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Finance Committee - 04/07/2021 Page 10

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

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Wildlife Management at Four Hills Landfill in the amount of $83,987.58 funded from accounts 55699 Other
Contracted Services

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE THE COOPERATIVE
SERVICE AGREEMENT BETWEEN THE CITY OF NASHUA AND THE USDA WILDLIFE MANAGEMENT
SERVICE NOT TO EXCEED $83,987.58 FOR FY22. FUNDING IS THROUGH DEPARTMENT: 168 SOLID
WASTE; FUND: SOLID WASTE; ACCOUNT CLASSIFICATION 55 OTHER SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Mr. LaFleur

Jeff LaFleur, Superintendent of Solid Waste

Thank you Mayor. This is our USDA Wildlife Management Services. They keep the seagulls out of the landfill,
the turkey vultures out of the landfill, any other vectors that could be around. They also travel around the City
at other places where they see seagulls landing and just trying to keep them away from other properties to
keep complaints down. This money also includes a vehicle at the landfill and all pyrotechnics that they use
during the year.

Mayor Donchess
Anyone? Alderman Laws.
Alderman Laws

Mayor, this one is for you. If you want to couple that with the invasive species for a job. | would gladly chase
seagulls and water chestnuts.

Mayor Donchess
So you would be the head of pest control.
Alderman Laws

Sure.

Finance Committee - 04/07/2021 Page 11
Mayor Donchess

Both flora and fawn.

Alderman Laws

Just throwing it out there.

Mayor Donchess
Ok.

Alderwoman Kelly

What about bears, Alderman Laws?

Alderman Laws

Sure anything, I’m not scared of anything. Just keep me in mind, chickens, whatever.
Mayor Donchess

Alright, anyone else? Madam Clerk could you please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly, Alderman Laws,
Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Amendment to Engineering Services for 2021 Paving Program in the amount of $242,500 funded from accounts
81704 Paving Bond

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE THE ENGINEERING
SERVICES CONTRACT AMENDMENT WITH HAYNER/SWANSON, INC. OF NASHUA, NH, IN THE
AMOUNT OF $242,500 FOR THE MANAGEMENT AND CONSTRUCTION ADMINISTRATION OF THE
PAVING PROGRAM. FUNDING IS THROUGH DEPARTMENT: 160 ADMIN/ENGINEERING; FUND:
BOND; ACTIVITY: PAVING, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Hudson?

Dan Hudson, City Engineer

| am Dan Hudson, City Engineer, thank you Mr. Mayor. So we have another robust paving program planned
this year, paving over 23 miles of roadway under two contracts totaling $8.8 million. Given the scale of this
project we require some additional engineering support. HSI has provided that in 2019 and 2020.

Finance Committee - 04/07/2021 Page 12

What this proposed amendment is amending that contract to continue that service this year. They help with
overall program management, coordination, construction, administration and observation. They are with us out
there every day watching the construction happen and making sure it is being done according to requirements.
So they work well with us, they are a local company and acting kind of as an extension of our staff. It's beena
good relationship and we’d like to continue that.

Mayor Donchess

Alderman O’Brien.

Alderman O’Brien

Thank you Mr. Hudson. Is there any employment opportunities with this?

Mr. Hudson

For Alderman Laws.

Alderman Laws

Back off Alderman O’Brien.

Alderman O’Brien

| yield, thank you sir.

Mayor Donchess

Alderwoman Klee.

Alderman Klee

Thank you. This has got nothing to do with a job interview. The question that | have for you Mr. Hudson is this
is a change order. Where we had them in the past, why wasn’t it built into the original request for funding and
so on. Why do we come after the fact? We know that we are going to need them or so on or am | missing
something here?

Mr. Hudson

Sure so this, we entered into the first five years of what is hoped to be a ten year paving program. In ’19 we
contracted them for 2 years, of course, not knowing exactly what the future was going to bring. But this is
contracting their work for this summer. So this amendment is for work in advance of when they are doing it
here. But going back in time, | suppose we could have contracted them for a 3 years up front, but we didn’t do
that. It was a two year contract and now we are trying to extend it for a third year.

Alderman Klee

That’s absolutely fine. | just wanted an answer to the question. But thank you so much, | appreciate your
answer.

