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Finance Committee - 12/5/2018 Page 6
Alderman Laws

That’s the information that | was looking for, thank you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Change Order #5 — Northeast Earth Mechanics, Inc. (Value: $83,392)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER
#5 TO THE CONTRACT WITH NORTHEAST EARTH MECHANICS, INC., IN THE AMOUNT OF $83,392.
SOURCE OF FUNDING IS DEPARTMENT 168 , SOLID WASTE; SOIL WALL BOND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2018 Sewer Replacement — Harvard Street - Change Order 2 (Value: $440,037)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER
#2 TO THE CONTRACT WITH NORTHEAST EARTH MECHANICS, INC., IN THE AMOUNT OF $440,037.
FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER; SEWER REHAB BOND

ON THE QUESTION

Mayor Donchess

This is an interesting story so maybe you should come up and tell it, interesting and sad story.

Amy Gill, Senior Staff Engineer

Senior Staff Engineer, and | am representing the Engineering Department tonight. So it is an interesting story
as you are aware we have many sewers in the City, 330 miles, many of which are old. In June we awarded a
contract through a bidding process to Northeast Earth Mechanics, and | agree it is a difficult contract name to
state and they won the bid to replace sewer on Harvard Street, that was in June. That project was delayed
somewhat due to utility work that had to be completed prior to the sewer being constructed. While we were
waiting for that project to start another sewer on Chase Street failed, causing sewer backups to the residents,
that was about the end of September.

At that time we had exhausted our sewer rehabilitation funds and when we did the work at Chase Street to
begin, we had a contractor on board already to do Harvard Street that had won through a bidding process and
we gave them the change order to do the work. To make those funds available, we reduced the work from
Harvard Street to put in for Chase Street. Chase Street is under construction now and now that the funding is
available we are just going to replace those items to Harvard Street so they can complete that work as well at
another failing sewer.

So unfortunately the timing of the failure, Chase Street was on this year’s sewer rehab project to do which we
are bidding at the end of this month. However, the sewer beat us to the bidding process go get done.

Mayor Donchess
So this being in Crown Hill, Alderwoman Caron is probably hearing about this.
Ms. Gill

That is correct, that is correct. And there is a lot of work on sewers in the Crown Hill area.

Finance Committee - 12/5/2018 Page 7
Alderman Caron

Yes big time.

Ms. Gill

That whole neighborhood too, the Marshall Street area, Ald Street.

Alderman O’Brien

Thank you. Ms. Gill | completely understand, | used to work at the Arlington Street Station and | know it is a
very ancient system, it is one of the oldest in the City if | think what it is.

Ms. Gill
That is correct, it is the closest to the oldest.
Alderman O’Brien

If we were going to build a Nashua we could not build that type of sewer system, a combination system like
that today. But as we replace with modern upgrades, which | fully support, if we had damage at Chase Street
we had to get to that first and | completely understand that. Are we doing anything to help mitigate the odor or
anything when we look at the upgrades, are there any P-trap system or anything else that we could put in that
as we change them, can we alleviate some of that.

Ms. Gill

Depending on what we are trying do at that location, the odors generally come from the catch basins which are
also connected to the combined system that is one pipe that takes the sanitary waste from the household as
well as the runoff into the catch basins. The catch basins in the older systems are shallower and that is where
the odor is allowed to come out of the catch basins without being stopped by any water that typically might be
in a catch basin. A lot of that depends on funding, if we were to replace all the catch basins at the time we did
the sewers we would exhaust our dollars. But in known areas we do take care of the catch basins, when we
can correct.

Alderman O’Brien

If | may follow up, | completely understand we can’t do them, it would be separate, but it would be nice and it
sounds like we are, the ones we are getting to we are upgrading as best we can. But that’s all | think we can
do.

Ms. Gill

The best we can. And the interesting thing just to point them out on Chase Street area and those areas down
by Crown Hill, those pipes are the deepest pipes because the system is set up to be a gravity system, as you
get closer to the water, the pipes are deeper so it does cost us more money to replace these sewers.
Unfortunately we try to catch the sewers before they need replacement, we are doing a huge lining project in
order to try to capture those pipes when their condition is still that they can be refurbished through the interior
be lining those pipes so it is a lot less expensive.

Alderman O’Brien

Thank you.

Finance Committee - 12/5/2018 Page 8

Alderman Caron

I’m just glad we had the money on board in order to take care of Chase Street and Harvard Street. So when it
Pennichuck going to finish their project in order for us to do our job?

Ms. Gill

For Harvard Street?

Alderman Caron

Yes.

Ms. Gill

They are scheduled to do it but it is interesting because since Chase Street failed, and we are a deep sewer
they had come in ahead of us on Chase Street as well under an emergency situation too. But we schedule
with them all the time the utilities.

