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Finance Committee - 09/16/2020 Page 17
Mayor Donchess

Anyone else? Could the Clerk please call the roll?

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

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
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 AUGUST 28, 2020 TO SEPTEMBER 10, 2020, 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 Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT

Lori Ortolano_41 Berkeley Street, Hello? Hello? Can you hear me?

Alderman Harriott-Gathright

Yes.

Mayor Donchess

Is this Public Comment?

Lori Ortolano Yes, you move too quickly.

Mayor Donchess

Alright, | didn’t know that there was anyone even on. Go ahead.

Finance Committee - 09/16/2020 Page 18

Lori Ortolano That’s because I’m going through my phone. Lori Ortolano, 41 Berkeley Street and | am aware
that it is a 5-minute public comment. Just quickly | tuned in a few minutes late, so | don’t know if this was
discussed. But, | am concerned at the amount of money being spent for the COVID renovations is really more
about a City Hall renovation. | don’t know if you talked about it, but | would be interested in knowing how many
other City Halls are closing down for such an extended period of time to deal with COVID renovations, like
Manchester. Some of these towns that have older City Halls. One of the concerns | have is | know and you all
know that | have been actively involved in gathering information out of the Assessing Office, but also other
offices as well. And | know that the Director told the Board of Assessors a couple of meetings ago that City
Hall would be closing around September, | mean excuse me, the Assessing Office would be closing for
renovations around September 10". And that was the end of the discussion.

You know, for people like me and other members of the public, we want to know when City Hall is going to be
open and not just a little open, actually open like other towns around us. And | want to know when the
Assessing Office is going to be open and more importantly, while it’s closed, does that mean we don’t have
access to any records anymore at all? What is available to the Public while City Hall is closed? Are property
record files available? | would like your Administrators to think about us when they speak about these issues.
Because for somebody like me to have to write letters in and send e-mails asking what information is available
now and when it will be open. For me, it is particularly painful because it becomes a numbered
correspondence that goes up to the Legal Office, it's addressed by the Legal Office. It is put in a file and used
in litigation against me. And | don’t want to be in that situation. | want my City Officials to just give complete
information when you are out there talking.

Now for the last three weeks, I’ve had to drive to Hudson to get documents notarized because City Hall is so
closed up in Nashua that we don’t have a Notary or a place that | can walk in and use a Notary in City Hall.
And | don’t know why | can go to Londonderry, Litchfield and Hudson and walk in with a mask on and get my
documents notarized but | can’t do it in Nashua.

| just went up north to north country and walked into a Town Hall to get a document addressed. | mean | really

want to know when City Hall is going to be open and mostly | want to know that our ability to obtain information
isn’t shut down for the next three months because we are doing such an extensive renovation. Thank you.

Mayor Donchess
Thank you very much.

REMARKS BY THE ALDERMEN

Alderman O’Brien

Thank you Mr. Mayor. | would just like to say that in my years with the City and dealing a lot with City Hall. |
remember when the last major project was started in City Hall and that was the addition, in | think about 1982,
that’s the back section and that’s where some of the building permits and everything. But | am glad that we are
doing these renovations. | think if the citizens when City Hall does become opened up maybe we should have
a tour to get to see some of the offices that we ask our City Employees to work in. Some of them are almost
like a closet, you know what | mean? Yet these people do their diligence and do their job and they do it
commendably.

You’ve got to remember the building was built, our City Hall was built, | think part of the WPA Project that was
going on during the Great Depression. A lot of modernized things didn’t exist, nobody really knew some of the
things that the future would lend itself into. So maybe in the future it’s time to talk maybe a new City hall or
something like that, but | like the old building, | think it has character, it adds to the Main Street. It is identifiable
and it works right now. But like everything else, you don’t paint the house, it don’t look as good. So | support
these projects that go on. | would also like to thank the men and women of our City who do work in cramped
spaces. | think they’re doing a fine job. Thank you.

Finance Committee - 09/16/2020 Page 19

Mayor Donchess

Any other remarks by Aldermen? Alderwoman Klee.
Alderman Klee

Thank you, Mr. Mayor. | would like to kind of tag on to what Alderman O’Brien said. Tours - how about after
COVID is gone and done and then we can do some tours. But! want to thank Alderman Linda Harriott-
Gathright for joining us, the public had to listen to me try to fill in for her for a very short period of time. And
you’ve done them a good service by coming and they didn’t have to listen to me anymore. So thank you for
doing that. | also want to thank everybody for all the work that they’ve done on this design and so on. | want to
see our City Hall open but considering that we have just had a few employees that had tested positive,
including you Mr. Mayor, | think it’s important for us to move slowly and that we don’t put the public in harm’s
way. And so | appreciate us doing things as much as possible as we are. | also appreciate the fact that we
have been doing more and more things on-line to allow residents to have access to different types of
information. So thank you so much.

Alderwoman Lu

Thank you, | never thought I’d want to say this but | am going to echo Ms. Ortolano. Sometimes she can
express herself more clearly than | can but | think that when we, | think that when we are rehabbing City Hall,
we have to keep in mind that we are in the middle of a very uncertain financial situation and everyone that is
paying taxes in Nashua is very concerned about additions to our spending. There are a lot of people who are
not able to or willing to use the internet for conducting business with City Hall and | don’t understand why we
can’t continue to have parts of City Hall open while other parts are being rehabbed. | think Ms. Portolan’s
comments are felt by many people and you know we can — | think we have to take them into consideration.
That’s all, thank you.

Mayor Donchess

We do take them into consideration. The parts of City Hall are open, people are going in for automobile
registration and other issues. Other things are being done remotely. Yes, Nashua has been more cautious
than some other communities like Manchester. They opened their pools, we did not. Of course, there have
been outbreaks at pools, there was criticism around that and then there were outbreaks right around here and
they had to close the pools in other places.

In addition, we stopped running the Fixed Route Bus System for a time for quite a while; Manchester did not.
On the other hand, we have fewer cases than Manchester, a lot fewer than Manchester. Now maybe some of
that is due to the efforts we have taken. Now in terms of City Hall, two or three weeks ago we were being
asked, “Well why is City Hall not fully opened, there hasn’t been an outbreak in City Hall’. Well now there has
been. So we don’t know when exactly an outbreak is going to occur; that doesn’t mean that Manchester is
more open than we are that they will have an outbreak, but they could. | can testify to the fact that it can sneak
in, in unexpected ways that you don’t even think are possible.

So in trying to balance the needs of servicing the public with public safety, we are following the
recommendations of the Health Department, of the CDC, of medical experts, in terms of trying to make sure
that everyone including City Employees, but maybe most importantly or equally important, the public, that
everyone is safe. If you know someone whose family has been affected by this, not like me, mine wasn’t that
serious but in a serious way, like a fatality which some of us know. | can guarantee you that if you ask those
families, are we being too careful, | think the answer clearly is “no we are not”. So we are trying to reach an
appropriate balance and of course there’s going to be criticism but | think, in my opinion, the majority of citizens
believe that we are acting responsibly, that we are concerned about their welfare and that we should continue
to consider the science as we move forward. Anyone else?

Finance Committee - 09/16/2020 Page 20
NON-PUBLIC SESSION

MOTION BY ALDERMAM HARRIOTT-GATHRIGHT_ THAT THE FINANCE COMMITTEE GO INTO NON-
PUBLIC SESSION BY ROLL CALL PURSUANT TO RSA 91-A:3 Il (e) CONSIDERATION OR
NEGOTIATION OF PENDING CLAIMS OR LITIGATION WHICH HAS BEEN THREATENED IN WRITING
OR FILED BY OR AGAINST THE PUBLIC BODY OR ANY SUBDIVISION THEREOF, OR BY OR AGAINST
ANY MEMBER THEREOF BECAUSE OF HIS OR HER MEMBERSHIP IN SUCH PUBLIC BODY, UNTIL
THE CLAIM OR LITIGATION HAS BEEN FULLY ADJUDICATED OR OTHERWISE SETTLED. ANY
APPLICATION FILED FOR TAX ABATEMENT, PURSUANT TO LAW, WITH ANY BODY OR BOARD
SHALL NOT CONSTITUTE A THREATENED OR FILED LITIGATION AGAINST ANY PUBLIC BODY FOR
THE PURPOSES OF THIS SUBPARAGRAPH, BY ROLL CALL.

SECONDED BY ALDERMAN KLEE
A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
MOTION CARRIED

The Finance Committee went into non-public session at 8:00 p.m.

The Finance Committee came out of non-public session at 8:29 p.m.

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE SEAL THE
MINUTES OF THE NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF
THE COMMITTEE VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE
SERVED BY ROLL CALL

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
MOTION CARRIED

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

Yea: Mayor Donchess, Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 7

Nay: 0
MOTION CARRIED

The Finance Committee meeting was adjourned at 8:30 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

SEPTEMBER 16, 2020
7:00 PM

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ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Renovations of City Hall due to Covid 19 Social Distancing Requirements

From: Kelly Parkinson, Purchasing Manager
Re: Transit Van Purchase

From: Kelly Parkinson, Purchasing Manager
Re: Snow Plowing Contract FY21

From: Kelly Parkinson, Purchasing Manager
Re: Monopole Tower & Foundation Installation

UNFINISHED BUSINESS

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

PUBLIC COMMENT

REMARKS BY THE ALDERMEN
POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

204 THE CITY OF NASHUA sieve

Administrative Services
Purchasing Department

September 10, 2020
Memo #21-019

TO: Mayor Donchess
Finance Committee

SUBJECT: Renovations of City Hall due to Covid19 Social Distancing Requirements

Please see attached communications from Kim Kleiner, Director of Administrative Services dated September 9, 2020
for project specific details related to this purchase. Below please find a summary of the purchase approval request:

Item: Renovation of City Hall City Clerk, Motor Vehicle, Tax & Assessing Departments to create
workspaces that comply with CDC social distancing protocols

Value: $913,343.24

Vendor: DL King

Department: 129 Administrative Services/City Buildings

Source Fund: Goferr Grant

Ordinance: Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and

contractual services, except as otherwise provided herein, when the estimated cost
thereof shall exceed $10,000 shall be purchased by formal, written contract from the
lowest responsible bidder, after due notice inviting bids.

A competitive bidding RFP for this project was issued on August 18, 2020 and the following bids were received:

Vendor Location Amount Note

DL King Nashua, NH $913,343.24

Schroeder Nashua, NH $897,292.00 | Anon conforming bid received was

Construction incomplete and necessitated rejection

Paxor Construction | Merrimack, NH | $829,280.01 | Anon conforming bid received was
incomplete and necessitated rejection

We recommend this bid to be awarded to the lowest total cost vendor who met the RFP specified requirements.

The Director of Administrative Services and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Kleiner
J Graziano

229 Main Street e Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3233 |

2\ THE CITY OF NASHUA ‘The Cate City’

mg Administrative Services Division

To: Mayor Donchess

Finance Committee
From: Kim Kleiner, Director of Administrative Services
Ce: John Griffin, CFO

Jennifer Deshaies, Risk Manager

Sue Lovering, City Clerk

David Fredette, Treasurer

Date: September 9, 2020
Subject: © RFP0285-081820 City Hall Building Renovations

In June, the Emergency Operations Center Safety team, along with department heads,
Risk Management and the City Building Department conducted safety assessments on
all departments within city hall. It was determined that in order to comply with CDC
social distancing protocols significant building modifications would be required within the

Motor Vehicle, Tax, Assessing and City Clerk departments.

Dennis Mires P.A. was hired in July to perform space assessments, meet with staff
and design the bid set drawings and specifications for the modifications. A request for
proposals (RFP), following federal provisions, was advertised and issued on our website
and through Bid Express on August 19. A mandatory walkthrough was conducted on
August 24th and proposals were due to the city on August 31st. The city received three
proposals. Two proposals for $897,292.00 and $829,280.01 were disqualified due to
non-conforming and incomplete bid submissions. A committee of city staff reviewed all
bid submissions. We are asking for the Finance committee’s approval of the contract
with DL King & Associates in the amount of $913, 343.24 for the renovation of Motor
Vehicles, Tax, Assessing and the City Clerk offices.

1|/Page

CONTRACT FOR INDEPENDENT CONTRACTOR

MVR, TAX, ASSESSING & CITY CLERK OFFICE RENOVATIONS
DUE TO COVID-19 PANDEMIC

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060
AND

D.L. KING INC.

NAME AND TITLE OF INDEPENDENT CONTRACTOR

27 TANGLEWOOD DRIVE
NASHUA NH 03062

ADDRESS OF INDEPENDENT CONTRACTOR

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire, from time
to time requires the services of an Independent Contractor ; and

WHEREAS, it is deemed that the services of an Independent Contractor herein specified are both
necessary and desirable and in the best interests of the City of Nashua; and

WHEREAS, Independent Contractor represents they are duly qualified, equipped, staffed, ready,
willing and able to perform and render the services hereinafter described;

Now, THEREFORE, in consideration of the agreements herein made, the parties mutually agree as
follows:

1. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated herein and
are made part of this contract:

Exhibit Al—General Conditions for Contracts

Exhibit A2 — Federal Required Contract Provisions

Exhibit A3 — Certification Regarding Lobbying

Exhibit B--Scope of Services, Contract Time, Fee Schedule

The Contract represents the entire and integrated agreement between the parties and supersedes prior
negotiations, proposals, representations or agreements, either written or oral. Any other documents which
are not listed in this Article are not part of the Contract.

In the event of a conflict between the terms of the Proposal and the terms of this Agreement, a written
change order and/or fully executed City of Nashua Purchase Order, the terms of this Agreement, the
written change order or the fully executed City of Nashua Purchase Order shall control over the terms of
the Proposal.

Llof3

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Independent Contractor
shall furnish all services, equipment, and materials and shall perform all operations necessary and

required to carry out and perform in accordance with the terms and conditions of the contract the work
described.

3. PERIOD OF PERFORMANCE. Independent Contractor shall perform and complete all work by lweeks
after Notice to Proceed which date shall only be altered by mutually approved written agreement to extend
the period of performance or by termination in accordance with the terms of the contract. Professional
Engineer shall begin performance upon receipt of an Executed Contract and a valid Purchase Order issued
from the City of Nashua.

4. COMPENSATION. Independent Contractor agrees to perform the work for a total base cost not to
exceed Nine irtee ee ¢

DPOoUsdnG 1D oun? 0 0 ree

The Contract Sum shall include all items and services necessary for the proper execution and completion
of the Work.

Unless Independent Contractor has received a written exemption from the City of Nashua, Independent
Contractor shall submit an itemized Application for Payment for operations completed in accordance with
the values stated in the Agreement. Such applications shall be supported by such data substantiating the
Independent Contractor’s right to payment as the City of Nashua may reasonably require. Independent
Contractor shall submit monthly requests for payment for services performed under this agreement
directly to:

> Electronically via email to VendorAPInvoices@NashuaNH.gov
OR
> Paper Copies via US Mail to:

City of Nashua, City Hall
Accounts Payable

229 Main Street

Nashua, NH 03060

Please_do_not submit invoices both electronically and paper copy.

In addition, and to facilitate the proper and timely payment of applications, the City of Nashua requires
that all submitted invoices contain a valid PURCHASE ORDER NUMBER.

Applications for Payment shall be submitted no later than fifteen (15) days after the end of each month.
The City of Nashua will pay for work satisfactorily completed and accurately invoiced by Independent
Contractor within thirty (30) days from the time of approval by the City of Nashua.

5. EFFECTIVE DATE OF CONTRACT. This contract shall not become effective upon the date of execution
by the City of Nashua.

6. NOTICES. All notices, requests, or approvals required or permitted to be given under this contract
shall be in writing, shall be sent by hand delivery, overnight carrier, or by United States mail, postage
prepaid, and registered or certified, and shall be addressed to:

2 of 3

CITY OF NASHUA REPRESENTATIVE: REPRESENTATIVE

Kim Kleiner, Director of Administrative Services Arthur King, CFO

John Griffin, CFO D.L. King & Associates, Inc.
229 Main Street 27 Tanglewood Drive
Nashua NH 03060 Nashua NH 03062

Any notice required or permitted under this contract, if sent by United States mail, shall be deemed to be
given to and received by the addressee thereof on the third business day after being deposited in the mail.
The City of Nashua or Independent Contractor may change the address or representative by giving written
notice to the other party.

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be legally

bound thereby.
ve Do. LYS
City of Nashua, NH (signature) beet yy

(James Donchess, Mayor) (Arthur King, CF 0)
9/10/2020
Date Date

3o0f3