Mr. Hudson

Sure.

Finance Committee - 04/07/2021 Page 13

Mayor Donchess

Alderwoman Kelly

That was actually part of my question was why was it a change order versus a new contract. But my other
question was just in comparison to last year, is this about what we paid? Did prices go up because everything
seems to be up right now?

Mr. Hudson

No it is about what it was last year. | mean we definitely scaled up, last year we did more than we had done in
year’s past, more paving. And we are doing that again this year. So no | think it is on track and consistent with
what has been done in the past.

Alderwoman Kelly

Thank you.

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

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly, Alderman Laws,
Alderman O’Brien, Mayor Donchess 6

Nay: 0

MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Asphalt Testing Change Order #3 in the amount of $100,500 funded from accounts 81704 Paving Bond

MOTION BY ALDERWOMAN KELLY. TO ACCEPT, PLACE ON FILE, AND APPROVE A CHANGE ORDER
TO THE ASPHALT TESTING CONTRACT WITH S.W. COLE ENGINEERING, INC., OF LONDONDERRY,
NH, IN THE AMOUNT OF $100,500. FUNDING WILL BE THROUGH DEPARTMENT: 160
ADMIN/ENGINEERING; FUND: BOND; ACTIVITY: PAVING, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Hudson?
Mr. Hudson

Thank you Mr. Mayor. So you just approved the engineering support services. This is for the testing firm to do
the asphalt testing for the paving program so they do testing of the various asphalt mixes and then after the
fact when we do (inaudible) and things they test those. This is all to ensure that the product we are receiving
meets the specifications that are applied in accordance with those as well. So this is an important part of our
process in ensuring that we are getting the quality product.

Finance Committee - 04/07/2021 Page 14

Mayor Donchess
Anyone?
Alderwoman Lu

Yes, | have a question, please.

Mayor Donchess

Alderwoman Lu?
Alderwoman Lu

Thank you. | understand that this, I’m sorry, this contract protects us because we were getting some bad
asphalt. And | just wondered whether — | am surprised at this point that we don’t require the provider to, | don’t
know, guarantee their asphalt and test it. Do you have any comments on that? | know that we were getting
bad asphalt and it was causing a problem. But shouldn’t this be a given with the prices we pay. And | havea
follow-up also.

Mayor Donchess

Well | can answer that to some degree because Mr. Hudson was not around at that time. First of all, we are
following the same procedure that the State of New Hampshire uses and | believe Manchester as well, | mean
the bigger paving entities. And the issues was, as you suggested, that there were questions, let’s put it that
way. Despite the testing that takes place once the asphalt is laid down, that doesn’t test samples, you can’t
possibly test every square foot of asphalt that’s laid down in 20 miles of paving or whatever. So some of the
asphalt that was (audio cuts out) regarding whether it was the proper consistency. But that’s hard to prove
after the fact, you know, OK 6 months go by, a year goes by, the asphalt seems to be peeling, it appears that
maybe the quality wasn’t what it should have been but that was hard to prove.

So given that issue, we met with (audio cuts out) paving contractor who does a lot with the State. And in an
effort to persuade them to begin bidding on the City’s work, we talked with NH DOT or someone did. And they
recommended this procedure because this way you know going in that you are getting the quality and the
consistency that is needed. | haven’t gotten into the details of the asphalt mixture for a little while, so | don’t
remember all of the details. But the differences can be fairly subtle. The percentage of and this maybe
hypothetical but maybe close, the percentage of the oil-based liquid or thick liquid that is added to sand and
silicone and all this kind of stuff that makes up the paving. There’s a big difference if it is 6% or 7% and you
want to make sure that if the specs say 7% it is 7%; not 6 % and not 5 % or something like that. And the only
way you can tell that really is testing at the plant where the asphalt is mixed. Once it is laid down it is very hard
to prove that it didn’t meet specs. So it is peeling but what does that prove?

Anyway we have found that following this procedure, and again, this is the same procedure that is used by the
State of New Hampshire and they do a lot of paving, that we are not having troubles with quality. We are
spending millions of dollars every year to pave and obviously given that, guaranteeing the quality of the
material we are buying is very important and this seems to be the best way to ensure that we are getting what
we are paying for.

