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Finance Committee - 03/17/2021 Page 5
ON THE QUESTION

Is there anyone here to discuss this particular item?

Mr. Hudson

Mayor | can speak a little bit to it, | wasn’t prepared to. | am not sure who was going to speak to it. But the City
went out to bid for the concessions over at Holman Stadium and there were no bids received. Assistant
Director Andy Patrician contacted some of the vendors who attended the pre-bid meetings; there was no
interest in the agreement. So they reached back out to Mark Dudley who is the current vendor and he had no
interest in doing a three-year contract but showed some interest in a two-year contract so we decided to go
along with that and move forward with a two-year contract for now.

Mayor Donchess

OK. Discussion? Madam Clerk, could you please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: 2021 Paving Program: Residential Roadways in the amount of $4,585,195 funded from Account
Paving Trust/Paving Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONSTRUCTION CONTRACT FOR THE 2021 PAVING PROGRAM — RESIDENTIAL ROADWAYS TO
SUNSHINE PAVING CORPORATION OF HUDSON, NH, IN THE AMOUNT OF $4,585,195. FUNDING WILL
BE THROUGH DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: BOND; ACTIVITY: PAVING;
DEPARTMENT 161 STREETS; FUND: TRUST; ACCOUNT CLASSIFICATION: 81 CAPITAL
IMPROVEMENTS; DEPARTMENT 169 WASTEWATER; FUND: BOND; ACTIVITY: SEWER REHAB, BY
ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Hudson?
Mr. Hudson

Thank you Mr. Mayor. So this is our annual paving program. We've elected, again, to split the total paving into
two separate contracts. This is the first one which is on residential roads. And it is about 15 % miles that is
anticipated to be done under the contract. The contract includes repaving as well as ancillary improvements
including replacing broken sewer drain castings, to making adjustments and improvements to ADA ramps,
reconstructing driveway transitions and those sorts of things.

We put this out to bid and received 5 bids. Sunshine Paving is the apparent low bidder. They did both of our
paving contracts last and did an excellent job so we are comfortable awarding them this work.

Finance Committee - 03/17/2021 Page 6
Mayor Donchess

Alright. Questions or discussion?

Alderman Klee

| have a question, Mr. Mayor.

Mayor Donchess

Alderwoman Klee?

Alderman Klee

Thank you. Actually | think you probably answered it Mr. Hudson. They did the paving last year and if | am not
mistaken there were some things because of the weather that didn’t quite done. So will they be completing
those this year? And would they do that before they start this contract or will they just kind of meld it in and
work with it?

Mr. Hudson

That’s an excellent point and question. Yes there is some miscellaneous work to complete this year. They will
prioritize that in the beginning of the season. They should wrap all of that up before they start this year’s
paving work. Last year we had some carryover work from previous years as well with other contractors. We
did a pretty good job kind of wrapping all that up for the most part. There’s no major paving streets that they
missed last year but there is some miscellaneous cleanup and that sort of thing and they will prioritize that first
thing in the spring.

Alderman Klee

Thank you so much, appreciate that.

Mayor Donchess

Anyone else? Alderwoman Lu?

Alderwoman Lu

Thank you. Is it possible to get the breakdown between these 3 departments on this charge?

Mayor Donchess

Now which 3 Departments are you talking about?

Alderwoman Lu

Engineering, Streets and Wastewater.

Mayor Donchess

Mr. Hudson, do you have that.

Mr. Hudson

| apologize, | don’t have that handy but we’d be happy to provide that.

Finance Committee - 03/17/2021 Page 7

Mayor Donchess

In general, the sewer work that accompanies the paving is paid for out of Wastewater, otherwise, via Public
Works.

Mr. Hudson

That’s correct. In the next DPW Meeting we are going to have the castings contract which is where those
covers come from. These contractors put those in, but the cost to purchase them is provided through that
funding. | mean it depends somewhat what the work is too, if we put in more covers then that’s more money

from the Wastewater. But! know going into this contract we haven't divvied up so | would expect that we
could provide that information.

Mayor Donchess

Is that alright Alderwoman Lu?

Alderman Lu

Yes, | don’t mind getting it later. But do you mean that it won’t be really determined until after the work is done?
Mayor Donchess

| don’t think so no. You’ve got the estimates now right?

