Search

Finance Committee - 09/16/2020 Page 14
Mayor Donchess

That is what we recovered from the insurance carrier. Alright can 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

From: Kelly Parkinson, Purchasing Manager
Re: Monopole Tower & Foundation Installation

Mayor Donchess

And we have Mr. Mansfield who is going to address this Communications Tower.
Alderwoman Lu

| just thought I’d check in with you. Ok. Alright. (inaudible)

Bill Mansfield, Radio System Manager

Thank you, Mayor. Bill Mansfield, | am the Radio System Manager for the City of Nashua.

Mayor Donchess

Ms. Lu, we can hear you talking on the side.
Alderwoman Kelly
Sorry, was the Motion for the Records of Expenditures or the tower?

Alderman Harriott-Gathright

This is for expenditures, did | miss, that’s what my next one was and then we go into, well we do have other
stuff later, but that’s the way this is written and | am following the outline that was sent out today.

Alderwoman Kelly

Alderman Harriott-Gathright, maybe just because you went out of order, | think there was an additional piece of
business.

Alderman Harriott-Gathright

What?

Mayor Donchess

We have done Items 1, 2 and 3 at this point.

Finance Committee - 09/16/2020 Page 15

Alderman Harriott-Gathright

Alright, alright, | see, 1, 2, 3 oh | am sorry, should | read it now. You're right, you’re right. Ok.

MOTION BY ALDERMAN HARRIOTT- GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
TOWER FOUNDATION AND INSTALLATION OF AN 88' MONOPOLE PUBLIC SAFETY
COMMUNICATIONS TOWER IN THE AMOUNT OF $109,970.00 TO GREEN MOUNTAIN
COMMUNICATIONS, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright, Mr. Mansfield, now we are on the right item.
Mr. Mansfield

Bill Mansfield | am the (audio cuts out). A few weeks ago before the Finance Committee to purchase an 88
Monopole Tower and that was approved at that point in time. This tower, just to revisit the project for Kessler
Farm Drive to where our communications equipment on top of the water tank, owned by Pennichuck Water
Works and moving it on to a tower at that site. A few weeks ago, the Purchasing Department went out to bid
requesting bids from various vendors to basically construct the foundation of the tower and to put the tower
and the antenna mounts on the tower.

Last week we received three bids. One of them was from Nexxus, they were disqualified due to the fact that
they were missing documents in their bid. The next low bidder was Green Mountain Communications from
Pembroke, New Hampshire and they had a bid of $109,970.00 and that is to basically hammer the ledge that’s
up at that site, pour a foundation and then assemble and get the tower operational to include the light on top
which is required by the FAA.

The funding for this is going to be provided by City Wide Communications Capital Projects Account. | know that
was missing off another document, but this was pulled together kind of quickly and | apologize for that.

Mayor Donchess

Ok and maybe just fill people in on what the communications, what the tower will do for emergency
communication?

Mr. Mansfield

So currently the antennas for the all the public safety, radio communications as a matter of fact it’s not just
public safety, it’s all radio communications that are associated with the City. That is where the three tower
sites or one of the three sites that we have in the City. If we lose this particular site for any reason we would
lose a quadrant of the City’s radio communications. So that would involve Police, Fire, EMS, and it would also
include the Public Works Department, Sewer Department, anybody in the City that has a radio, would be
affected by this. It is important that we get the antennas off of this tower as soon as possible; I’m sorry — off
the water tanks as soon as possible so Pennichuck can continue with replacing the water tank at that site.
Does that answer your question, Mr. Mayor?

Mayor Donchess

Yeah | just wanted to make sure that | understand what this was all about. Any questions or comments?
Could the Clerk, please call the roll?

Finance Committee - 09/16/2020 Page 16
Alderman Klee

I’m sorry, Mr. Mayor, | think Alderman Dowd did have a comment.

Mayor Donchess

Oh Alderman Dowd, | didn’t see you. Sorry.

Alderman Dowd

Just real quick, all the other parts of the tower project have been approved and this is required by the City and
this is just for the foundation. So | recommend approving it.

Alderwoman Lu

Yeah, this is just for the foundation? This isn’t the whole thing.

Mr. Mansfield

No, we met if | may, Mayor.

Mayor Donchess

Please.

Mr. Mansfield

A few weeks ago we had already received approval for the tower manufacturing itself. This is just for
constructing the foundation for the tower and assembling the tower on site and having it ready to have the
antennas mounted on it.

