Finance Committee

REPORT OF THE FINANCE COMMITTEE NOVEMBER 4, 2015 A meeting of the Finance Committee was held on Wednesday, November 4, 2015, at 7:00 p.m. in the Aldermanic Chamber. Mayor Donnalee Lozeau, Chair, presided. Members of the Committee present: Alderman-at-Large Daniel T. Moriarty, Vice Chair Alderman-at-Large David W. Deane Alderman Ken Siegel Alderman-at-Large Jim Donchess Alderwoman Pamela T. Brown Alderman Paul M. Chasse, Jr. Also in Attendance: Mr. John L. Griffin, CFO PUBLIC COMMENT - None COMMUNICATIONS From: Dan Kooken, Purchasing Manager Re: Purchase of Used Undercover Vehicles (Value: $25,000) MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE IN THE AMOUNT OF $25,000. FUNDS ARE AVAILABLE IN DEPARTMENT 150, POLICE; ACCOUNT: 50.4025-81500, US DEPARTMENT OF JUSTICE FORFEITURE – VEHICLES ON THE QUESTION Mayor Lozeau In public session we have very little we can discuss on this. These are the undercover vehicles for the narcotics officers. They are going to be purchased locally; I think I can tell you that. Alderman Chasse Are they trading anything in? Mayor Lozeau I believe they probably are trading in the ones that they currently have. MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: BSP – Sanborn Head Environmental Engineering Amendment #10 (Value: $35,500) MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE AMENDMENT #10 TO THE CONTRACT WITH SANBORN HEAD ASSOCIATES IN THE AMOUNT OF $35,500. FUNDS ARE AVAILABLE IN DEPARTMENT 160, ADMINISTRATION/ENGINEERING; BROAD STREET PARKWAY BOND Finance – 11/04/15 Page 2 ON THE QUESTION Mayor Lozeau This is the oversight. We have about 60 or 70 feet left to go and we are hopeful to get through that without any more angst. MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: Contract Award for Transit Advertising Services MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO ATA TRANSIT ADVERTISING ON THE QUESTION Mayor Lozeau This is a revenue generating item and it’s going to have to go before the full Board because it’s multi-year and because its revenue that’s received that goes directly into the transit operating budget. MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: Purchase of Four (4) Swenson EV100 1056SS Stainless Steel V-Box Spreaders (Value: $42,000) MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE FROM H.P. FAIRFIELD IN THE AMOUNT OF $42,000. SOURCE OF FUNDING IS DEPARTMENT 161, STREETS; PRIOR YEAR ESCROWS; 71, EQUIPMENT MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: FY16 Pavement Markings Contract (Value: $155,525) MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO HI-WAY SAFETY SYSTEMS, INC. IN THE AMOUNT OF $155,525. FUNDS ARE AVAILABLE IN DEPARTMENT 161, STREETS; GENERAL FUND; 54, OTHER SERVICES MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: Hazen and Sawyer Regarding EPA Appeal Process MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND CONCUR WITH THE PAYMENT TO HAZEN & SAWYER ENVIRONMENTAL ENGINEERS AND SCIENTISTS IN THE AMOUNT OF $57,981. SOURCE OF FUNDING IS DEPARTMENT 169, WASTEWATER; 53, PROFESSIONAL AND TECHNICAL SERVICES MOTION CARRIED Finance – 11/04/15 Page 3 From: Dan Kooken, Purchasing Manager Re: Water Quality Sampling & Analysis, CSO Post Construction Plan (Value: $45,000) MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF ALDERMEN APPROVAL, AWARD THE THREE-YEAR CONTRACT TO CHEMSERVE ENVIRONMENTAL ANALYSTS IN THE AMOUNT OF $15,000 ANNUALLY. FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER; 53, PROFESSIONAL & TECHNICAL SERVICES MOTION CARRIED MOTION BY ALDERMAN SIEGEL THAT THE RULES BE SO FAR SUSPENDED AS TO ALLOW FOR THE INTRODUCTION OF A COMMUNICATION RECEIVED AFTER THE AGENDA WAS PREPARED MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: Main Street Crosswalk Installation Blocks 3 & 4 (Value $69,890) Department: 161 Streets; Fund: General; Activity Description: Main Street MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO HUTTER CONSTRUCTION, INC. IN THE AMOUNT OF $69,890. SOURCE OF FUNDING IS DEPARTMENT 161, STREETS; GENERAL FUND; MAIN STREET ON THE QUESTION Mayor Lozeau I am sure you will all recall this one. We discussed this at the last Finance Committee meeting. We talked about