Alderman Caron

That’s the way to do it, to do theirs before we do our work.

Ms. Gill

And you can see most places in the City a lot of utilities are working together before we all finish a project
there.

Alderman Caron

Thank you.

MOTION CARRIED
UNFINISHED BUSINESS — None

NEW BUSINESS — None

RECORD OF EXPENDITURES

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
NOVEMBER 16, 2018 TO NOVEMBER 30, 2018

MOTION CARRIED

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORDS OF EXPENDITURES FOR THE PERIOD
OF NOVEMBER 2, 2018 TO NOVEMBER 15, 2018.

MOTION CARRIED

Finance Committee - 12/5/2018 Page 9

GENERAL DISCUSSION

Mayor Donchess

We've discussed a couple times the issue of whether we should raise the threshold for the items that we see
and approve. There has been some, a couple of you have asked questions, are we going to forward with
something like that. I’d say some people think that threshold should be $15,000.00, others $25,000.00. One
approach we could use and | just throw it out there, most of the items that come through are Public Works
items where the purchases tend to be very large and where they say Public Works Department indicates that
they spend many, many person hours preparing each of these items and that is sort of why they are interested.
They go before both the Board of Public Works and the Finance Committee and all of this paperwork has to be
prepared.

So one way we could go is we could raise the threshold for Public Works without affecting the other
departments where the purchases are less frequent. Like right here, this whole agenda is Public Works right,
except for the first item. And if we did raise it to $25,000.00 it would knock a couple of these items off but we
would still be seeing the major items because in Public Works, $25,000.00 is not that big an issue, as their
items go, it is not that big an item.

Most of their bigger things are $50,000.00, $75,000.00, $1,700,000.00, $400,000.00 so that is an approach we
can take. So | just throw out for your consideration.

Alderman O’Brien

Thank you Mr. Mayor, if we were to follow up on that suggestion could you please inform us how, would it take
an ordinance to go before the full Board and if you could explain the procedure please?

Mayor Donchess

Just like any other ordinance, so right now we have an ordinance that says that the Finance Committee
considers any item over $10,000.00. An ordinance could be proposed to institute a separate or different
criteria, we could raise it across the board or that ordinance could raise it just for Public Works as we see fit.

So the procedure would be to propose an ordinance, be introduced before the full Board it would get referred
to a committee, maybe this one depending on what President Wilshire would do. And then with
recommendation would go back to the full Board and would have to be voted on by the full Board of Alderman
and enacted in that fashion.

Alderman O’Brien

| would be willing to do such because it does seem to expedite some things, if | do have support from my fellow
members of the Board that could sign on as co-sponsors, | will Chair the lead and ask you to join me if you so
wish to act on this.

Mayor Donchess

The reason we were thinking about Public Works is that there are so many Public Works items; in some
departments, for example we did a $14,000.00 item in Economic Development just now. They don’t come
through that often, that’s not that small for Economic Development, but for Public Works a $14,000.00 item is
one definitely in the small end. So that was the point of thinking about the Public Works approach. But we
could do it across the board, | think that the members of the Committee, we could decide and recommend to
the Full Board whatever we think is best.

Finance Committee - 12/5/2018 Page 10
Alderman Caron
A question, did we ask to find out how many others, what the threshold was for purchases before they go

before their Selectman or Board of Aldermen, we weren't sure if it was $15,000.00 to $25,000.00. | think that if
the majority are at that point | wouldn’t have a problem either, Alderman O’Brien.

Mayor Donchess

Mr. Kooken has that, | don’t know if you’ve got it with you.

Mr. Kooken

| don’t have it with me, | do have that information and generally most of them are $25,000.00 or higher.
Mayor Donchess

We are very low. We really are on the low end.

Alderman Caron

Right | think so.

Mr. Kooken

And we were, at one time, | believe $15,000.00 and it went back to $10,000.00 some years ago, 2002, | think.
Mayor Donchess

Could you e-mail that to the members of the Committee?

Mr. Kooken

Absolutely.

Mayor Donchess

There is a spread sheet that shows that.

Alderwoman Kelly

Thank you, | was actually wondering if that spread sheet also has information on like how many purchases last
year were under that threshold or over?

Mr. Kooken
| have that as well.

Alderwoman Kelly

Great.

Mayor Donchess

Yes we’ve had that and then we kind of moved on from that so we will come back and Mr. Kooken will e-mail to
everyone those 2 spread sheets. Alright, is there anything else?

Finance Committee - 12/5/2018 Page 11

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderman O’Brien

Yes | just have one and | would really like to thank Mr. Boucher and Ms. Gill, their explanation was good,
particularly for the Public. We have been spending a lot of money in the sewage treatment and it is good to

see that things are coming along a lot better than what they were and | compliment them on their attentiveness
to their duties, so very good thank you.

