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THE CITY OF NASHUA

Administrative Services Division

“The Gate City"

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: April 07, 2021

Subject: RFP0285-081820 City Hall Building Renovations

In September, the Finance committee approved a 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. December 29, 2020 we received approval from the Finance committee for the following

change orders:

Change Order #1 $5,953.59
Change Order #2 $11,538.32
Change Order #3 $9,060.30

Total Approved Project Total- $939,895.45

Due to the following change orders we are requesting approval from the committee of the
following changes to the contract:

CHANGE ORDER #4 Door Hardware Changes $1,077.34
CHANGE ORDER #4 Transaction Window Changes $14,727.02
CHANGE ORDER #4 HVAC Changes — CREDIT ($21,000.00)
CHANGE ORDER #4 Remove Chair Rail and add Tax Base Cap $2,425.76
CHANGE ORDER #4 Revise Tax Office Entrance ($102.86)

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CHANGE ORDER #4 Paint Assessing Doors $645.15

CHANGE ORDER #4 Assessing Cove Base and tile carpet $1,517.86
CHANGE ORDER #4 Remove Lower Level Double door and frame $2,282.66
CHANGE ORDER #4 Additional Assessing Door Locks $1,611.21
CHANGE ORDER #4 Rotunda Door Add to Project Bid $15,767.35
TOTAL CHANGES #4: $18,951.49

Justification:

Transaction Windows were adjusted from plan to account for additional ADA and customer

interaction.

Additional door hardware was requested or security concerns of changes to doorways.
Credit for HVAC changes not in project — changes to occur to existing system in-house

In agreement with Fire Marshall Lower level doors were removed for better egress.

Rotunda doors were an add-in to the project to comply with CDC social distancing guidelines.

CHANGE ORDER #5 Sprinkler Work in MVR $7,483.74
CHANGE ORDER #5 Door Hardware $3,003.10
CHANGE ORDER #5 Rotunda Door — CREDIT ($2,524.90)
CHANGE ORDER #5 Remove Hand Sanitizers CREDIT ($250.00)

CHANGE ORDER #5 Changes to Roof Top Condenser - CREDIT ($2,011.65)

CHANGE ORDER #5 Furnish Larger DropBox Tax $590.34
CHANGE ORDER #5 Install HVAC Backdraft Dampers $310.85
TOTAL CHANGES: $6,601.48

Justification:

Sprinklers added to the plan per Fire Marshall

Additional door hardware was requested.

Credit for Rotunda Door — lower cost alternative
Credit for Hand Sanitizers — already in house
Credit for Condenser — scope of work reduced
Larger Drop Box required in Tax.

Back draft Dampers for increased HVAC efficiency

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CHANGE ORDER #6
CHANGE ORDER #6
CHANGE ORDER #6
CHANGE ORDER #6
CHANGE ORDER #6
CHANGE ORDER #6
CHANGE ORDER #6
TOTAL CHANGES:

Justification:

LVT Flooring in the Breakroom
Credit Electrical Changes

Changes to City Clerk Door

Credit Touchless Auto Door Opener
Credit Signage

Install Additional Gromets

Add Light in MVR

Install Flooring in Breakroom instead of carpet per health rules

Credit electrical changes not needed

Credit City clerk door — using existing

Credit for Touchless Door — not needed

Credit for signage — produced in-house

Additional Gromets needed in MVR for computers not in plans

Add additional light needed due to install of fire suppression

The new project total cost is $ 961,376.72. Assessing and MVR are now complete. All materials

$3,753.60
($3,400.00)
$1,263.45
($6,000.00)
($2,050.00)
$1,895.57

$465.68

($4,071.70)

for the Tax office have been received except for the new main entrance doors which are order.

The city clerk office is expected to begin by the end of the month, with most materials on order

or received.

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REPORT OF THE FINANCE COMMITTEE

APRIL 7, 2021
A meeting of the Finance Committee was held on Wednesday, April 7, 2021, 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 Governors 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:

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: 849 7827 8371 Passcode: 999999

The public may also view the meeting via Channel 16.

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.

If anyone has a problem accessing the meeting via phone or Channel 16, please call 603-821-2049 and they will
help you connect.

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.

The roll call was taken with 6 members of the Finance Committee present: Alderman Patricia Klee,
Alderwoman Elizabeth Lu, Alderwoman-at-Large Shoshanna Kelly, Alderman-at-Large Brandon Michael Laws,
Alderman-at-Large Michael B. O’Brien, Sr., and Mayor Jim Donchess

Members not in Attendance: Alderman Linda Harriott-Gathright

Alderman Linda Harriott-Gathright was recorded absent.