going back to see if we could do something together with city forces and the contractor to see if the price would come in at a better price. At the Board of Public Works meeting which came after the last Finance Committee meeting they were very interested in us pursuing this. What you see before you is significant change in price. On the back side of this is the analysis that Alderman Deane had asked about for the difference between in-house and Hutter doing it. You do see that there is a premium that is about 20%. To have Hutter do it with city forces and with supplies it’s about $96,000 and to have DPW do it themselves is about $77,700. I thought it was pretty great of Hutter to come back and try to work with us on this. We are certainly fighting the weather. I don’t know, even if we adopt this, I don’t know that both crosswalks will be completed this year. We are going to try to get into one of them and see what they find to make sure …you know we are gambling with weather so I don’t want to have anything plated on Main Street through the winter. We’ll have to see how the weather goes and what happens here. If this passes, we won’t start until after the parade because I also don’t want people marching down the street with a road that has been demoed in the center for the purposes of this crosswalk. We will have to have a special Board of Public Works meeting to take this up if we pass it here as they have asked me to do that. Just so you know all of the information. Alderman Chasse So are you telling me that it’s about $18,000 more? Mayor Lozeau Right. Alderman Chasse That’s a significant number. Finance – 11/04/15 Page 4 Mayor Lozeau Well, we are paying a premium for timing, to get them in and get them out. Working the forces together, the proposal was $164,000 for the two crosswalks and now it’s $77,000 for the two crosswalks. Alderman Chasse Is this money already in the budget? Mayor Lozeau Yes, there is money budgeted for this work. Alderman Deane How is it $77,000? It’s $77,000 if the DPW does it. It’s $18,860 more along with DPW waiver of $10,000 that’s included in the $96,370. So you are proposing to spend $19,000 more than if the DPW was to do it in the spring? Mayor Lozeau That’s correct but as I said, it was $164,000. Alderman Deane It’s still almost $20,000 more. Mayor Lozeau I understand that, Alderman Deane. The Board of Public Works asked me to do the same comparison. They were interested in looking at paying the premium to get the work done and get Main Street completed and get the guys off of Main Street for next season. That’s what was asked and that’s what is here. Alderman Siegel I am a little troubled by the premium especially given that there are some risks that it won’t provide any particular benefit because we won’t be able to finish it anyways. It’s hard for me to justify that so I am going to have to say no on this myself. MOTION FAILS UNFINISHED BUSINESS - None NEW BUSINESS – RESOLUTIONS R-15-185 Endorser: Mayor Donnalee Lozeau APPROVING A SITE LEASE AGREEMENT WITH T-MOBILE NORTHEAST, LLC TO RELOCATE THE LESSEE’S COMMUNICATION EQUIPMENT LOCATED AT WHIPPLE STREET, MINE FALLS PARK TO THE NEW REPLACEMENT TOWER  Also assigned to the Board of Public Works; to appear on its 11/19/15 agenda MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE Finance – 11/04/15 Page 5 ON THE QUESTION Alderman Deane I remember a long time ago you had talked about when these cell contracts were up for renewal or change that you were trying to get them all so they were pretty much one in the same. Do you remember that or am I wrong? Mayor Lozeau I wouldn’t say one in the same. What I was trying to do was make sure that they were all market rate and it would be different if we owned the poles versus them owning the pole so other than those differentials we were trying to be… Alderman Deane So the comparison between these two is correct? Mayor Lozeau Yes, it is correct. MOTION CARRIED R-15-186 Endorser: Mayor Donnalee Lozeau APPROVING A FIRST AMENDMENT TO EASEMENT IN GROSS WITH T-MOBILE NORTHEAST, LLC (SUCCESSOR IN INTEREST TO OMNIPOINT COMMUNICATIONS MB OPERATIONS, LLC) TO INCREASE EASEMENT FEES  Also assigned to the Board of Public Works; to appear on