Mr. Hudson

Yeah we have the bid which is the basis for the total that’s provided. So we can and probably have the take off

of what those break-outs are. But yeah, as the work is completed, it is a unit priced contract so the actual work
is in the end that determines what the final breakdown is.

Mayor Donchess
But there’s a scheduled breakdown now and that can be provided as | understand what Mr. Hudson is saying.
Alderwoman Lu

OK. It is my understanding that there needs to be the funds in the accounts and so that’s why | am asking. So
if you could send that to me this week, that would be wonderful. Thank you.

Mayor Donchess

Alderwoman Klee?

Alderman Klee

Thank you. Mr. Hudson, that part of the contract on our Agenda, it looks like it’s about Page 77, | don’t know
where it actually falls within the contract but where it breaks it down and gives the item number and is says,

road excavations and regrade and it gives the price for each one of those. So that would be the breakdown is
that what you would be providing?

Finance Committee - 03/17/2021 Page 8

Mr. Hudson

Well those items that are the items of work and what the cost is from the contractor. | think what is being
requested then how do we account for that in our miscellaneous funds. Funding this project is a combination
of paving bond money of contributions we have taken from utilities that have done in lieu of doing paving
because if we have a paving project coming they make contributions. So we use some of that money and then
there’s money for the sewer work as earlier noted. So it is a combination of funding, we can provide that
breakdown. But yeah if you want to see how much any individual item or work is costing us it is noted in that
bid.

Alderman Klee

OK so when | see catch basin, and pipe at $35,000.00 at least this is for this first contract specifically and so
on. OK thank you so much.

Mayor Donchess
Any other discussion? Alderman Harriott-Gathright?

Alderman Harriott-Gathright

Yeah | just had one question. Mr. Hudson, did you say that these people would have still been the low bid?
Mr. Hudson
Yes Sunshine Paving was the low bidder on this contract.

Alderman Harriott-Gathright

Alright, thank you.

Mayor Donchess

Anyone else?

Alderman Dowd

Mr. Mayor?

Mayor Donchess

Yes, Alderman Dowd.

Alderman Dowd

Yeah, just a quick question to Director Hudson.

Mayor Donchess
Go ahead.

Finance Committee - 03/17/2021 Page 9

Alderman Dowd

| noticed when (inaudible) put out a list earlier that Charlotte Avenue was broken down into two different parts.
My first question is there some reason for doing that? And the second question is, is the paving going to be
done while the kids are in school or are they going to wait until school is out?

Mr. Hudson

Both good questions. So the breakdown in the different segments in Charlotte Ave., that’s probably just in our
accounting each road is broken into segments so we can assess each segment of the road. But | believe it is
the entirety of Charlotte Ave. that is to be paved as one project. We are going to schedule the Charlotte Ave.
paving after school gets out, shortly after school gets out. And we are doing that work collaboratively with that
Safe Routes to School project. We have built some sidewalk over there this year, so we timed that project to
follow that other project and pave the roads so when we are done we have a complete project.

| will note too, | didn’t mention it, but the list of streets to be paved should be posted on the Engineering Web
Page. | know that was going to happen, | didn’t check tonight but if it’s not there it will be soon. And we’ve
sent out postcard notifications to those on streets where we are going to be paving.

Mayor Donchess

And it is also in the contract package, the list of streets. And it does suggest that Charlotte would be paved all
the way from Charlotte Street to Manchester Street in two sections as you said, but that’s the whole length.

Alderman Dowd

Sounds good.

Mayor Donchess

Anyone else? If not, Madam Clerk, could you please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: 2021 Paving Program: Arterial & Collector Roadways in the amount of $4,191,007.50 funded from
Account 81704 Paving Bond & 81700 Sewer Rehab Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONSTRUCTION CONTRACT FOR THE 2021 PAVING PROGRAM — ARTERIAL AND COLLECTOR
ROADWAYS TO SUNSHINE PAVING CORPORATION OF HUDSON, NH, IN THE AMOUNT OF
$4,191,007.50. FUNDING WILL BE THROUGH DEPARTMENT: 160 ADMIN/ENGINEERING; FUND:
BOND; ACTIVITY: PAVING; DEPARTMENT 161 STREETS; FUND: TRUST; ACCOUNT CLASSIFICATION:
81 CAPITAL IMPROVEMENTS; DEPARTMENT 169 WASTEWATER; FUND: BOND; ACTIVITY: SEWER
REHAB, BY ROLL CALL.

