LENDER CERTIFICATE
[See separate letter and form of Lender Certificate from Capital One Public Funding, LLC]
FORM W-9 FROM THE
CITY OF NASHUA, NEW HAMPSHIRE
[On file with Lessor. ]
REPORT OF THE FINANCE COMMITTEE
SEPTEMBER 16, 2020
A meeting of the Finance Committee was held on Wednesday, September 16, 2020, at 7:00 p.m. via
teleconference.
Mayor Jim Donchess, Chairman, presided.
Mayor Donchess
As Chairman of the Finance Committee, | find that due to the State of Emergency declared by the
Governor as a result of the COVID-19 pandemic and in accordance with the Governor's Emergency Order
#12 pursuant to Executive Order 2020-04 and subsequent extensions, this public body is authorized to meet
electronically.
Please note that there is no physical location to observe and listen contemporaneously to this meeting, which
was authorized pursuant to the Governor's Emergency Order. However, in accordance with the Emergency
Order, | am confirming that we are:
a) Providing public access to the meeting by telephone, with additional access possibilities by
video or other electronic means:
To access Zoom, please refer to the agenda or the City’s website for the meeting link.
To join by phone dial: 1-929-205-6099
Meeting ID: 828 5148 4104
Passcode: 100380
The public may also view the meeting via Channel 16.
b) Providing public notice of the necessary information for accessing the meeting:
We previously gave notice to the public of the necessary information for accessing the meeting, through
public postings. Instructions have also been provided on the City of Nashua’s website at
www.nashuanh.gov and publicly noticed at City Hall and Nashua Public Library.
c) Providing a mechanism for the public to alert the public body during the meeting if there are
problems with access:
If anybody has a problem accessing the meeting via phone or Channel 16, please call 603-821-2049 and
they will help you connect.
d) Adjourning the meeting if the public is unable to access the meeting:
In the event the public is unable to access the meeting via the methods mentioned above, the meeting
will be adjourned and rescheduled. Please note that all votes that are taken during this meeting shall be
done by roll call vote.
Let’s start the meeting by taking a roll call attendance. When each member states their presence, please
also state whether there is anyone in the room with you during this meeting, which is required under the
Right-To-Know Law.
Finance Committee - 09/16/2020 Page 2
The roll call was taken with 7 members of the Finance Committee present: Alderman Patricia Klee,
Alderwoman Elizabeth Lu, Alderman Linda Harriott-Gathright, Alderwoman-at-Large Shoshanna Kelly,
Alderman-at-Large Brandon Michael Laws, Alderman-at-Large Michael B. O’Brien, Sr., and Mayor Jim
Donchess.
Also in Attendance: Alderman Richard A. Dowd
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Mayor Donchess
So is the Clerk with us, Alderman Harriott-Gathright, are you her?
Alderman Klee
Mr. Mayor, she seems to be having some problems, she said she is going to try to come in by phone. Did you
want me to call the roll?
Mayor Donchess
That would be great thank you.
Alderman Klee
I’m here, | am alone and | can hear everybody. Alderman Lu?
Alderman Lu
| am here, | am alone and | can hear everyone.
Alderman Klee
Thank you. Alderman Harriott-Gathright is not with us yet. Alderwoman Kelly?
Alderwoman Kelly
I’m here, | am alone and | can hear everyone.
Alderman Laws
I’m here, | am alone and | can hear everyone.
Alderman Klee
Mr. Mayor, | believe we have quorum. Mr. Mayor?
Mayor Donchess
I’m here, | am alone in the room and Alderman Harriott-Gathright is trying to join us we understand, but may
not able to. Before we go to Public Comment | just wanted to mention to Committee Members that | have
recovered from COVID-19.
Finance Committee - 09/16/2020 Page 3
| have been officially cleared by Public Health, | get my discharge notice today saying | have completed my 10
days of isolation. Having been symptom-free for quite a while, | am free to resume normal activities, which |
intend to do but with the appropriate degree of caution.
Anyway, thank everyone for all of your kind words and everything, all the nice things that were said during my
illness and | do think | was fortunate to have a mild case. | had flu symptoms but that was it; nothing more
serious than that.
Alderman Klee
Mr. Mayor, | apologize, | omitted, | was looking at the list and | did not see Alderman O’Brien’s name.
Alderman O’Brien?
Alderman O’Brien
| am present and | am alone and | can hear the proceedings and thank you for remembering me.
Alderman Klee
That gives us 6 members.
PUBLIC COMMENT - None
COMMUNICATIONS
From: Kelly Parkinson, Purchasing Manager
Re: Renovations of City Hall due to Covid 19 Social Distancing Requirements
MOTION BY ALDERMAN KLEE TO ACCEPT, PLACE ON FILE, AND AWARD THE RENOVATIONS TO
CITY CLERK’S OFFICE, MOTOR VEHICLES, TAX & ASSESSING DEPARTMENTS TO CREATE
WORKSPACES THAT COMPLY WITH CDC SOCIAL DISTANCING PROTOCOLS IN THE AMOUNT OF
$913,343.24 TO DL KING, BY ROLL CALL.
