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Finance Committee - 03/04/2020 Page 4
Alderman Klee

It’s in the morning.

Alderman O’Brien

| just had to do it.

Mayor Donchess

Any other questions?

Alderwoman Kelly

Yeah so | have a couple of questions. You know | appreciate the information we got in terms of the
methodology, it looks obviously these people have been doing this for a long time. | am trying to figure out at
what point, so one of your things says, “throughout the course of the study, outreach may occur’. That feels a
little vague, what — | think my concern specifically is how we are going to talk to the downtown businesses. |
hear a lot from them, | am one. And how we are going to engage them in this?

Mr. Cummings

So a big part of the conversation that took place over the last two months and why we didn’t just into a scope
and fee with the firm was because we wanted to have a very clear understanding of what the outreach was
going to be like. So we have scoped out and it is in your packet, which the scope is very clearly delineated to
say that we have a Steering Committee with 3 or 4 Steering Committee Meetings. We have two Public
Forums, so when | say Public Forums | want to be clear that these are Town Hall Style Meetings. We will then
have ten stakeholder meetings where those will be one-on-one type meetings with groups external to City Hall.
We will have two days’ worth of internal personnel City Hall type meetings. We have two surveys, one at the
beginning of the process and one at the end as well as traditional and social media type of outreach platform.
All are articulated in the “Scope of Work” which came in as just over $80,000.00.

Alderwoman Kelly

| appreciate that, | mean | saw a lot of that. | think my concern is that we’ve got those ten stakeholder
meetings. That’s the only opportunity to really talk one-on-one to people? | own a business, | know it’s real
hard to sometimes get to a Town Hall or fill out a survey, especially when there’s only a two-week window. So
| just want to make sure that throughout this process we are engaging people that it is going to affect most. |
am talking for businesses, but there are also communities in the neighborhoods who will be affected by this.

Mr. Cummings

Yes | agree completely.

Alderman Laws

Thank you Mayor and it also goes without saying that at the completion of this process any significant changes
to the program will have to go through the Board of Aldermen as well. So there will be additional opportunity for
community members to come and voice their concerns or support, hopefully.

Alderman O’Brien

| hope the public does really get involved with this because | don’t think the people of Nashua really realize

how much their life is going to change with this basic public, well with this study. If we do go into downtown
parking, plowing as you know it, is going to be much more difficult.

Finance Committee - 03/04/2020 Page 5

We do know, common sense, is we live in the Live Free or Die State but there are going to be people who
ignore the restrictions of parking during a snow storm. So plow trucks are going to have to go around the
parked vehicle. They are not going to be able to two a lot of vehicles.

Also, trash collection, you know, | don’t know if you have cars parked now where you have armed device that
comes down and grabs the barrel, | don’t know. | have several questions with this and this is why as the
Chairman of Infrastructure you know | could very easily like Cinderella or Tinkerbell and throw magic dust and
go park anywhere. But the thing is if that were to occur, there would be some ramifications, it’s the ying and
yang of life that we look at it. | think by having this study as a fresh, complete new start to find out. | think
once we get into it, through the muck and mire of it, | think people will begin to realize, it’s just not saying, “|
want to park my car overnight”. Like | say, it’s the issues with trash removal, plowing, other different things that
do not exist today.

Nashua has never traversed into this since about the 1700’s. People didn’t leave their horses parked out in
front of the house tied to the wagon. So this is something very, very new. That’s why | refer to other
communities that have gone through this such in the greater Boston area like a City like Cambridge and
everything else. | don’t know where this is going to lead to but | am very interested; this is a study that really
definitely needs to be done.

Alderman Klee

Thank you and if you'll indulge me | have two questions. The first one is and it was probably staring me in the
face | just don’t know. | keep seeing Desman and M&M and then M&M will do this report. What is M&M and
who are they?

Mr. Cummings

Thank you Mr. Mayor if | may. Yes, Desman is the lead project consultant, M&M is the acronym for the Civil
Engineering Firm that is a subcontractor to them and is part of the project team.

Alderman Klee

And if | may, | have a second question. The scope of this parking study goes beyond downtown and beyond
metering, etc. We are looking at all parking throughout the City with an eye and a report that will talk to us
about where we need metering or where we don’t need metering, probably not that part. But where we do
need it and where it would be advantageous? Is that correct? For the Public | just want to make sure that they
understand that this not just downtown, this is for everything that will affect the overnight parking, etc. Is that
correct?

