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Finance Committee - 03/04/2020 Page 9

Mayor Donchess

And example in Ward 3 is Orange Street. Now Orange Street is in terrible, terrible shape and has been for
several years at least. It was not paved but now, now that we have done a lot of the streets, Orange Street is
now on the list to be reclaimed. I’m sure that is an example of a street that could you know that we held off on
it because we were trying to do other streets and preserve them. Now we get to Orange Street and there’s
quite a few streets being reclaimed this year especially inside the highway. But Orange is really bad and | was
so glad to see it on the list.

Alderman Klee

Mr. Mayor may | add to that?

Mayor Donchess

Yes Alderwoman Klee?

Alderman Klee

Thank you, yes. Orange Street is bad and the irony of it is the residents don’t want it paved because they
asked that when it gets paved if we could leave holes in it to slow people down. That one will be pushed
towards the end of the year because of all the utility work. | guess there’s a lot of sewer work that has to be
done which is going to create a need to completely reclaim it because of all the digging is that correct?

Mr. Hudson

Yes that’s correct. We have a sewer project which is the later contract we will talk about next but we will be
replacing sewer main on Orange Street. So as bad as it is, it will be worse when we get done. So doing a full
reclaim and repaving is appropriate.

Alderman Klee

And if | just, | just have one more? Whitney Street is also on there but because we have Whitney Street as
part of our grant for the TAP Program that’s probably going to be pushed off am | correct?

Ms. Hudson

Yes that’s correct. We, in discussions realized that is a forthcoming project and that would be adding sidewalk
where we would have to cut the pavement along the entire edge of the road. We decided to defer that one
until that other work is done. Make a note in here, there’s things that come up, some of these roads need to
shift, or to defer, or to be done depending on other factors. So there’s always a little bit of change to the list as
we go through the year. But yeah we have decided to defer Whitney.

Alderman Klee
Thank you very much | appreciate that.

Alderwoman Kelly

| think my question is for both of you and potentially for someone from the finance side. But | was just
wondering how much we evaluate the program of the previous year and its successes as we build the new
program and also potentially what that cost looks like.

Finance Committee - 03/04/2020 Page 10
Mr. Hudson

So | don’t know if | can fully answer that | am fairly new. But yeah, you know, we are | think coming into year
four of a five year bonding program. To the City’s credit they've been very thoughtful in playing some catchup
maybe, but putting a substantial effort into paving. You know we do the best we can to get the contracts out
and get them built and so that’s what we try to do. | think last year’s program went fairly well from what |
understand. It is obviously a disruptive thing where we are paving all over the City, people trying to get from
point A to point B but | think the program has been very successful to date, at least from what | see coming in
and we are just going to continue that.

Alderwoman Kelly

Can | follow up? Do you know and maybe you don’t because you’re new? Do you know how many miles we
plan to pave and how many we actually completed last year?

Mr. Hudson

| apologize, | don’t have that in front of me. | know in the budget report we do each year, we report how much
we’ve done. | think we were pretty much on target last year of what we expected to do.

Mayor Donchess

It was about 30 miles, maybe we were a little short because of the weather at the end.

Alderwoman Kelly

Alright, thank you.
Alderman O’Brien

Thank you. Welcome, first time here, I’d like to give you your chance at your first public service
announcement. And that is can you discuss the five year moratorium that we do have when we pave and do
we put the list out. | wish the homeowners would look and if they want to upgrade at that particular time to
natural gas or to fix their water systems or perhaps re-tie in the sewer system. Can you explain the five year
moratorium of elected type of situations? Now emergencies are one thing but can you just explain the
moratorium? That way we keep our streets looking the best, for at least five years if we can.

Mr. Hudson

Yeah for sure, so we are spending a lot of money here and our goal is to preserve that investment so there is a
five year moratorium for newly paved roads except in the case of emergency or hardship. We wouldn't permit
somebody to cut into that pavement, should that be necessary, like unfortunately we recently had on Kinsley
Street that was just paved. A resident’s sewer service collapsed so we went before the Public Works Board
and had to request approval to cut into the street. That’s unfortunate, nobody likes that, but it happens. But
when that happens we need to do a restoration where there’s a cut back or paving of that area but then we go
further and we mill 20 feet beyond either side of the cut and then repave that.

So at least this top surface is all sealed back in. | wish we could avoid that, | know some people joke that the
surest way to have something break it to paint it black, pave it, right? It happens, we do send out public notices
and | agree we do wish that people would you know look at those and try to do everything that they can to
upgrade their services. Because it is very costly to do that repair method and if it is the owner's service then
it's on their dime that work needs to be done. So if you have a service that is in questionable condition, you
know, many years old, it would behoove you to try to do that ahead of our paving.

