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Finance Committee — 12/01/2021 Page 11

looked at?

Tim Cummings, Economic Development Director

No.

Alderwoman Kelly

Thank you.

Mayor Donchess

All right. Madam Clerk, would you call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Construction Management Services for a new DPW Administrative Office Building in the amount not to exceed
$12,025,000 funded from DPW Building Project Fund, 54210 Construction Services/Pending Bond Approval

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE A CONTRACT
FOR CONSTRUCTION MANAGEMENT SERVICES FOR A NEW DPW ADMINISTRATIVE OFFICE BUILIDING
LOCATED ON LAND OFF WEST HOLLIS STREET AND ADJACENT TO THE FOUR HILLS LANDFILL TO HARVEY
CONSTRUCTION IN AN AMOUNT NOT TO EXCEED $12,025,000. FUNDING WILL BE THROUGH DEPARTMENT
160 ENGINEERING; FUND: 54210 CONSTRUCTION SERVICES/PENDING BOND APPROVAL, BY ROLL CALL

ON THE QUESTION

Tim Cummings, Economic Development Director

If | may, Mr. Mayor.

Mayor Donchess

Yes.

Tim Cummings, Economic Development Director

Thank you. So again, Tim Cummings, Director of Economic Development. This is our standard construction manager
contract that we have used time and time again with Harvey. We are seeking this contract so we can move forward with
the project and the building which we would like to keep on track for the spring of 22.

Mayor Donchess

Any questions? Alderwoman Kelly?

Alderwoman Kelly

Thank you. | was trying to pull up the 400 pages of it. I'll tell a long wind of the story and ask my question. I'm currently
also doing renovations on my home and the supply chains are out of control. | Know that this product has been vetted and
it's important that we do it. I'm just wondering as we're building this if we're adjusting contingency knowing that things are
getting harder to get, the prices have been pushed up, and that kind of thing.

Finance Committee — 12/01/2021 Page 12

Tim Cummings, Economic Development Director

Yes. That is what keeps me up at night.

Alderwoman Kelly

Me too. So do you know if we like do we have a standard contingency and did we grow it a bit to make sure that we’re
trying to cover as much as we can?

Tim Cummings, Economic Development Director

Yes. So and again, it's predicated on us starting in the spring of 2022. We have both a construction contingency, and
owners contingency, and we also have some escalation built into the project. So long as we continue along the path of
issuing a notice to proceed sometime in the spring, we all feel confident that the numbers we're seeing right now will hold.

Alderwoman Kelly

Thank you very much.

Mayor Donchess

Anyone else? Please call the roll.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Engineering Services for 2022 Sewer Rehab Program in the amount not to exceed $229,500 funded from
accounts 81700 Infrastructure Improvements (Admin/Engineering)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE
ENGINEERING SERVICES CONTRACT FOR ASSISTANCE WITH THE SEWER REHABILITATION PROGLEM WITH
HAYNER SWANSON, INC. OF NASHUA, NH, IN AN AMOUNT NOT TO EXCEED $229,500. FUNDING WILL BE
THROUGH DEPARTMENT 169 WASTEWATER; FUND: BOND; ACTIVITY: SEWER INFRASTRUCTURE
IMPROVEMENTS, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

And | think Mr. Hudson is here.

Dan Hudson, City Engineer

Yes, |am. Thank you Mr. Mayor. Dan Hudson, City Engineer. This is for engineering services to support our sewer
rehabilitation program both for dig work where we actually dig up and replace the pipes as well as our continuing efforts
for CCTV in lining the pipes where that's possible. Hayner Swanson is a local engineering company. They provided this
service for a number of years. This contract will get us to the point that we can bid out a project for construction next year.
Should we receive suitable bids and approval to award such a contract, then we will be back and seeking services for
construction phase engineering for that work. But this this will continue our efforts on this important program. We really
need their support to do that.

Mayor Donchess

All right. Anybody — questions? Comments? Madam Clerk, could you please call the roll?

