Finance Committee
Regular MeetingNashua, NH · October 16, 2013
Minutes
REPORT OF THE FINANCE COMMITTEE
OCTOBER 16, 2013
A meeting of the Finance Committee was held on Wednesday, October 16, 2013 at 7:00 p.m. in the
Aldermanic Chamber.
Mayor Donnalee Lozeau, Chair, presided.
Members of the Committee present: Alderman-at-Large Lori Wilshire, Vice Chair
Alderman-at-Large David W. Deane
Alderman-at-Large Barbara Pressly
Alderman June M. Caron
Alderman Arthur T. Craffey, Jr.
Alderman Paul M. Chasse, Jr.
PUBLIC COMMENT
COMMUNICATIONS
From: Robert Gabriel, Purchasing Manager
Re: Contract Award for FY14 Ammunition Requested by Nashua Police Department (Value: $48,537)
MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO EAGLE POINT GUN IN THE AMOUNT OF $48,537. FUNDS ARE AVAILABLE IN DEPARTMENT
150, POLICE; GENERAL OPERATING BUDGET FUND; 61, SUPPLIES AND MATERIALS
ON THE QUESTION
Mayor Lozeau
This is for the annual ammunition purchase.
MOTION CARRIED
From: Robert Gabriel, Purchasing Manager
Re: Contract Award for Siding Replacement at Station #2 for Nashua Fire Rescue (Value: $29,682)
MOTION BY ALDERMAN CHASSE TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO MONADNOCK COMMERCIAL BUILDING IN THE AMOUNT OF $29,682. SOURCE OF FUNDING
IS DEPARTMENT 152, FIRE; CAPITAL IMPROVEMENTS FUND; 81, CAPITAL PROJECTS/
IMPROVEMENTS
ON THE QUESTION
Mayor Lozeau
This is the Lake Street Fire Station for those who might not be certain what Station #2 is. There are
pictures attached that show the damage that’s been happening on the front of that. This is an opportunity to
go in and fix that so there isn’t further damage to the building.
Alderman Deane
In my travels I kind of noticed some rippling in the front of that building. It just started to get progressively
worse. The replacement panels that they are going to put up, are going to be what? “Exterior grade
Finance – 10/16/13 Page 2
plywood sheathing where vinyl-faced panels are removed. Thickness equal to that of existing sheathing
behind vinyl clapboard siding.” All they’re going to do is put plywood up there?
Mayor Lozeau
No. They are going to take what’s up there down. They are going to put plywood behind and then put the
new vinyl back on. From what they can tell, plywood wasn’t put behind it originally.
Alderman Deane
Well you can see all the studs.
Mayor Lozeau
There’s missing J-channels so water’s been able to get behind there.
MOTION CARRIED
UNFINISHED BUSINESS – None
NEW BUSINESS – None
DISCUSSION
Alderman Chasse
At the last Finance meeting we discussed the light at Library Hill. It’s still no better. It takes you 35 minutes
to get from Factory Street to Franklin Street. That’s unacceptable. Is there a way you can pull your power
and put a patrolman out there from maybe four to six o’clock to assist with that traffic at the top of the hill?
When the rest of Main Street is green that one at the top of Library Hill is red. You’re only moving two car
lengths going down Main Street. When it turns green, all the others are all red. Everything coming out of
Canal Street fills up that channel. If there’s a way we can get a patrolman out there from four to six or four
to five or whatever it takes to assist the traffic because the complaints are coming in. I drove in it and I’m
not very happy about it.
Mayor Lozeau
Alderman Wilshire brought that to my attention from the last meeting. I had a meeting this week with VHB
to talk about the traffic light. our city engineer, our traffic engineer to talk about it. We’ll see with what they
come back with. They’re going to look at it and tell me this week. If we have to look at having somebody
posted, we’ll look at that but we certainly shouldn’t. This Friday we’re going to launch something on the
website with a big traffic light on it to give people an explanation of the traffic light project and what’s going
to be happening. It will be updated every week. As they start to progress with the synchronization, it’s
going to impact other areas. We’re going to try to do our best to keep people informed about that. They’re
a bit behind on the project because we have to do some redesign. We were counting on a particular part
that was supposed to be made for outdoor use that we’ve had success with using indoors. The company
that produced it has recently determined that they are no longer going to make an outdoor unit. We’re
going to have to look at fiber for East Hollis Street and Main Street. They’re doing some of that work, but
what we’ve talked about is let’s at least start seeing if we can start synchronizing some of the lights that
we’ve put up. They’re going to look at that. Friday I should have the information. It’s my hope if not to get it
up on the website on Friday the following week and then maintain it throughout the remainder of the project
so we can look at it. But we are looking at that light to see what we might be able
Finance – 10/16/13 Page 3
Alderman Chasse
We’ve been looking at that light for a long time. This is unacceptable. I’m telling you when it takes you 35
minutes to go two blocks and this is not one day, this is like every day. For the interim until it’s fixed and
until it’s synchronized we should be able to get a patrolman up there and help the traffic out. Get if off of
that top of Main Street.
Mayor Lozeau
I know that there’s a problem there. I’ve gotten a letter rim on it myself. I can’t figure out what’s the
problem is.
Alderman Chasse
Neither can anybody else it seems so in the interim.
Mayor Lozeau
I know; I understand but it’s not always a problem. I don’t know if it’s particularly a problem at that time.
They don’t know if it was the (inaudible) that set it off. They don’t know if something malfunctioned with a
clock inside. We have been able to fix it on other occasions. This is kind of another outbreak of the
problem. All I can do is pull everybody in, see what we can come up with for a solution. We will look at
having an officer there if we don’t have a solution. That’s the best I can offer.
Alderman Chasse
Frustrating, but thank you.
Mayor Lozeau
I understand.
