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Finance Committee - 05/21/2020 Page 10
Vice-Chairman Klee

OK thank you very much.

Vice-Chairman Klee

Alderwoman Kelly did you have a comment?

Alderwoman Kelly

| do not.

Vice-Chairman Klee

OK it’s getting to be a late night. If there are no other questions, Madam Clerk could you please take the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien 4

Nay: Alderwoman Lu 1

MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS —- None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM MARCH 1, 2020 TO MARCH 12, 2020 AND FOR THE PERIOD FROM

MARCH 13, 2020 TO MARCH 26, 2020 BY ROLL CALL

ON THE QUESTION

Vice-Chairman Klee

The reason we have these March 1°, March 12". March 13": and March 26" was we did not, | believe, have a
meeting during the month of April. So this is carrying this forward. They will also be, Mr. Griffin, there’s two

signed sheets for this particular one. Is that correct? Or just one?

Alderman Harriott-Gathright

It’s 2.
Vice-Chairman Klee

There’s two signature sheets for this one?

Finance Committee - 05/21/2020 Page 11

Alderman Harriott-Gathright

Yes.

Vice-Chairman Klee

Ok thank you. And are there any questions on this?
Alderwoman Lu

Yes, | have a question. Actually before, if | could just go back to the, are we voting on the other three items
that were on that Memo tonight? The $89,000.00 and the $13,000.00 and the $19,000.00.

Vice-Chairman Klee

Our past vote was for every one of the items within that Memo.

Alderwoman Lu

OK. So about this vote, | am just voting “no” because with less than six hour’s notice | didn’t have a chance to
(audible) it didn’t occur to me to do that back in March. So | haven’t looked at them and | can’t

Vice-Chairman Klee

OK. Are there any other questions? | know we haven’t gotten to the roll; | am asking if we have any
comments? If not, 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 O’Brien 4

Nay: Alderwoman Lu 1
MOTION CARRIED
Vice-Chairman Klee

Ok the Motion carries with 4 to 1. Mr. Griffin, | just have a quick question for you. Alderman Lu did not vote for
this so she will not sign that, is that correct.

John Griffin, CFO

That would make sense, yes. If | could make just one final point of clarification if | may? Prior to each Finance
Committee Meeting, one of our staff members e-mails the Record of Expenditure to everybody and that seems
to be working well. So | just wanted to share that. So on a Friday before the meeting, which is generally on
Wednesday, hopefully each one of you have the opportunity to look at the Record of Expenditures. And as the
Chairman and Mayor Donchess has indicated, if you have any questions, feel free to send me an e-mail and
we will get you some responses.

Vice-Chairman Klee

| appreciate that Mr. Griffin and we did get that; she did e-mail that to us.

Finance Committee - 05/21/2020 Page 12
Alderwoman Lu

Could | ask a quick question?

Vice-Chairman Klee

Sure.

Alderwoman Lu

Mr. Griffin, is that new practice, just beginning this week?

John Griffin, CFO

No that would have been, this is Chief Financial Officer Griffin, that would have been done 3 meetings ago.
Alderwoman Lu
Really?

John Griffin, CFO

You should be getting, on a Friday, e-mail with the attachment being the Record of Expenditures and then we
put that on the web site under “Record of Expenditures” in the Financial Services Section.

Alderwoman Lu
| received — go head.
Vice-Chairman Klee

That’s ok, yes and she has been sending us those and the signature page has been attached to them within
the same e-mail | believe. I’m sorry, Alderwoman Lu.

Alderwoman Lu

My mistake. Thank you, Chairwoman Klee. So | think | got it for the first time this week, but regardless, this
week did we get all three of the periods and if so | apologize, because | got the e-mail but | assumed it was the
same thing that | typically pull from the web site. So | didn’t even look at what was e-mailed to me. | figured,
“Oh | can get that from the web site” and, in fact, | had already done that. I’m sorry if it was sent out. | didn’t
realize that.