Alderwoman Lu

Thank you. That makes total sense and | appreciate you clarifying that. It is a tiny percentage of the cost so it
makes sense. My follow-up is just, | am confused by the reference in the Memo from Ms. Parkinson. The
reference to 584 and it describes purchases under extensions of contracts, we don’t have to — | can’t
remember exactly what it says about it. But it references that the price doesn’t increase more than 10% per
year. Now | know in this case it increases more than 10% per year.

Finance Committee - 04/07/2021 Page 15

Mayor Donchess

Now | don’t see a reference to 584 in the Memo.

Alderwoman Lu

It is Memo number 21097 and it is underneath the chart. And it’s right below...
Mayor Donchess

OK yes, | see it now.

Alderwoman Lu

And it may that that 10% refers to per unit and this happens to be 100% as many units but the price per unit
did not go above 10%.

Mayor Donchess

Well either Ms. Parkinson or Mr. Hudson, could you address that please?

Mr. Hudson

Yeah Mr. Mayor | would be happy to. Yeah the SW Cole has agreed to hold their unit pricing. So that hasn’t
changed. The value of the contract may very well be different due to the volume of work that is proposed. But
they are holding their pricing from last year on a unit price basis.

Alderwoman Lu

Thank you that explains it. Thank you. I’m all set.

Mayor Donchess

Alright thank you. Anybody else? Madam Clerk, could you please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly, Alderman Laws,
Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

Alderwoman Lu

Mayor Donchess, | can’t hear you.

Mayor Donchess

Did you hear what | said, | am getting a message saying my internet is unstable?

Finance Committee - 04/07/2021 Page 16

Alderwoman Kelly

We can hear you clearly now; but we didn’t hear you say “motion carried” and | assume handed off to for the
next communication.

Mayor Donchess

Yes, OK so to go back then, Motion Passed. The next item is from Kelly Parkinson, Purchasing Manager.
Alderwoman Kelly?

From: Kelly Parkinson, Purchasing Manager
Re: Paving Program Castings in the amount of $362,038.50 funded from accounts 81700 Infrastructure
Improvements

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE THE PURCHASE OF
MANHOLE AND CATCH BASIN CASTINGS FROM CONCORD WINWATER WORKS CO. OF CONCORD,
NH, IN THE AMOUNT OF $362,038.50. FUNDING WILL BE THROUGH DEPARTMENT: 169
WASTEWATER; FUND: WASTEWATER; ACTIVITY: SEWER STRUCTURES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Hudson.

Mr. Hudson

Thank you Mr. Mayor. So this is the last paving contract-related item today. It is funded through Wastewater
because it is for the castings or the covers for manhole structures in the street that need to be replaced as we
do the paving work. As we do that paving work we replace ones that broke and the non-standard and that sort
of thing. What we found is it is better for us to purchase these in bulk which is what this is, this is purchasing
the materials. And then the contractors install them as part of the paving work that they do. So that’s what this

is, this is purchasing materials. There were some slight changes in unit prices on this contract but within that
10% variation that was described previously.

Mayor Donchess

Alderwoman Kelly?

Alderwoman Kelly

You are tripping up a little but | think you called on me?

Mayor Donchess

| did. So can you hear me now?

Alderwoman Kelly

Yes.

Mayor Donchess

Well | did call on you, my internet keeps coming in and out. But please proceed.

Finance Committee - 04/07/2021 Page 17

Alderwoman Kelly

Thanks. Mr. Hudson, | know last year when you did this there were a number of antique manholes that you
took out of French Hill. Do you anticipate having similar ones this year, | think you actually like auctioned them
off. | just thought they were really cool, they were the triangle ones.

Mr. Hudson

Yeah those are cool, and those are fairly unique to Nashua. Yeah | am sure we will have some of those, | do
not know if will auction them off or not. | Know we do stock some because there are other places where we
have an emergency situation and we have to replace one, we have some in stock. But yeah | am sure we will
have a stockpile of those this year.

Alderwoman Kelly
Thanks.