Alderwoman Lu

So I’m sorry, what percentage of the total cost is this?

Mr. Mansfield

The total cost of the entire project?

Alderwoman Lu

Yeah | thought this was the total project. So if you could just help me understand what part of the total project
is this?

Mr. Mansfield
This would probably total about half the project.
Alderwoman Lu

Ok, thank you.

Finance Committee - 09/16/2020 Page 17
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 Laws, Alderman O’Brien 7

Nay: 0
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 AUGUST 28, 2020 TO SEPTEMBER 10, 2020, BY ROLL CALL

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT

Lori Ortolano_41 Berkeley Street, Hello? Hello? Can you hear me?

Alderman Harriott-Gathright

Yes.

Mayor Donchess

Is this Public Comment?

Lori Ortolano Yes, you move too quickly.

Mayor Donchess

Alright, | didn’t know that there was anyone even on. Go ahead.

Finance Committee - 09/16/2020 Page 18

Lori Ortolano That’s because I’m going through my phone. Lori Ortolano, 41 Berkeley Street and | am aware
that it is a 5-minute public comment. Just quickly | tuned in a few minutes late, so | don’t know if this was
discussed. But, | am concerned at the amount of money being spent for the COVID renovations is really more
about a City Hall renovation. | don’t know if you talked about it, but | would be interested in knowing how many
other City Halls are closing down for such an extended period of time to deal with COVID renovations, like
Manchester. Some of these towns that have older City Halls. One of the concerns | have is | know and you all
know that | have been actively involved in gathering information out of the Assessing Office, but also other
offices as well. And | know that the Director told the Board of Assessors a couple of meetings ago that City
Hall would be closing around September, | mean excuse me, the Assessing Office would be closing for
renovations around September 10". And that was the end of the discussion.

You know, for people like me and other members of the public, we want to know when City Hall is going to be
open and not just a little open, actually open like other towns around us. And | want to know when the
Assessing Office is going to be open and more importantly, while it’s closed, does that mean we don’t have
access to any records anymore at all? What is available to the Public while City Hall is closed? Are property
record files available? | would like your Administrators to think about us when they speak about these issues.
Because for somebody like me to have to write letters in and send e-mails asking what information is available
now and when it will be open. For me, it is particularly painful because it becomes a numbered
correspondence that goes up to the Legal Office, it's addressed by the Legal Office. It is put in a file and used
in litigation against me. And | don’t want to be in that situation. | want my City Officials to just give complete
information when you are out there talking.

Now for the last three weeks, I’ve had to drive to Hudson to get documents notarized because City Hall is so
closed up in Nashua that we don’t have a Notary or a place that | can walk in and use a Notary in City Hall.
And | don’t know why | can go to Londonderry, Litchfield and Hudson and walk in with a mask on and get my
documents notarized but | can’t do it in Nashua.

| just went up north to north country and walked into a Town Hall to get a document addressed. | mean | really

want to know when City Hall is going to be open and mostly | want to know that our ability to obtain information
isn’t shut down for the next three months because we are doing such an extensive renovation. Thank you.

Mayor Donchess
Thank you very much.

REMARKS BY THE ALDERMEN

Alderman O’Brien

Thank you Mr. Mayor. | would just like to say that in my years with the City and dealing a lot with City Hall. |
remember when the last major project was started in City Hall and that was the addition, in | think about 1982,
that’s the back section and that’s where some of the building permits and everything. But | am glad that we are
doing these renovations. | think if the citizens when City Hall does become opened up maybe we should have
a tour to get to see some of the offices that we ask our City Employees to work in. Some of them are almost
like a closet, you know what | mean? Yet these people do their diligence and do their job and they do it
commendably.

You’ve got to remember the building was built, our City Hall was built, | think part of the WPA Project that was
going on during the Great Depression. A lot of modernized things didn’t exist, nobody really knew some of the
things that the future would lend itself into. So maybe in the future it’s time to talk maybe a new City hall or
something like that, but | like the old building, | think it has character, it adds to the Main Street. It is identifiable
and it works right now. But like everything else, you don’t paint the house, it don’t look as good. So | support
these projects that go on. | would also like to thank the men and women of our City who do work in cramped
spaces. | think they’re doing a fine job. Thank you.

