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Finance Committee - 09/16/2020 Page 4

As you will see in Ms. Parkinson’s Memo, we did initially receive three bids for the job; only two of them after
proper review were rejected because they were non-conforming; so non-conforming in they were missing
required documentation. Some had failed to list subcontractors, didn’t have qualifications statement or did not
include the property Federal Provisions. That left DL King for $913,343.24. This bid was reviewed by a
Committee of City Staff. I’d like to thank Director Marchant for sitting in with us, with her significant building
knowledge and that bid was found to be brought forward to you this evening.

| would like to say that this past week we have removed all furniture from the areas, preparing for construction
which we hope to start on Monday, after a start-up meeting to go over proper rules and procedures with the

contractor. I’d like to thank Jen Deshaies and her team for overseeing the moving of all that furniture, the
moving of packs to the Finance Area. We are ready to start construction if the Committee so sees.

Mayor Donchess
Comments, questions? Oh and now Alderwoman Harriott-Gathright is with us | believe. Hello Linda.

Alderman Harriott-Gathright

Yes, hello sorry about that, | had a hard time tonight, it's been a long day.

Mayor Donchess

Ok any questions or comments on the City Hall? Alderman O’Brien.

Alderman O’Brien

Well thank you Mr. Mayor. Mine is just really a comment. It seems to be prudent while City Hall is in a shut
down at this particular time, this is the proper time to do this type of work and to get it prepared. | think when
we open it back up hopefully the work will be completed, and City Hall will be more accessible and a better

place and a safe place it seems, going with the CDC Guidelines and everything. So | think timing is everything
and | compliment you for doing it now, less disruptive to the citizens, thank you.

Mayor Donchess

Anyone else, questions comments?

Alderwoman Kelly

| have a question, my hand was up.
Mayor Donchess

Oh sorry, who is speaking?
Alderwoman Kelly

Alderwoman Kelly.

Mayor Donchess

Alderwoman Kelly?

Finance Committee - 09/16/2020 Page 5

Alderwoman Kelly

Thank you. Thank you for bringing this forward, obviously COVID-19 precautions are prudent. | just wanted to
know two questions | wanted to know; what the timeframe for getting this done is. It may have been in the
notes but | just wanted to reiterate it?

Director Kleiner

Sure so ... sorry Alderman Kelly?

Alderwoman Kelly

No | was trying to decide if | should ask both my questions. My other question was just like can you just for
everybody listening, like give a quick overview of what things are being done. So you said they are moving the
furniture, but are there other big pieces?

Director Kleiner

Certainly. So the construction time line, Assessing and Motor Vehicles and Tax, because of where they are
situated in City Hall, one right over another. Those two areas will be done simultaneously. So we should see
Assessing and Motor Vehicles and tax completed in mid-November. The City Clerk office will be done after
that. There’s a few thoughts there. Motor Vehicles is currently located in our Auditorium and servicing our
residents very well, actually. VWWe have a system that has been designed between Risk Management and Motor
Vehicles. We have an appointment system and residents are being able to come in and conduct business in
Motor Vehicles in that Auditorium.

Having said that, there is nowhere to move the City Clerk’s Office at this time in order for them to conduct the
very necessary work of the election. So once Motor Vehicles is complete in Mid-November, they will be moved
back to their area and the City Clerk will then proceed to the Auditorium. So that’s one reason for the phasing.
We expect the City Clerk to be done by the end of the year which also includes the widening of the doorway
leading from the main hallway with the Aldermanic photos, into the general rotunda. So you will notice that that
doorway is very, very narrow. And that does not meet CDC Social Distancing Protocols. So while we are
working on the City Clerk’s Office, we will be also working to expand that doorway. But hopefully everything
will be done by the end of the year.

Mayor Donchess

Alderwoman Kelly, do you have follow up?

Alderwoman Kelly

Yeah | do actually. So | just want to make sure | understood you clearly. So the reason we are not doing the
City Clerk’s Office first is that putting them in the Auditorium will disrupt their ability to conduct the work that
needs to be done for the election?

Director Kleiner

Mayor if | may. So the Motor Vehicle Department has been in the City Auditorium for some time now, a couple
of months. We needed to open up Motor Vehicles so that our residents could register their cars. The only
place that we could do that was the City Auditorium and we actually hired the same vendor, DL King to come
in and create some temporary socially distant areas for those Motor Vehicle Clerks to service our residents.
So that was done back in July and they’ve been up there. It didn’t make sense to not have Motor Vehicles
operational and serve our residents. The City Clerk indicated that it may be best for her to actually move after
the General Election; so that was the train of planning there.

Finance Committee - 09/16/2020 Page 6

Mayor Donchess

Alderwoman Kelly?

Alderwoman Kelly

I’m good.