Mr. Cummings

That is correct, again Mr. Mayor, if | may. The policy level questions will be brought up and discussed and
brought to the forefront with this report with implantation strategies articulated and it is up to the Board of
Aldermen to decide which direction you wish to go. And then another layer to that is the studying of where
paid parking should be, which is a more focused area traditionally we refer to it as the downtown. How we
define the downtown will be part of this conversation. But | don’t want people to think that we are suddenly
talking about metering spaces or metering streets outside of the downtown. But we absolutely will be having a
policy level component to this study about you know how we want to handle parking outside of the downtown.

Alderman Klee

Just one more Mr. Mayor, thank you. It’s not so much a question as a comment. | want to echo what
Alderman O’Brien had said. | am like all the other Alderman in that we are getting inundated with the overnight
parking. | know | have 7 people literally sitting at my doorstep waiting for us to come up with something and
part of it is because of the increase of apartments to building ration and it is not doing it.

Finance Committee - 03/04/2020 Page 6

So | think this is good for a step much like | spoke at the Infrastructure Committee Meeting. We need this
study so then we can at least then address the parking issues that we have, so thank you.

Mayor Donchess

And those people are looking to be able to park on the street.
Alderman Klee

Oh yea, yeah, | have at least seven streets within my ward.

Alderwoman Kelly

Yes so my question is, we spend this money, we bring this consultant, they clearly know what they are doing.
Once they hand over the final report and we implement, is there any look back to you know a post mortem in
six months or a year to say, “did what they recommend work and are we happy with where we are”.

Mr. Cummings

Thank you. Well that assumes we actually embrace and actually adopt what they recommend. So that is still
to-be-determined, right? But assuming we do opt to adopt some of the recommendations that they make, the
way Desman and a lot of these consultants come at these type of projects, a lot of these are loss leaders for
them because what they are ultimately looking for is the long-term relationship. And so procuring Desman or
any other consultant to work with us long-term for the implementation and that study of whether we were
successful based on whatever metrics or goals we've articulated. They would be, in this case, the strategic
partner that we have to help us with that. That is very much part of the thought process.

Alderwoman Kelly

OK so just to clarify, the way these consultancies work generally is that they have a long-term relationship with
the City and continue to help and monitor their parking? And hopefully we would interact that way? OK thank
you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Paving Program — Contract 1 (Value: $4,014,750) Department: 160
Admin/Engineering; Funds: Bond and Trust and 169 Wastewater; Fund: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
CONTRACT 1 FOR THE 2020 PAVING PROGRAM IN THE AMOUNT OF $4,014,750 TO SUNSHINE

PAVING CORPORATION. FUNDS ARE AVAILABLE IN DEPARTMENT 160 ADMIN/ENGINEERING;
FUNDS: BOND AND TRUST AND 169 WASTEWATER; FUND: BOND

ON THE QUESTION

Mayor Donchess

This is, | don’t know if you know if you know Mr. Hudson, Dan Hudson, the new City Engineer, new as of
January. | don’t know if he’s been here before?

Dan Hudson, City Engineer

No this is my first time here, so happy to be here.

Finance Committee - 03/04/2020 Page 7

Mayor Donchess

Now there are two paving contracts so maybe you should address both of them at the same time.
Mr. Hudson

So this is our annual paving program. We let out two contracts one was for roads west of the turnpike and
then we let out a second one a couple weeks later for east of the turnpike. As it turns out, Sunshine Paving
was the low bidder on both contracts. So we are recommending awarding each of those to them. It is about 22
miles of paving in aggregate. Sunshine was here paving for us last year, about a $4 million dollar contract and
did a good job so we are recommending approval of these two contracts.

Mayor Donchess

Discussion/questions?

Alderman Laws

First off, Welcome, good to have you here.
Mr. Hudson

Thank you.

Alderman Laws

| vaguely remember and | am probably completely wrong, at the end of last year | feel like they didn’t, they
weren't able to finish the contracts? Whatever happened with that, did we get refunded or are they going to roll
that into?

Mr. Hudson

So they will start out and they will complete that work in the spring, that was true for Brox as well. It is typically
you know the end of the year ran into some weather and some projects were delayed by utility work. So there’s
a little bit of finishing to do in the spring on those contracts from last year. They will be in these contracts and
they are expected to come in the beginning of April and start working.