Finance Committee - 03/04/2020 Page 11
Alderman O’Brien
Thank you.

Alderman Harriott-Gathright

In the Contract 1, do you know when that is supposed to start?
Mr. Hudson

Sure again it is the same contract and we met with them and they intend to come in at the beginning of April,
start some milling work probably the first couple of weeks of April. Of course, this is all weather-dependent, we
will be watching the weather closely when we get there. And then we will start paving about mid-month. Then
they plan to be here consistently. In these contracts this year we’ve set milestones, so there’s certain
milestones they need to meet throughout the year. We did have to try to encourage you know a good effort
early on to hopefully avoid some of the carry over in the following year like we’ve seen in the past. So yeah
they should be paving mid-April.

Alderman Harriott-Gathright

Well | guess | want to say | am happy to see that Marian Lane is finally on the list because all of the streets
around me have been done. And | had a very hard time last year with my neighbors, because we couldn’t
understand how all the streets around us and just totally did not get Marian and we have 3 potholes right now
and one huge one right in front of my property.

Mayor Donchess
Get out there and get Marian Lane right away.

Alderman Harriott-Gathright

Will we know in advance the areas you are going to be working in?
Mr. Hudson
Yes.

Alderman Harriott-Gathright

Because | might want to look at getting my driveway done, the same thing and all that.
Mr. Hudson

Yes so we are sending out notices now so people should be receiving and are probably going to have
questions, they can contact us if they have any. So those notices are going out. As we come to working on a
street, our public relations person Lauren Byers, she will be posting more timely information, “we will be there
paving”. So you expect we are doing your street, but you don’t know exactly when. So as we come to your
street, there should be noticed posted.

Alderman Harriott-Gathright

Thank you.

MOTION CARRIED

Finance Committee - 03/04/2020 Page 12

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Paving Program — Contract 2 (Value: $4,262,734) Department: 160
Admin/Engineering; Funds: Bond and Trust and 169 Wastewater; Fund: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
CONTRACT 2 FOR THE 2020 PAVING PROGRAM IN THE AMOUNT OF $4,262,734 TO SUNSHINE
PAVING CORPORATION. FUNDS ARE AVAILABLE IN DEPARTMENT 160 ADMIN/ENGINEERING;
FUNDS: BOND AND TRUST AND 169 WASTEWATER; FUND: BOND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Sewer Replacement Program (Value: $1,497,993) Department: 169 Wastewater;
Fund: Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
CONTRACT FOR THE 2020 SEWER REPLACEMENT PROGRAM IN THE AMOUNT OF $1,497,993 TO
SUR CONSTRUCTION WEST, INC. FUNDS ARE AVAILABLE IN DEPARTMENT 169 WASTEWATER;
FUND: WASTEWATER

ON THE QUESTION
Mr. Hudson

Thank you. So this is a program as noted to replace failing, aged sewers and associated structures and piping.
We put this out to bid and received six bids. SUR Construction West of Winchester, NH was the low bidder. |
don’t believe they have worked in the City before but they are reputable contract and have done a lot of this
type of work. So we find their bid responsive and recommend approval of this contract.

Alderman Klee

Thank you very much. When | look at all these contracts, they are significantly lower than all of the other ones.
So my first knee-jerk reaction is “do we know their history of change orders, staying within budget’. | assume
all those questions were asked and so on?

Mr. Hudson

Yeah we noticed that too, they were quite a bit under the other bidders. So we had a meeting with them; and
wanted to make sure should this be approved that they honor the contract. And they assured us they would.
They made the point that they do mostly New Hampshire work, they are a New Hampshire company. You
know some of the other bidders are Massachusetts and they have to pay higher labor rates and what not. So
that may be a factor. But like | said, they are a reputable company and we are aware of their work. This is a
unit price type of work. So if they put in 10 feet of pipe, they get paid for 10 feet of pipe, per the rates in the
contract. So you know we believe that things will go well and we have no reason to believe otherwise.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Landfill Gas Collection and Control System Expansion — Change Order 2 (Value:
$287,565) Department: 168 Solid Waste; Fund: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
CHANGE ORDER 2 FOR THE 2020 LANDFILL GAS COLLECTION AND CONTROL SYSTEM EXPANSION
IN THE AMOUNT OF $287,565 TO SCS FIELD SERVICES. FUNDS ARE AVAILABLE IN DEPARTMENT
186 SOLID WASTE; FUND: BOND