Alderman Pressly
I had a list of two but I add the third with this. Even on a Saturday morning, there was not a single
construction site all along Main Street. There was no disruption because of the construction. The backup
was all the way to Southern New Hampshire Hospital. Nothing was moving. There was nothing on the side
streets. It’s really pretty significant. It all starts at Library Hill and the traffic on a Saturday, which usually
just flows quite freely, was backed up all the way to Southern New Hampshire Hospital. I’ve never seen it
like that.
Mayor Lozeau
Was that the Saturday that they just had the tree removal at one of the residences next to the fire station
because that was a real problem?
Alderman Pressly
I have no idea; I have no idea but I’ve never seen anything like it. Lots of times there’s a working vehicle
that’s interrupting. People have to stop. Nothing. I drove all the way and it was just amazing the backup.
I’ve never seen it quite like that before on Saturday.
Finance – 10/16/13 Page 4
Mayor Lozeau
I’ve seen it that way when there’s an accident. I know there was a rollover on Saturday on Amherst Street,
two cars and a motorcycle involved. I don’t know if that was it.
Alderman Pressly
Why would that because it all the way down?
Mayor Lozeau
Because people avoid it so they go down Main Street.
Alderman Pressly
But nothing was moving. The cars were not moving.
Mayor Lozeau
Usually there’s a cause; it’s not just a traffic light that prevents cars from moving. Think about that. That’s
four blocks. It can’t just be a traffic light. There must be something else. Even a broken traffic light the way
Alderman Chasse is describing still cycles through.
Alderman Pressly
Occasionally. I’ve never seen it like that on a Saturday.
Mayor Lozeau
I know; I understand.
Alderman Pressly
When you’re talking with people, it’s not just during the week. It’s also on a Saturday.
Mayor Lozeau
Alright. Thank you. You had two other things?
Alderman Pressly
As you know we know we did vote to change the parking meter time. The starting parking meter time from
8:00 a.m. to 9:00 a.m. I’m wondering if we could expedite that. There’s a three-month timeframe that they
can make the changes. Is there some way that you can speed that up? I know the small businesses on
Main Street are really looking forward to that. The sooner that can be accomplished the better it will be for
them.
Mayor Lozeau
I’ll take a look.
Finance – 10/16/13 Page 5
Alderman Pressly
Thank you. The other thing is I spoke with someone actually this morning that uses the garages and has
tried to use the new meter and told me that you get your number where you’re parked, you go to the meter
and then he thought you had to go back to the parking spot and put the piece of paper on his dashboard.
He said everybody was doing that. No one knew what to do. They didn’t know if they were supposed to
keep it or take it back.
Mayor Lozeau
It will take some getting used to. I know in Concord they’ve got signs plastered everywhere about
remembering your number. It is display on Main Street. It is pay per space in the garages so they
Do not have to go back to their cars. That’s the only purpose of a number. Otherwise, you wouldn’t need a
number.
Alderman Pressly
I know that.
Mayor Lozeau
It’s just an education process. They’ll learn.
Alderman Pressly
If someone asks us, the answer is you do not have to go back to your car. You keep the receipt yourself
and the machine has logged in that you’re paid until that time.
Mayor Lozeau
Exactly. Whenever you go to a pay station that says: “Know your number, pay by space” that means that
you hang onto your ticket.
Alderman Pressly
They just want to make sure that the parking enforcement knows how to deal with that.
Mayor Lozeau
Not a problem.
Alderman Pressly
Okay. Thank you.
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 SEPTEMBER 27, 2013 TO OCTOBER 10, 2013
ON THE QUESTION
Finance – 10/16/13 Page 6
Alderman Deane
My observations through the record of expenditures I find a $577.35 Citizen Bank credit card charged to
McNulty and Foley by the school district. What’s going on with that?
Mayor Lozeau
As you know, Alderman Deane, I can’t tell the school district that they have to follow the same policy that
we’ve implemented for the divisions that come under my watch. Mr. Griffin sent to them his letter; I sent a
cover letter with it telling them that this is what we’re doing. I’m not sure they’ve had a problem. I don’t
know what that particular charge was for. All I can tell you is all the ones that come under the divisions that
I have oversight of has to go through the director and myself. Right now that’s frozen without my express
approval.
Alderman Deane
I’m disappointed not with what’s happening in the city, but I just think that whole thing is wrong. The school
district, I don’t know. I don’t know where this mentality of feeding people, I don’t know where that all came
from. I don’t think we’re in the entertainment business. There’s classroom size issues. There’s all these
issues that they have but plenty of money to spend on entertainment. It’s only $600 out of $92 million but
it’s the principle behind the whole thing.
Mayor Lozeau
I don’t know about that particular one, but I know that today I approved one for the employee health fair
where we have 150 volunteers, outside volunteers that are not city employees, that are going to spend the
day at the health fair. We’ve requested that they spend from 10:30 in the morning until 5:00 in the
afternoon. I approve lunches at $4.50 a head for those volunteers that are providing free services and
screenings and things at the health fair. I think that’s an appropriate use. I don’t know what the school
district one is, but I think there is a time and a place. It depends on what it is.
Alderman Deane
Thank you.
Alderman Caron
I understand what Alderman Deane is saying. Even though we don’t have any control over that, is there a
way to find out what that was used for? If it was a special event and let us know and then we would have a
better idea of why they were spending that money.
Mayor Lozeau
Absolutely. If I would have known that Alderman Deane had the question ahead of time, I would have
asked the school. I thought, Alderman Caron, that he was referring to knowing that I had sent out this
directive, actually Mr. Griffin and I kind of collaborated on it, but sent out a directive that said no spending on
food even if it is budgeted without our expressed approval. I think Alderman Deane was saying so how
come the school is still doing it, at least is what I took that to mean. But yes we can get an answer. I will
make sure that we do do that.
Alderman Caron
Thank you.
Finance – 10/16/13 Page 7
Mayor Lozeau
You’re welcome.
MOTION CARRIED
PUBLIC COMMENT – None
ADJOURNMENT
MOTION BY ALDERMAN CRAFFEY TO ADJOURN
MOTION CARRIED
The Finance Committee meeting was adjourned at 7:15 p.m.
