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Finance Committee — 08/18/2021 Page 2
Kim Kleiner, Administrative Services Director

Good evening Mayor. | actually asked Nick Miseirvitch to attend so that he may answer the Committee’s
questions.

Mayor Donchess

So please just give us a brief outline of what the contract is for.
Nick Miseirvitch, Deputy IT Director

This is for the annual software support and maintenance and hardware support for our KRONOS environment
that services the entire citywide employees. Thisis a yearly item so you'll be seeing me every year around this
time on this item.

Mayor Donchess

Any questions, comments from the Committee? Do we have anybody attending remotely? We also have
Alderwoman Jan Schmidt here present via Zoom but | don’t believe she’s a member of the Committee. Since
we have no committee members attending remotely, all those in favor, opposed.

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: | Energy Recovery Upgrades Change Order in the amount not to exceed $200,000 funded from
accounts 81300 Machinery & Equipment

Mayor Donchess

Before we do the motion, there is an amended communication on this, right?
Daniel Hudson, City Engineer

Yes there is. There was some confusion due to a price change between BPW approval and tonight’s agenda.

Mayor Donchess
So would the proper motion be the same except that the $200,000 would be substituted for $230,000?

Daniel Hudson, City Engineer
That’s correct Mr. Mayor.

Mayor Donchess

If there’s no objection, we will accept the newcommunication as a substitute for the old. To begin, | will call on
Alderman Harriott-Gathright to make the motion with the understanding that the not to exceed 230 has now
become not to exceed 200.

MOTION BY ALDERMAN TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #8 TO THE
ENERGY RECOVERY UPGRADE CONTRACT WITH METHUEN CONSTRUCTION COMPANY OF
PLAISTOW, NH, INAN AMOUNT NOT TO EXCEED $200,000 FOR FINAL COMPLETION OF REMAINING
WORK FOR UPGRADES TO THE ENERGY RECOVERY FACILITY. FUNDING WIL BE THROUGH:
DEPARTMENT 169 — WASTEWATER; FUND: WASTEWATER; ACTIVITY: ENERGY RECOVERY
UPGRADE PROJECT

Finance Committee — 08/18/2021 Page 3
ON THE QUESTION

Mayor Donchess

You've heard the motion. Now Mr. Hudson could you please summarize the need for the change order in the
context of discussion that if you have information regarding wen the project began and when | may end.
Could you please give us that as well?

Daniel Hudson, City Engineer

Mr. Mayor Ill do my best. Unfortunately Superintendent Boucher could not be here tonight. He’s on a vacation
so I'm doing my best to fill in here for him. This energy recovery project just as a little background it’s a project
to take digester gas and run it through a turbine which generates power. So where in the past at the plant they
would simply flair off the excessive gas created by the waste process. This will actually utilize that gas to
generate energy and help offset some of the energy costs thatthe city has to run this plant. This plant
obviously had lots of pumps and things that uses a lot of energy.

Speaking to Mrs. Ortolano’ s question, | don’t have a specific contract startdate. I'm aware that this project
was bid out in August of 2018 or so and | believe started in 2019. It's been a long project to be coming to
fruition. We're close but we’re not there quite yet and we don't have a specific end date. We had to senda
meter back for calibration so we’re waiting for that to come back. Then the system is running on digester gas
and we’re permitted for that but is a setup to blend natural gas in cases where digested gas doesn't have
sufficient BT Us to run it just on that. There’s still a little bit of fine tuning | guess | would characterize it as to
complete this. | expect that will be done this fall. Again, | don’t have a specific end date.

This change order is to address delays in the project that occurred. A few things were encountered where one
of the generators is going to go. There was some conduits under the floor. There’s a little bit of delay there
while they created a plan to address that. Relocated some facilities. There was also a delay in determining
how to hang some pipes in the building. There was a system that had to be developed for that because the
plant system wouldn’t work. Those are some major items and the rest is miscellaneous costs to complete the
remaining work and change order items which we negotiated and mutually agreed with Methuen Construction
on. It’s been along time coming. The good news is that this change order will get us across the finish line but
it has taken a long time to come to fruition as noted. It's a very complex project that you can imagine —
complex system, complex construction, complex permitting. That's what | had to share with you. I'd be happy
to try to address any questions.