Finance Committee - 03/17/2021 Page 10

ON THE QUESTION

Mayor Donchess

Mr. Hudson?

Mr. Hudson

Thank you Mr. Mayor. So this is the second of the two paving contracts that we put out to bid this year. This is
for the arterial roadways, we have about 7 % miles of arterial roadways planned this year. Those are busiest,
most heavily traveled street. So we received 4 bids, Sunshine Paving was the low bidder on the second

contract as well. Last year they did both contracts, as | had noted, it was of similar scale as this year’s 2
contracts. So, again, we are comfortable awarding this work this year based upon last year’s performance.

Mayor Donchess
Alright, any questions or comments? Alderwoman Lu.
Alderwoman Lu

Thank you. Through you to Mr. Hudson, | didn’t see how many miles the residential roadways were, how
many miles that entailed. Do you have that figure?

Mr. Hudson

Yeah that’s 15 % and this is 7 % so 23 miles total this year.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? | don’t see anyone. Madam Clerk, could you please call the roll?
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

Finance Committee - 03/17/2021 Page 11

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Gas Expansion Engineering in the amount of $27,800 funded from Account Bond: Landfill Gas
Expansion

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT WITH SANBORN HEAD & ASSOCIATES, INC. (SHA) CQA AND ENGINEERING SUPPORT
SERVICES TO PROVIDE ENGINEERING SUPPORT AND CQA SERVICES DURING CONSTRUCTION OF
THE LANDFILL GAS COLLECTION SYSTEM EXPANSION THAT ADDRESSED FUGITIVE METHANE
EMISSIONS ALONG THE CONCRETE BLOCK RESIDENTIAL SETBACK WALLS IN THE PHASE Il
LANDFILL IN THE AMOUNT OF $27,800. FUNDING WILL BE THROUGH DEPARTMENT 168 SOLID
WASTE; FUND: BOND; ACTIVITY: LANDFILL GAS EXPANSION, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Yes and Mr. LaFleur who is the Superintendent of the Landfill is here to explain this?

Jeff LaFleur, Superintendent of Solid Waste

Thank you Mayor. Yes this is for the engineering services just as was stated for the gas expansion along our
setback barrier wall. This will be needed to eliminate or reduce the amount of emissions given off by our
landfill to satisfy our permit with New Hampshire DES.

Mayor Donchess

Anyone with questions or comments? Madam Clerk, could you please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Gas Expansion Construction in the amount of $406,860 funded from Account Bond: Landfill
Gas Expansion

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT WITH SCS FIELD SERVICES OF RESTON, VA, TO CONSTRUCT AN EXPANSION OF THE
LANDFILL GAS COLLECTION SYSTEM IN THE AMOUNT OF $407,860. FUNDING WILL BE THROUGH
DEPARTMENT 168 SOLID WASTE; FUND: BOND; ACTIVITY: LANDFILL GAS EXPANSION, BY ROLL
CALL.

ON THE QUESTION

Mayor Donchess

Mr. LaFleur?

Finance Committee - 03/17/2021 Page 12
Mr. LaFleur

Thanks again Mayor. This is to actually do the construction adding 9 new vertical gas wells up in the landfill
doing some drainage tube surface collection layers, HDPE membranes, to do this gas expansion that we just
spoke about with my engineering services along the whole 1,000 foot wall to help eliminate any fugitive
methane surface emissions. And that would help us comply with the NH DES Operating Plan. SCS Field
Services is our preferred vendor; they have done 95% of the gas work in our landfill. They know where all the
wellheads, well valves, everything is in our landfill and they are very confident in the procedures that they are
going to do.

Mayor Donchess

Any questions, any comments from any member of the Committee or the Board? Alright, could you please call
the roll, Madam Clerk?