Alderman Paul M. Chasse, Jr.
Committee Clerk
Agenda
FINANCE COMMITTEE
OCTOBER 16, 2013
7:00 PM Aldermanic Chamber
ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS
1. From: Robert Gabriel, Purchasing Manager
Re: Contract Award for FY14 Ammunition Requested by Nashua Police Department (Value: $48,537)
Department: 150 Police; Fund: General Operating Budget; Accounting Classification: 61 Supplies
and Materials; "Balance After Purchase - $650,000
2. From: Robert Gabriel, Purchasing Manager
Re: Contract Award for Siding Replacement at Station #2 for Nashua Fire Rescue (Value: $29,682)
Department: 152 Fire, Fund: Capital Improvements; Accounting Classification: 81 Capital Projects/
Improvements ; "Balance After Purchase - $55,000
UNFINISHED BUSINESS - None
NEW BUSINESS - None
DISCUSSION
RECORD OF EXPENDITURES
PUBLIC COMMENT
POSSIBLE NON-PUBLIC SESSION
ADJOURNMENT
City of Nashua
Central Purchasing
229 Main Street
Nashua NH 03060
603-589-3330 Fax: 603-589-3344
October 7, 2013
Memo #14-056
TO: MAYOR LOZEAU
FINANCE COMMITTEE
SUBJECT: CONTRACT AWARD FOR FY14 AMMUNITION REQUESTED BY NASHUA
POLICE DEPARTMENT (VALUE: $48,537)
DEPARTMENT: 150 POLICE, FUND: GENERAL OPERATING BUDGET;
ACCOUNTING CLASSIFICATION: 61 SUPPLIES AND MATERIALS
In anticipation of ammunition needs for FY14, bids were solicited from nine (9) vendors and
specifications were posted on the City's web site under reference document IFB0024-092613. Three
(3) bids were received and opened on September 26, 2013. The bid specification once again
indicated that all items had to include shipping to Nashua. Vendors quoted estimated delivery
knowing a firm delivery would only be available on receipt of order.
Earlier this fiscal year several supplemental purchase orders (PO's) were cut to various suppliers
who could provide training ammunition from on-hand inventory. These PO's were placed in addition
to last year's order and were placed due to delivery issues surrounding factory backorders. The PO's
were 108131 to AAA Police Supply, 109081 to Eagle Point Gun, and 109082 to Black Hills
Ammunition.
Summary bid activity is shown below:
Eagle Point Gun Thorofare NJ $48,537
Riley's Sport Shop Hooksett NH $57,052
CPR Savers Scottsdale AZ $112,571
After review and consideration the recommendation is to award this year's contract to low bidder
Eagle Point Gun, Thorofare NJ. Eagle Point is also holder of current State of NH contract #8000979.
Please note that the two low bidders were allowed to quote an alternate to the BC556SNT1 which
has been accepted based on product availability.
Pursuant to NRO § 5-90 (H), attached please find bid specifications, bid summary sheet from bidder
Eagle Point Gun, bid tabulation, and product delivery estimate.
The Nashua Police Department and this Office recommend awarding the contract in the amount of
$48,537 to low bidder Eagle Point Gun, Thorofare, NJ.
Respectfully, £) rf (
Robert Gabriel
Purchasing Manager
Cc: J. Griffin T. Moriarty K. Smith
City of Nashua
Central Purchasing
229 Main Street
Nashua NH 03060
September 11, 2013
Nashua Police Department
invitation for Bids FY14 Ammunition
IFB0024-092613
The City of Nashua, NH, invites bids from qualified suppliers for the purchase of ammunition required by the
Nashua Police Department for fiscal year 2014.
INSTRUCTIONS TO BIDDERS:
Bids must be submitted in duplicate (one original and one copy) no later than 3:00 pm, Thursday
September 26, 2013 clo Central Purchasing. City Hall, 229 Main Street, Lower Level, Nashua, NH 03060, in
sealed envelopes clearly marked "Bid for Police Ammunition". Results will be available on our web site,
www.nashuanh.gov. within 24 hours after bid opening. Reference bid number IFB0024-092613.
Bids must be submitted in the format provided and address the item(s) specified in the bid package. Bid only
on the items listed—no substitutes will be accepted. Bid specifications are provided in the attached
Ammunition Specifications & Bid Summary Sheet FY14.
The Solicitation Schedule for this Bid is as follows:
Date Time
Deadline for Questions Friday, September 13, 2013 3:00 pm
Answers/clarifications posted Monday, September 16, 2013 3:00 pm
Bids due Thursday, September 26, 2013 3:00 pm in Purchasing Dept.
Bid award TBD TBD
All contact regarding this IFB (Invitation for Bid) must come through the City of Nashua Purchasing office, and
any response(s) made by the City will be made to all by the use of an Addendum. An Addendum, if needed,
will be posted on the City website noted above, and all vendors solicited by this Invitation for Bid will be notified
of its existence in order to maintain a level playing field for all.
Page 1 of 4
Therefore, any questions or comments raised by this IFB must be submitted in writing to the City via
Central Purchasing. All such inquiries concerning this IFB, including but not limited to, requests for
clarifications, questions, and any changes to the IFB, shall be submitted in writing, citing the IFB title, IFB
number, Page, Section, and Paragraph and submitted to the following IFB Solicitation Coordinator:
Mary Sanchez, CPPB
Purchasing Agent II
Central Purchasing Department
229 Main Street
Nashua, NH 03060
Email: sanchezm@nashuanh.gov
Vendors are encouraged to submit questions via email; however, the City assumes no liability for assuring
accurate/complete email transmission/receipt and is not responsible to acknowledge receipt. Inquiries must
be received by the City's IFB Solicitation Coordinator (see above) no later than Friday September 13, 2013
at 3:00 PM. Inquiries received later than this date shall not be considered properly submitted. The City will
consider all timely-received questions and requests for change and, if reasonable and appropriate, will issue
an addendum to clarify or modify this IFB. Answers to vendor submitted questions and other addenda will be
posted under document IFB0024-092613 on the City of Nashua website; www.nashuanh.gov under Citizen
Favorites, Current Bid Opportunities no later than Monday, September 16,2013, at 3:00 pm.