Mayor Donchess

Alderwoman Kelly and Alderman Laws are only on video and | can’t see an electronic hand, | don’t have it on
my screen for some reason. So if you want to ask a question or something, just speak up. The other people |
can see so the other people you can just raise your hand | can see you on video. | think Alderwoman Lu had a
question.

Alderwoman Lu

Yes | do, thank you Mr. Mayor. One of my questions is when we get an incomplete bid, | just don’t know the
process. So are we not able to — like does this process work such that if the bid does not conform then we
can’t coach them on what they need to do? The reason | am asking this, it just — you know | notice it seems
frequently you know we might have a situation like this where we have you know one bidder or one conforming
bidder. So my question is, is that the way it is, is we can’t just go back and ask them; to fix something or
conform to the requirements?

Director Kleiner

No normally we would not. So there’s a couple things to consider here. The bidding process within the City is
a very public process. So once bids are received they are posted on our City Web Site and all the bidders
have access to the other bidder’s information. So a bid has to be complete when submitted. It would really give
an unfair advantage if one bidder saw other bidder’s information and then we went back and asked them to
change certain things. It would give an unfair advantage. So the bids must be complete, we specify that, we
are very clear in our language on that. And these individuals, we do reach out, we do talk to them after about
exactly why their bids were rejected and hope that they will bid on future projects.

Mayor Donchess

When you don’t follow the rules strictly there can easily be litigation over whether the bid was improperly
awarded. And especially when there’s Federal money involved, there are Federal Requirements that you bid it
and you only considering conforming bids.

Alderwoman Lu

Thank you. | just have a couple of other questions if | could.

Mayor Donchess

Yes.

Alderwoman Lu

| can’t find the schedule it’s like a chart where you see what is starting and what is ending, you know, when it
starts and when it ends. | thought | saw it but if anyone knows what page it is on. My question is just several of

these times take two months, several of these departments will be two months you know under construction it
looked to me. And that just seems excessive.

Finance Committee - 09/16/2020 Page 7

But then the other question is do we feel, are we trying to get the ADA compliancy done at the same time or is
that required by Federal Requirements because we have some Federal Funding that we also have to take care
of any non-conforming ADA issues? So that’s two, sorry.

Director Kleiner

So yes, it is required that when we are making the building modifications that we also conform to ADA
requirements. So yes, that will be completed both in Motor Vehicles and in Assessing. They will have ADA
functioning service counters. And all doorways, all access areas into those spaces will have ADA access. And
then the other for the timeline, | apologize on the bid on page ...

Alderman Klee

Page 49.

Director Kleiner

Mine is not page numbered but certainly Alderwoman Lu we could send that out to you.

Alderwoman Lu

That’s ok.

Director Kleiner

Some of the time is of these work stations that we are putting in Motor Vehicles and in Assessing, these need
to be constructed by subcontractors. They will be specifically designed and that takes that account for some of
the lead time is these specific counter areas that need to be constructed in mill. The other thing is that we will
be working on updating some our HVAC and some our lighting. We hope to reach out and work with our
Energy Manager Doria Brown to get some feedback on if we can qualify for some energy credits due to the
project as we are updating some of the lighting involved. So it’s a significant project and that leads to the
significant time.

Alderwoman Lu

Thank you. No | can go back on those minutes, thank you Alderman Klee, because | guess you can get the
page numbers on that City Web Site, it just doesn’t print out on the printout | don’t think.

Alderman Harriott-Gathright

Yes it does, it prints out.

Alderwoman Lu

Oh alright, well the reason | asked, | understand, | mean it’s great we are doing the ADA but | wanted to just
clarify, | think for some people in the audience, you know, they are concerned, | would think their concern is
“Why can’t we do this for less money”. So that’s why | asked the question about the ADA, it’s not that we are
just electing to take care of these other issues, it’s that when we use the Federal Funds, we need to do that.

Director Kleiner

We are required to.

Finance Committee - 09/16/2020 Page 8
Alderwoman Lu

Ok, thank you.

Mayor Donchess

Any other questions/comments? Alderwoman Klee.
Alderman Klee

Thank you Mr. Mayor and thank you Alderwoman Lu for bringing up the ADA and the requirement, | think that
was a good point to make to the audience. Director Kleiner, | see that there is Fire Protection that’s going to
be changing and the HVAC you mentioned. Will the HVAC | am glad to see that we are going to try to do
energy efficiency, but would that also increase the recirculation and the air and therefore even help with the
virus. Will we be peaking it up sort to speak or will we be kind of replacing, the HVAC areas that we are talking
about here?

