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Finance Committee - 07/07/2021 Page 14

Mayor Donchess

Alderwoman Lu.

Alderwoman Lu

Thank you. How often do you change the shirts? What's the life of your shirts?
Deputy Rourke

It depends on the officer.

Alderwoman Lu

It’s not realistic to think they’d last the 6 years so will you then be paying for upgrades?

Deputy Rourke

Again so we have a high standard of uniforms, if you don’t look sharp in uniform you are sent back to the
locker room to get a new shirt, put a new shirt on. So if you are not fit for duty in a proper uniform, neat, clean
and professional then it is on you to replace uniforms. Just like every year we have a clothing allowance, guys
are supposed to update their own uniforms with that money and they do.

Alderwoman Lu
And so — a follow up — but won’t you have to send all of your new uniforms to this company to modify it?

Deputy Rourke

Yeah when someone gets a new uniform and that would be the officer’s responsibility after their 5 shirts and
then their $200.00 that would be on the officer to replace their own shirt and get it done.

Alderwoman Lu

| see, its part of their allowance. | see, OK. Thank you.

Deputy Rourke

Sure.

Mayor Donchess
Anyone else? (There were none.)

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: FY22 Biodiesel Contract in the amount not to exceed $30,425 funded from accounts 61307 Diesel Fuel (186
Transportation)

MOTION BY ALDERMAN HARRIOTT-GATRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT FOR BIODIESEL FUEL TO BROCO OIL, INC., OF HAVERHILL, MA, IN AN AMOUNT NOT TO
EXCEED $30,425. FUNDING WILL BE THROUGH DEPARTMENT: 186 TRANSPORTATION; FUND:
61307 DIESEL FUEL

Finance Committee - 07/07/2021 Page 15

ON THE QUESTION

Mayor Donchess

And is someone from Nashua Transit on remote? Apparently not. Well we can either vote on it, | mean it is
pretty apparent. Maybe we can ask Ms. Parkinson who is on here.

Kelly Parkinson, Purchasing Manager

Hi yes, this is our annual contract for biodiesel for transit. It did go out to bid, we received two bids; one was it
didn’t complete bid, it did not have pricing in it. So the vendor that proposed pricing we are proposing to award
the bid to them.

Mayor Donchess

Anybody have questions for Ms. Parkinson? Alderwoman Kelly.

Alderwoman Kelly

She may not be able answer. Thank you. | am just interested in what the biodiesel market looks like. Is this
higher than our previous contract — lower?

Ms. Parkinson

It’s right in line and | did ask for an optional second year bid pricing for them to kind of speculate out as to what
next year would like if we were going to commit for 2 years now. And the pricing for next year is right in line
with this year’s as well. It looks like a pretty stable market for biodiesel.

Alderwoman Kelly

Thank you.

Mayor Donchess

Alright any other comments / questions on the biodiesel contract? (There were none.)
0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: FY22 Unleaded Fuel Contract in the amount not to exceed $478,178 funded from accounts 61300 Unleaded
Fuel (186 Transportation)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT FOR UNLEADED FUEL TO GLOBAL MONTELLO GROUP CORP. IN AN AMOUNT NOT TO
EXCEED $478,178. FUNDING WILL BE THROUGH DEPARTMENT: 186 TRANSPORTATION; FUND
61300 UNLEADED FUEL

ON THE QUESTION

Mayor Donchess

| assume, Ms. Parkinson, you are going to handle this? Go ahead please?

Finance Committee - 07/07/2021 Page 16
Ms. Parkinson

Yes | can. Again this is our annual contract for the City’s unleaded fuel. We did go out to bid. We received 3
bids back; two of them extremely close. When we did the first year and second year average it was about
$1,000.00 difference but we went with Global who was the low bidder and they also are our current supplier so
that’s kind of our rationale for going with Global.

Mayor Donchess

OK. Anyone? (There were none.)
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Wastewater Chemicals: Polymer, Sodium Hypochlorite & Sodium Bisulfite in the amount of $660,000 funded
from account 61156 Chemicals (169 Wastewater)

MOTION BY ALDERMAN HARRIOTT- GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
FY22 PURCHASE OF POLYMER ($450,000), SODIUM HYPOCHLORITE ($150,000) AND SODIUM
BISULFITE ($60,000) FROM POLYDYNE OF RICEBORO, GA, IN THE AMOUNT OF $660,000. FUNDING
WILL BE THROUGH DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER; ACCOUNT
CLASSIFICATION: 61 SUPPLIES & MATERIALS

ON THE QUESTION

Mayor Donchess

Now, Ms. Parkinson are you doing this or is Mr. Boucher on here?

Dave Boucher, Wastewater Superintendent

Mr. Mayor, | am on — Dave Boucher.

Mayor Donchess
OK go ahead.

Mr. Boucher

OK thank you Mayor. Dave Boucher, Wastewater Superintendent. So this is the annual purchase of three
chemicals we use at the Wastewater Facility. The polymer we purchase is used to aid in the separate of water
from sludge at the Waste Water Facility. We purchase this through a company, the existing company we have
— these companies come to the Wastewater Facility, they test their products and we go with the product that
works the best for us so we can’t be it through a consortium. So this is the company we have been using and
we’d like to stay with them. Also the sodium hypochlorite is a disinfection product that we use at the
Wastewater Facility. We are going through the Northeast Merrimack Valley Chemical Consortium on this one.
Borden Remington is the company we are currently using, they were the low bidders this time around so we
would like to stick with them. And the sodium bi sulfite is a chemical we used to remove the sodium
hypochlorite before the wastewater goes to the river. We also went through the Northeast Merrimack Valley
Chemical consortium with this one, however, the low bidder on this one is the company we are currently using
but we have had problems with them all season long, getting chemicals on a timely schedule. We can’t do
without this project. There were several times where we were almost not able to get it. So we would like go
with PBS which is a company we have used in the past: very happy with their services, they were the second
lowest bidder on this.

Finance Committee - 07/07/2021 Page 17

Mayor Donchess
Alright any questions / comments? (There were none.)

MOTION CARRIED

Mayor Donchess

Now while Mr. Boucher is here we have this communication on our desk right, the Emergency Request for the
Well Water Pumps. Have you got that Mr. Boucher?

Mr. Boucher

Yes, | do.

Mayor Donchess

Is there a motion to suspend the rules and take that now while we have Mr. Boucher here?

MOTION BY ALDERMAN O’BRIEN TO SUSPEND THE RULES FOR THE EMERGENCY REQUEST FOR
WELL WATER PUMPS

Mayor Donchess

The motion is made, all those in favor say yea.
MOTION CARRIED
Without objection, Mayor Donchess accepted the communication and placed it on file.

There being no objection, Mayor Donchess accepted an emergency request that was received after the
agenda was prepared.

From: Kelly Parkinson, Purchasing Manager
Re: Emergency Request for Raw Water Pump Variable Frequency Drives at the Wet Weather Facility in the amount
not to exceed $39,980 funded from accounts WERF

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
EMERGENCY PURCHASE ORDER FOR FOUR (4) VARIABLE FREQUENCY DRIVES (VFDs) TO M&M
ELECTRICAL OF NASHUA IN AN AMOUNT NOT TO EXCEED $39,980. FUNDING WILL BE THROUGH:
DEPARTMENT: 169 WASTEWATER; FUND: WERF

ON THE QUESTION

Mayor Donchess

Mr. Boucher?
Mr. Boucher

Yes Mayor, thank you. Dave Boucher, Wastewater Superintendent. These are four variable frequency drives,
they are kind of the brains for our raw sewage pumps in our wet weather facility. Wwe have four pumps so each
pump has a drive. We were in the process of replacing all four because that particular brand is obsolete and
we were starting to have difficulties with them. During the process, at the end of June, we had one fail
completely and as | said they are obsolete, we can’t repair them. So we are going the process with replacing

Finance Committee - 07/07/2021 Page 18

all four. In order to run the facility at full capacity we need at least 3 pumps and that 4"" one is a spare. So
currently we are without a spare. The reason for requesting the emergency PO because there is an 8 to 9
week lead time on these VFD’s, so we wanted to get the order in sooner than later. We did go out and obtain
quotes. M&M Electrical of Nashua, New Hampshire was the lowest quote. I'll take any questions if you have
any.

Mayor Donchess

Anyone? (There were none.)

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager

Re: Pavement Preservation Program in the amount not to exceed $238,371 funded from accounts 81704 Paving
Bond (160 Engineering)

MOTION BY ALDERMAN HARRIOT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE

AWARD OF THE CONSTRUCTION CONTRACT FOR THE 2021 PAVEMENT PRESERVATION PROGRAM

TO SEALCOATING, INC., OF BRAINTREE, MA, IN AN AMOUNT OF $238,371. FUNDING WILL BE

THROUGH: DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: BOND; ACTIVITY: PAVING

ON THE QUESTION

Mayor Donchess

Alright, now is Dan Hudson on, if not | can explain this?

Dan Hudson, City Engineer

Yes | am, Mr. Mayor.