The City of Nashua may reject any or all of the bids on any basis and without disclosure of a reason. The
failure to make such a disclosure shall not result in accrual of any right, claim or cause of action by any
unsuccessful bidder against the City of Nashua. The City reserves the right to negotiate with the lowest
responsible bidder for a lower bid price when the best interests of the City will be served.
Pursuant to NRO 5-78 (F), the purchasing manager shall not solicit a bid from a (supplier) contractor who is in
default on the payment of taxes, licenses or other monies due the city. Therefore, this bid request is void as to
anyone who is in default on said payments.
All bids are binding for one hundred fifty (150) days after bid opening.
The City is exempt of all taxes. All bids must be FOB Nashua, NH, freight allowed. All items must be drop-
shipped from the factory to the Nashua Police Department, 0 Panther Drive, Nashua, NH 03062.
All terms and conditions noted in Section 800 of the City of Nashua Purchasing Manual shall apply.
All bidders must comply with all applicable Equal Employment Opportunity laws and regulations.
Respectfully,
Mary Sanchez, CPPB
Purchasing Agent II
City of Nashua
Page 2 of 4
NASHUA POLICE DEPARTMENT FY14 AMMUNITION BID
IFB0024-092613
Ammunition Specifications & Bid Summary Sheet
MANUFACTURER MODEL CALIBER BULLET WEIGHT CASE SIZE COST PER QTY EXT PRICE
FEDERAL 53982 40S&W 165GRN 1000 108 ¿1.0 C.Q, OO
1
FEDERAL GM308M500 308 168 MK BTI IP 500 12 :XI .là, (90
FEDERAL LE223T3 223 62GRN TacBond 200 30 CpltfO-OO
FEDERAL XM193AF 5.56 55GRN 900 35
2S01 <lQO 00
10md dips
FEDERAL BC556SNT1 5.56X45 50GRN 500 A)C £ R P 8 ASO ÈLP
SPEER 53961 40S&W 155 GRN GDHP 1000 Iffthwo 9 STj- —
SPEER 53921 38 135 GRAIN 3
SPECIAL mo bO(&/ßto Cfo l O O
+P
SPEER 53899 38 LAWMAN 1000 4
SPECIAL CLEAN FIRE
GRAND TOTAL
1. Alt items must be drop-shipped from the factory to the Nashua Police Department.
2. Bid prices must include all freight charges.
3. Pricing must be valid for five (5) months from date of bid opening.
4. The Estimated Delivery Time of each item must be specified on Page 4, Estimated Delivery Times.
Comments/Exceptions :
A Ê k ,
£*(•'< S ' - ' ' • " ¿ T O M EAGLEPOlHi' 0
COMPANY NAME & ADDRESS: TJ. ftt.'i MS & SOM
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(Typed / Printed Name & Tile)
Page 2 of 4
NASHUA POLICE DEPARTMENT FY14 AMMUNITION BID
1FB0024-092613
Estimated Delivery Times
MANUFACTURER MODEL CALIBER ESTIMATED DELIVERY TIMES
FEOERAL 53982 40S&W VWiMhÇ AflO
FEDERAL GM308M500 308
FEOERAL LE223T3 223 YVhy\{}\<> AfiD
FEOERAL XM193AF 5.56
10RND clips \mv\ib^ AiZO
FEOERAL BC556SNT1 5.56X45 A}xn. ÇtrV Mi5 t r^fhti.fißc S
SPEER 53961 40 saw <%HO WtoVH}^ fftZO
SPEER 53921 38
SPECIAL widvuV* #]£<>
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SPEER 53899 38
SPECIAL 10-I3itvw»i(h
Specify the date on which you received the above delivery dates: AW«? O t t l -kfryvi fonfiy
C ommen ts/Exceptio ns :
a£S.
COMPANY NAME:. EAGLE P 0 W 7 EASiE PQi^T ¿ M
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Page 2 of 4
STATE OF NEW HAMPSHIRE
Bureau of Purchase and Property
25 Capitol Street - Room 102
Concord, New Hampshire 03301
DATE: May 26,2011
NOTICE OF CONTRACT
COMMODITY: Ammunition
CONTRACT NO«: 8000979
NIGP CODE: 680-0400
CONTRACTOR: Eagle Point Gun/TJ Morris & Son #166490 B001
1707 Third Street
Thorofare NJ 08086
CONTACT ORDERS: Thomas J. Morris, III
Tel. 856-848-6945
Fax 856-384-2938
Majorfjmonisili@comcast.net
EFFECTIVE FROM: July 1,2011 through June 30,2014
DELIVERY TERMS: F.O.B. Destination to any location within the State of New Hampshire
TERMS: Net/30 Days from date of invoice or delivery, whichever is later
PRICES: See attached pages
ORDERING: Agencies may place orders direct to vendor by fax. Verification of
quantities via case and rounds should be verified prior or during order for
correct proportions.
No minimum quantity/case/dollar amounts. Orders will only be delivered
in full case lots not less than a full case.
(See 'Fax Order Form' provided at the end of this notice)
INVOICING: invoicing shaii be done on the basis of each order completed and shall
reference
State of New Hampshire contract number.
PACKAGING:
All products delivered to ordering facilities will be new and unused. Shipments shall be securely and
properly packaged, skidded, tied, etc. Each shipment must include an itemized packing slip.
FOR ADDITIONAL INFORMATION CONTACT:
Loretta Head, Purchasing Agent (603)271-3135 Email address: Loretta.Head@nh.gov
NASHUA POUCE DEPARTMENT FY14 AMMUNITION
Rileys Sport Shot Inc.