Mayor Donchess

Alderwoman Klee.
Alderman Klee

Thank you Mr. Mayor and just for the sake of it, it is beyond French Hill that has those. My area, we are up in
the north end, they are kind of scattered throughout the north end, French Hill as well as other places. | really
just had more of a comment that with the last item as well as this item, it does state that the Board of Public
Works looked upon this favorably on 3/25/21, | just wanted to get that into the record that this had been vetted
through the Board of Public Works and didn’t just come here, poof — out of the air. The Division of Public
Works and Wastewater that brought it to us, it was vetted through the Board of Public Works before it came to
us. That was just more of a statement | want to make and it was the same for the previous one so that public
does realize that it goes through multiple facets before it comes to us. And thank you so much for what you are
doing Mr. Hudson.

Mr. Hudson

Thank you.

Alderwoman Lu

| have a question please?
Mayor Donchess
Alderwoman Lu?
Alderwoman Lu

Thank you. Just looking at the letter from BPW, | just am asking for some guidance on whether this purchase
has been put out to bid or is required to be put out to bid?

Mr. Hudson
I'll start to address that, maybe Ms. Parkinson can answer if there’s any additional question. But it was bid out

in 2019 on competitive bidding and Concord Winwater was the low bidder. We change ordered it last year,
they held their pricing, so we change ordered it last year.

Finance Committee - 04/07/2021 Page 18

This year, as | noted, there’s some slight price increases because construction has been strong and material
costs are going up, the price of metals have went up. So there is a small increase this year but still within that
10% criteria.

Alderwoman Lu

OK and when that happens you are not required to go out to bid is that correct?

Mr. Hudson

That’s my understanding yes.

Mayor Donchess

That’s correct.

Alderwoman Lu

Alright, thank you.

Mayor Donchess

Anyone else? Alderwoman Kelly could you please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly, Alderman Laws,
Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Engineering Services for 2021 Sewer Rehabilitation Program in the amount not to exceed $249,494 funded
from bond fund account 81700 Infrastructure Improvements

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE THE ENGINEERING
SERVICES CONTRACT FOR ASSISTANCE WITH THE SEWER REHABILITATION PROGRAM WITH
HAYNER SWANSON, INC. OF NASHUA, NH, IN AN AMOUNT NOT TO EXCEED $249,494 PENDING
BOND APPROVAL. FUNDING WILL BE THROUGH DEPARTMENT: 169 WASTEWATER; FUND: BOND;
ACTIVITY: SEWER INFRASTRUCTURE IMPROVEMENTS, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Hudson?

Mr. Hudson

Thank you Mr. Mayor. So this is engineering services with Hayner Swanson a local engineering company for

support of our sewer rehabilitation work. That’s the work where we dig up pipes and replace them when we
have to as well as make spot repairs and that sort of thing. This isn’t the lining work, this is the dig work.

Finance Committee - 04/07/2021 Page 19
Again, we do quite a bit of it and we find the need for outside support. It is beneficial that HSI is providing
similar services for the paving program because it enables us to closely coordinate between the two programs.

So as | noted, we find that beneficial. And again, they do local and they act as an extension of our staff and we
find their support very helpful.

Mayor Donchess
Anyone? | don’t see anyone. Could you please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly, Alderman Laws,
Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Pavement Markings Program Change Order #1 in the amount of $162,000 funded from accounts 54275 Signing
& Striping Services

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE CHANGE ORDER
NO. 1 TO THE 2020 PAVEMENT MARKINGS CONTRACT WITH K5 CORPORATION OF ROCKLAND, MA,
IN THE AMOUNT OF $162,000. FUNDING WILL BE THROUGH DEPARTMENT: 161 STREETS; FUND:
GENERAL; ACCOUNT CLASSIFICATION: 54 OTHER SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Discussion? Oh excuse me, Mr. Hudson, could you please address this one?

Jon |barra, Superintendent Street Department

Actually it is Superintendent of the Street Department, Jon Ibarra, I'll address this one.

Mayor Donchess

Mr. Ibarra, please go ahead.

Mr. Ibarra

Thank you Mr. Mayor. So K5 was Highway Safety when the bid was done in June of 2020, that’s our annual
striping contract. | am looking to encumber our budgeted line item funds in a change order with this outfit

because they agreed to hold their pricing. So it is just makes sense to keep them there as the low bidder for
the project. They have been doing our striping for many years.

Mayor Donchess

Alderwoman Klee?