Mayor Donchess

Question or comments from committee members?
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Personal Protective Clothing & Equipment in the amount not to exceed $29,800.40 funded from
accounts 61110 Protective Clothing

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE
PROCUREMENT OF FOURTEEN (14) SETS OF PERSONAL PROTECTIVE EQUIPMENT (PPE) FROM
BERGERON CLOTHING IN AN AMOUNT NOT TO EXCEED $29,800.40. FUNDING WILL BE THROUGH
DEPARTMENT 152 FIRE RESCUE; FUND: 61110 PROTECTIVE CLOTHING

ON THE QUESTION

Finance Committee — 08/18/2021 Page 4

Steve Buxton, Assistant Fire Chief

Good evening. Steve Buxton, Assistant Chief, Nashua Fire. The fourteen sets are to put protective clothing on
the backs of our recent hires. Those are to fill 14 positions that were created through retirement or departures
from the department at this point in time. The funding comes from our normal protective clothing budget line
and this is anormal process. The groupis alittle bit bigger because it is two years in the making due to

COVID. Usually we had between 7 and 10 employees that come and go throughoutthe year. So 14 is a little
bit larger number than normal.

Mayor Donchess

Thank you. Questions? Comments?

Alderman O’Brien

Mr. Mayor and to the Clerk, please excuse me it might be my hearing issues but when you gave the dollar

amount did you say $.40 and if not may | just to make sure when it gets transcribed the amount we're talking
about is $29,800.40. | don’t knowif you said the $.40. If you did, | apologize. It’s the hearing.

Mayor Donchess

If we can save $.40 we'll do it right Chief?

Steve Buxton, Assistant Fire Chief

Yes. | will muscle that through it you need me to.

Alderman O’Brien

’m worried about the 40. Every dollar counts.

Alderwoman Lu

| also have a hearing problem. | didn’t hear what account this is coming out of. Was it the general fund?
Alderman Harriott-Gathright

Department 152 Fire Rescue and funds — 61110 protective clothing.

Alderwoman Lu

Okay. All right. So that would be the general fund, correct?

Mayor Donchess

Correct. It’s out of the fire budget but that’s vetted through city taxrevenue.

Alderwoman Lu

| just had another out of curiosity. How many retirees has the department had that are being filled?
Steve Buxton, Assistant Fire Chief

So these 14 were to fill vacancies in the suppression floors. Since we’ve filled that, we’ve had 4 members

Finance Committee — 08/18/2021 Page 5

come and go since we started the hiring process back in October! guess it was. Soit’s a lengthy process we
put them through but like | said, it's normal to have somewhere between 7 and 10 per year.

Alderwoman Lu

No | understand. Is this for 7 people or — they have 2...

Steve Buxton, Assistant Fire Chief

14 because we did not hire in 2020 due to the COVID pandemic. We didn’t have the ability when it first got
started. We tend to hire in the spring. The weather works a little bit more in our favor for our recruit school and
a couple of other factors. If you remember correctly in 2020, the pandemic was just getting started and we
were trying to flatten the curve for a couple of weeks there and we missed the bus in hiring at that point in time.
Alderwoman Lu

Okay thank you.

Alderman Harriott-Gathright

Just wondering since — were you able to use any of the pandemic funding for any of this type of equipment or
that’s not the norm since we are still in a pandemic. Just curious.

Steve Buxton, Assistant Fire Chief

No we weren't able to use any of the pandemic funding for that at this point in time. Most of that comes from
City Hall. We do have a line in our budget that funds this and it does usually account for the attrition factor
within the organization so retirements, departures, and the like.

MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED

WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM JULY 30, 2021 TO AUGUST 12, 2021

ON THE QUESTION

Alderwoman Lu

| had a couple of questions. If! could just ask about the overlay account 11500. There was a $21,000
payment and it seems to be a payment to the same people who received an abatement. | had hoped that CFO
Griffin could just answer and help me with that question. It was one of the questions | sent to you today but |
know you weren't able to address it.

John Griffin, CFO

CFO Griffin. Thank you Mr. Chairman. Yes as Alderwoman Lu indicated, she had send me some questions

Finance Committee — 08/18/2021 Page 6

today but! was unfortunately tied up in a series of meetings. | will be addressing each and every one of those
questions tomorrow but if there is a charge to account 11500 overlay, it’s either a consultant person which |
think this isn’t or it’s the charge that gives them back their amount of abatement but | can check tomorrow.

Alderwoman Lu
| thought that the abatement was coded 217807 In the past it has been.

John Griffin, CFO

Right. Just for clarification, the 21780 is we’ve talked a lot about it over the last year or so. That’s the refunds
that includes overpayments, abatements, etc. The charge to the overlay account is generally for abatements
and any consultants that work on behalf of the city but | will definitely verify and get an exact number and | will
also check to see 21780 if it was coded as arefund. I'll definitely get an answer.

Alderwoman Lu

If you'd like, we can talk wnen you have a chance to review my questions.

John Griffin, CFO

Sure.
Alderwoman Lu

Okay. Thank you. I'll wait to vote on it after lve reviewed.

Mayor Donchess

Okay. Any other questions or comments?
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT

Laurie Ortolano

Laurie Ortolano, 41 Berkeley Street. Hi. Good evening. | just wanted to talk to you a little bit about the use of
subcommittees when we’re making big changes on items like our Charter. You know our Charter is like our
city constitution and it requires a lot of close and careful vetting before we make these changes. | really feel it
was a mistake to push a petition through the way it’s going through right now and not having this subcommittee
meet.

| wanted to let you all know that I’m on an Assessing Standards Boards subcommittee up in Concord. The
committee was formed as a subcommittee to address releasing sanctions against assessors who are
sanctioned by the DRA. This became a little bit of a hot issue wnen we had some of our assessors down here
fall in the category of having some sanctions issued and the Assessing Standards Board realized that those
sanctions were not being released publicly and they had anticipated wen they set up the regulations that they
would be released publicly. Nowto address that, they didn’t put it through and rush it through this year as a
board change. They formed a subcommittee andI’m on that subcommittee. That subcommittee has been
vetting the issued in meetings to allow open meetings all other chiefs and assessors from the State to come in
and participate and it’s been discussed at the full meetings of the board. The DRA and the DOJ have taken a
neutral position, aren't going to block it. Basically the DRA is willing to give control over to the Assessing
Standards Board who would like to put it under the Office of Professional Licensure and Certification. Now

Finance Committee — 08/18/2021 Page 7

that’s all done by committee and it may take about two years to get this change through as law. We're going to
write the law this September. It’s a process and we're doing the process.

| think we're jipping ourselves down here in Nashua when we have a Mayor, some aldermen, and figureheads
— leadership people pushing a petition. This is not really a citizen’s petition and anyone who says everyone
has the right to push a petition, that’s true but when it’s your Mayor who is doing it, you're a figurehead. You’re
aleader. When you're going door to door, people may be assuming that it had adequate vetting. There was
adequate discussion. Thatthe facts are being laid out the way they should be. | don’t think that’s really the
case and you have a higher level of influence sitting as a figurehead than a general citizen who brings forth the
petition. |came to this Board of Aldermen and asked if they would back a petition change for the Board of
Assessors to require that all assessing board members living...

Alderman Harriott-Gathright

Thirty seconds.

Laurie Ortolano

...in the City of Nashua. It received no attention at all or acknowedgement. Now that would be a case mere
as a citizen | could go out and ask for signatures and bring it forward because | tried to work with the Board.
There was no acknowledgement and | could do it separately but you have not been willing to work with the
Board Mr. Mayor. You were not willing to work on the subcommittee and you're jamming this through as a
power grab over financial issues. Thatis really the wrong reason to do it and you’re doing the wrong Charter
change. The change should be for a city manager. You're in the right church but you're in the wrong pew
here. When you compare us to Dover who has a City Manager...

Alderman Harriott-Gathright

Your time is up Ms. Ortolano.

Laurie Ortolano

...and that with a $400 million budget has a mayor. Let’s work on the correct Charter change. Thank you.
Mayor Donchess

Any other members of the public who wish to address the committee?

REMARKS BY THE ALDERMEN

Alderman O’Brien

| would like to welcome our youngest member over here that’s diligently and watched this meeting and
welcome to the chamber. | know you’re wth Grandma so that’s fantastic. You can say hello.

Unidentified Female Speaker

Hi.

Mayor Donchess

All right. Any other remarks by Aldermen?
NON-PUBLIC SESSION - None

Finance Committee — 08/18/2021 Page 8
ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:22 p.m.