MANU. MODEL CALIBER BULLET WEIGHT CASE SIZE COST PER QTY EXT PRICE
Federal 53982 40S&W 165 Gm 1000 $ 289.97 108 S 31,316.76
Federal GM308M500 308 168 MK BTHP 500 $ 313.64 12 s 3,763.68
Federal LE223T3 223 62 GRN TACBOND 200 $ 209.28 30 $ 6,278.40
Federal XM193AF10 RND CLIP 5.56 55GRN 900 S 252.05 35 $ 8,821.75
Federal BC223NT5A 223 50 GRN 500 $ 338.60 8 $ 2,708.80
SPEER 53961 40S&W 155 GRN GDHP 1000 $ 280.20 9 $ 2,521.80
SPEER 53921 38 SPECIAL+P 135 GRAIN 1000 $ 302.63 3 $ 907.89
SPEER 53899 C LAWMAN CLEAN FIRE 1000 $ 183.24 4 $ 732.96
GRAND TOTAL $ 57,052.04
Price Guarantee :
Delivery Date:
Eagle Point Gun
MANU. MODEL CALIBER BULLET WEIGHT CASE SIZE COST PER QTY EXT PRICE
Federal 53982 405&W 165 Grn 1000 $ 213.50 108 S 23,058.00
Federal GM308MS00 308 168 MK BTHP 500 S 311.00 12 S 3,732.00
Federal LE223T3 223 62 GRN TACBOND 200 $ 206.00 30 S 6,180.00
Federal XM193AF 10 RND CLIP 5.56 55 GRN 900 $ 250.00 35 S 8,750.00
Federal BC223NTSA 223 50 GRN 500 $ 336.00 8 S 2,688.00
SPEER 53961 40S&W 155 GRN GDHP 1000 $ 278.00 9 s 2,502.00
SPEER 53921 38 5PECIAL+P 135 GRAIN 1000 $ 301.00 3 $ 903.00
SPEER 53899 38 SPEC LAWMAN CLEAN FIRE 1000 $ 181.00 4 $ 724.00
GRAND TOTAL $ 48,537.00
Price Guarantee:
Delivery Date: None
City of Nashua
Central Purchasing
229 Main Street
Nashua NH 03060
603-589-3330 Fax: 603-589-3344
October 10,2013
Memo #14-058
TO: MAYOR L02EAU
FINANCE COMMITTEE
SUBJECT: CONTRACT AWARD FOR SIDING REPLACEMENT AT STATION #2 FOR NASHUA
FIRE RESCUE (VALUE: $29,682)
DEPARTMENT: 152 FIRE, FUND: CAPITAL IMPROVEMENTS;
ACCOUNTING CLASSIFICATION: 81 CAPITAL PROJECTSHMPROVEMENTS
Nashua Fire Rescue (NFR) has been working with Project Resource Group in designing a solution for
ongoing problems surrounding the siding at Station #2-177 Lake Street The facility was designed and
constructed circa 1997-1998. The exterior of the four-bay station consists of masonry at the lower level
and a combination of vinyl siding and panels at the upper level and on the gabies. The drawings indicate
"metal-faced panels", but it appears the panels are faced with a vinyl sheet, or film, that is failing (see
attached pictures).
In addition to the potential for continued deterioration that may allow water to infiltrate the structure, the
sagging vinyl panels are unsightly and detract from an otherwise attractive building
As the vinyl clapboard siding is 15 years old and the panels need to be replaced anyway, the scope of
this project includes upgrading the entire South elevation, excluding the masonry, of the Truck Bays. The
Base Bid was comprised of work on the South (front) elevation, with an Alternate No.1 for the same
scope on the North (rear) elevation, to be done concurrently.
Bids were solicited from fifteen (15) firms and advertised on the City's website on September 19,2013.
Information for bidders was posted under reference document IFB0285-100813. There was a mandatory
pre-bid meeting on September 25,h at which five (5) vendors were in attendance as well as two City
representatives. Four (4) bids were received and opened on October 8,2013. One no-bid was received,
initial proposals ranged from $27,894 to $33,360 for the combined Base Bid and Alternate 1.
Project Resource Group developed the Invitation for Bid (IFB) and undertook the review of the bid
submissions. Telephone interviews were conducted on October 9,2013 with the three lowest bidders, A,
B & C (see attached). A revised bid analysis spreadsheet is also attached for your review.
Bidder A was the apparent low bidder, however, upon further inquiry it was learned that the cost of
installing plywood as called out per paragraph IV.3 of the IFB was not included, therefore their bid is
incomplete. Similarly, discussion with Bidder B revealed that neither the cost of the plywood nor the cost
of the necessary bond premium was included making their bid incomplete. Bidder C took no exceptions
or exclusions and furthermore proposed to use a lift in lieu of staging to perform the work - saving costs,
therefore being recommended for award based on completeness and understanding of work to be
performed. Bidder D was the highest and was called but not reached. Attached for your review are the
bid tabulation, photos of the existing condition, and a copy of the Monadnock Commercial Building bid
proposal.
Nashua Fire Rescue, Board of Fire Commissioners (October 7, 2013 meeting) and this Office recommend
the award in the amount of $29,682 to the lowest responsive bidder Monadnock Commercial Building,
Jaffrey, NH.
Respectfully, f^
Robert Gabriel
Purchasing Manager
Cc: J. Griffin Assistant Chief S. Galipeau J. Pietroniro-PRG
City of Nashua
Centrat Purchasing
229 Main Street
Nashua NH 03060
September 19. 2013
INVITATION FOR BIDS
Siding Replacement at Fire Station #2
177 Lake Street
IFB0285-100813
The City of Nashua. Nashua Fire Department, is seeking bids from qualified parties to provide construction services for
exterior renovations to the Lake Street Fire Station (Station #2). The detailed scope of work may be found on pages 4 and
5 of this document, under Project Information.
The following documents are a part of this Invitation for Bid:
IFB0285-100B13 Invitation for Bid (this document)
IFB0285-100813 PICTURES
IFB0285-100813 Sample Contract
INSTRUCTIONS TO BIDDERS
Bids must be submitted on the Bid Form in its entirety, In duplicate (one (1) original and one (1) copy), in a sealed
envelope clearly marked "Siding Replacement at Fire Station #2" and must be received at Central Purchasing Office,
229 Main Street, Lower Level, Nashua, NH 03060 prior to 3:00 pm on Tuesday, October 8, 2013. Postmarks or other
timestamps will not be accepted in lieu of actual delivery. The contractor can use whatever delivery mechanism it chooses
as long as it remains clear that the contractor is responsible for submissions prior to the date and time. Further details are
available on the City's web site, www nashuanh gov, under Citizens Favorites, Current Bid Opportunities, IFB0285-
100813. Bids will be opened in public on the due date and time. Results of the bid opening will be posted on the City's
web site, under Bid Results, within twenty-four (24) hours of the opening. Contract award will be contingent on approval
by the Aldermanic Finance Committee
A mandatory pre-bld conference will be held at 11:00 am, Wednesday, September 25, 2013 at the Lake Street Fire
Station, 177 Lake Street, Nashua NH 03060. You or your representative^) are required to attend this meeting if
you Intend to submit a bid. The meeting is an opportunity for the City to overview the project and objectives, and
participants to request additional information directly from City staff managing or participating in the project.
Bids must be submitted In the format provided and address the items specified in the bid package.
Delivery of the Bids shall be at the Vendor's expense The time of receipt shall be considered when a Bid has been
officially documented by the Department, in accordance with its established policies, as having been received at the
location designated above. The City of Nashua accepts no responsibility for mislabeled mail, Any and all damage that
may occur due to shipping shall be the Vendor s responsibility.
The City of Nashua assumes no liability for the payment of costs and expenses incurred by any bidder in responding to
this request for bids. All bids become the sole property of the City of Nashua. This request for bids is not a contract and
alone shall not be interpreted as such but rather serves as an instrument through which bids are solicited.
IFB0285-100813
Page 1 of 6
The City of Nashua may reject any or all of the bids on any basis and without disclosure of a reason. The failure to make
such a disclosure shall not result in accrual of any right, claim or cause of action by any unsuccessful bidder against the
City of Nashua. The City reserves the right to waive any irregularities when the public interest will be served thereby. The
City also reserves the right to negotiate any change or amendment in any bid without soliciting further bids if the action is
nccossary for the best interest of the City. A bid that is abnormally high or low for any bid item, or as a whole, may be
rejected as unbalanced
All bids are binding for sixty (60) days following the deadline for bids, or until the effective date of any resulting contract,
whichever is later.
To be eligible for an award, a bidder must be deemed "responsible*. A responsible bidder 1) has the ability, capacity and
skill to provide the goods or services required; 2) can provide the goods or services within the time frame specified; 3) has
a satisfactory record of integrity, reputation, judgment and experience; 4) has sufficient financial resources to provide the
goods or services; 5) has an ability to provide future maintenance and support as required: and 6) has developed a
positive track record with the City of Nashua to the extent the bidder has previously provided goods or services.
The project timeline is as follows:
Date Time
11:00 am at Fire Station #2
Mandatory Pre-bid Meeting Wednesday September 25, 2013 177 Lake Street,, Nashua, NH 03060
Deadline for Vendor Questions Friday, September 27,2013 3:00 pm
Answers/Clarifications Posted Tuesday, October 1, 2013 3:00 pm
Bid Submittal Date Tuesday, October 8, 2013 3:00 pm Central Purchasing Dept.
Bid Award On or about October 17, 2013 To be announced
Commencement of Project October 21,2013
Vendors are encouraged to submit questions via email; however, the City assumes no liability for assuring accurate and
complete email transmission/receipt and is not responsible to acknowledge receipt. Inquiries must be submitted In
writing, citing the IFB title, IFB number, Page, Section, and received no later than Friday, September 27, 2013 at 3:00
PM to:
Assistant Fire Chief Steven Galipeau
City of Nashua
Nashua Fire Department
177 Lake Street
Nashua. NH 03060
Email: qalipeaLiS@fi3Shuanh gov
The City will consider all timely-received questions and requests for change and, if reasonable and appropriate, will issue
an addendum to clarify or modify this IFB. Answers to vendor submitted questions and other addenda will be posted
under document IFB0285-100813 on the City of Nashua website; www.nashuanh.gov under Citizen Favorites, Current
Bid Opportunities no later than Tuesday, October 1, 2013, at 3:00 pm.
The successful bidder must maintain the following lines of coverage and policy limits for the duration of the contract. Any
subcontractors used by the CONTRACTOR are subject to the same coverage and limits and is a subcontractor of the
CONTRACTOR and not the OWNER. It is the responsibility of the CONTRACTOR to update Certificates of Insurance
during the term of the contract.
The City of Nashua must be named as an Additional Insured.
Provide coverage for not less than the following amounts or greater;
> General Liability:
$1,000,000 per Occurrence
$2,000,000 Aggregate
Motor Vehicle Liability: $1,000,000 Combined Single Limit
*Cgyerafle must include all owned, non-owned and hired vehicles.
rWorkers' Compensation Coverage according to Statute of the State of New Hampshire:
$100,000 / $500,000 / $100,000
IFB0285-100813
Page 2 of 6
All bidders and subcontractors at every tier under the bidder will fully comply with NH RSA Chapter 281-A,
"Workers' Compensation". It is the responsibility of the CONTRACTOR to submit to the OWNER certificates of insurance
for all other subcontractors prior to the start of the project. It is the responsibility of the CONTRACTOR to provide the
UWNER with updated certificates of insurance for the CONTRACTOR and all subcontractors 10 days prior to the
expiration of coverage. The OWNER may, at any time, order the CONTRACTOR to stop work, suspend the contract or
terminate the contract for non-compliance. All subcontractors except for Designer are subject to the same insurance
requirements as the CONTRACTOR.
The successful bidder will be required to post a 100% Performance Bond and a 100% Payment Bond in an amount equal
to the Contract Award.