Record of Returns -- Municipal Election -- Nashua, NH -- November 7, 2017 [*] denotes winner(s)
Charter sec. 23: The Board of Aldermen "on the Tues. next following such election...shall canvass the returns and declare the result"

Ward Eight Races _

Alderman - 1 elected
Mary Ann Melizzi-Gelja*
David M. MacLaughlin

Moderator - 1 elected
John B. Lisle*

Ward Clerk - 1 elected
Steven Goldstein*

Selectman - 3 elected
Linda J. Bolmarcich*
Laura Telerski*
William Reed
Mary-Ellen Reed*

Alderman - 1 elected
Linda Harriott-Gathright*
Kevin E. Flynn

lang Jeon

Moderator - 7 elected
Eric Brown*

Ward Clerk - 1 elected
Mary Louise Annicchiarico*

Selectman - 3 elected
Emily Adasezik*
Debora Bradfield*
Vivian L. McGuire*

Finance Committee - 04/07/2021 Page 2

Also in Attendance: Kelly Parkinson, Purchasing Manager
Nick Miseirvitch, Deputy IT Director
Deb Chisholm, Waterways Manager
Dan Boucher, Superintendent Wastewater
Jeff Lafleur, Superintendent Solid Waste
Dan Hudson, City Engineer
John Ibarra, Superintendent Street Department

ROLL CALL
Alderman Klee

Yes | am here, | can hear the proceedings and at this moment | am alone and thank you so much for
volunteering.

Alderwoman Kelly

Oh no problem, thanks for your hard work today. Alderman Lu?

Mayor Donchess

Alderman Lu? Alderwoman Lu? OK, keep going | think.

Alderwoman Kelly

| see her but | don’t hear her, so we will come back yeah. Alderman Harriott-Gathright.

Mayor Donchess

She’s not here, she had to excuse herself.

Alderwoman Kelly

| am here, | am alone and | can hear everyone. Alderman Laws?
Alderman Laws

| am here, | am alone and | can hear everyone.

Alderman O’Brien

| am present, | can hear the proceedings and | am alone.

Mayor Donchess

| am here, and | am socially distancing therefore participating via Zoom and | am alone in the room.
Alderwoman Kelly

Alderman can you hear us now?

Alderwoman Lu

Yes.

Finance Committee - 04/07/2021 Page 3

Alderwoman Kelly
OK.

Alderwoman Lu

Can you hear me?

Alderwoman Kelly

We can now, yes.

Alderwoman Lu

Oh you’re kidding. | was just calling in, yes | am alone and | can hear you.

Alderwoman Kelly

Great, thank you. We have a quorum.

Mayor Donchess

Alright, great. Now the first item on our Agenda is public comment. Is there any member of the public who
would like to speak to the Finance Committee? (There were none.)

PUBLIC COMMENT - None

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager

Re: Backup Internet Line in the amount of $12,635.64 funded from account 55109 Telecommunications
Telephone: Voice

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT FOR

BACKUP INTERNET LINE TO CONSOLIDATED COMMUNICATIONS, INC. (CCl) IN THE AMOUNT OF

$12,635.64. FUNDING WILL BE THROUGH DEPARTMENT: 120 TELECOM; FUND: 55109

TELECOMMUNICATIONS TELEPHONE: VOICE, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Now | see Nick Miseirvitch here. Are you here on this Mr. Miseirvitch.

Nick Miseirvitch, Deputy Director IT

That is correct, Mr. Mayor.

Mayor Donchess

Alright, could you just give us a brief explanation of this proposed item?

Finance Committee - 04/07/2021 Page 4

Mr. Miseirvitch
Absolutely. So we are looking to expand the size of our back up internet line in the event that our primary

internet line goes down. As it sits right now, that existing line will not suffice our requirements due to our ever-
growing needs for the internet. So this upgraded line will handle all of our traffic, in the event that it is needed.

Mayor Donchess

Any discussion, questions from the Committee?
Alderwoman Lu

| do have a question, please.

Mayor Donchess

Alderwoman Lu?

Alderwoman Lu

Thank you. Mr. Miseirvitch, so have we had a problem, have we needed back up this year and has the backup
been adequate at this point?

Mr. Miseirvitch
Our last failure was a little over a year ago on the primary line and it did not meet the needs.
Alderwoman Lu

OK that must’ve been prior to ... do we expect to continue with the same needs that we’ve been serving during
the pandemic?

