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Finance Committee - 11/04/2020 Page 2

Members not in Attendance: Alderwoman Elizabeth Lu
Alderman-at-Large Brandon Michael Laws,

Also in Attendance: John Griffin, CFO/Comptroller
Alderman Richard A. Dowd
Kelly Parkinson, Purchasing Manager
Jonathan Ibarra, Superintendent Street Department
David Boucher, Superintendent Wastewater

ROLL CALL
Alderman Klee
| am here, | can hear everyone, | am currently alone and | am social distancing.

Alderman Harriott-Gathright

Alderwoman Lu? | don’t see her, is she there, anybody see her?
Mayor Donchess
| don’t believe she’s present.

Alderman Harriott-Gathright

And Clerk, | am present, | am in this room alone, | am practicing social distancing and | can hear everyone.

Alderwoman Kelly

I’m here, | am alone, | can hear everyone.

Mayor Donchess

Alderman Laws messaged me to say that he is ill today and he won't be able to make the meeting.
Alderman O’Brien

| am present, | am alone and | can hear the proceedings.

Mayor Jim Donchess

| am alone here at the living the room and | am social distancing. Before we begin, | wanted to congratulate
our 3 Committee Members here on their re-election to the State Legislature; Mike, Trish and Linda.

Alderman Harriott-Gathright

Thank you.

Mayor Donchess

You’ve done — all a great job for the City and | am sure you will continue. So it’s really nice to have you back in
Concord. Alright, first item is public comment. Is there anyone from the public who'd like to speak to this
Committee? (There were none.)

Finance Committee - 11/04/2020 Page 3

PUBLIC COMMENT - None

Alderman Harriott-Gathright

Can | acknowledge that Alderman Dowd is on with us | think? | think that’s the only other Alderman, right?

Mayor Donchess

| don’t see him, but is Alderman Dowd here? Hi Alderman Dowd.
Alderman Dowd

How are you doing?

Mayor Donchess

Oh there you are. Alright, Alderwoman Harriott-Gathright.
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Budgeting & Planning Software Funded from FY21 Escrows 71228 Computer Software totaling
$154,923

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE ONE-
YEAR SOFTWARE SUBSCRIPTION IN THE AMOUNT OF $62,000 AND ENTER INTO A PROFESSIONAL
SERVICES AGREEMENT IN THE AMOUNT OF $92,923 WITH WORKDAY ADAPTIVE PLANNING IN THE
TOTAL AMOUNT OF $154,923. FUNDING WILL BE THROUGH DEPARTMENTS 122 INFORMATION
TECHNOLOGY AND 191 SCHOOL; FY2021 ESCROWS AND ACCOUNT 71228 COMPUTER SOFTWARE,
BY ROLL CALL.

ON THE QUESTION
Mayor Donchess
Is there anyone here on this item?

John Griffin, CFO

Yes, Mr. Mayor. John Griffin, CFO.

Mayor Donchess
OK, Mr. Griffin, go ahead.

Mr. Griffin

Mr. Mayor and members of the Finance Committee. This is a request as we had planned for through the
escrow process, the School Department put $100,000.00 towards the subscription process and the integration
of the software and the City did likewise. So we appreciate that funding. Mr. Donovan and | have, over the
last several months, investigated Workday Adaptive Planning, which is a budgeting and planning solution.
Adaptive Insights was purchased by Workday which is a large provider of ERP Software.

We were looking forward to a system that would help us consolidate, if that’s the right word, the various
components of the budgeting process to include access, data base, Lawson, Word, Excel, etc. So this, we

Finance Committee - 11/04/2020 Page 4

thought, would be a real complement to our current financial systems. Mr. Donovan suggested that as a proof
of concept we start with the School Department first. Their Access Database has kind of seen its end of life
and we think that this particular software would enable us to help them out significantly. This is a cloud-based
subscription so it’s a subscription; it’s not hosted internally. And the beauty of that is it doesn’t put a drag or it
doesn’t take any resources from our current Information Technology Staff.

The information that we put in the cloud is the City’s to own. The subscription is the $62,000.00 as was
mentioned and the integration, how we are going to actually use it with our systems is in the statement of work
that is also attached, which was the Professional Services part of it. The City of Nashua is a member of the
National Cooperative Purchasing Alliance, NCPA, that cooperative group more or less vets these software’s
and develops pricing. Our pricing was a 20% discount off the list that derived the $62,000.00 in planning. We
hope to run this parallel with the process that’s coming in place at the school as they will be starting soon and
move into the City, maybe not this year, but probably next year. So again, we would appreciate the approval of
this particular subscription agreement along with the statement of work for the professional services. And |’d
be happy to answer any questions anyone would have. Thank you.

Mayor Donchess

Any questions, comments? Alderwoman Kelly.

Alderwoman Kelly

Thank you and thank you for that explanation. | wanted to just ask in terms of the type of software that is used
with cities, is this a typical — do other cities of our size use this software.

Mr. Griffin

It is interesting Alderwoman Kelly, the Government's base, especially cities and towns, they tend to do what
we’ve done in the past. They cobble together to the best of their abilities, Excel, PowerPoint, Word
documents, that’s basically what we’ve done and we’ve done it successfully. The individuals that I’ve talked to
at Workday Adaptive they look at the Government space as kind of an untapped territory for them. So we
would be the first install, in my opinion, in New Hampshire Government. But certainly, being one of the larger
cities in New Hampshire, there would probably be a good opportunity for most of us to use this type of
software.

The key here is that it bring all of those things together that | mentioned. And it should provide both the nuts
and bolts of the financials as well as the ability to create graphics, texts, etc. in a nice comprehensive
presentation One other thing if | may, Mr. Mayor, there’s a list of some of the Government agencies that have
used and currently use and install these included in your packets, examples of other Government customers
and include Ports, Water Districts, Airports, etc. So it’s why we use, | believe they have over 5,000 customers,
and now that they have been purchased by Workday, it’s a good complement to their total ERP Solution.

Mayor Donchess
Anything else, any other questions, discussion? (There was none.)
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

Finance Committee - 11/04/2020 Page 5

From: Kelly Parkinson, Purchasing Manager
Re: Bulk Road Salt Funded from Budget Account 61514 Salt valued at $455,000

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF WINTER SALT IN THE AMOUNT OF $455,000 FROM GRANITE STATE MINERALS OF
PORTSMOUTH, NH, AND EASTERN MINERALS, INC., OF CHELSEA, MA. FUNDING WILL BE
THROUGH DEPARTMENT 161 STREETS; FUND: GENERAL; ACCOUNT CLASSIFICATION: 61
SUPPLIES AND MATERIALS, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Is anyone from Public Works on the call?

Jonathan Ibarra, Street Superintendent

Yes, Mr. Mayor, Jon Ibarra, Street Superintendent.

Mayor Donchess

OK.

Mr. Ibarra

So this is our annual salt expenditure, it’s a budgeted item out of the Street Department Operating Budget and
it's for our winter salt. The State of New Hampshire awarded the contract again to Granite State and Eastern

Minerals. And we were able to piggyback on that low bid as a Government Contract as we have been doing in
the past few years.

Mayor Donchess

And this is a requirements contract, meaning we pay for only what we use.
Mr. Ibarra

That is correct.

Mayor Donchess

Alderwoman Kelly?

Alderwoman Kelly

| just want to know how | get that sweet, sweet background you got there.
Mr. Ibarra

It’s an option | found.

Alderwoman Kelly

| love it, | love it.

Finance Committee - 11/04/2020 Page 6
Mr. Ibarra
Thank you.

Alderwoman Kelly

Thanks for bringing this forward: | Know you guys do a really good job for us in the winter, keeping the roads
clear.

Mr. Ibarra

We've got a great time, thank you.

Mayor Donchess

Anyone else? Alderman O’Brien.

Alderman O’Brien

Thank you. Yeah this is one of those things that unfortunately we have to realize snow is coming but it’s

definitely needed by your organization and it’s good to see as what Alderwoman Kelly has noticed, the sun
never sets on the DPW.

Mayor Donchess

What did they use to say? Snow, sleet, hail, they are always there, right?
Mr. Ibarra

Yes we are.

Mayor Donchess

Alright. Any other questions or comments? (There were none.)
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Water Pump Repair Funded from Budget Account 54487 Equipment Repairs & Maintenance valued at
$27,530

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
CONTINUATION OF SERVICE OF FIRST ELECTRIC MOTOR SERVICES, INC. OF WOBURN, MA, FOR
THE REBUILD OF ONE OF THE RAW WATER PUMPS IN THE WET WEATHER FACILITY IN THE
AMOUNT OF $27,530. FUNDING WILL BE THROUGH DEPARMENT 169 WASTEWATER; FUND:
WASTEWATER; ACCOUNT CLASSIFICATION: 54 PROPERTY SERVICES, BY ROLL CALL.

Finance Committee - 11/04/2020 Page 7
ON THE QUESTION

Mayor Donchess

Is Mr. Boucher on the call?

David Boucher, Wastewater Superintendent

Yes, Mayor | am, David Boucher, Wastewater Superintendent. As mentioned, one of our 20 million gallons per
day pumps failed in our wet weather facility. And we sent out to the motor to First Electric because of the age
of the pump, it’s not very old, so it’s still a good pump. We sent out the motor, they disassembled it to look at it
to see if it was worth rebuilding; they can rebuild it. We'd like to utilize their service, since it is apart on their
floor. So what they do is they would rewind the stater of this pump, we would get a warranty. We’ve used
them for a lot smaller pumps. We are very happy with their services. And this is a cost savings for us by
having these pumps rebuilt, the motors.

Mayor Donchess

Anyone have any questions? Alderwoman Kelly.

Alderwoman Kelly

I’m on fire tonight. Thank you for being here, Mr. Boucher. | appreciate all the hard work you’ve done to kind
of get us back in working order. So my question is more general here. Obviously it sounds like this water
pump needs to be taken care of. | believe we talked about this and maybe you’ve already provided it and | just
forgot. But | just wanted to know if we could get a synopsis of the work that’s been done in the last few years
and you know, what the maintenance plan is so we don’t end up in the same spot in you know 5 or 10 years?

Mr. Boucher

This particular building or the Wastewater Facility in general?

Alderwoman Kelly

It’s funny — I’m not trying to give you a hard time. | feel like everything that you’ve brought forward is stuff that
we need. But | feel like, on we got another wastewater thing. So | would just love to know where we are with
things and you know if someone comes to us and asks we have a pretty good handle on it. | know you’ve been
doing a great job.

Mr. Boucher

We have a lot of projects going on at the wastewater facility. Obviously we’ve got upgrades to our energy
recovery facility that’s also at the wastewater facility; primary tanks are being upgraded we just finished the
water booster station upgrade at the wastewater plant. We are finalizing the six water booster stations in the
City, upgrades to those; we’ve got another 7 more that we will be working on. The wet weather facility, we have
an upgrade in that one going on. We have two new bar racks, they are rather large bar racks, they are
cleaning mechanisms But that is going well; we have one installed another going in. Hopefully those will be
on line, we tested one, but hopefully they will be on line, | want to say January, they will both be tested by then
but the smaller punch list items that are tied to that project that have to be finalized. So things are going good
there.

This is one of those pumps you never know when they are going to die. The facility runs pumps 24/7, you
know? This one didn’t run as much, but sometimes it’s not good to run, we exercise them. This particular
building, it’s tough because to exercise pump you have to have flow going through it. The only time this
building gets flow is during torrential rains, whenever we have over 50 million gallons.

4 FITZEMEYER ,
== g JOC Project Approach

&} COMMISSIONING SERVICE INTEGRATION

Commissioning should not be merely a one-line item in a construction schedule. As clearly stated in the scope of
work, there are numerous activities associated with the execution of commissioning services. Construction phase
commissioning activities should be clearly itemized within the construction schedule as soon as a formalized
schedule is developed. Lines items should include:

* Testing and balancing broken out on a per floor or per equipment type basis.

* Point-to-point checkout on a per floor or per equipment type basis.

* Functional testing broken out on a per floor, phase or equipment type basis. This breakout will include duration
of testing

* Training duration broken out on a per trade basis.

«+ Line item, including estimated duration for non-conformance item closeout.

ee TEAM BUILDING

OeSa
Design team - Fitzemeyer & Tocci is a full-service engineering consulting firm with a primary focus on design.
Because the firm is accustomed to working with commissioning agents on design projects, our dedicated
commissioning team is constantly reviewing the commissioning approach with our design groups to ensure the
delivery of our commissioning service is collaborative with designers. This evaluation activity has resulted in a
design review processes that numerous third-party design engineers have provided very positive feedback on.

Construction team -The commissioning team at F&T is comprised of engineers with extensive field backgrounds,
specifically focused on operations. Much of our team has direct, hands on experience in the maintenance and
troubleshooting of mechanical and electrical equipment. This hands-on experience is beneficial in developing a
level of trust with contractors and construction teams. Our team is rarely in the position of proposing solutions
that we do not have direct experience with. The nature of commissioning requires us to be involved in contentious
moments, but we are the first to promote contractors and team members that are collaborative and producing at a
high level.

Sad COMMISSIONING EFFORT ALLOCATION
\@7

Meetings — Meeting quantity is developed based up the duration of construction. Typically commissioning
meetings are conducted monthly through the first 75% of construction. These meetings increase in frequency
to bi-weekly and weekly through the final weeks of construction, when functional testing and non-conformance
resolution discussions are required.

Functional testing — Testing duration is based upon equipment types and counts. The equipment at the heart of
distribution systems including, but not limited to boilers, chillers, and air handling units typically require a full day of
testing per system or air handling unit. Unitary equipment such as fan coil units, variable air volume terminal units
or heat pumps are typically tested in groups of 10-15 units per full day of testing.

MECHANICAL | ELECTRICAL | IT | COMMISSIONING ENGINEERS

Finance Committee - 11/04/2020 Page 8

So it’s tough to exercise these. Sometimes they are susceptible to lightning strikes so it’s tough to maintain.
But | got a great staff, maintenance crew stays on top of these pumps and motors. But it is an aged facility still
even though we got a lot of new stuff, we are constantly trying to keep up with all the updates, new things, new
regulations coming down, we have to meet those. So there’s new projects on the horizon, but | think we are
sitting a lot better than we were. We've come a long way and like | mentioned before, it’s important for us to,

instead of putting out fires, kind of stay ahead of it and you know maintain all this stuff. So far we are doing a
real good job, unfortunately things break.

Mayor Donchess

So who is the original manufacturer of the pump?

Mr. Boucher

This was, | want to say it — | think this ones an ABA, I’d have to go back and verify that. ABS pump on this one.
Typically ABS, ABA pumps and Gorman Rupp Pumps, we like to stay with similar brands but some brand
names don’t make the large size pumps. Gorman Rupp is the most typical pump we see through the town. It’s

the ones that are going in all the pump stations. The larger ones, few manufacturers of real large pumps. So
ABS is this one, then we have a few ABA ones in the facility.

Mayor Donchess

Ok any other questions or comments?

Alderwoman Kelly

I’m sorry Jim, if | could just respond to that.

Mayor Donchess

Yeah go ahead.

Alderwoman Kelly

Thank you and thank you for that synopsis, | really appreciate you and your team and it sounds like especially
with the drought, it would have been especially hard to exercise this pump in the last even year. We haven’t
had enough rain. Alright, thank you.

Mr. Boucher

You're welcome.

Mayor Donchess

Anyone else? (There were none.)

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

Yea: Alderman Klee, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien, Mayor Donchess 5

Nay: 0

MOTION CARRIED

Finance Committee - 11/04/2020 Page 9

From: Kelly Parkinson, Purchasing Manager
Re: | CSO Flow Monitoring Services Funded from Budget Account 53107 Architect & Engineering Services
valued at $158,400

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
AMENDMENT 3 IN THE AMOUN TOF $158,400 TO EXTEND THE CONTRACT FOR THREE YEARS WITH
FLOW ASSESSMENT OF AUBURN, NH, FOR THE COMBINED SEWER OVERFLOW MONITORING
PROGRAM. FUNDING WILL BE THROUGH DEPARTMENT 169 WASTEWATER; FUND: WASTEWATER;
ACCOUNT CLASSIFICATION: 53 PROFESSIONAL SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Mr. Boucher?
Mr. Boucher

David Boucher, Wastewater Superintendent. Yeah this company has been monitoring our combined sewer
overflows. They have flow meters at eight different locations throughout the City to monitor what the combined
sewer overflow is because if the sewer pipe gets overwhelmed during a heavy rain storm, there happens to be
a section of the City where there are catch basins tied into the sewer, if it does get overwhelmed by heavy rain,
there is a relief into the river. So by permit, we have to monitor all these sites, we have to report them monthly;
we do report them on our web site when they occur.

So this company has been doing this service for us for a couple of years. We had another company in | think
2015 to 18, didn’t work out so well. We utilized this company before 2015 as well. We are happy with their
services. Typically we have been renewing it every year. We are getting a discount if we take on a three year
contract with them. It’s beneficial to us; they are very responsive when there’s a piece of equipment failure,
their reports come back well. They are easy to interpret and we can utilize the data to submit to regulatory
agencies. So we'd like to continue their service for a three year span which saves us almost $10,000.00 if we
do three years versus annual.

Mayor Donchess
Any discussion? (There was none.)
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

Alderman Harriott-Gathright

| have a question.

Mayor Donchess

Yeah go ahead.

Finance Committee - 11/04/2020 Page 10

Alderman Harriott-Gathright

Actually for Mr. Boucher. Are you familiar with Northeastern Boulevard where we get that water, like it can go
half way up our cars at times coming up to almost the window?

Mr. Boucher
No, I’m not familiar with that.

Alderwoman Harriott-Gathright

| am just curious. You were talking about somebody monitors the water and stuff, | was wondering do we
actually monitor water from the rain as well? Or are you just talking about at the site?

Mr. Boucher

No, we do have rain gauges to measure how much rain we get in different sections of the City. There are
three rain gauges that this company monitors. But no, nothing above ground, except for those rain gauges, but
we don’t measure water above ground, it’s usually what comes out pipes from underground and out the river
bankings. (audio cuts out) Nothing with the river level with the rain.

Alderman Harriott-Gathright

Ok.

Mayor Donchess

Well Alderman Harriott-Gathright is saying there’s a flooding problem on Northeastern Boulevard right?

Alderman Harriott-Gathright

Yeah for years, it’s not new, it’s been there for years and years and years.
Mr. Boucher
| haven’t heard that one but | can look that up and see if it’s a problem area.

Alderman Harriott-Gathright

It’s right in front of the hardware store and the last time we had the real serious rain, | swear to you, it was mid-
way my door, | actually went right through it because | didn’t realize it was that deep.

Mr. Boucher
Well that’s — we clean catch (audio cuts out) basins if they become clogged, sometimes in winter time they get
a lot of sand in them and too much sand can plug the discharge of them. So we can clean them out, but if it’s

a poor design, that would be the Engineering Department we’d have to get in that area.

Alderman Harriott-Gathright

It’s been there and | am serious about that because I’ve been here about 36 years now and it’s always been a
problem.