The successful bidder shall submit a project specific health and safety plan that conforms to all applicable OSHA
requirements. This plan shall be adhered to by contractor's employees while on site and during performance of the
specilied work.
The City is exempt of all taxes All bids must be FOB Nashua, NH. All bidders must comply with all applicable Equal
Employment Opportunity laws and regulations.
Pursuant to NRO 5-78 (F), the purchasing manager shall not solicit a bid from a contractor who is in default on the
payment of taxes, licenses or other monies due the city. Therefore, this bid request is void as to anyone who is in default
on said payments.
Questions relating to this request may be directed to Assistant Fire Chief Steven Galipeau at qatipeaus@nashuanh.gov.
Respectfully,
Mary Sanchez, CPPB
Purchasing Agent II
City of Nashua
tkjn chc^m @oa$hu3 nh. gov
IFB0285-100813
Page 2 of 6
IFB0285-100813 Project Information
The City of Nashua is seeking bids from qualified, interested parties to provide construction services for exterior
renovations to the Lake Street Fire Station (Station #2)
I. Background:
The facility was designed and constructed in 1997-1998. The exterior of the four-bay station consists of masonry at the
lower level and a combination of vinyl siding and panels at the upper level and on the gables. The drawings indicate
'metal-faced panels", but it appears the panels are faced with a vinyl sheet, or film, that is failing (reference document
IFB0285-101813 Pictures).
The vinyl soffits, window trim, and rake and eave trim boards appear to be in good repair. As the siding is 15 years old
and the panels need to be replaced, the scope of this project includes upgrading the entire South elevation, excluding the
masonry, of the truck bays.
In addition to removing and replacing the siding, the work will require the removal and reinstallation of the existing louvers
and the installation of blocking behind the existing exterior wall lights. Also, the signage letters "Lake Street Community
Fire Station" on the South elevation are to be salvaged and reinstalled.
IL Project Requirements:
The station will remain occupied during the duration of the renovations. The contractor will be allowed to encumber two
bays al a time, both in front and back. Two full bavs - front and back - must remain open and serviceable at all times.
100% Performance and Payment Bonds will be required if the project cost exceeds $20,000. The cost of such bonds, if
required, is lo be included in the bid proposal.
Insurance requirements are described in the Instructions to Bidders above.
A mandatory pre-bid conference will be held at 11:00 am, Wednesday, September 25,2013 at the Lake Street Fire
Station, 177 Lake Street, Nashua NH 03060, You or your representative^) are required to attend this meeting if
you intend to submit a bid.
Substantial completion of all work is required within 30 days from Notice to Proceed.
All inquiries concerning this request shall be made in writing via email to: Assistant Chief Steven Galipeau, Nashua Fire
Department, 177 Lake Street, Nashua, NH 03060; e-mail GalipeauS^nashuanh.^ov
The finished project is to be fully compliant with all City, State and Federal codes and regulations.
II!. Award Process:
The City will review all responses and evaluate the bids based on the selection criteria described below.
1, Depth and breadth of team's recent, relevant expenence on comparable projects, preferably public buildings
2, References - (3) current or recent projects
3, Lump Sum Price
IFB0285-100813
Page 2 of 6
IV. Scope of Services:
1. General Conditions -Insurance, Supervision, Safety, Temporary Protections, Temporary Utilities, Trash
Removal & Disposal, Final Cleaning, Project Closeout Documents, 1-year warranty.
2. Selective Demolition - Make safe existing utilities. Remove and dispose of vinyl siding and panels.
Salvage and reinstall exterior lights, louvers and signage.
3. Carpentry - Blocking and Azek mounting pads for lights as required. Azek mounting pad for salvaged
signage letters Furnish and install exterior grade plywood sheathing where vinyl-faced panels are removed.
Thickness equal to thai of existing sheathing behind vinyl clapboard siding.
4. Siding - New vinyl siding and accessories to match existing in size, manufacturer and color as closely as
possible. Siding will cover areas formerly covered by the panels. Include trim around lighting and signage pads.
5. Specialties - Reinstall salvaged signage and louvers.
6. Electrical - Remove and salvage existing exterior lights as required for installation of siding.
V. ALTERNATE-NORTH FAÇADE
Indicate an additive alternate price for re-siding the North (rear) elevation at the same time as the South elevation, while
two bays are encumbered.