Mr. Miseirvitch

Actually our needs are larger now then with many people working remotely then with people that are in the
office normally. So our bandwidth needs have increased due to this pandemic.

Alderwoman Lu

Is the increase in bandwidth need that requires additional coverage?
Mr. Miseirvitch

Correct.

Alderwoman Lu

OK. So are we not predicting an end to remote working?

Mr. Miseirvitch

That’s for the Mayor to discuss; however we still need a backup line that will fulfill the needs even if everyone is
back to normal. That back up line as it sits right now is not adequate to handle our typical flow.

Finance Committee - 04/07/2021 Page 5
Alderwoman Lu

OK. | misunderstood. So the previous glitch was prior to the increase in use and it was not adequate to serve.
Mr. Miseirvitch

Correct.

Alderwoman Lu

Thank you. | am all set.

Mayor Donchess

Anyone else have any comments or questions? If not, Madam Clerk, could you please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderwoman Kelly, Alderman Laws,
Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager

Re: Aquatic Invasive Species Management in the amount of $78,037 funded from accounts
NHDES Grant Account 54285 River Maintenance $29,777, Community Development
Division Account 55699 Other Professional Services $44,665 & Parks & Recreation
Account 53999 Other Professional Services $3,595

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT FOR
AQUATIC INVASIVE SPECIES CONTROL IN THE NASHUA RIVER TOSOLITUDE LAKE MANAGEMENT
IN THE AMOUNT OF $78,037. FUNDING WILL BE THROUGH DEPARTMENT: 181 COMMUNITY

DEVELOPMENT; FUNDS: 53999 OTHER PROFESSIONAL SERVICES ($44,665), 55699 OTHER
CONTRACTED SERVICES ($3,595) AND 54285 RIVER MAINTENANCE ($29,777), BY ROLL CALL.

ON THE QUESTION

Mayor Donchess
Ms. Chisholm?

Deb Chisholm, Waterways Manager

Good evening, thank you Mayor. This is our continued attempt to control invasive species in both the Nashua
River and Sandy Pond. This is a year where we typically don’t do the Mill Pond and the Canal; we do that
every other year. So this year we are just doing the river upstream of the Mine Falls Dam all the way up to just
about Cheryl Street, one of the mobile home parks. And we typically use Solitude, they are the ones that are
designated to us by the State and we have received grant money from the New Hampshire DES that covers
about 40% of this cost. So we are thankful for that.

Finance Committee - 04/07/2021 Page 6

One of the other things that we do for Invasive Species Management, if you haven’t read in the packet, is we
also have a bit of an issue on the Nashua River with water chestnuts. So we typically clear those by hand. So |
get some volunteers to come out and help in July and August, if anyone is interested feel free to shoot me an
email and I'll let you in on that fun event. But for now with the milfoil and the curly leaf pond weed we usually
do the spraying of the invasives.

Mayor Donchess

Any questions, comments from the Committee? Alright, Madam Clerk, could you please call the roll?

Alderwoman Kelly

| see that Alderman Laws’ hand is up.

Mayor Donchess
Who did?

Alderwoman Kelly

Alderman Laws had his hand up.

Mayor Donchess

Alderman Laws.
Alderman Laws

Thank you Mayor. | believe | asked this question last year and you'll have to forgive me because | have a
terrible memory. But is there a chance, | mean is there a job opportunity here where we can just hire
somebody full time to maintain our waterways and take care of all of these things, because $78,000.00 sounds
like a salary to me.

Ms. Chisholm

Well if | may.

Mayor Donchess

Yes, please go ahead.
Ms. Chisholm

We hire this company as recommended by the State. You do have to have very specific licenses in order to be
an herbicide applicator as you would with any type of invasive species whether it is on the land or in the water.
So part of my job is to oversee that as the Waterways Manager. If they wanted to pay me an extra $78,000.00
to apply that, if you’ve ever seen, | posted a video on Community Development Facebook page in the past.
They actually have an airboat that they use to do the applications. They have a GPS unit that tracks where the
boat goes so they can see exactly where the application goes. So | think that perhaps the upfront cost to be
able to do that might be a little on the steep side, I’m willing to look at it though, the air boat is kind of cool. But
yeah | do remember that you had asked that question last year. So you know the $78,000.00 is for their labor,
but it is also for the herbicide, it’s also for the use of the boat and the equipment. And they are pretty quick
with it.