Mayor Donchess

Mr. Boucher at the Superintendent of the Waste Water Treatment Plant has during his tenure, which is a year
or so, | think done an extremely good job of bringing the facility to analyzing the issues, bring the facility up to
better working order and he came highly recommended and | think he has met those expectations.

Any other remarks?

POSSIBLE NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:30 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

7:00 pm

FINANCE COMMITTEE
DECEMBER 5, 2018

Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

Dan Kooken, Purchasing Manager
Change Order 1 for 14 Court Street Building Improvements (Value: $14,562)
Department: 183 Economic Development; Fund: Building Trust Fund

Dan Kooken, Purchasing Manager
Tire Changer & High Capacity Balancer (Value: $19,367)
Department: 161 Street; Fund: Prior Year Escrow

Dan Kooken, Purchasing Manager
Winter Road Sand (Value: $16,000); Department: 161 Street; Fund: General

Dan Kooken, Purchasing Manager
Energy Recovery Upgrades — Construction Phase Engineering Services (Value: $76,762)
Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Energy Recovery Upgrades — Construction Services (Value: $1,787,373)
Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Change Order #5 — Northeast Earth Mechanics, Inc. (Value: $83,392)
Department: 168 Solid Waste; Fund: Bond

Dan Kooken, Purchasing Manager
2018 Sewer Replacement — Harvard Street - Change Order 2 (Value: $440,037)
Department: 169 Wastewater; Fund: Bond

UNFINISHED BUSINESS — None

NEW BUSINESS — None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

| THE CITY OF NASHUA “the Gate City"

Financial Services

Purchasing Department

November 29, 2018
Memo #19-099

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CHANGE ORDER 1 FOR 14 COURT STREET BUILDING IMPROVEMENTS (VALUE:
$14,562)
DEPARTMENT: 183 ECONOMIC DEVELOPMENT; FUND: BUILDING TRUST FUND

Please see attached communication from Tim Cummings, Director of Economic Development dated
November 26, 2018 for the information related to this change order request.

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 fram the lowest responsible bidder, after due notice inviting bids.

The Director of Economic Development and the Purchasing Department recommend approval of this
change order request in an amount of $14,562 to Berkley Construction of , MA.

Respecifully,

os

Purchasing Manager

Cc: TCummings J Graziano

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

THE CITY OF NASHUA “The Cate City’

Economic Development Division

To: Mayor Donchess

From: Tim Cummings, Economic Development Director
Ce: Finance Committee

Date: November 26, 2018

Re: i4 Court Street Building Renovations — Amendment to Scope of Work

Please see the attached written Communication from Berkley Construction outlining a few items beyond
the original scope of work that will be carried out above and beyond the initial contract terms and scope
of services.

As the attached outlines there are three separate Purchase Change Orders (“PCO”) that total an aggregate
of $14,562.00.

PCO #01~Is for 2 additional pieces of emergency equipment at $4,432.00

PCO #2 —Is for repairing the ceiling at $4,269.00

PCO #3 —Is for gutter repairs/installation on the exterior of the building at $5,861.00
Request

Approval of $14,562.00 worth of PCOs.

Thank you.

Project information
Project Name: 14 Court Street Nashua, NH Schedule: Start Date: November 19, 2018
Completion: November 30, 2018

Project Location: 14 Court Street General Contractor: BERKELEY BUILDING Co.
Nashua, NH

Architect: City of Nashua, NH Date: October 30, 2018

PROPOSED CHANGES:

PCO #01

Added Life Safety Devices per Fire Marshall request: (see attached marked up sketch)
Added two strobe devices, three EBU’s (two interior and one exterior).
Programming and Testing of all new devices.

General Conditions $1,438.00

Electrical 2,235.00
Overhead (10%) 367.00
Fee (7%) 284.00
Bond (2.5%) 108.00

TOTAL PCO #01 $4,432.00

PCO #02
Remove all bricks/masonry to underside of 1* floor concrete slab. Use Sika Flex material to fill
in all voids within the underside of the concrete slab and at exposed rebar areas.

General Conditions $1,438.00
Sika Flex & Masonry 2,100.00

Overhead (10%) 354.00
Fee (7%) 273.00
Bond (2.5%) 104.00

TOTAL PCO #02 $4,269.00

PCO #03
Furnish and install approximately 32 [.f. of copper gutter.
General Conditions $1,438.00

Gutter work 3,420.00
Overhead (10%) 486.00
Fee (7%) 374.00
Bond (2.5%) 143.00
TOTAL PCO #03 $5,861.00

248 Main Street > Reading, MA + 01867
Office: (78D 246-3353 Fax: (781) 246-3354 www.berkeleybuildingcompany.com