Finance Committee - 03/04/2020 Page 13
ON THE QUESTION

Jeff LaFleur, Superintendent Solid Waste

Thank you Mayor, thank you Committee. This is my annual expansion that | do at the landfill every year for our
gas expansion to collect all the gas to help with emissions and any odor controls. You see that this is a
change order to, | did a change order one in the fall for a header replacement that had failed. We just barely
have them coming in now, we had to wait for our funding. They are in now, so by me doing a change order
two, | am actually saving us a mobilization charge anywhere from $20,000.00 to $40,000.00. That’s why | did it
this way. SCS Contractors have historically been our lowest bidder for any of our gas expansion projects so
that’s why | justified going with them with a change order just to get this project moving and saving us the
$20,000.00 to $40,000.00 mobilization charge.

Mayor Donchess

Discussion?

Alderwoman Kelly

Thank you, can you just explain what mobilization charge is for people who don’t necessarily know?

Mr. LaFleur

Yes sorry, mobilization charge, that would be all the equipment needed to do the work. So they bring in

excavators, backhoes and trucks, tractors, whatever they need to do the work. That would be the mobilization
charge and it’s fairly high expense every time we have them come in just to get that equipment mobilized.

Alderwoman Kelly
So you are saying they are already there?
Mr. LaFleur

They will already be here, that’s why by doing the change order, I'll be saving that money. Instead of having
them demobilize and then remobilize.

Alderwoman Kelly

Yeah that makes more sense, thank you.

Alderman Klee

Thank you very much. This system here that we have the gas collection and control system, as you pointed
out it is to control odor and the emissions that come out. This gas is it recycled to be able to use for energy or
anything of like that nature.

Mr. LaFleur

Yes absolutely, we have a company that is at the landfill, EPP, Energy Power Partners. They take the gas

from the landfill, they generate electricity and then we get a certain percentage of that back. I’m not sure of the
exact percentage but they are using landfill gas to generate electricity and put it back out to the grid.

Finance Committee - 03/04/2020 Page 14
Alderman Klee

Just one more thing. So what you are saying is that we are actually kind of getting revenue from this too but
we don’t know off-hand what that kind of revenue is?

Mr. LaFleur

That was a contract that was done throughout the City.

Mayor Donchess

| don’t think we get revenue because there was a dispute with the prior contractor and it was a very serious
dispute over their performance. | am trying to think of who that was.

Mr. LaFleur

It was Foristar.

Mayor Donchess

There was a dispute about the quality of their work, who was supposed to pay for the improvements, all those
kinds of things. And it was compromising the system and there were odors escaping so it was quite a problem.
And there was litigation in the US District Court over this contract. So our current contractor came in and
agreed to pay off | believe the number was $500,000.00 to the previous contractor. Now this was 5 or 6 years
ago, when | was an Alderman | remember, pay off the previous contractor and settle the litigation and take
over the contract. | think the agreement was, at that point, that in consideration for the fact that they paid out
$500,000.00 to settle the matter for us, they get the revenue from the gas | think.

Alderman Klee

Thank you.

Alderman O’Brien

Thank you for taking my question. Any of this work that is going on now we will be keeping a leather eye on
the future project of the expansion of the DPW Facility where we may have the ability to have a combination
system of propane and the gas that we are collecting, the methane from the landfill So if anything doing it is
now is the time to kind of look at that and try to see if there is anticipation of the future. Would it be now or in
the future?

Mr. LaFleur

Yes sir. We are actually talking with EPP the company that is using the gas to make electricity to come up with
some ideas. What would be beneficial for us? | don’t think we will ever use the gas that is coming out but we

will use the heat from the engines that are generating electricity to help the new DPW facility.

MOTION CARRIED

Finance Committee - 03/04/2020 Page 15

From: Dan Kooken, Purchasing Manager
Re: Contract for Single Stream Recycling — Amendment #2 — Two Year Extension (Value: Not-To-
Exceed $400,000) Department: 168 Solid Waste; Fund: Solid Waste

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
AMENDMENT #2 FOR SINGLE STREAM RECYCLING - TWO YEAR EXTENSION - IN THE AMOUNT OF
$400,000 TO CASELLA RECYCLING LLC. FUNDS ARE AVAILABLE IN DEPARTMENT 168 SOLID
WASTE; FUND: SOLID WASTE

ON THE QUESTION
Mr. LaFleur

Thank you again, Jeff LaFleur, Superintendent of Solid Waste. This is the extension to the contract for the
single stream recycling. | have done some research looking around and it seems like we have a very fair
agreement with Casella right now. In fact to the extent that if we were to go out to bid, we may not have
anyone else bid on the project because the pricing is so high. The Director and | actually sat down with the
members of the company and discussed the options with them and we feel very comfortable at where we are
at right now and we’d like to extend it for two more years.