ON THE QUESTION
Mayor Donchess
And | believe Ms. Kleiner is here to address this?
Kim Kleiner, Director of Administrative Services
Good evening Mayor, Members of the Committee. So you may remember back in July we brought forth a
contract with Dennis Meyers who was hired to perform some space assessments, meet with staff and design
some drawings and specifications for building modifications that needed to occur in order for City Departments
to comply with the CDC Social Distancing Protocols. Back in June, the Safety Committee that worked with the
Emergency Operations Center did some assessments of City Hall and other City Buildings and they made
some recommendations that three Departments have some modifications to them. They are Motor Vehicle
and Tax, Assessing and City Clerk’s office.
Working with Dennis Meyers he put together these bid set drawings, we went out to bid for the first time back
on July 17". We received three bids but then realized that the RFP had not been advertised and had some
deficient language for Federal Funding. So we pulled it back and then re-issued it with the appropriate
language on August 19"". A mandatory walk-through was conducted; we had a number of firms attend and
proposals were due by August 31°.
Finance Committee - 09/16/2020 Page 4
As you will see in Ms. Parkinson’s Memo, we did initially receive three bids for the job; only two of them after
proper review were rejected because they were non-conforming; so non-conforming in they were missing
required documentation. Some had failed to list subcontractors, didn’t have qualifications statement or did not
include the property Federal Provisions. That left DL King for $913,343.24. This bid was reviewed by a
Committee of City Staff. I’d like to thank Director Marchant for sitting in with us, with her significant building
knowledge and that bid was found to be brought forward to you this evening.
| would like to say that this past week we have removed all furniture from the areas, preparing for construction
which we hope to start on Monday, after a start-up meeting to go over proper rules and procedures with the
contractor. I’d like to thank Jen Deshaies and her team for overseeing the moving of all that furniture, the
moving of packs to the Finance Area. We are ready to start construction if the Committee so sees.
Mayor Donchess
Comments, questions? Oh and now Alderwoman Harriott-Gathright is with us | believe. Hello Linda.
Alderman Harriott-Gathright
Yes, hello sorry about that, | had a hard time tonight, it's been a long day.
Mayor Donchess
Ok any questions or comments on the City Hall? Alderman O’Brien.
Alderman O’Brien
Well thank you Mr. Mayor. Mine is just really a comment. It seems to be prudent while City Hall is in a shut
down at this particular time, this is the proper time to do this type of work and to get it prepared. | think when
we open it back up hopefully the work will be completed, and City Hall will be more accessible and a better
place and a safe place it seems, going with the CDC Guidelines and everything. So | think timing is everything
and | compliment you for doing it now, less disruptive to the citizens, thank you.
Mayor Donchess
Anyone else, questions comments?
Alderwoman Kelly
| have a question, my hand was up.
Mayor Donchess
Oh sorry, who is speaking?
Alderwoman Kelly
Alderwoman Kelly.
Mayor Donchess
Alderwoman Kelly?
Finance Committee - 09/16/2020 Page 5
Alderwoman Kelly
Thank you. Thank you for bringing this forward, obviously COVID-19 precautions are prudent. | just wanted to
know two questions | wanted to know; what the timeframe for getting this done is. It may have been in the
notes but | just wanted to reiterate it?
Director Kleiner
Sure so ... sorry Alderman Kelly?
Alderwoman Kelly
No | was trying to decide if | should ask both my questions. My other question was just like can you just for
everybody listening, like give a quick overview of what things are being done. So you said they are moving the
furniture, but are there other big pieces?
Director Kleiner
Certainly. So the construction time line, Assessing and Motor Vehicles and Tax, because of where they are
situated in City Hall, one right over another. Those two areas will be done simultaneously. So we should see
Assessing and Motor Vehicles and tax completed in mid-November. The City Clerk office will be done after
that. There’s a few thoughts there. Motor Vehicles is currently located in our Auditorium and servicing our
residents very well, actually. VWWe have a system that has been designed between Risk Management and Motor
Vehicles. We have an appointment system and residents are being able to come in and conduct business in
Motor Vehicles in that Auditorium.
Having said that, there is nowhere to move the City Clerk’s Office at this time in order for them to conduct the
very necessary work of the election. So once Motor Vehicles is complete in Mid-November, they will be moved
back to their area and the City Clerk will then proceed to the Auditorium. So that’s one reason for the phasing.
We expect the City Clerk to be done by the end of the year which also includes the widening of the doorway
leading from the main hallway with the Aldermanic photos, into the general rotunda. So you will notice that that
doorway is very, very narrow. And that does not meet CDC Social Distancing Protocols. So while we are
working on the City Clerk’s Office, we will be also working to expand that doorway. But hopefully everything
will be done by the end of the year.
Mayor Donchess
Alderwoman Kelly, do you have follow up?
Alderwoman Kelly
Yeah | do actually. So | just want to make sure | understood you clearly. So the reason we are not doing the
City Clerk’s Office first is that putting them in the Auditorium will disrupt their ability to conduct the work that
needs to be done for the election?
Director Kleiner
Mayor if | may. So the Motor Vehicle Department has been in the City Auditorium for some time now, a couple
of months. We needed to open up Motor Vehicles so that our residents could register their cars. The only
place that we could do that was the City Auditorium and we actually hired the same vendor, DL King to come
in and create some temporary socially distant areas for those Motor Vehicle Clerks to service our residents.
So that was done back in July and they’ve been up there. It didn’t make sense to not have Motor Vehicles
operational and serve our residents. The City Clerk indicated that it may be best for her to actually move after
the General Election; so that was the train of planning there.
Finance Committee - 09/16/2020 Page 6
Mayor Donchess
Alderwoman Kelly?
Alderwoman Kelly
I’m good.
Mayor Donchess
Alderwoman Kelly and Alderman Laws are only on video and | can’t see an electronic hand, | don’t have it on
my screen for some reason. So if you want to ask a question or something, just speak up. The other people |
can see so the other people you can just raise your hand | can see you on video. | think Alderwoman Lu had a
question.
Alderwoman Lu
Yes | do, thank you Mr. Mayor. One of my questions is when we get an incomplete bid, | just don’t know the
process. So are we not able to — like does this process work such that if the bid does not conform then we
can’t coach them on what they need to do? The reason | am asking this, it just — you know | notice it seems
frequently you know we might have a situation like this where we have you know one bidder or one conforming
bidder. So my question is, is that the way it is, is we can’t just go back and ask them; to fix something or
conform to the requirements?
Director Kleiner
No normally we would not. So there’s a couple things to consider here. The bidding process within the City is
a very public process. So once bids are received they are posted on our City Web Site and all the bidders
have access to the other bidder’s information. So a bid has to be complete when submitted. It would really give
an unfair advantage if one bidder saw other bidder’s information and then we went back and asked them to
change certain things. It would give an unfair advantage. So the bids must be complete, we specify that, we
are very clear in our language on that. And these individuals, we do reach out, we do talk to them after about
exactly why their bids were rejected and hope that they will bid on future projects.
Mayor Donchess
When you don’t follow the rules strictly there can easily be litigation over whether the bid was improperly
awarded. And especially when there’s Federal money involved, there are Federal Requirements that you bid it
and you only considering conforming bids.
Alderwoman Lu
Thank you. | just have a couple of other questions if | could.
Mayor Donchess
Yes.
Alderwoman Lu
| can’t find the schedule it’s like a chart where you see what is starting and what is ending, you know, when it
starts and when it ends. | thought | saw it but if anyone knows what page it is on. My question is just several of
these times take two months, several of these departments will be two months you know under construction it
looked to me. And that just seems excessive.
Doty Group Greene
Item # Qty Units Item Description Unit Price Total Price| Unit Price
90 Spring Cleanup $75.00 $6,750.00
30 Mulch $150.00 $4,500.00
7 Seasonal Lawn Maintenance $2,000.00 $14,000.00
1 Fall Cleanup $0.00
1 Brush & Shrub Pruning $0.00
$0.00
$0.00
Total Bid Price
$25,250.00
Finance Committee - 09/16/2020 Page 7
But then the other question is do we feel, are we trying to get the ADA compliancy done at the same time or is
that required by Federal Requirements because we have some Federal Funding that we also have to take care
of any non-conforming ADA issues? So that’s two, sorry.
Director Kleiner
So yes, it is required that when we are making the building modifications that we also conform to ADA
requirements. So yes, that will be completed both in Motor Vehicles and in Assessing. They will have ADA
functioning service counters. And all doorways, all access areas into those spaces will have ADA access. And
then the other for the timeline, | apologize on the bid on page ...
Alderman Klee
Page 49.
Director Kleiner
Mine is not page numbered but certainly Alderwoman Lu we could send that out to you.
Alderwoman Lu
That’s ok.
Director Kleiner
Some of the time is of these work stations that we are putting in Motor Vehicles and in Assessing, these need
to be constructed by subcontractors. They will be specifically designed and that takes that account for some of
the lead time is these specific counter areas that need to be constructed in mill. The other thing is that we will
be working on updating some our HVAC and some our lighting. We hope to reach out and work with our
Energy Manager Doria Brown to get some feedback on if we can qualify for some energy credits due to the
project as we are updating some of the lighting involved. So it’s a significant project and that leads to the
significant time.
Alderwoman Lu
Thank you. No | can go back on those minutes, thank you Alderman Klee, because | guess you can get the
page numbers on that City Web Site, it just doesn’t print out on the printout | don’t think.
Alderman Harriott-Gathright
Yes it does, it prints out.
Alderwoman Lu
Oh alright, well the reason | asked, | understand, | mean it’s great we are doing the ADA but | wanted to just
clarify, | think for some people in the audience, you know, they are concerned, | would think their concern is
“Why can’t we do this for less money”. So that’s why | asked the question about the ADA, it’s not that we are
just electing to take care of these other issues, it’s that when we use the Federal Funds, we need to do that.
Director Kleiner
We are required to.