Alderman-at-Large Michael B. O’Brien, Sr.
Committee Clerk

City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

August 17, 2021
Memo #22-158

TO: Mayor Donchess
Finance Committee

SUBJECT: Energy Recovery Upgrades Change Order in the amount not to exceed $200,000 funded
from accounts 81300 Machinery & Equipment

Please see attached communications from David Boucher, Superintendent of the Wastewater Department,
dated July 22, 2021 for project specific details related to this purchase. Below please find a summary of
the purchase approval request:

Item: Change Order #8 for Upgrade of the Energy Recovery Room Project to reconcile
claimed delays for relocating buried electric conduits & providing pipe supports
and complete remaining open change order items.

Value: Initial Approved Total: $1,787,378.00
Change Orders 1-7: S 144,792.27
Change Order 8: S$ 200,000.00
New Project Total: $1,902,170.27
Vendor: Methuen Construction

Department: 169 Wastewater
Source Fund: 54210 Lead Hazzard Remediation

Ordinance: Pursuant to § 5-84 Special purchase procedures. A/ (5) Purchases from a sole
manufacturer, where it is determined to be more efficient and economical to
reduce costs of maintenance of additional repair parts, supplies or services.

The Board of Public Works (7/22/21 BPW meeting), Division of Public Works: Wastewater, and the
Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: D Boucher
C O'Connor

To:

From:

Re:

E. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: July 22, 2021

David L. Boucher, Superintendent
Wastewater Department

Energy Recovery Upgrade — Methuen Construction Change Order #8

To approve Change Order #8 to the Energy Recovery Upgrade contract with Methuen
Construction Company of Plaistow, NH in an amount not to exceed $230,000 for final
completion of remaining work for upgrades to the Energy Recovery Facility. Funding
will be through: Department: 169- Wastewater; Fund: Wastewater; Activity: Energy
Recovery Upgrade Project.

The energy recovery upgrade project involves upgrading all the major components in the
energy recovery room with new generators, piping, heat exchangers, pumps, controls and
associated electrical components. The contract with Methuen Construction was originally
in the amount of $1,787,378. Change order | thru 7 were for various changes that
occurred during construction typically due to unknown conditions. The total of CO’s 1-7
comes to $144,792.27 bringing the total contract value to $1,932,170.27.

Change order 8 consists of 2 main items. First is to reach final agreement on claimed
delays encountered earlier in the project, one for relocating buried electric conduits in the
concrete floor and the second for delays in determining how to provide pipe supports in
the concrete slab ceiling. The second main item is for costs to complete the remaining
work change order items.

Approval of change order 8 will resolve all outstanding contract items.

B-6.1

CHANGE ORDER

No. 008

PROJECT: Energy Recovery Upgrade
OWNER: City of Nashua, NH

(Address)

DATE OF ISSUANCE:

CONTRACTOR: Methuen Construction Co., Inc OWNER’s Project No. 1FB0501-091618

CONTRACT FOR: Energy Recovery Upgrade ENGINEER waldron Engineering & Construction, Inc.
at Nashua NH Wastewater Treatment ENGINEER’s Project No. 359.01

9/2,

You are directed to make the following changes in the Contract Documents.

Description; (See attached)

Purpose of Change Order: (See Attached)

Justification: (See Attached)

Attachments: (List documents supporting change) (Summary+PCO-18R1,22R1,26, 29R1)

CHANGE IN CONTRACT PRICE

Original Contract Price
$ 1,787,378.00

CHANGE IN CONTRACT TIME

Original Contract Time

280 (final completion)
(days or date)

Previous Change Orders
3 144,792.27

Net change from previous Change Orders

31
(days)

Contract Price prior to this Change Order
$ 193217027

Contract Time prior to this Change Order

311 (final completion)
(days or date)

Net Increase (Decrease) of this Change Order
$ 200,000.00

Net Increase (decrease) this Change Order

649
(days)

Contract Price with all approved Change Orders
$ 2.132.170.27

Contract Time with all Change Orders

960 (final completion)
(days or date}

This document will become a supplement to the CONTRACT and all provisions will apply hereto. The
attached Contractor’s Revised Project Schedule reflects increases or decreases in Contract Time as
authorized by this Change Order.

Stipulated price and time adjustment includes all costs and time associated with the above described change.

Contractor waives all rights for additional time extension for said change. Contractor and Owner agree that
the price(s) and time adjustment(s) stated above are equitable and acceptable to both parties.

RECOMMENDED: APPROVED: APPROVED: APPROVED:
By: Quremy emt _ BY: By: 4esee> By:
0 Eggineer Owner Contractor NHDES
7/30/21 8/2/21

Date Date Date Date