Finance Committee — 12/01/2021 Page 13

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

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Streamgage Equipment, Operation and Maintenance in the amount not to exceed $25,850 funded from accounts
81700 Infrastructure Improvements (Wastewater)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE A THREE-YEAR
JOINT FUNDING AGREEMENT WITH THE U.S. GEOLOGICAL SURVEY, NEW ENGLAND WATER SCIENCE
CENTER, NEW HAMPSHIRE-VERMONT OFFICE, PEMBROKE, NEW HAMPSHIRE FOR THE INSTALLATION AND
MAINTENANCE OF A STREAMGGE ON THE MERRIMACK RIVER IN THE AMOUNT OF $25,850. FUNDING WILL
BE THROUGH DEPARTMENT 169 WASTEWATER; FUND: WASTEWATER; ACTIVITY: MERRIMACK RIVER
LEVEE, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Is Mr. Boucher here?

Dan Hudson, City Engineer

| can speak to this one as well Mr. Mayor. Again, Dan Hudson City Engineer. So this is to replace the stream gauge on
the Taylor Falls Bridge. One of the bridges that we share jointly with Hudson. This is to monitor river levels. We have
stream gauge there that had fallen into disrepair and is no longer repairable. This is a joint agreement with US Geological
Survey where we will share the cost of the installation of this equipment. But then they will monitor it and post readings to
their, you know, websites and such on a regular basis on a continuing basis. This is a three year agreement as noted.
This gauge is important for emergency management and operation of the levee purposes.

Mayor Donchess

Allright. Discussion? Alderwoman Kelly.

Alderwoman Kelly

Thank you. So you said this is a joint piece of equipment that sounds like it seems to make sense to share that cost. My
question is it had fallen into disrepair. Who’s in charge of maintenance once we put this new piece in?

Dan Hudson, City Engineer

This is a great question. So the US Geological Survey will be responsible for that maintenance. That presumes that we
continue with an annual payment to them basically. It also in that fashion should this need to be repaired again in the
future, they would absorb all the cost of that future repair. So like | said, we had some equipment that fell in disrepair. It
was kind of our responsibility and then we feel this engagement with USGS who does this kind of work all the time all over
the country. It makes a lot of sense for them to manage that equipment on a continual basis. So that's what this
agreement does.

Alderwoman Kelly

If | could follow up. Just to clarify, this is just the installation. There would be additional costs for the maintenance after
the fact?

Dan Hudson, City Engineer

Correct. So this agreement - well the first year of this agreement involves the cost of installation. So that is split. Actually

Finance Committee — 12/01/2021 Page 14

USGS is picking up more than more than half the cost of installation. Then the final two years is, you know, what will be
the annual maintenance and operation type payment that the city will make. So this is a three year agreement. At the
end of this, we would expect to come back for another extension. This will end up being part of our regular operating
budget essentially just maintain this equipment and lead by paying USGS for that service.

Alderwoman Kelly

Thank you.

Dan Hudson, City Engineer

You're welcome.

Mayor Donchess

All right. Madam Clerk, could you call the roll please?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Change Order to Engineering Services for Canal Street Bridge Improvements not to exceed $5,107 funded from
account 53107/Fund: Capital (Engineering)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE AMENDMENT
NO. 2 OF THE CANAL STREET BRIDGE REPAIRS DESIGN CONTRACT WITH FUSS & O’NEILL, INC. OF
MANCHESTER, NH, IN AN AMOUNT OF $5,107. FUNDING WILL BE THROUGH DEPARTMENT 161 STREETS;
FUND: CAPITAL; ACTIVITY: BRIDGE REHABILITATION, BY ROLL CALL

ON THE QUESTION

Dan Hudson, City Engineer

May | speak to this Mr. Mayor?

Mayor Donchess

Yes, go ahead.

Dan Hudson, City Engineer

Dan Hudson, City Engineer again. So this is a small amendment basically similar to a previous item tonight. It will
address some environmental permitting that's required. In addition to that, some work is required due to a vehicle crash
that occurred that impacted one of the sides of the bridge. So some additional work is required there. We are working
with Risk on trying to recoup some of the costs for this for that damage, but this amendment will get us to the point that we
can bid this project down for construction.