Director Kleiner

Good question Alderwoman Klee. We will be looking at the air circulation as it relates to the guidelines that
have been set forth. We know that as you are completing any building project now, the air circulation within
your building, our Public Health Department tells us all the time, that’s one of the most important things that
you can do. One of the reasons our duct work will need to be changed is there is a significant moving of walls.
There’s a creation of a new room outside of Assessing where a significant amount of our duct work on the
lower level. So those areas will all need to be looked at and have a redistribution.

Alderman Klee

Mr. Mayor | have a couple more questions.

Mayor Donchess

Yes?

Alderman Klee

Thank you so much. So relative to the fire protection, that would the same thing, we are going to be moving
walls and dong things like this, so we need to ensure that that is working safely and upgrade if necessary to
meet any kind of standards, is that correct?

Director Kleiner

That is correct.

Alderman Klee

Ok and then my next question is a little bit more to some of the e-mails and comments that we have received.
One of them was relative to a “kitchen” that was being put in and that it was kind of wasteful. But when | look
at everything | see that there’s possibly an upgrade to a break room (audio cuts out) with cabinetry and so on.

Is that again also to create social distancing or is that just because it happens to be near a space that we are
working on?

Finance Committee - 09/16/2020 Page 9
Director Kleiner

Great question. So there is a room by the City Clerk’s Office in-between City Clerk and Finance. That will be
made into a break room. There is currently very limited break room space in City Hall. It would be impossible
for our City Hall departments to socially distance with the current break room space that we have. There is
one small room in Motor Vehicles that serves all Motor Vehicle Staff and all Tax Staff. That in itself is a small
room with a significant amount of employees. HR, City Clerk, Finance, my office, there’s no room for them to
go into except for the room that is in the basement area and that is handled by the staff in Assessing,
Purchasing, Accounts payable. So unfortunately for social distancing purposes you have to create another
break space.

Alderman Klee

Thank you Director Kleiner, just one more comment Mr. Mayor. Thank you, Director Kleiner, | appreciate that.
Every place I’ve worked, we’ve always had a break room and it was to allow people to get away from their
desks without necessarily leaving the confines of the building which tend to increase longer breaks than they
would have expected, because it’s hard to come and go and so on. So | truly appreciate that you are doing

this, maintaining social distancing. | don’t believe it is a waste or extravaganza expense. So thank you for
keeping that in mind when you were all developing this plan. Thank you.

Mayor Donchess

Anyone else? Could the Clerk please call the roll?

Alderwoman Lu

I’m sorry Mr. Mayor, | thought of something else, if | could just ask.
Mayor Donchess

Yes.

Alderwoman Lu

Is it common or is it general practice at this point in time to install bullet proof protection? So | am concerned
about the cost of that.

Director Kleiner

So Mayor if | may. You know | was on a phone call today where someone that we were dealing with from
another City brought up a shooting that occurred in two different municipalities within New Hampshire. Is it
common these days? Yes, | would say it is common unfortunately and | find that unfortunate. But is our
responsibility to protect not only our employees, but our citizens at all times. You'll find this type of glass
installed in many different public areas, stores, banks, anything that has access to the public. So these days,
this is not unordinary and | do consider it a safety measure.

Alderwoman Lu

How expensive is it?

Finance Committee - 09/16/2020 Page 10
Director Kleiner

Relatively speaking, it is not that much more expensive than the alternative that we were given. But we felt
that it was necessary, it was adding somewhere around $30,000.00 to $40,000.00 overall in the project.

Alderwoman Lu

Ok, alright, thank you.

Alderwoman Kelly

Mr. Mayor, if | could.

Mayor Donchess

Alderwoman Kelly.

Alderwoman Kelly

Thank you, through you to Director Kleiner, | was just wondering if there any renovations being done to the
Aldermanic Chamber. | know we just renovated it and | know that some of the renovations were not COVID
friendly and | would love to eventually get back into our Chamber.

Director Kleiner

| would love you to be back in your Chamber. So to that point, the Chamber came out, in my opinion very well.
And I'd certainly like to thank our City Building Staff for that and that was DL King so we are very proud of that.
At this time, it does not include any modifications to the Chamber which would be somewhat difficult with the
limited space. We had difficulty fitting in the new counter areas for the horseshoe with the limited space that
you have within that room. We do have some modifications that will be coming, they are not directly connected
to this project, but some modifications to Room 208 in a future project so we can create some additional
meeting space. Meeting space within the City Hall Building is a challenge, it’s a challenge for City Staff as well
as outside organizations and we realize that.

Mayor Donchess
Anyone else? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien 6

Nay: 0
MOTION CARRIED

Mayor Donchess

Now if you don’t mind, Director Tim Cummings is here on the third item. He’s got childcare duties tonight so he
has a young son, who needs fatherly care. So if we go to the third item which would be the snowplowing
contract?

