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Finance Committee - 04/07/2021 Page 20

Alderman Klee

Thank you Mr. Ibarra, thank you Mr. Mayor and Mr. Ibarra, if | read it correctly this is for the additional types of
bike lane marking. Is it also to any kind of unexpected type of painting that we did not expect because of
weather or something like that or is it just primarily the bike lanes?

Mr. Ibarra

Bike lanes, things get changed as you know, decisions get made as we move through the construction season.
They like to add or change striping here or there. So yes, it will help us accommodate those purchases.

Alderman Klee

Quick follow-up Mr. Mayor.

Mayor Donchess

Yes, please.

Alderman Klee

Mr. Ibarra, does this also include things like our crosswalk markings or just actual striping?

Mr. Ibarra

Yeah this is crosswalks, letters and symbols, stop bars, thermoplas, which is the plastic coating they put down
sometimes in high traffic areas versus painting, so average 2 to 3 years versus paint which we will re-do every
year. So yes this is the whole package.

Alderman Klee

Thank you very much.

Mr. Ibarra

You’re welcome.

Mayor Donchess

Could you please call the roll Alderwoman Kelly?

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

Finance Committee - 04/07/2021 Page 21

From: Kelly Parkinson, Purchasing Manager
Re: Hamm Asphalt Roller in the amount of $74,069 funded from FY20 CERF accounts 81300 Machinery &
Equipment

MOTION BY ALDERMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE THE PURCHASE OF A
2021 HAMM HDIVO OSCILLATING VIBRATORY ASPHALT ROLLER FROM NORTRAX EQUIPMENT OF
PEMBROKE, NH, FOR A PRICE OF $74,069 PURSUANT TO THE SOURCEWELL CONTRACT. FUNDING
WILL BE THROUGH DEPARTMENT: 161 STREETS; FUND: TRUST; ACTIVITY: CERF, BY ROLL CALL.
ON THE QUESTION

Mayor Donchess

Mr. Ibarra?

Mr. Ibarra

Thank you Mr. Mayor. So as you know we have a mill and fill program that we do City-wide that works hand-in-
hand with the paving program. So we try and for lack of a better word Band-Aid streets that may not be being
addressed with paving in any fiscal year. So we try to extend the life of those roads until they do make the
paving program. We also have been tasked with doing more larger pavement projects in-house since we have
the equipment and the talent at Street Department | might say. This roller will help us do larger scale projects:
we are looking at potentially doing the Holman Parking Lot and the Stellos Parking Lot. Last season we did the

Lincoln Park Project and the upper lot we paved. So this is a heavier roller than what we currently have and we
will just get larger projects done in-house.

Mayor Donchess

Alderwoman Kelly?

Alderwoman Kelly

| am having trouble unmuting every time | hit it doesn’t want to comply. | just wanted to know is that an
acronym that | skipped.

Mr. Ibarra

HDIVO, it is a vibrating roller. Yes, it’s an acronym.
Alderwoman Kelly

How do you Say it?

Mr. Ibarra

And | don’t have the acronym breakdown for you, sorry.
Alderwoman Kelly

| was just like | don’t know if this an acronym.
Alderman O’Brien

Alderman Kelly you should have just said steamroller, | would have known that.

Finance Committee - 04/07/2021

Alderwoman Lu

| have a question please.
Mayor Donchess
Alderwoman Lu?

Alderwoman Lu

Thank you. | didn’t see this piece of equipment on the CERF replacement schedule.

Mr. Ibarra

Page 22

Great question. This was on Fiscal ’20 CERF and we did not make the purchase and I'd say it was probably
COVID-related behind that. Parts and equipment have been hard to come by so we just moved it into this

year, trying to get CERF caught up.

Alderwoman Lu

| see. The CERF Account does not get zeroed out at the end of the budget season? Is that correct.

Mayor Donchess

Correct because it is a reserve fund so the funds remain in the account. The funds remain in the account.

Alderwoman Lu

OK thank you.