Mayor Donchess

All right. Excuse me, Madam Clerk could you please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Finance Committee — 12/01/2021 Page 15
Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Two 2021 Ford F550 Dump Trucks & Two-Way Radios in the amount not to exceed $161,217 funded from
accounts 81500 Vehicles/CERF (Parks & Recreation)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
OF TWO 2021 FORD F-550 4 WHEEL DRIVE DUMP BODY TRUCKS FROM MHQ IN MARLBORO, MA, FOR THE
CONTRACT PRICE OF $75,608.10 EACH FOR A TOTAL OF $151,216.20. PRICING FOR THIS PURCHASE WILL BE
FROM THE PLYMOUTH COUNTY COMMISSIONERS CONTRACT. ADDITIONALLY, APPROVE THE PURCHASE
AND INSTALLATION OF TWO RADIO SYSTEMS FROM MOTOROLA SOLUTIONS, INC., IN AN AMOUNT NOT TO
EXCEED $5,000 EACH. FUNDING WILL BE THROUGH DEPARTMENT 177 PARK AND RECREATION; FUND:
TRUST; ACTIVITY: CERF, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Is Mr. Ibarra here?

Jonathan Ibarra, Superintendent of Streets

lam Mr. Mayor. Jason Puopolo the Superintendent of Park and Rec. is no longer with the Division of Public Works in the
city. So I've been asked to speak to this purchase. With me tonight is John Stewart so if you need any historical data or
technical data relative to these purchases, he's here joining to answer any of those questions.

But to start, this is replacing truck 503 and 504. They’re used daily through the summer season hauling equipment, and
material, and crews to the jobs, and then they'll be used for snow removal during the winter operations. I'm happy to
answer any questions.

Mayor Donchess

Madam Clerk, would you call the roll?

Alderwoman Kelly

Did you call for questions Mayor Donchess?

Mayor Donchess

Well | didn't really. | looked over and no one had their — did you have a question?

Alderwoman Kelly

That’s why (inaudible) the last two times.

Mayor Donchess

| looked over and | didn’t see anybody that seemed like they were going to ask one so | just went ahead. But if anyone
wants to ask a questions, no problem at this point.

Alderman Klee
Thank you. Maybe I’m just missing something. The letter here speaks to two dump trucks for $161,217. This says the

value or $56,253 plus a radio of $5,000 for each one of those for a total of $161,217. Maybe I’m just not adding it right. It
doesn’t seem to add up nor does it match.

Finance Committee — 12/01/2021 Page 16

Alderman Harriott-Gathright

Well it doesn’t have to because the first one is exceed and they came in under that. They came in under what the request
was to exceed.

Alderman Klee
Okay. So this is what the actual would have been. Thank youso much. Thank you. That clarifies it.

Alderwoman Kelly

Very well said Alderman Klee. So | know that we plan for CERF and these things are generally there. | just wanted to ask
because | know you probably 5 or 6 there. | know sometimes departments have gone and said oh we can push another
year and we’re able to waive a little bit on these. Are these pretty much — and I’m talking for the next few so | don’t have
to ask the same question each time. Are these vehicles that we’re looking at pretty much at their end of their life here?

Jonathan Ibarra, Superintendent of Streets

I'll let John take that as he’s down in the shop more than | am.

Alderwoman Kelly

| don’t want you guys to have less than ideal equipment. Just wanted to ask that.

John Stewart, Fleet Manager

John Stewart, Fleet Manager. Yeah these trucks are showing signs of corrosion on the frame and the bottom of the cab.
If they pass inspection again next year, that will be a bonus. We're hoping just to get the new trucks in before these
expire.

Alderwoman Kelly

And to my previous thing was the (inaudible) etc., let’s make sure it happens. | just wanted to ask the question. |
appreciate that. Thank you.

Mayor Donchess

Anyone else?

Alderman O’Brien

Yeah thank you, Mr. Mayor. While the gentleman is here from the Mechanical Division. Sir would you concur with me
that any vehicle that loads salt on and does that type of work in distributing salt and everything you cut down to life
expectancy of that particular bed holding the salt and everything in it gets on the frame. So these things do sometimes fail
early. Well not early, but they do meet their life expectancy.

John Stewart, Fleet Manager

And the salt definitely takes a lot of life out of them. It gets in places where you can't wash it out.

Mayor Donchess

Alright, anyone else? Madam Clerk could you call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0

Finance Committee — 12/01/2021 Page 17
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: 2022 Ford F350 Truck & Two-Way Radio in the amount not to exceed $61,253 funded from accounts 81500
Vehicles/CERF (Parks & Recreation)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
OF ONE 2021 FORD F-350 4 WHEEL DRIVE PICKUP FROM MHQ IN MARLBORO, MA, FOR THE CONTRACT
PRICE OF $56,254.20 AND THE PURCHASE AND INSTALLATION OF RADIO SYSTEM FROM MOTOROLA
SOLUTIONS, INC., INAN AMOUNT NOT TO EXCEED $5,000. PRICING FOR THIS PURCHASE WILL BE OFF THE
PLYMOUTH COUNTY COMMISSIONERS CONTRACT. FUNDING WILL BE THROUGH DEPARTMENT 177 PARK
AND RECREATION; FUND: TRUST; ACTIVITY: CERF, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Well let’s first | guess get a quick explanation from Mr. Ibarra.

Jonathan Ibarra, Superintendent of Streets

Thank you, Mr. Mayor. So this also is a Park and Rec. This being a pickup not a dump truck used again all season
during park maintenance and again used for snow plowing operations in the winter. It's replacing truck 12613 and I'll take
any questions that you may have.

Alderman Harriott-Gathright

All right. This is the one that we questioned rather - this was a 2022 or 2021. | believe it's a 2021?

Jonathan Ibarra, Superintendent of Streets

It’s stated as 2021. That is correct.

Alderman Harriott-Gathright

Okay. It also said that the not to exceed $61,253 does it all make a difference?

Kelly Parkinson, Purchasing Manager

Excuse me. This is Kelly Parkinson. Yes the memo does state it is 2021 but the quote actually states a 2022.

Alderman Harriott-Gathright

Yeah | know but which one is it?

Kelly Parkinson, Purchasing Manager

| believe it's a 2022 because that's what the vendor is quoting.

Jonathan Ibarra, Superintendent of Streets

John, anything belonging to that?

John Stewart, Fleet Manager

| know MHQ is struggling right now to get vehicles in. | believe they did quote a 2022 on this one?

Kelly Parkinson, Purchasing Manager

Yes.

Finance Committee — 12/01/2021 Page 18

John Stewart, Fleet Manager

That will be a utility truck. So | believe that is what makes the difference. That will have the pickup body delete on it.

Jonathan Ibarra, Superintendent of Streets

But is it a 2021 or a 2022?

John Stewart, Fleet Manager

| believe it’s going to be a 22.

Jonathan Ibarra, Superintendent of Streets

So the motion is inaccurate.

Mayor Donchess

Alright, so we'll amend the motion to say 2022 pickup.

Alderman Harriott-Gathright

And what about the difference in cost? It’s only $1.20 but there is a difference.

Mayor Donchess

It’s over by $1.20. It appears that the total price is $1 over what’s stated.

Kelly Parkinson, Purchasing Manager

It rounded up. When | put the number in, it just rounded it up.

Mayor Donchess

So what's the right number?

Kelly Parkinson, Purchasing Manager

The quote is for $56,254.20 plus the $5,000. So $61,254.20.

Mayor Donchess

Alright, so the motion will be amended to be 254 20.

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO AMEND, ACCEPT, PLACE ON FILE AND APPROVE THE
PURCHASE OF ONE 2022 FORD F-350 4 WHEEL DRIVE PICKUP FROM MHQ IN MARLBORO, MA, FOR THE
CONTRACT PRICE OF $61,254.20 AND THE PURCHASE AND INSTALLATION OF RADIO SYSTEM FROM
MOTOROLA SOLUTIONS, INC., IN AN AMOUNT NOT TO EXCEED $5,000. PRICING FOR THIS PURCHASE WILL
BE OFF THE PLYMOUTH COUNTY COMMISSIONERS CONTRACT. FUNDING WILL BE THROUGH DEPARTMENT
177 PARK AND RECREATION; FUND: TRUST; ACTIVITY: CERF, BY ROLL CALL

Alderwoman Kelly

Thank you. | asked this question to the Police Department when they have things come up. | wanted to just ask if you
guys considered hybrid vehicles when you looked at this going out for bid for new trucks. Got to ask it as an Energy
Environment Committee member and hoping that we can continue to do that as things come up and the technology hands
us.

Jonathan Ibarra, Superintendent of Streets

So we are looking at the technology that's available, but we have not to date found something that will work for us. We do

Finance Committee — 12/01/2021 Page 19

have CNG in a fleet but | believe in this weight class we can procure those any longer.

Alderwoman Kelly

Okay. Alright, just want to note that as we continue to change over, let's continue to try to keep an eye out for it because
electric vehicles etc. are moving quickly.

Jonathan Ibarra, Superintendent of Streets

Agreed. Thank you.
Alderman Klee
Thank you. There was a comment that this was a pickup truck and not a dump truck. Is this also a plow or is it just?

Jonathan Ibarra, Superintendent of Streets

Yes it will be utilized during winter operations. Yes.
Alderman Klee

Okay just one comment if | may Mr. Mayor. It’s actually a question too. Is this one of the plows that are used through the
French Hill area?

Jonathan Ibarra, Superintendent of Streets

Inner city, yes. Park and Rec. takes care of the inner city for us.
Alderman Klee
Okay, thank you very much.

Jonathan Ibarra, Superintendent of Streets

You're welcome.

Mayor Donchess

All right. Madam Clerk, could you call the roll please.

Alderman O’Brien

Mayor, point of order. Should we vote on the amended version?

Mayor Donchess

| think the maker of the motion can just amend her motion which | believe she did.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager

Re: 2021 Toro Mower & Two-Way Radio in the amount not to exceed $142,538 funded from accounts 81500
Vehicles/CERF (Parks & Recreation)

Finance Committee — 12/01/2021 Page 20

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
OF ONE (1) 2021 TORO GM5910 GROUNDMASTER MOWER FROM TURFPRODUCTS OF ENFIELD,
CONNECTICUT, OFF THE SOURCEWELL CONTRACT -— 64117 FOR THE PRICE OF $137,537.19. ADDITIONALLY,
APPROVE THE PURCHASE AND INSTALLATION OF RADIO SYSTEM FROM MOTOROLA SOLUTIONS, INC., IN AN
AMOUNT NOT TO EXCEED $5,000. FUNDING WILL BE THROUGH DEPARTMENT 177 PARK AND RECREATION;
FUND: TRUST; ACTIVITY: CERF, BY ROLL CALL

ON THE QUESTION

Jonathan Ibarra, Superintendent of Streets

Thank you, Mr. Mayor. So this tractor or mower will be replacing 14452 which I've learned is the backbone of the Park
and Rec Department’s mowing operations. Also learned that there's 40 parks consisting of 900 acres of which 150 acres
is mowed and this does the majority of that mowing. When this breaks down, they have to send out a fleet of smaller
mowers and it really hurts their production. So this is a key piece in the Park and Rec grounds maintenance area. Any
questions?

Mayor Donchess

Any questions? Madam Clerk please call the roll.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Water Pump Rebuild in the amount not to exceed $50,073 funded from accounts 54487 Equipment Repairs &
Maintenance/Wastewater Fund (Wastewater)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE REBUILD OF
A RAW WATER PUMP BY WILLIAMSON PUMP & MOTOR OF EPPING, NH, IN THE AMOUNT OF $50,072.15.
FUNDING WILL BE THROUGH DEPARTMENT 169 WASTEWATER; ACCOUNT CLASSIFCATION: 54 PROPERTY
SERVICES; FUND: 54487 EQUIPMENT REPAIRS & MAINTENANCE/WASTEWATER FUND, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Who's here on this?

David Boucher, Superintendent of Wastewater

lam Mayor. David Boucher, Wastewater Superintendent.

Mayor Donchess

Yeah go ahead.

David Boucher, Superintendent of Wastewater

The Wastewater Department had sent out a failed motor to a 20 million gallons per day pump to Williamson Pump for
inspection. It had failed due to water getting in the motor cavity. So this cost will cover the entire rebuild of the motor, the
rewinding, the baking, and the reassembly with factory parts, and new power cables.