IFB0285-100813
Page 2 of 6
SIDING REPLACEMENT AT STATION #2
177 Lake Street, Nashua, NH
IFB0285-100813
BID FORM
BASE BID:
Furnish all Labor, Material and Equipment necessary to perform siding repairs on the South (Front) Elevation as specified
in IFB0285-100813
for the Lump Sum Price of: $
ADD ALTERNATE:
Furnish all Labor, Material and Equipment necessary to perform siding repairs on the North (Rear) Elevation as specified
in IFB0285-100813
for the Lump Sum Price of: $ „
TOTAL FOR BOTH BASE BID AND ALTERNATE:
Lump Sum Price of' $
SUBMITTED:
THREE (3) REFERENCES OF CURRENT OR EXISTING PROJECTS
COMPANY NAME & ADDRESS:
PHONE: FAX;
. E-MAIL:
(Signature)
DATE:
(Typed / Printed Name & Title)
IFB0285-100813
Page 2 of 6
Project Resource Group, LLC CITY OF NASHUA, NH 9 OCT 2013
IFB0285-100813
SIDING REPLACEMENT AT FIRE STATION #2
BID ANALYSIS
BIDDER BASE BID ALTERNATE 1
E. GUIMOND
CONSTRUCTION1 BOW, NH 13894 14000
Total 28,794
B CHICK BEAULIEU2 NASHUA, NH 14500 14500
Total 29,900
C MONADNOCK
COMMERCIAL BLDG. JAFFREY, NH 16140 13542
Total 29,682
AMERICAN EAGLE
CONSTRUCTION NASHUA, NH 18582 14778
Total 33,360
NOTES:
1 No plywood replacement behind vinyl face panels
$900 added to total of Base Bid and Alternate for plywood
2 No bond premium & no plywood replacement behind vinyl
panels. $900 added to total of Base Bid and Alternate for
bond. Cost for adding piywood undetermined at this time
LAKE STREET C O M M U N I T Y F I R E S T A T I O N
STANDARD FORM OF AGREEMENT
BETWEEN OWNER AND CONTRACTOR
This agreement is made:
BETWEEN the Owner City of Nashua, New Hampshire
229 Main Street
Nashua, NH 03060
And the Contractor:
For the following Project: Siding Replacement at Fire Station #2,177 Lake Street
{IFB0285-100813)
ARTICLE 1 - THE CONTRACT DOCUMENTS
The Contractor shall complete the work described in the Contract Documents for this project. The
documents consist of:
1. This Agreement signed by the Owner and Contractor, including the Genera) Terms and
Conditions;
2. Scope of Work;
3. Drawings and Specifications provided in the bid documents;
4. Change Order Form;
5. Payment and Performance Bonds, if applicable;
6. Insurance Certificate;
7. Written change orders for minor changes in the Work issued after execution of this
Agreement; and
8. Fully Executed City of Nashua Purchase Order
The Contract represents the entire and integrated agreement between the parties and supersedes
prior negotiations, proposals, representations or agreements, either written or oral. Any other
documents which are not listed in this Article are not part of the Contract
ARTICLE 2 - DATE OF COMMENCEMENT AND SUBSTANTIAL COMPLETION DATE
The date of commencement shall be the date of the Notice to Proceed. Substantial Completion
shall be
AG-1
ARTICLE 3 - CONTRACT SUM
Subject to additions and deductions by Change Order, the Owner shall pay Contractor, in
accordance with the Contract Documents, the Contract Sum of:
($ 1
The Contract Sum shall include all items and services necessary for the proper execution and
completion of the Work.
ARTICLE 4 - INSURANCE AND INDEMNIFICATION
Contractor shall carry and maintain in effect during the performance of services under this
contract:
> General Liability:
$1,000,000 per Occurrence
$2,000,000 Aggregate
City of Nashua Additional Insured
r Motor Vehicle Liability: 'Coverage must include all owned, non-owned and hired vehicles.
$1,000,000 Combined Single Limit
City of Nashua Additional insured
? Workers' Compensation Coverage according to Statute of the State of New Hampshire:
$100,000 / $500,000 / $100,000
Contractor and subcontractors at every tier will fully comply with NH RSA Chapter 281-A,
"Workers' Compensation".
Contractor shall maintain in effect at all times during the performance under this contract all
specified insurance coverage with Insurers. None of the requirements as to types and limits to be
maintained by Contractor are intended to and shali not in any manner limit or qualify the liabilities
and obligations assumed by Contractor under the contract. The City of Nashua shall not maintain
any insurance on behalf of Contractor. Subcontractors are subject to the same insurance
requirements as the Contractor and it shall be the Contractor's responsibility to ensure
compliance of this requirement
The parties agree that Contractor shall have the status of and shall perform ail work under this
contract as an Independent contractor, maintaining control over all its consultants, sub
consultants, contractors, or subcontractors. The only contractual relationship created by this
contract is between the City and Contractor, and nothing in this contract shall create any
contractual relationship between the City and Contractor's consultants, sub consultants,
contractors, or subcontractors. The parties also agree that Contractor is not a City employee and
that there shall be no:
1. Withholding of income taxes by the City:
2. Industrial insurance coverage provided by the City:
3. Participation In group insurance plans which may be available to employees of the City;
4. Participation or contributions by either the independent contractor or the City to the public
employee'sretirementsystem;
5. Accumulation of vacation leave or sick leave provided by the City;
6. Unemployment compensation coverage provided by the City.
AG-2
Contractor will provide the City of Nashua with certificates of insurance for coverage as Dsted
below and endorsements affecting coverage required by the contract within ten calendar days
after the City Issues the notice of award. The City of Nashua requires thirty days written notice of
cancellation or material change in coverage. The certificates and endorsements for each
insurance policy must be signed by a person authorized by the Insurer and who is licensed by the
State of New Hampshire. General Liability. Employers' Liability and Auto Liability policies
must name the Citv of Nashua as an additional insured and reflect on the certificate of
insurance. Contractor is responsible for filing updated certificates of insurance with the City of
Nashua's Risk Management Department during the life of the contract.
y All deductibles and self-insured retentions shall be fuRy disclosed in the certificate(s) of
insurance.
> If aggregate limite of less than $2,000,000 are imposed on bodily injury and property
damage, Contractor must maintain umbrella liability insurance of at feast $1,000,000. All
aggregates must be fully disclosed on the required certificate of insurance.
>> The specified insurance requirements do not relieve Contractor of its responsibilities or
limit the amount of its liability to the City or other persons, and Contractor is encouraged to
purchase such additional insurance, as it deems necessary.
y The insurance provided herein is primary, and no insurance held or owned by the City of
Nashua shall be called upon to contribute to a loss.
> Contractor is responsible for and required to remedy all damage or loss to any property,
including property of the City, caused In whole or part by Contractor or anyone employed,
directed, or supervised by Contractor.
Regardless of any coverage provided by any Insurance, Contractor agrees to indemnify and
shall defend and hold harmless the City, its agents, officials, employees and authorized
representatives and their employees from and against any and all suits, causes of action,
legal or administrative proceedings, arbitrations, claims, demands, damages, liabilities,
interest, attorney's fees, costs and expenses of any kind or nature In any manner caused,
occasioned, or contributed to in whole or in part by reason of any negligent act, omission, or
fault or willful misconduct, whether active or passive, of Contractor or of anyone acting under
its direction or control or on its behalf in connection with or incidental to the performance of
this contract Contractor's indemnity, defense and hold harmless obligations, or portions
thereof, shall not apply to liability caused by the sole negligence or willful misconduct of the
party indemnified or held harmless.
AG-3