Finance Committee - 09/16/2020 Page 19

Mayor Donchess

Any other remarks by Aldermen? Alderwoman Klee.
Alderman Klee

Thank you, Mr. Mayor. | would like to kind of tag on to what Alderman O’Brien said. Tours - how about after
COVID is gone and done and then we can do some tours. But! want to thank Alderman Linda Harriott-
Gathright for joining us, the public had to listen to me try to fill in for her for a very short period of time. And
you’ve done them a good service by coming and they didn’t have to listen to me anymore. So thank you for
doing that. | also want to thank everybody for all the work that they’ve done on this design and so on. | want to
see our City Hall open but considering that we have just had a few employees that had tested positive,
including you Mr. Mayor, | think it’s important for us to move slowly and that we don’t put the public in harm’s
way. And so | appreciate us doing things as much as possible as we are. | also appreciate the fact that we
have been doing more and more things on-line to allow residents to have access to different types of
information. So thank you so much.

Alderwoman Lu

Thank you, | never thought I’d want to say this but | am going to echo Ms. Ortolano. Sometimes she can
express herself more clearly than | can but | think that when we, | think that when we are rehabbing City Hall,
we have to keep in mind that we are in the middle of a very uncertain financial situation and everyone that is
paying taxes in Nashua is very concerned about additions to our spending. There are a lot of people who are
not able to or willing to use the internet for conducting business with City Hall and | don’t understand why we
can’t continue to have parts of City Hall open while other parts are being rehabbed. | think Ms. Portolan’s
comments are felt by many people and you know we can — | think we have to take them into consideration.
That’s all, thank you.

Mayor Donchess

We do take them into consideration. The parts of City Hall are open, people are going in for automobile
registration and other issues. Other things are being done remotely. Yes, Nashua has been more cautious
than some other communities like Manchester. They opened their pools, we did not. Of course, there have
been outbreaks at pools, there was criticism around that and then there were outbreaks right around here and
they had to close the pools in other places.

In addition, we stopped running the Fixed Route Bus System for a time for quite a while; Manchester did not.
On the other hand, we have fewer cases than Manchester, a lot fewer than Manchester. Now maybe some of
that is due to the efforts we have taken. Now in terms of City Hall, two or three weeks ago we were being
asked, “Well why is City Hall not fully opened, there hasn’t been an outbreak in City Hall’. Well now there has
been. So we don’t know when exactly an outbreak is going to occur; that doesn’t mean that Manchester is
more open than we are that they will have an outbreak, but they could. | can testify to the fact that it can sneak
in, in unexpected ways that you don’t even think are possible.

So in trying to balance the needs of servicing the public with public safety, we are following the
recommendations of the Health Department, of the CDC, of medical experts, in terms of trying to make sure
that everyone including City Employees, but maybe most importantly or equally important, the public, that
everyone is safe. If you know someone whose family has been affected by this, not like me, mine wasn’t that
serious but in a serious way, like a fatality which some of us know. | can guarantee you that if you ask those
families, are we being too careful, | think the answer clearly is “no we are not”. So we are trying to reach an
appropriate balance and of course there’s going to be criticism but | think, in my opinion, the majority of citizens
believe that we are acting responsibly, that we are concerned about their welfare and that we should continue
to consider the science as we move forward. Anyone else?

Finance Committee - 09/16/2020 Page 20
NON-PUBLIC SESSION

MOTION BY ALDERMAM HARRIOTT-GATHRIGHT_ THAT THE FINANCE COMMITTEE GO INTO NON-
PUBLIC SESSION BY ROLL CALL PURSUANT TO RSA 91-A:3 Il (e) CONSIDERATION OR
NEGOTIATION OF PENDING CLAIMS OR LITIGATION WHICH HAS BEEN THREATENED IN WRITING
OR FILED BY OR AGAINST THE PUBLIC BODY OR ANY SUBDIVISION THEREOF, OR BY OR AGAINST
ANY MEMBER THEREOF BECAUSE OF HIS OR HER MEMBERSHIP IN SUCH PUBLIC BODY, UNTIL
THE CLAIM OR LITIGATION HAS BEEN FULLY ADJUDICATED OR OTHERWISE SETTLED. ANY
APPLICATION FILED FOR TAX ABATEMENT, PURSUANT TO LAW, WITH ANY BODY OR BOARD
SHALL NOT CONSTITUTE A THREATENED OR FILED LITIGATION AGAINST ANY PUBLIC BODY FOR
THE PURPOSES OF THIS SUBPARAGRAPH, BY ROLL CALL.

SECONDED BY ALDERMAN KLEE
A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
MOTION CARRIED

The Finance Committee went into non-public session at 8:00 p.m.

The Finance Committee came out of non-public session at 8:29 p.m.

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE SEAL THE
MINUTES OF THE NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF
THE COMMITTEE VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE
SERVED BY ROLL CALL

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
MOTION CARRIED

ADJOURNMENT
MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
MOTION CARRIED

The Finance Committee meeting was adjourned at 8:30 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

SEPTEMBER 16, 2020
7:00 PM

To Jain Zoom Meeting:
https://usQ2web.zoom.us/i/8285 1484 104? pwd=UW 9oeVmxtMFhpOUIDZEtvbIVDOHVLUTOS
Meeting ID: 828 5148 4104

Passcode: 100380

Join by telephone: 1-929-205-6099
Meeting ID: 828 5148 4104
Passcode: 100380

If there is a problem with the audio, please dial 603-821-2049 to advise.

ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Renovations of City Hall due to Covid 19 Social Distancing Requirements

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

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

From: Kelly Parkinson, Purchasing Manager
Re: Monopole Tower & Foundation Installation

UNFINISHED BUSINESS

NEW BUSINESS —~ RESOLUTIONS
NEW BUSINESS — ORDINANCES
RECORD OF EXPENDITURES
GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN
POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

204 THE CITY OF NASHUA sieve

Administrative Services
Purchasing Department

September 10, 2020
Memo #21-019

TO: Mayor Donchess
Finance Committee

SUBJECT: Renovations of City Hall due to Covid19 Social Distancing Requirements

Please see attached communications from Kim Kleiner, Director of Administrative Services dated September 9, 2020
for project specific details related to this purchase. Below please find a summary of the purchase approval request:

Item: Renovation of City Hall City Clerk, Motor Vehicle, Tax & Assessing Departments to create
workspaces that comply with CDC social distancing protocols

Value: $913,343.24

Vendor: DL King

Department: 129 Administrative Services/City Buildings

Source Fund: Goferr Grant

Ordinance: Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and

contractual services, except as otherwise provided herein, when the estimated cost
thereof shall exceed $10,000 shall be purchased by formal, written contract from the
lowest responsible bidder, after due notice inviting bids.

A competitive bidding RFP for this project was issued on August 18, 2020 and the following bids were received:

Vendor Location Amount Note

DL King Nashua, NH $913,343.24

Schroeder Nashua, NH $897,292.00 | Anon conforming bid received was

Construction incomplete and necessitated rejection

Paxor Construction | Merrimack, NH | $829,280.01 | Anon conforming bid received was
incomplete and necessitated rejection

We recommend this bid to be awarded to the lowest total cost vendor who met the RFP specified requirements.

The Director of Administrative Services and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Kleiner
J Graziano

229 Main Street e Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3233 |

2\ THE CITY OF NASHUA ‘The Cate City’

mg Administrative Services Division

To: Mayor Donchess

Finance Committee
From: Kim Kleiner, Director of Administrative Services
Ce: John Griffin, CFO

Jennifer Deshaies, Risk Manager

Sue Lovering, City Clerk

David Fredette, Treasurer

Date: September 9, 2020
Subject: © RFP0285-081820 City Hall Building Renovations

In June, the Emergency Operations Center Safety team, along with department heads,
Risk Management and the City Building Department conducted safety assessments on
all departments within city hall. It was determined that in order to comply with CDC
social distancing protocols significant building modifications would be required within the

Motor Vehicle, Tax, Assessing and City Clerk departments.

Dennis Mires P.A. was hired in July to perform space assessments, meet with staff
and design the bid set drawings and specifications for the modifications. A request for
proposals (RFP), following federal provisions, was advertised and issued on our website
and through Bid Express on August 19. A mandatory walkthrough was conducted on
August 24th and proposals were due to the city on August 31st. The city received three
proposals. Two proposals for $897,292.00 and $829,280.01 were disqualified due to
non-conforming and incomplete bid submissions. A committee of city staff reviewed all
bid submissions. We are asking for the Finance committee’s approval of the contract
with DL King & Associates in the amount of $913, 343.24 for the renovation of Motor
Vehicles, Tax, Assessing and the City Clerk offices.

1|/Page