its 11/19/15 agenda MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE MOTION CARRIED NEW BUSINESS – ORDINANCES - None TABLED IN COMMITTEE MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE THE MEMO REGARDING THE PUBLIC HEALTH & COMMUNITY SERVICES FACILITY MOTION CARRIED From: Dan Kooken, Purchasing Manager Re: Public Health & Community Services Facility Cost Estimation and Site Selection Services (Value: $33,300); Department: 171, Community Services; Escrow Funds  Tabled – 10/21/15 MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO DENNIS MIRES, PA, ARCHITECTS & ENGINEERS IN THE AMOUNT OF $33,300. FUNDS ARE AVAILABLE IN DEPARTMENT 171, COMMUNITY SERVICES; ESCROW FUNDS Finance – 11/04/15 Page 6 ON THE QUESTION Mayor Lozeau You all recall at the last Finance Committee meeting Alderman Siegel asked for clarification relative to this particular item to clarify how many RFP’s would be covered under that cost and review. The company came back and offered to do all of the submitted proposals at that figure so that’s been clarified as requested. MOTION CARRIED RECORD OF EXPENDITURES MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD OCTOBER 16, 2015, THROUGH OCTOBER 30, 2015 MOTION CARRIED PUBLIC COMMENT – None DISCUSSION Alderman Moriarty Since this is the first meeting since last night I wanted to congratulate Alderman Donchess on his commanding victory as Mayor. Alderman Donchess Thank you very much. POSSIBLE NON-PUBLIC SESSION ADJOURNMENT MOTION BY ALDERMAN CHASSE TO ADJOURN MOTION CARRIED The Finance Committee meeting was adjourned at 7:14 p.m. Alderman Ken Siegel . Committee Clerk  City <G)f Nashua Central Purchasing 229 Main Street Nashua NH 03060 603-589-3330 Fax: 603-589-3344 November 4, 2015 Memo #16-080 TO: MAYOR LOZEAU FINANCE COMMITTEE SUBJECT" MAIN STREET CROSSWALK INSTALLATION BLOCKS 3 & 4 (VALUE: $69,890) DEPARTMENT. 161 STREETS; FUND: GENERAL ACTIVITY DESCRIPTION: MAIN STREET Please see the attached quote from Hutter Constrction dated November 3, 2015 for information related to this purchase. The City Engineer and the Purchasing Department recommend the award of this contract to Hutter Construction Inc. of New Ipswich, NH in an amount of $69,890. This purchase is contingent upon approval at the Board of Public Works at a special meeting with the date to be determined. Ce: S Dookran L Fauteux  HUTTER CONSTRUCTION 810 Turnpike rd, New Ipswich, NH, 03071 603-878-2300 Submitted to: Andy Patrician Estimate date: November 3, 2015 Company: City of Nashua Job Name: Main st crosswalks Address: 9 Riverside St, Nashua, NH Job Location: Main st, Nashua Work Phone: 603-589-3276 Property Owner: City of Nashua Cell Phone: Email: patriciana@nashuanh.gov SCOPE. All excavation utilities and gravel to be installed with road plates in place prior to mobilization. 1. Furnish and install concrete base. 2. Install granite curb supplied by city 3. Furnish and install sand base 4. Install brick pavers supplied by city 5. Furnish and install pavement 31 outside edge of curb. Total both walks $69,890.00 Notes: Any increase in the scope of work performed will result in an increase in the price for this contract. TRAFFIC CONTROL POLICE DETAIL NOT INCLUDED Price does not include provision for winter and or cold weather protection Price does not include provision for designs, engineering lab or on site testing. Price is based on working 9 hour days. Price does not include provision for certified wage rates Price does not include provision for bonding ESTIMATE EXPIRATION: This estimate is valid for 30 days. TERMS: Net 30 Page 1 of 1 ACCEPTED BY: CONFIRMED BY: rhp above prices, specifications and conditions are satisfactory and hereby accepted: HUTTER CONSTRUCTION Buyer: Signature: Authorized Signature: Date of acceptance:  ? Comparison Contractor to In-House Installation Two Crosswalks Main Street H utter Contract: Contract Price $ 69,890 Bond $ 980 Overtime City Staff (Demo Only) $ 10,000 Brick (Provided by City) $ 5,500 Curbing (Provided by City) $ 10,000 Total Hutter Installation: $ 96,370 DPW In-House Installation: Materials $ 31,696 Brick Contractor (Labor Only) $ 11,444 Foundations $ 2,000 Overtime $ 32,570 Total DPW In-House Installation Estimate: $ 77,710