John Griffin, CFO

No worries, | think we’ve all been dealing with the Zooms and COVID-19. We are all trying to adjust so |
appreciate your indulgence in that. But we want to make sure we get you the information that you need. David
Fredette and | are ready, willing, and able to answer any question you may have. Thank you.

Vice-Chairman Klee

And in all fairness, Alderwoman Lu, we were getting a bunch of e-mails all at the same time and | can see the
confusion. To be honest with you, when | first looked at them, | kept thinking, “Is this the same e-mail that |
was getting” and so on, | thought | had duplication. So we are all doing mistakes and so on, obviously. We are
still learning; we will get this down by the time we don’t have to do it anymore. So that passes 4 to 1. Motion
Carried. Madam Clerk?

Finance Committee - 05/21/2020 Page 13

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM MAY 1, 2020 TO MAY 14, 2020 BY ROLL CALL

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

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

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

REMARKS BY THE ALDERMEN

Alderwoman Lu

| did have one question. Just in the Melanson Memo, why did we vote for those expenditures under
$50,000.00? | thought they weren’t ‘usually included, | thought...

Alderman Harriott-Gathright

It's $10,000.00 isn’t it?

Vice-Chairman Klee

| believe its $25,000.00 and truthfully, | think it comes when there’s a grouping of them. Perhaps Mr. Griffin
can explain this. But oftentimes when there’s small amounts that add about to larger amounts, just out of

courtesy we get these this type of information. Am | correct, Mr. Griffin?

John Griffin, CFO

Yes that’s true. Just so it wasn’t so unclear it was the very first one that included a $15,000.00 Change Order
and a $13,000.00 so because that’s more than $25,000.00 Director Kleiner brought that in for your approval.

Vice-Chairman Klee

And on the second motion | think which is what | think Alderwoman Lu was referencing, the Melanson Health;
there is a $13,000.00 and a $19,000.00. | think those are the ones she was referencing.

John Griffin, CFO

Oh ok, thank you for that clarification. That contract is $122,500.00. We just split it up for your information. We
charge the General Fund, Financial Services, Solid Waste and Wastewater for their allocated share because
those are the Enterprise Funds. We are just splitting out where it is charged, the contract value is $122,500.00
which is greater than $25,000.00.

Vice-Chairman Klee
Thank you very much, | appreciate that and | appreciate your question also Alderwoman Lu because it helps

the public to understand as well as the rest of everybody here. So the total was $122,500.00 so | appreciate
your question. Thank you so much.

Finance Committee - 05/21/2020 Page 14
Alderwoman Lu
Thank you.

NON-PUBLIC SESSION - None

ADJOURNMENT
MOTION BY ALDERMAN O’BRIEN TO ADJOURN BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED
The Finance Committee meeting was adjourned at 11:12 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

BUILDING TRUST FUND APPROVAL

Requesting Department:
Purpose of Funds: IA Covr 4 si Fire Su PPreSSron Sy she
Peoyec4 Changt Ofer tk AL

Budget: 152d ) 0

Detailed expenses (please note type of expense):

Account Amount Vendor if known

15, 290 Northteink Conghvetion

Financial Services Use Only:
Accounting Unit:

Account:

Activity:

Account Category:

fi q NORTH PCO #01

CONSTRUCTION MANAGEMENT

Project: 19056 - 14 Court St Nashua
14 Court Street
Nashua, New Hampshire 03060

NorthPoint Construction Management
22 Hampshire Crive

Hudson, New Hampshire 03051
Phone: (603) 546-2000

Fax: (603) 546-2002

Prime Contract Potential Change Order #01: Additional fire alarm fixtures in
areas not covered in original RFP or walkthrough