Mayor Donchess

OK good. So thank you Mr. Mayor. Dan Hudson, City Engineer. So we are doing a lot of paving in the City but
his program here is more of a preservation method. This is the crack sealing of the roadways. Cracks in the
roadways are problematic because they let water in which rapidly degrades the roadway. So roads that have
not been very recently paved, we need this treatment to extend their life. So this contract is for Seal Coating,
Inc. They have held their pricing from last year. We did add in one pilot program measure this year as part of
the program. We are going to try a fog seal on some of the roads, this is a (inaudible) fog seal. It is clear in
color but helps rejuvenate the pavement and seal the pavement. So we are adding on to this year’s program
as a pilot measure in an effort to kind of expand our pavement preservation toolbox. And I’d be happy to take
any questions.

Mayor Donchess
Alright, anyone? (There were none.)
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Change Order #1 for Vehicles: Ford Transit Van (Nashua School District)

Finance Committee - 07/07/2021 Page 19
Mayor Donchess

Is there anyone on from the School Department for the transit van?
Ms. Parkinson

HI, it is Kelly.

Mayor Donchess

OH Hi Kelly, alright good.

Ms. Parkinson

It’s just a change order.

Mayor Donchess

Do you need approval or is just information?

Ms. Parkinson

No it’s just an informational communication.

Mayor Donchess

Alright. So is there a motion to accept this and place it on file.

MOTION BY ALDERWOMAN LU TO ACCEPT THE COMMUNICATION AND PLACE IT ON FILE
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 JUNE 11, 2021 TO JULY 1, 2021

MOTION CARRIED

GENERAL DISCUSSION

Alderwoman Kelly

So it occurred to me when we were talking about the fuel prices etc., it would be really interesting to have our
Energy Manager to come in and talk about sort of year-over-year, historically what we have been paying for
these and how, as we are shifting to electric and gas, how that has changed. Do you think that’s something
Doria can do?

Finance Committee - 07/07/2021 Page 20
Mayor Donchess

Definitely.

Alderwoman Kelly

I’d love to see that.

Mayor Donchess

Yes, definitely. Now | will try to remember that. Ms. Parkinson, did you hear that comment? Could you help
remember to make sure Doria comes in to take about energy prices?

Ms. Parkinson

Yes | can.

Mayor Donchess
That would be good.
Ms. Parkinson

Yes.

Mayor Donchess

| probably will remember but if | don’t you can be my back up. Any other general discussion? (There was
none.)

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 8:04 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
July 7, 2021
Memo #22-148
TO: Mayor Donchess
Finance Committee
SUBJECT: Emergency Request for Raw Water Pump Variable Frequency Drives at the Wet Weather

Facility in the amount not to exceed $39,980 funded from accounts WERF

Please see attached communications from David Boucher, Superintendent of the Wastewater Department,
dated July 2, 2021 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Variable Frequency Drives for 4 Raw Water Pumps
Value: $39,980
Vendor: M&M Electrical of Nashua

Department: 169 Wastewater
Source Fund: WERF

Ordinance: Pursuant to NRO § 5-84 The competitive bidding process shall not apply to the
following special purchases: (1) Purchases required in the event of any emergency
as defined in § 5-90 which necessitates the immediate purchase of goods or
services.

The 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

B\ THE CITY OF NASHUA “The Gate City’

"Division of Public Works
Wastewater Department
DATE: July 2, 2021
TO: Mayor James Donchess
FROM: David Boucher, Wastewater Superintendent
RE: Variable Frequency Drives, Wet Weather Facility

The Wet Weather Flow Treatment Facility (WWFTF) has four Raw Water Pumps
that move the wastewater and storm water through the WWFTF wet well and
into the rest of the Facility. These four pumps operate based on water level and
controlled by Variable Frequency Drives (VFDs).

One of the VFDs began to fault out about six weeks ago. We had all of them
looked at and it was determined they were obsolete, couldn’t be repaired, and all
would need replacement. We were proactive in getting quotes, hoping to get
them replaced before failure, however, we saw the first VFD fail completely on
June 30, which prevents us from using that Raw Water Pump. With three Raw
Water Pumps remaining, the WWFTF has no pump redundancy if the facility
receives flows greater than 40 MGD. With the three remaining VFDs in similar
condition and the potential to lose them at any moment, along with the 8-9 week
lead time, we are requesting an emergency PO in the amount of $39,980.00 to
M&M Electrical of Nashua, NH for the four VFDs needed to keep this critical
piece of infrastructure running. M&M Electrical of Nashua was the company
that provided us the lowest quote.

2 Sawmill Road * Nashua, New Hampshire 03060 + Phone (603) 589-3560 » Fax (603) 589-3474

Wet Weather Raw Sewage Pump Variable Frequency Drive Quotes

Company Quantity {Item Quote

Granite City 4 SQD ATV630C16N4 S 42,400.00
First Electric 4 ENG-Q1B1B361 S 49,596.00
M&M 4 SQD ATV630C16N4 S 42,000.00
M&M 4 SPX200A1-4A1N1 S 39,980.00