Mr. Ibarra

Thank you, | should have mentioned that earlier.

Mayor Donchess

Alright anyone else? 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

Nay:
MOTION CARRIED

Mayor Donchess

The next 2 items are informational items and there being objections?

Alderwoman Kelly

I’m sorry Mr. Mayor, we had that change with the signs and supplies?

Finance Committee - 04/07/2021 Page 23

Mr. Ibarra
Yes, please thank you.

Mayor Donchess

We have what?

Alderwoman Kelly

We had a change come in for signs and supplies. | can read it if you like. This is from Kelly Parkinson,
Purchasing Manager regarding change order for sign supplies in the amount not to exceed $10,000.00.

From: Kelly Parkinson, Purchasing Manager
Re: Change Order for Signs Supplies in the amount not to exceed $10,000 funded from accounts 61542
signs

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND APPROVE CHANGE ORDER 1
TO SOLE SOURCE VENDOR PERMA-LINE OF NEW ENGLAND OF BROCKTON, MA, IN THE AMOUNT
OF $10,000. FUNDING FOR THIS PURCHASE IS THROUGH DEPARTMENT: 161 STREETS; FUND:
GENERAL; ACCOUNT CLASSIFICATION: 61 SUPPLIES AND MATERIALS, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Discussion, any questions? Alderwoman Klee?

Alderman Klee

Thank you. Actually | just have this as an inquiry as to this particular change order is only $10,000.00 but it
adds to the contract to make it $34,000.00 is that why it now becomes a voteable item rather than just an item?
Ok that does answer — | see people’s heads shaking. The rest of the world can’t see that but | can see
everbody’s head shaking. So yes.

Mr. Ibarra

So it’s very hard to predict what you were going to spend with these guys. But looking at where we are
tracking and looking at what we need to finish this Fiscal year, that’s why we went with this change order.

Alderman Klee

Thank you that answers my question.
Alderwoman Lu

| have a question, please?

Mayor Donchess

Alderwoman Lu?

Finance Committee - 04/07/2021 Page 24

Alderwoman Lu

Thanks. So Mr. Ibarra, we have a quote for a certain number of signs which they have bid on, is that right?
Mr. Ibarra

I’m sorry that broke up, could you repeat the question please?

Alderwoman Lu

Is this change order also for a certain number of signs?

Mr. Ibarra

This is a unit cost per sign breakdown that you see included in the package. It varies, based on worn out signs,
people running over signs, calls that we will get for new signage. As | said, it is very hard to predict where we
are going to go with it. But this vendor also does supply anything traffic-related; so delineators on the side of
the road, the highway, DW highway, Amherst Street, paint supplies for striping, even our paint machines come
through that outfit. | hope that answers your question.

Alderwoman Lu

Well not completely, could | follow up?

Mayor Donchess

Go ahead.

Alderwoman Lu

So | am trying to understand how the 584 10% works. And so you said, as | can see it is priced per unit. | don’t
see that it is priced per unit. How many units are we getting for $10,000.00?

Mr. Ibarra

| would have to get back to you on that. There are different signs, different sizes, vary in price so this is a
guideline based on our recent purchase of what we have like for like. But! can look deeper into that for you if
you need more information.

Alderwoman Lu

Well | thought that in the past at the Finance Committee Meetings if there wasn’t, | thought we have seen that
in the past and | don’t see it in the back up and it seems that every one of these motions have been to bypass
the regular bidding because the price does not exceed 10% but there’s no substantiation for us to review. So
that’s why | am asking.

Mr. Ibarra

If there is more information that you seek I’d be happy to garner that for you.

Alderwoman Lu

Just how it compares to last year. Is there something in the contract via the City Website that | can reference
that sees what has happened to prices this year as compared to last.

Finance Committee - 04/07/2021 Page 25

Mr. Ibarra

| am sure we have that information available. | am not sure that would be posted on the website for the City
though.

Alderwoman Lu

OK so yeah if you could provide that, that would be helpful for my due diligence. Thank you.
Mr. Ibarra

Sure, you’re welcome.