NorthPoint Construction Management

TO: City of Nashua Purchasing Dept. FROM:
229 Main Street 22 Hampshire Drive
Nashua, New Hampshire 03061 Hudson, New Hampshire 03051
PCO NUMBER/REVISION: o1/0 CONTRACT: 1-14 Court St Nashua Prime Contract
REQUEST RECEIVED FROM: Mike Simmons (DEI Systems, LLC} CREATED BY: Jillian Shedd (NorthPolnt Construction
Management}
STATUS: Pending - In Review CREATED DATE: 4/1/2020
REFERENCE: PRIME CONTRACT None
CHANGE ORDER:
FIELD CHANGE: Yes
LOCATION: ACCOUNTING Amount Based
METHOD:
SCHEDULE IMPACT: 10 days PAID IN FULL: No
TOTAL AMOUNT: $15,290.00

POTENTIAL CHANGE ORDER TITLE: Additional fire alarm fixtures in areas not covered in original RFP or walkthrough

CHANGE REASON: Existing Condition

POTENTIAL CHANGE ORDER DESCRIPTION: (The Contract Is Changed As Follows)

CE #001 - Additional fire alarm fixtures in areas not covered in original REP_or walkthrough.
Additional fire alarm fixtures in areas not covered in original RFP or walkthrough, as directed by Fire Marshall Adam Pouliot.

ATTACHMENTS:

FCSQ16006.pdi_ _2737 COR#1 Additional Fire Alarm.pdf_ _CO#1 Backup.pdf_

a Sublob Cost Code Description Type Amount
1 a 46-100 - Wiring Mathods crwalktrouge fixtures in areas not covered in original RFP Subcontractors $13,900.00
2 | NA 17-100 - General (FSI Code 1} NPCM 10% OH & Fee Overhead $1,390.00
Subtotal: $15,290.00
Grand Total: $15,290.00
City of Nashua Purchasing Dept. NorthPoint Construction Management
229 Main Street 22 Hampshire Drive
Nashua, New Hampshire 03061 Hudson, New Hampshire 03051
SIGNATURE DATE SIGNATURE DATE SIGNATURE DATE

NorthPoint Construction Management

page 1 of 1

Printed On: 4/1/2020 02:17 PM

Attachment D
Insurance Requirements

CITY OF NASHUA

CYBER INSURANCE REQUIREMENTS
Contractor shall carry and maintain in effect during the performance of services under this contract:

* General Liability insurance in the amount of $1,000,000 per occurrence; $2,000,000 aggregate;

« Cyber Liability insurance in the amount of $1,000,000 per incident, covering the City of
Nashua’s cost for computer and data loss restoration, notification costs, credit monitoring, and
liability to third parties from the Contractor’s failure to handle, manage, store and control
personally identifiable information.

Contractor shall maintain in effect at all times during the performance under this contract all specified
insurance coverage with insurers. None of the requirements as to types and limits to be maintained by
Contractor are intended to and shall not in any manner limit or qualify the liabilities and obligations
assumed by Contractor under this contract. The City of Nashua shall not maintain any insurance on
behalf of Contractor. Subcontractors are subject to the same insurance requirements as Contractor and
it shall be the Contractor’s responsibility to ensure compliance of this requirement.

The Parties agree that Contractor shall have the status of and shall perform all work under this contract as
an independent contractor, maintaining control over all its consultants, sub consultants, contractors, or
subcontractors. The only contractual relationship created by this contract is between the City and
Contractor, and nothing in this contract shall create any contractual relationship between the City and
Contractor’s consultants, sub consultants, contractors, or subcontractors. The Parties also agree that
Contractor is not a City employee and that there shall be no:

(1) Withholding of income taxes by the City:

(2) Industrial insurance coverage provided by the City;

(3) Participation in group insurance plans which may be available to employees of the City;

(4) Participation or contributions by either the independent contractor or the City to the public
employee’s retirement system;

(5) Accumulation of vacation leave or sick leave provided by the City;

(6) Unemployment compensation coverage provided by the City.

Contractor will provide the City of Nashua with certificates of insurance for coverage as listed below
and endorsements affecting coverage required by the contract within ten calendar days after the City
issues the notice of award. The City of Nashua requires thirty days written notice of cancellation or
material change in coverage. The certificates and endorsements for each insurance policy must be signed
by a person authorized by the insurer. General Liability policies must name the City of Nashua as an
additional insured and reflect on the certificate of insurance. Contractor is responsible for filing
updated certificates of insurance with the City of Nashua's Risk Management Department during the life
of the contract.