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

From: Kelly Parkinson, Purchasing Manager
Re: Video Detection System in the amount of $25,460 funded from Account DW Hwy Trust Fund 55699
Other Contracted Services

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF AN OVERHEAD 360-DEGREE VEHICLE DETECTION CAMERA SYSTEM FROM
ELECTRIC LIGHT COMPANY FOR THE DANIEL WEBSTER HIGHWAY/DANFORTH ROAD SIGNALIZED
INTERSECTION IN THE AMOUNT OF $25,460. FUNDING WILL BE THROUGH DEPARTMENT 160
ADMIN/ENGINEERING; FUND: TRUST; ACCOUNT CLASSIFICATION: 71 EQUIPMENT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

And who is covering this one?
Mr. Hudson

| can speak to that Mr. Mayor. Dan Hudson, City Engineer. So the existing traffic signal at DW Highway and
Spit Brook Road is operating but the detection cameras which, you know, with cameras view the cars and
trigger the signal cycles. Those are reaching the end of their useful life and we have had trouble with them. So
what this request is, is to replace that with a new camera system. The newer systems have additional
capabilities. They can continuously count traffic and provide us the ability to remote in and look and address
issues remotely. Through the continual collection of data it enables us to change timings over time and things
like that to optimize system performance. So that’s what this request is and it is being funded through the DW
Highway / Spit Brook Road Traffic Corridor Funds. And we have been to the Board of Public who authorizes
expenditures for those funds. But since it’s just over the $25,000.00 limit we bring it to you for consideration as
well.

Finance Committee - 03/17/2021 Page 13

Mayor Donchess

Alright, questions or comments? Alderwoman Lu?
Alderwoman Lu

Thank you Mayor. Just through you to ask and | apologize, if the Clerk could just repeat what it’s being
charged to?

Mayor Donchess

Isn’t it the Sector Funds?

Mr. Hudson

Yeah it is the Corridor Accounts for DW Highway and Spit Brook Road and those are funds that developers
contribute to if they have a project, they contribute to help alleviate and address traffic congestion and issues
on the corridor. So each individual developer may not warrant its own improvement by pooling those funds
over time and it enables us to make larger improvements such as this.

Alderwoman Lu

OK and just a follow up?

Mayor Donchess

Of course, yes go ahead.

Alderwoman Lu

Thank you. Is that meant to make the lights work better, be more sequenced?

Mr. Hudson

Yes. So one of the issues is we have equipment at the end of its useful life so when that fails it doesn’t work
properly and it defaults into, kind of a pre-timed operation. We get the phone calls and we try to address
those, so there’s that. Just having functioning equipment is one benefit. But then the other as | mentioned, we
can do much more data collection to better modify timings and things to maximize efficiency. So this provides
additional capability that the other system never had.

Alderwoman Lu

Thank you.

Mayor Donchess

Alderwoman Lu, anything else?

Alderwoman Lu

Thank you.

Finance Committee - 03/17/2021 Page 14

Mayor Donchess

Alderwoman Klee?
Alderman Klee

Thank you Mr. Mayor. | don’t so much have a question as a comment; as a person who has been stuck in
traffic there quite often, and recently it seems like it is becoming quite inefficient. And I’ve been there all
different times and so on and been stuck at the light thinking, “there’s nobody here”. | appreciate the fact that
we are going to be upgrading and updating this equipment and | am sure those businesses and so on that are
down in that area in the south area will appreciate that. Because | hear more and more people talk about how
the traffic flow is just not well. So you said you will be able to monitor and as Alderwoman Lu mentioned, make
it more efficient and so on. So | truly appreciate that, thank you.

Mayor Donchess
| don’t see any other hands. So Madam Clerk, could you please call the roll?
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

Mayor Donchess

So we have another communication but before we get to that, we do have Ms. Parkinson with us, she never is
really called up to say a whole lot but she’s the one who does all this paperwork. So we appreciate her efforts.

Alderman Harriott-Gathright

Thank you.

There being no objection, Mayor Donchess suspended the rules to allow for the introduction of a
communication received after the agenda was prepared.

From: Tim Cummings, Economic Development Director
Re: Barrier Installation in the amount of $67,060 funded from Account 81300 Machinery & Equipment

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
DOWNTOWN BARRIER INSTALLATION AND REMOVAL TO WEAVER BROTHERS CONSTRUCTION CO.
IN THE AMOUNT OF $67,060. FUNDING WILL BE THROUGH DEPARTMENT 183: ECONOMIC
DEVELOPMENT; FUND: ESCROW; ACCOUNT 81300 MACHINERY & EQUIPMENT, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Now this was going to be covered by Director Cummings, but he had something come up and couldn’t make it.
So what this is, is the deployment of the barriers which we purchased last year for $20,000.00.