We don’t see any changes in the markets, | mean they are going up and down, but very little. So there isn’t
really great hope with recycling, so | think this is the best option for us right now.

Alderman O’Brien

Thank you, at the meeting the other night, being the liaison to Public Works you did discuss that we are doing
something with the glass which is one of the highest weight in order to ship that out, Casella could probably
have it and could you explain that we are getting some benefit back and what we are using the glass for?

Mr. LaFleur

Yes absolutely, we started taking glass from Casella at $16.00 a ton to help offset the cost of recycling. As you
know last year we had to ask for an amendment to the contract for $120,000.00. This year we don’t foresee
having to ask for any extra cash on that by us taking the glass in. The glass is actually being used in our
setback where we need to have hundreds of thousands of yards of backfill material. DES gave us the approval
to use that back there. So | took the opportunity to start taking in more glass to help off set the cost of
recycling. | also went to DES and we got glass approved as a daily cover, so | can take in a little bit more
glass to cover our trash; | have to cover trash every day, 6 inches of cover material over it, the glass is an
acceptable cover material now. So that is helping us out with the offset for the recycling.

Alderman Klee

Thank you. | kind of mentioned to you prior to this meeting that up in the State House they are looking at
pulling out the glass and as you mentioned that for and with the mandate for DOT to be using it in the streets
and so on. When we talked, | guess | am still questioning, we are not separating the glass here? Is Casella
separating it and then brings it back, is that how that would work?

Mr. LaFleur

That’s correct.

Alderman Klee

So we are still doing the single stream?

Finance Committee - 03/04/2020 Page 16
Mr. LaFleur

Yes.

Alderman Klee

We are not separating because it would be two collections and so on.

Mr. LaFleur

Exactly.

Alderman Klee

And it would cost us, so we are still doing the single stream, they extract it and then they return it to us so we
can use it in this manner, is that correct?

Mr. LaFleur

Yes, exactly.

Alderman Klee

Thank you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Purchase of Hayes Pump, Fairbanks Pump Northgate Pump Station (Value: $30,307) Department:
169 Wastewater; Fund: Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE

PURCHASE OF HAYES PUMP, FAIRBANKS PUMP NORTHGATE PUMP STTAION, IN THE AMOUNT OF

$30,307 TO HAYES PUMP, INC. FUNDS ARE AVAILABLE IN DEPARTMENT 169 WASTEWATER; FUND:

WASTEWATER

ON THE QUESTION

Mayor Donchess

Mr. Boucher, go ahead.

David Boucher, Waste Water Superintendent

Good evening, this is for a purchase of a pump for our north gate pump station, it is the largest pump station in
the City. It services the part of the west side of Nashua, off of Campton Street. This would be utilized as a
back up pump. Currently we have a new pump in the pump station and an old pump which is kind of on
borrowed time. We need another pump as a standby for this facility. There is a long lead time on these
pumps. The facility is due for upgrades as part of our Phase II which is a little ways out. So when it does come
time to upgrade the pump station, the cost of the pump station would be minus this cost because this is the
pump that would be going in in that future upgrade.

Finance Committee - 03/04/2020 Page 17
Alderman O’Brien

Probably would be nice to mention | kind of sweated bullets with it, I’m sure you did too. But can you say what
happened this summer? We did have a failure of one pump and we were relying on one pump and | would
guess it would make a bloody mess if that one pump did fail. So this is prudent to think ahead like this.

Mr. Boucher

You are right. This is a pump station that pumps sewage under the Nashua River to the other side | think
Shore Street without that pump you don’t pump anything and things back up and you are right, it wouldn’t be a
pretty sight.

Alderman O’Brien

And follow up if | may. That pump station is adjacent to a clean waterway too so it needs to run perfectly.

Mr. Boucher

Yeah all the pumps stations are in pretty sensitive locations. But yeah you are correct.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS - 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 FEBRUARY 14, 2020 TO FEBRUARY 29, 2020

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderwoman Kelly

Just quickly wanted to thank everyone involved in the paving program. | know it’s a big undertaking and | think
it is really important that the City has put together this program. | ask everyone’s patience as we move through
it. | Know it’s not always the easiest thing, but | think you really get to see those benefits. So thank you.

NON-PUBLIC SESSION — None

Finance Committee - 03/04/2020 Page 18

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:50 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk