Search

Finance Committee - 08/05/2020 Page 5

Thank you for bringing this forward, the contract looks thorough. My question is just more general, is it normal
practice for cities to have this kind of relationship and if so why haven’t we had one until now.

Director Cummings

If | may Mr. Mayor.

Mayor Donchess

Yes, go ahead.

Director Cummings

| can’t speak to past practice, but | can saw that it is not uncommon for municipalities to retain brokerage firms
to dispose of properties especially if it is a unique or challenging site. It really depends on the specifics of what
the municipality's end goals may be. Sometimes, going the route of an auction may make the most sense and
sometimes going direct to RFP for the subject property may make the most sense and sometimes using a
brokerage firm. So previous communities have always retained and had relationships with professional
brokers to use as necessary and | just think it is a best practice that the City have one retained with the agreed
upon commission that we can call upon as necessary moving forward as a best practice.

Alderman Harriott-Gathright

May | speak to something here?
Mayor Donchess
Alderwoman Harriott-Gathright?

Alderman Harriott-Gathright

Yes, the motion reads a little bit differently but as part of remarks Tim it does say that a contract for NAI
Norwood to assist as necessary on a case-by-case basis with the advisory and procurement this position of
commercial real estate. So that is there but that’s not quite the motion, but it is part of | guess (audio cuts out),
is part of this communications.

Director Cummings

Excellent, thank you Alderman; but again | just want to clarify if you could further read the motion does the
motion say “approval by the Finance Committee or approval by the Full Board of Aldermen”.

Alderman Harriott-Gathright

No, this is for Finance Committee and then it moves to the Board of Aldermen but it doesn’t say that. Let me
read it to you again just to be clear. It says “to accept, place on file and award the professional services
contract for various commercial real estate needs to NAI Norwood, by roll call’. And that is typically the way it
reads to get through us before the Board.

Director Cummings

Thank you.

Alderman Harriott-Gathright

Finance Committee - 08/05/2020 Page 6

You’re welcome.

Mayor Donchess

Any other questions or comments, Alderwoman Klee?

Alderman Klee

Thank you Mr. Mayor. In keeping with the conversation that just happened and perhaps Alderman Harriott-
Gathright can ask this, would it be called for to add those words for recommendation to the Full Board? Or is it

not necessary?

Alderman Harriott-Gathright

In the time that I’ve been here, it hasn’t been necessary because every last one of these go the Full Board. So
that’s why | am saying it is going to the Board anyway.

Mayor Donchess

Yes, it is going to go to the Board, because it needs approval by the entire Board because it is a multi-year
contract.

Alderman Klee

And | appreciate that, | just wanted to clarify it. Thank you so much.

Alderwoman Lu

Thank you, just a thought. Was it possible that we could have used this contract to provide us access to
Costar? | noticed that in the Record of Expenditures this period (audio cuts out) quite a bit on subscriptions to

CoStar. Was that considered, because my understanding is NIA Norwood is a Commercial Realtor correct,
probably with access to Costar?

Mayor Donchess

Mr. Cummings?

Director Cummings

| don’t understand the question.
Alderwoman Lu

Why do we need the Costar service is we are using a Commercial Realtor to provide brokerage services with
our Commercial Realty. That’s the question. Perhaps it is for Assessment?

Director Cummings

If | may Mr. Mayor, it is, | Know valued with Assessing, but equally so it is valued in Economic Development. |
can say that any economic development office I’ve worked in, we have had access to the proprietary data base
Costar. It is a standard, you know, it would be like operating an office without having access to Microsoft
Word. | can’t tell you how often | field phone calls from residents or various stakeholders who want talk about
various pieces of real estate and | need immediate access to that type of data.

| would suggest it would be a disservice to the community to not have access to that data and wait for a broker

Finance Committee - 08/05/2020 Page 7

to provide it and then pay a markup charge that we would probably have to pay because we didn’t have that
direct access, which you know, at the end of the day is | want to say somewhere in the order of $6,000.00 ish
for 3 or 4 licenses. So in the grand scheme of things, | think it is well worth the money, especially the amount of
time that | am on the data base.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? Could the Clerk please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: Purchase of Wastewater Chemicals

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF THE CHEMICAL SODIUM BISULFITE IN THE AMOUNT OF $64,000 FROM JCI JONES
CHEMICALS OF SARASOTA, FL. FUNDING WILL BE THROUGH DEPARTMENT 169 WASTEWATER;
FUND: WASTEWATER; ACCOUNT CLASSIFICATION: 61 SUPPLIES & MATERIALS, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Now Mr. Boucher is here, but before we turn to him, | wanted to mention that Ms. Parkinson is also on the call
or in the meeting. We have developed this procedure where prior to your coming to the City, which was very
recent, that we don’t really refer a lot of questions to the Purchasing Manager, but that doesn’t mean if you
have things you'd like to add or you think you have information on any of these contracts, that you should
please speak up. Ok?

Kelly Parkinson, Purchasing Manager

Ok.

Mayor Donchess

Alright, Mr. Boucher from the Waste Water Treatment Plant is here. Could you please fill us in on this
contract?

Dave Boucher, Waste Water Superintendent

Thank you Mr. Mayor; Dave Boucher, Waste Water Superintendent. This is for the purchase of sodium
bisulfite, it is a chemical used at the Waste Water Plant on a daily basis. It is used to dechlorinate our treated
(inaudible) before it enters the river.

President of Legal or his/her designee, the State Director or his/her designee, and/or those
additional persons authorized and approved by the Cooperator and the State Director.

The cooperating parties agree to coordinate with each other before responding to media
requests on work associated with this project.

ARTICLE 4 - COOPERATOR RESPONSIBILITIES

The Cooperator agrees:

1.

To designate the following as the authorized representative who shall be responsible for
collaboratively administering the activities conducted in this agreement.

Lisa Fauteux, Director
Division of Public Works
9 Riverside Street
Nashua, NH 03062
Phone: (603)589-3140
fauteuxl@nashuanh.gov

To authorize APHIS-WS to conduct direct control activities as defined in the Work Plan.
APHIS-WS will be considered an invitee on the lands controlled by the Cooperator. The
Cooperator will be required to exercise reasonable care to warn APHIS-WS as to dangerous
conditions or activities in the project areas.

To reimburse APHIS-WS for costs, not to exceed the annually approved amount specified in
the Financial Plan. If costs are projected to exceed the amount reflected in the Financial Plan,
the agreement with amended Work Plan and Financial Plan shall be formally revised and
signed by both parties before services resulting in additional costs are performed. The
Cooperator agrees to pay all costs of services submitted via an invoice from APHIS-WS
within 30 days of the date of the submitted invoice(s). Late payments are subject to interest,
penalties, and administrative charges and costs as set forth under the Debt Collection
Improvement Act of 1996.

To provide a Tax Identification Number or Social! Security Number in compliance with the
Debt Collection Improvement Act of 1996.

As acondition of this agreement, the Cooperator ensures and certifies that it is not currently
debarred or suspended and is free of delinquent Federal debt.

To notify APHIS-WS verbally or in writing as far in advance as practical of the date and time
of any proposed meeting related to the program.

The Cooperator acknowledges that APHIS-WS shall be responsible for administration of
APHIS-WS activities and supervision of APHIS-WS personnel.

To obtain the appropriate permits for removal activities for herring, great black-backed, ring-
billed gulls and turkey vultures and list employees of USDA, APHIS, Wildlife Services as a
sub-permitees.

Finance Committee - 08/05/2020 Page 8

We participate in a chemical consortium through bid process to get the lowest price available. JSI was the low
bidder and they came in 1.4% lower than last year. So we'd like to go with JSI they are a well-known company
in the field.

Mayor Donchess
Discussion/questions? Could the Clerk please call the roll?
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
From: Kelly Parkinson, Purchasing Manager
Re: Purchase of Sign for Holman Stadium

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF A GS6-60X150-15.85-R GALAXY OUTDOOR MESSAGE CENTER FROM SCOREBOARD
ENTERPRISES OF MANSFIELD, MA, IN THE AMOUNT OF $39,738. FUNDING WILL BE THROUGH

DEPARTMENT: 177 PARKS AND RECREATION; FUND: GRANT; ACTIVITY: GOFERR GRANT, BY ROLL
CALL.

ON THE QUESTION
Mayor Donchess
| believe with Mr. Caggiano, Park & Rec here?

Nick Caggiano, Park & Rec Department

Thank you Mr. Mayor, hello everyone. What this purchase will do is replace the antiquated sign that is on
Amherst Street at the entrance to the park. Right now we have a black letter, you put up the letter every time
you want to change the message on the sign. What this will do is allow us to have a scrolling sign, it will just
continuously scroll and it will handle multiple messages. It will also free up the portable unit that is right under
the sign where we are currently running information about COVID and testing and Community Services can
use it, the Health Department, DPW. We can use it for storm emergencies and all of our programs.

The firm that is doing the work is the same ones that have (audio cuts out) at Holman and Stellos; they have
given us excellent service. They are a very good company.

Mayor Donchess
Alderwoman Klee?
Alderman Klee

Thank you Mr. Mayor. | just want to clarify that there’s no cost to the City with this, this is going to be
purchased out of GOFERR funds, is that correct?

Mr. Caggiano

That’s correct.

Finance Committee - 08/05/2020 Page 9

Alderman Klee

OK thank you very much.
Mayor Donchess
Alderman Laws?
Alderman Laws

| just wanted to congratulate Mr. Caggiano. | know he’s wanted this sign for a while and | am glad that is finally
happening. | think it is going to do a lot to enhance the esthetic of Holman Stadium.

Mr. Caggiano

Thank you.

Mayor Donchess

Anyone else?
Alderwoman Lu

| am just wondering is there actually a fund with a number that is GOFERR or are we tracking these. The
reason | ask is in the past I’ve seen notation on this expenditure record of COVID-19 and how are we doing
this now?

Mayor Donchess

Well the GOFERR funds we will get reimbursed. We are advancing the funds, you know, we have a lot of cash
on hand so we are advancing the funds but we will be reimbursed out of the GOFERR Funds and very careful
track is being kept of all of the GOFERR related purchases by our Finance Team, Mr. Griffin. Ms. Kleiner has
a spread sheet of everything that is scheduled to be purchased via GOFERR. We meet periodically to go over
the list; for example today. The total GOFERR reimbursement that we are eligible for is about — slightly short
but $2.1 million dollars. We have scheduled all of that to be used for various COVID related needs and this
being one of them.

Alderwoman Lu

So by that do you mean that we have a receivable account that these are (audio cuts out) account that these
are being ....

Mayor Donchess

Mr. Griffin, | don’t know what exactly the accounting procedure is. | know we are advancing the funds and we
will be reimbursed.

John Griffin, CFO

Mr. Mayor if | may? The good news here is that the Board of Alderman several months ago approved a
GOFERR Fund Grant so it set the grant up. So all of the expenses that we reviewed with you today are being
charged to the grant: so no eligible expense is being charged to any operating accounts, rather it is going into
the grant so it is well positioned for reimbursement by the State.

Finance Committee - 08/05/2020 Page 10

Alderwoman Lu

Thank you.

Mr. Griffin

You are welcome.

Mayor Donchess

Anyone else? Alright, could the Clerk please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: Pavement Management Engineering Services Contract Change Order for Paving Consulting

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
CHANGE ORDER NO. 1 TO THE PAVEMENT MANAGEMENT SERVICE CONTRACT WITH STANTEC
CONSULTING SERVICES, INC. OF BURLINGTON, MA, IN AN AMOUNT NOT TO EXCEED $30,100.

FUNDING WILL BE THROUGH DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: BOND; ACTIVITY:
PAVING, BY ROLL CALL

ON THE QUESTION
Mayor Donchess
Alright, | think we have Mr. Hudson here, | believe who is the City Engineer.

Dan Hudson, City Engineer

Thank you Mr. Mayor. So this is support services for our paving program. It is an engineering company that
surveys one-third of our City Street Network of over 300 miles. So each year they are assessing 100 miles and
they review the roads, they give roads a score, a PCI score or Pavement Condition Index of 0 to 100.

That helps us choose the appropriate treatment measure for the roads that we are doing work on and it helps
us prioritize where we are working and also over time see the benefit of the work we are doing. So for those
reasons we ask for your support.

Finance Committee - 08/05/2020 Page 11

Mayor Donchess

Anyone? Could the Clerk please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: Pavement Management Engineering Services Contract Change Order for Sidewalk Construction
Contract

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
CHANGE ORDER NO. 1 TO THE 2020 SIDEWALK PROGRAM CONTRACT WITH RWC ENTERPRISES OF
NASHUA, NH, IN AN AMOUNT NOT TO EXCEED $40,000 FUNDED THROUGH THE SOUTHEAST
QUADRANT FUNDS ($31,000) AND CAPITAL ($9,000). FUNDING WILL BE THROUGH DEPARTMENT:
160 ADMIN/ENGINEERING; FUNDS: TRUST AND CAPITAL; ACCOUNT CATEGORY: 54 PROPERTY
SERVICES AND ACTIVITY: SIDEWALKS, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

| believe this would be Mr. Hudson again?
Mr. Hudson

Yes itis, thank you Mr. Mayor. So this year we engaged on a sidewalk reconstruction project on East Hollis
Street, it is about 900 feet of concrete sidewalk we are replacing. It was in terrible shape and it needed to be
done. As we got into the work we identified some additional work that needed to be done and that includes
some additional ADA ramps. We are trying to make better matches to some of the properties by widening the
sidewalk areas, installing some back curb in other areas. And then there was a section of sidewalk that had
been damaged over the years due to trucks turning on the corner and that section we are trying to thicken up
so it can better handle that abuse that it is getting. So these changes were unforeseen at the time of the
original contract so that’s why we bring this change order and respectfully request your approval.

Mayor Donchess

Alderwoman Kelly?

Alderwoman Kelly

Thank you and thank you for giving the necessary attention to our sidewalk. My question is, let’s see if | can
phrase this in a good way. Is it kind of like a house where it is ok unless you start messing with things and
then you have to come up to code? Because | was looking at the ADA thing and thinking that obviously it is
not mandated but it must be when you start doing work?

Finance Committee - 08/05/2020 Page 12
Mr. Hudson

So the ADA is mandated. You should be and we are engaged in a process of trying to bring all of our facilities
up to ADA compliance, we have a lot of facilities so that’s quite a challenge. But obviously when you are doing
work you know, we are trying to complete that work in the appropriate way and address the issues that we can.
In this case, you know, we were doing improvements along the sidewalk but just across the intersection there
was another ramp and that wasn’t compliant. So to make the proper connections we are trying to add this
work and do those things. So yeah we do have a long way to go with ADA still but we are working on it and
this change order will help us be more compliant.

Alderwoman Kelly

Thank you.

Mayor Donchess

Anyone else? Alderwoman Lu?
Alderwoman Lu

Thank you Mayor Donchess. | just want to let the group know that someone who may not be muted has a TV
in the background that | can hear.

Mayor Donchess

Someone has a TV in the background and they can hear it?
Alderwoman Lu

Yes. What I'd like to say about this is | am just new to this Committee and | just have a hard time
understanding what might not have been seen before. Because this was two months ago that it (audio cuts
out) and understand what the parties and the contractors and the folks who hired them missed in the amount of
| don’t know 20% of the, I’m just trying to understand how this comes about in two months.

Mr. Hudson

Sure so | can address that. It’s a combination of things. One is that we put this bid together in the winter time
and so it wasn’t the ideal time to go out and look at things. Second is you know as we started construction we
walked the project and looked at it more closely and realized that some of the things we had planned needed
to be improved. So you know hind sight is 20/20, | wish we would have foreseen this ahead of time. | believe
that this particular engineer that put this project together is learning quite a bit from this project and the next
project we will do better and should have fewer of these. But it is the natural process, you find some things
you didn’t expect and then there’s always some things that you could have foreseen but just didn’t for whatever
reason.

Alderwoman Lu
Thank you, no specifics, just thank you.

Mayor Donchess

Anyone else? Ok could the Clerk please call the roll?

Finance Committee - 08/05/2020 Page 13
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
From: Kelly Parkinson, Purchasing Manager
Re: Energy Recovery Upgrades

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE
AMENDMENT #2 TO THE CONTRACT WITH WALDRON ENGINEERING OF EXETER, NH, IN AN
AMOUNT NOT TO EXCEED $19,568.90 FOR CONSTRUCTION ADMINISTRATION SERVICES FOR THE
ENERGY RECOVERY UPGRADE PROJECT. FUNDING WILL BE THROUGH: DEPARTMENT: 169
WASTEWATER; FUND: WASTEWATER; ACTIVITY: ENERGY RECOVERY UPGRADES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

| think Mr. Boucher ...?
Mr. Boucher

Yes thank you Mr. Mayor. I'll give you a little description of the energy recovery upgrades going on at the
Waste Water Facility. It consists of the installation of two brand new generators that have the capability of
burning both bio-fuel and natural gas. It is an upgrade to the facility because our previous generator only
burned biogas and (inaudible). But it is a very complex project; these generators will power our digester
complex at the Waste Water Facility. This is the part of the facility that treats the solids before they leave for
beneficial reuse. It powers generators, lighting, pumps, hot water pumps and heat exchangers. So it’s a lot of
power that this facility needs. Waldron Engineering is the engineering firm that designed the upgrades. They
also did the construction oversight. We would like them to continue with the construction oversight.

Unfortunately this project has gone longer than we had intended because of its complexity. There have been
some modifications along the way because we are trying to fit everything into an existing building versus a new
building. We have had issues with existing utilities, we didn’t know they were there. Some were underground,
some were under the concrete, so things had to be modified throughout the way. So we have exhausted
Waldron’s — they had to draw up new plans every time. We are nearing the end, we are at the punch list
phase, we do have some oversight. We did some testing today throughout this week. But Eversource has
required extra items before we connect to the grid. We have the capability if we generate more power than we
need, we can send it back to the grid for cost savings.

Also, the State has required some extra testing for the air permit. So we would like to continue using Waldron

who has been working well with us, oversee us through the end of the project which we are hoping will be done
within a month/month and a half. I'll answer any questions.

Mayor Donchess

Alderwoman Klee?

Alderman Klee

Thank you Mr. Mayor. Mr. Boucher, you said that this one will burn biofuel and another fuel. | didn’t quite hear

that. By adding the other fuel source, rather than using a biofuel, there’s a cost savings with that also or just
gives us an alternate?