Mayor Donchess

So 584 what it says, it talks about when bidding is not required. And one of the items there are a number of
different circumstances, but one of the items is purchasing under extensions of contracts when no price
increase exceeds 10% per year. So that’s the provision that has been referred to in some of these contract
extensions that have come forward. They still need approval of the Finance Committee.

Alderwoman Lu

Mr. Mayor may | just follow up.

Mayor Donchess

Yeah.

Alderwoman Lu

(Audio cuts out) | just want to be clear, is that | thought that in the past, we have always been given the current
prices and forgive me for saying it so bluntly so that we can see that it does, in fact, not exceed 10% per year. |

could be wrong but that’s my recollection and that is what | would expect because we do usually get pricing. |
am not asking for a plethora of contracts. But that’s what | am asking for, thank you.

Mayor Donchess
Ok. Alright, anything else on this item? Could you please call the roll?
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderwoman Lu, Alderman

Alderwoman Kelly, Alderman Laws, Alderman O’Brien,

Mayor Donchess 6
Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Change Order for Transit Van Purchase

There being no objection, Mayor Donchess accepted the communication and placed it on file.

Finance Committee - 04/07/2021 Page 26

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERWOMAN KELLY THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
FROM MARCH 12, 2021 TO APRIL 1, 2021, BY ROLL CALL

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

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderman Klee

Thank you Mr. Mayor. | don’t know if we found Alderman Laws a job yet but | have an opportunity for
volunteerism on Saturday. | am going to be, with the help of our Public Works Department, we are putting
together a Clean Up Lock Street. So anybody who would like to come and join us, | have nice glove and
beautiful blue bags that they can fill up. I'll bring water and a thank you from the residents on Lock Street. So
anybody who'd like to come, it is going to be meet at Foster Square at 10:30 on Saturday morning.

Mayor Donchess

And Alderwoman Klee, thank you very much for doing that. Anyone else, any other Remarks from Aldermen?
If not, Alderwoman Klee?

POSSIBLE NON-PUBLIC SESSION — None

Finance Committee - 04/07/2021 Page 27

ADJOURNMENT
MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL
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
The Finance Committee meeting was adjourned at 8:00 p.m.

Alderwoman-at-Large Shoshanna Kelly
Pro Tem

FINANCE COMMITTEE

APRIL 7, 2021
7:00 PM

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ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Backup Internet Line in the amount of $12,635.64 funded from account 55109 Telecommunications
Telephone: Voice

From: Kelly Parkinson, Purchasing Manager

Re: Aquatic Invasive Species Management in the amount of $78,037 funded from accounts
NHDES Grant Account 54285 River Maintenance $29,777, Community Development
Division Account 55699 Other Professional Services $44,665 & Parks & Recreation
Account 53999 Other Professional Services $3,595

From: Kelly Parkinson, Purchasing Manager
Re: Wastewater Chemicals in the amount not to exceed $60,000 funded from accounts 61156 Chemicals

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

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

From: Kelly Parkinson, Purchasing Manager
Re: Asphalt Testing Change Order #3 in the amount of $100,500 funded from accounts 81 704 Paving

Bond

From: Kelly Parkinson, Purchasing Manager

Re: Paving Program Castings in the amount of $362,038.50 funded from accounts 81 700 Infrastructure
Improvements

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 81 700 Infrastructure Improvements

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

From: Kelly Parkinson, Purchasing Manager
Re: Hamm Asphalt Roller in the amount of $74,069 funded from FY20 CERF accounts 81300 Machinery
& Equipment

From: Kelly Parkinson, Purchasing Manager
Re: Change Order for Parts & Supplies for Signs, Pavement Marking & Crosswalk Maintenance

From: Kelly Parkinson, Purchasing Manager
Re: Change Order for Transit Van Purchase

UNFINISHED BUSINESS

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

PUBLIC COMMENT

REMARKS BY THE ALDERMEN
NON-PUBLIC SESSION

ADJOURNMENT