Finance Committee - 09/16/2020 Page 11

From: Kelly Parkinson, Purchasing Manager
Re: Snow Plowing Contract FY21

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
EXTENSION FOR SNOW PLOWING AND OPTIONAL SAND/SALT TREATMENT AND SNOW REMOVAL
SERVICES IN THE AMOUNT NOT TO EXCEED $40,000 TO ACCURATE DIMENSIONS, LLC, OF
BEDFORD, NH, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Cummings?

Tim Cummings, Director of Economic Development

Yes thank you Mr. Mayor; for the record Tim Cummings, Director of Economic Development. This is an annual
contract that you’ve seen in the past. A year or two ago we went out for an RFP, this is just following along
with that three-year contract where we are looking to amend it for its second year. The terms have not
changed from our previous awarding of the contract in any great manner. So we are just looking to get this
approved, so we can have our outside vendor in place for the snowfall season coming up this year.

Mayor Donchess

Questions or comments?

Alderwoman Kelly

| have a question. Thank you. I'll keep it short | Know you have fatherly duty. | just wanted to ask you if this
includes sidewalk snow removal?

Director Cummings

If | may, Mr. Mayor. So it wouldn’t be prohibited from it but that is not the main thrust of this contract; this
contract is for parking lots predominantly throughout the City. The City Staff itself does the sidewalks in certain
select areas in the downtown solely. But if needed be, could we call on the group to help us? The answer is
yes.

Alderwoman Kelly

I'd like to follow up. Thank you. Thanks for that answer, | know you guys all work hard, | definitely have heard
from downtown businesses that more snow removal especially on the sidewalks would be helpful. So I’m sure
we can talk about that at a different time. But! just wanted to ask if it was included in this contract. Thanks.

Mayor Donchess
Any other questions/comments? Alderwoman Lu.
Alderwoman Lu

Thank you. Did we get a credit from snow removal last year or is that just not the way these contracts are set
up, | would think it’s not.

Finance Committee - 09/16/2020 Page 12
Director Cummings

No these contracts are not set up so that we get a credit. We don’t the issue the money upfront.
Alderwoman Lu

We don’t pay the money up front, is that what you said/meant?

Director Cummings

Correct. There was no credit.

Alderwoman Lu

Right, but it’s a — this contract is for — it’s a flat fee?

Director Cummings

No.

Alderwoman Lu

Oh it’s not, | see.

Mayor Donchess

It’s up to a certain number, up to $40,000.00, it could be less, depending on snowfall.
Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? Alderwoman Harriott-Gathright, would you please call the roll?

A viva voce roll call was taken which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Transit Van Purchase

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF ONE (1) LOW FLOOR CUTAWAY VAN TO REPLACE A NASHUA TRANSIT VAN THAT
WAS TOTALED ON 4/30/20 IN THE AMOUNT OF $123,521 TO NEW ENGLAND WHEELS, INC. THIS
PURCHASE WILL BE FUNDED BY THE FY21 CERF ACCOUNT, BY ROLL CALL.

Finance Committee - 09/16/2020 Page 13
ON THE QUESTION

Mayor Donchess

| believe Ms. Deshaies is here on this? Or you Ms. Parkinson, | don’t know who is covering this?

Kelly Parkinson, Purchasing Manager

Yes it’s me, Ms. Marchant e-mailed and asked me to cover tonight for her on this.

Mayor Donchess

Ok, go ahead.

Ms. Parkinson

Sure, this is for a van that was totaled in April for the transit. It was reimbursed for $63,865.00 by Risk to the

Capital Reserve Fund. The balance was approved by the Budget Review on August 5". It’s a like for like
replacement.

Mayor Donchess

Questions? Alderman O’Brien.

Alderman O’Brien

Thank you, Mr. Mayor. | Know the answer because we have these situations that have occurred before. As
with anything else, you put a vehicle on the road, you can expect an accident to happen. But however | am
referring to an e-mail that | think all of us Aldermen have gotten by one concerned citizen that was basically, |
don’t know if it was accusatory, but the question was raised. And maybe they didn’t completely understand our
process. So! am going, for that particular person and to the general public, when we do have part of the City
equipment that is involve in an accident such as this and when it is appropriate, if we can get insurance money

that money, can you just reaffirm that that money does somehow travel back and get into CERF and replace
the cost to that particular item. I'll throw it out there if somebody can just verify that is our procedure.

Mayor Donchess

Well Ms. Deshaies is here from Risk but basically the amount that we can recover from insurance yes goes
into CERF but it doesn’t necessarily cover the entire cost of replacement, a new vehicle.

Alderman O’Brien

Well | am good thank you.

Mayor Donchess

In this case, | think we recovered $63,000.00 or something like that. What was the number, Ms. Deshaies?
Ms. Parkinson

| have it, it’s $63,865.00.