORANDUM. FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER; WASTEWATER FUND; 61, SUPPLIES & MATERIALS ON THE QUESTION Alderman Chasse The first one we did tonight was for $180,000. The second one we did tonight is $200,000. For the third one tonight it is $160,000. I know I haven’t been around here for awhile. I have to be retrained. I forgot to mention the money part about it. Mayor Lozeau This chemical purchase along with the other two are annual purchases. The reason that this one is a sole source is because we have been buying from this company since 1988, and from time-to-time have gone out and tried other companies that have a similar polymer but this one seems to work the best. According to our superintendent, it doesn’t mean that they still don’t try others when they come out on the market but this one seems to work the best so far. MOTION CARRIED Finance – 08/21/13 Page 3 From: Robert Gabriel, Purchasing Manager Re: Contract Award for FY14 Roadside and Trail Mowing Requested by Park Recreation (Value: $23,000) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO KOHL FARMS IN AN AMOUNT NOT-TO-EXCEED $23,000. SOURCE OF FUNDING IS DEPARTMENT 177, PARK RECREATION; OPERATING BUDGET FUND; 55 OTHER SERVICES; MINE FALLS PARK TRUST FUND; 54 PROPERTY SERVICES; AND DEPARTMENT 169, WASTEWATER; WASTEWATER FUND; 55, OTHER SERVICES ON THE QUESTION Mayor Lozeau The reason you had to read that many is because every year they do a very careful job of seeing where they are doing the work and the funds that should pay for them are paying for them in those various areas. Alderman Wilshire Is this more than we approved in the past? Mayor Lozeau It is. Alderman Wilshire I thought so. Mayor Lozeau He added $4,000. We’re going to do a little bit more than we have done in the past, but the biggest reason is because with the tropical June weather that we had the growth was just worse than usual which I think all of us have probably noticed. Alderman Wilshire Everywhere. Alderman Caron Is some of this Mine Falls Park or the trails in Mine Falls Park? Mayor Lozeau I don’t think it’s all of them but it’s many of the trails in Mine Falls. It’s along the canals through Mine Falls where people walk. Alderman Caron Okay, thank you. MOTION CARRIED Finance – 08/21/13 Page 4 From: Robert Gabriel, Purchasing Manager Re: Purchase of Snowplow Blades for Public Works (Value: $20,460) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM VALK MANUFACTURING THROUGH NH STATE CONTRACT #8001234 IN THE AMOUNT OF $20,460. FUNDS ARE AVAILABLE IN DEPARTMENT 161, STREET; GENERAL FUND OPERATING BUDGET; 54, PROPERTY SERVICES ON THE QUESTION Mayor Lozeau You’ll see that the price went down from prior years which is pretty terrific. We think it’s because this is a bid that is a collaborative bid with Vermont, New Hampshire and Maine. We think that’s why the price is so much better. Alderman Chasse These are for the big trucks? Mayor Lozeau These are all for all 95 plows. It’s the cutting edge that goes on the bottom, similar to putting a razor blade in your razor. You replace them. You replace them about twice a year. That includes like the front plow and the wing plow. We have like 95 plows all together when you count the wings and the front. Alderman Chasse You think those elephant’s ears won’t do any damage to those things when they start plowing? Mayor Lozeau Is that what you’re calling the island, elephant ears? Alderman Chasse That’s what I’m calling it: elephant ears. Mayor Lozeau Well, I’m hoping they don’t hit them. We have islands all over the city. These should be more noticeable. Alderman Chasse I hope so. Mayor Lozeau Well granite’s not very forgiving. Alderman Caron This is the price based on when you purchase them? You’re not ordering all 95, are you? Are you just ordering them as you need them? Finance – 08/21/13 Page 5 Mayor Lozeau No, I think they are going to order them all at one time. Alderman Caron Oh, okay. Mayor Lozeau They average about $216 a year. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of Air Compressor for Public Works (Value: $17,781) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM VOLVO RENTS IN THE AMOUNT OF $17,781. FUNDS ARE AVAILABLE IN CAPITAL EQUIPMENT RESERVE FUND; 81, CAPITAL OUTLAY ON THE QUESTION Alderman Craffey Why is this sole source? Mayor Lozeau It went out to eight bidders but only one responded. They solicited from eight firms. They posted everything and did what they could, but this is the only bid they received. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for FY14 Winter Road Salt for Street Department (Value: $468,000) MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND SPLIT THE CONTRACT AWARD BETWEEN TWO FIRMS: 80 PERCENT OF THE MATERIAL TO BE AWARDED TO EASTERN MINERAL AND 20 PERCENT OF THE MATERIAL TO BE AWARDED TO GRANITE STATE MINERALS, BOTH AT A DELIVERED PRICE OF $49.84/TON. FUNDS ARE AVAILABLE IN DEPARTMENT 161 STREET, GENERAL FUND OPERATING BUDGET, 61 SUPPLIES AND MATERIALS ON THE QUESTION Mayor Lozeau This looks familiar to you because it’s our annual salt purchase. In case you don’t notice the price is actually down as well. We’ve had a few things last night at public works that the prices are down over last year which is great. MOTION CARRIED UNFINISHED BUSINESS - None Finance – 08/21/13 Page 6 NEW BUSINESS – None DISCUSSION Alderman Craffey I want to welcome back our clerk and his speedy recovery. I was amazed. I expected to be clerking at least a couple more weeks. Mayor Lozeau Although it still looks to me like he’s gritting just a little bit. Alderman Chasse No. I’m ready to go dancing. I have a tee time tomorrow morning. Mayor Lozeau That’s impressive. Does your doctor know? Alderman Chasse Just kidding. I did monitor the meeting the other night, the full Board. You were not present, I couldn’t make any observations on yours but for the first time in a long time, we got to hear our president throughout the whole evening. It came through loud and clear. During roll call we did not hear any of the aldermen. It was very, very weak. The only ones we heard is if they raised their voice. I know we got new equipment now so maybe for my fellow colleagues, president, or anybody as committee chairman, remind the aldermen to get closer to the mics until we get the bugs out of this new system. Hopefully this will go away because I know there’s somebody watching us tonight, and I’m going to hear it tomorrow night. Mayor Lozeau I think everybody sounded okay. On the screen that we have too we can do the individual microphones both on the clerk’s desk, the president’s desk and out here. Maybe we just need to turn that volume up a little bit. Alderman Chasse With the money spent, I hope this works. Mayor Lozeau It does work. RECORD OF EXPENDITURES MOTION BY ALDERMAN CHASSE THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD AUGUST 2, 2013 TO AUGUST 15, 2013 MOTION CARRIED Finance – 08/21/13 Page 7 PUBLIC COMMENT - None POSSIBLE NON-PUBLIC SESSION ADJOURNMENT MOTION BY ALDERMAN CRAFFEY TO ADJOURN MOTION CARRIED The Finance Committee meeting was adjourned at 7:20 p.m. Alderman Paul M. Chasse Committee Clerk