* All deductibles and self-insured retentions shall be fully disclosed in the certificate(s) of
insurance.

BUILDING TRUST FUND APPROVAL
Requesting Department: Adm iat rat v2. Sera s

Purpose of Funds: tH Court St Five SupPresGon Sys teen

Proyecs _ Change orc #49

Budget: p /3, io, G2,5 0

Detailed expenses (please note type of expense):

Account Amount Vendor if known

North Bund Constrve ti an (Pow S403)

Division Director Approval:

Mayor or Designee Approval:

Financial Services Use Only:

Accounting Unit:

Account:

Activity:

Account Category:

((NORTH PCO #02

CONSTRUCTION MANAGEMENT

NorthPoint Construction Management Project: 19056 - 14 Court St Nashua
22 Hampshire Drive 14 Court Street
Hudson, New Hampshire 03051 Nashua, New Hampshire 03060

Phone: (603) 546-2000
Fax: (603) 548-2002

Prime Contract Potential Change Order #02: Requests from Nashua Fire

Departmen
TO: City of Nashua Purchasing Dept. FROM: NorthPeint Construction Management
229 Main Street 22 Hampshire Drive
Nashua, New Hampshire 03061 a Hudson, Naw Hampshire 03051 -
PCONUMBER/REVISION: 02/0 . oe CONTRACT: ~ 4/«44 Court St Nashua Prime Contract
REQUEST RECEIVED FROM: Jay Hunnewell (Clty of Nashua CREATED BY: ‘Jillan Shedd (NorthPolnt Construction __
Purchasing Dept.) Management)
STATUS: Pending - In Review GREATED DATE: = 42872020
REFERENCE: os PRIME CONTRACT None a
CHANGE ORDER:
FIELD GHANGE: Yes . . oa
LOGATION: ACCOUNTING Amount Based
METHOD:
SCHEDULE IMPACT: § days PAID IN FULL: No ,

A SRM a Oe

“TOTAL AMOUNT: $13,282.50

Fe ee eS 1h ee ek ee eT

POTENTIAL CHANGE ORDER TITLE: Requests from Nashua Fire Department

GHANGE REASON: Client Request

POTENTIAL CHANGE ORDER DESCRIPTION: (The Contract ia Changed As Follows)
fl Py PU eee TP Peete el Fi je Depanmeni

Requests from ua Fire Department

The below mentioned Items were looked at by request of Nashua Fire Department and in conjunction with the Lifa Safety Fire Protection walk through.
Please note we were unable to get into the space occupied by Liquid Therapy.

* Add head in first floor bathroom

* Add head In vestibule entry

« Add head where we show a wall that Is no longer going to ba thera
* Move (2) heads at top of 2nd floor landing

« Add head in entry to dressing room

+ Add 4° grooved control vaive to dry system

* Add flow switch to dry system

* Add head to soffit on 2nd ffoor

* Pipe out 2° drain of dry valve

« Relocate two heads In light equipment room

TOTAL FOR ABOVE C.0.R. BASE BID WORK $5175
Suggestions noted below.

* ADD ALT 1- Change all existing heads out to new quick response head, (all head will be outdated In 2.5 years, $4700.00
* ADD ALT 2- Repiace endeting alr compressor, §2200.00

ATTACHMENTS:
# SubJob Cost Code Description Type Amount
1 NA 15-300 - Fire Protection 6.0.R. BASE BID WORK Subcontractors $4,175.00
. ADD ALT 1- Change ail exdating heads out to new quick response
ae 15-000 = Figs Protection heed. (all head wil be outdated in 2.5 yeara) Sttocnrackrs en

NerthPoint Construction Management page 1 of2 Printed On: 4/28/2020 04:41 PM