Alderman Klee

Thank you. One of the things and | am speaking as much to the public as anything on this. I’ve had calls
because people have seen this list and so on and said, “why not this street? All the streets around us have
been done”. And | have explained that there is a scoring and whether or not utility companies are going on
there. So for instance in my Ward, Bell Street seems to be the unwanted child and it is not being paved while
all the other streets have been done. It still has a low score but correct me if | am wrong. You may just hold
off on that because of possibility of utility or other issues. Are there other reasons why you might skip a street
among, because the public looks and says, “well they are there why don’t they do that one”.

Mr. Hudson

Sure, no that’s understandable. No we do look at pavement conditions so that is kind of a primary metric.
Obviously we try to not just work in one area of the City, we want to show that we are making an effort to
improve pavement all over the City so some of it is geography. But you are absolutely right, we look at other
works that is going on. Private utilities may have work, there are other City projects that are happening. | don’t
knot specifically why Bell Street might be deferred or hasn’t happened yet. But those are things we are
considering all of the time.

Finance Committee - 03/04/2020 Page 8

Alderman Klee

Just one more question? One of the other things when | did contact our Public Works and Ms. Byers was able
to give me what the score is of that street and so on.

Mayor Donchess

Which street are we talking about?

Alderman Kelly

Bell Street.

Mayor Donchess

Bell Street.
Alderman Klee

Yeah all of the other ones around it have been done. | am not pushing for Bell to be done but one of the things
that came up in our conversation is that sometimes if a street seems particular bad it doesn’t necessarily
bubble up to the top because it is better to take care of one that’s got less. Can you just kind of talk to that a
little bit?

Mr. Hudson

Yes absolutely, you are right. So we have roads that, there’s different categories of damage that may have
occurred over the life, so when a road is still in fairly good shape, it is best to come and do and mill and overlay
so that you repair just the surface layer; reseal the surface and you can preserve that road so that it lasts
longer. Once roads deteriorate to a certain point then you have to do more invasive, more complete repair
basically. We do a lot of reclaiming, we grind the road up, and then repave the full thickness. So that’s much
more costly. So to be cost-effective this program does a mix of those things; we don’t want to leave all our
very deteriorated roads to late. We want to take care of some of those too. But we are doing a mix, we are
doing a mix of the preservation and the reclaim. So yeah you may have a street that’s, you know, you say,
“Hey this street over here looks better than this one”. But there is a reason we are trying to save the better one
from falling into a worse category which would be much more costly in the long run for the City to bring back up
to par.

Alderman Klee
Thank you very much, | appreciate your answers.

Mayor Donchess

The point being that if you do a middle street it's much less expensive. If you just do just the worst streets then
you never get to the middle streets and they all have to be reclaimed and the whole thing costs more money.

Mr. Hudson

Exactly.

Finance Committee - 03/04/2020 Page 9

Mayor Donchess

And example in Ward 3 is Orange Street. Now Orange Street is in terrible, terrible shape and has been for
several years at least. It was not paved but now, now that we have done a lot of the streets, Orange Street is
now on the list to be reclaimed. I’m sure that is an example of a street that could you know that we held off on
it because we were trying to do other streets and preserve them. Now we get to Orange Street and there’s
quite a few streets being reclaimed this year especially inside the highway. But Orange is really bad and | was
so glad to see it on the list.

Alderman Klee

Mr. Mayor may | add to that?

Mayor Donchess

Yes Alderwoman Klee?

Alderman Klee

Thank you, yes. Orange Street is bad and the irony of it is the residents don’t want it paved because they
asked that when it gets paved if we could leave holes in it to slow people down. That one will be pushed
towards the end of the year because of all the utility work. | guess there’s a lot of sewer work that has to be
done which is going to create a need to completely reclaim it because of all the digging is that correct?

Mr. Hudson

Yes that’s correct. We have a sewer project which is the later contract we will talk about next but we will be
replacing sewer main on Orange Street. So as bad as it is, it will be worse when we get done. So doing a full
reclaim and repaving is appropriate.

Alderman Klee

And if | just, | just have one more? Whitney Street is also on there but because we have Whitney Street as
part of our grant for the TAP Program that’s probably going to be pushed off am | correct?

Ms. Hudson

Yes that’s correct. We, in discussions realized that is a forthcoming project and that would be adding sidewalk
where we would have to cut the pavement along the entire edge of the road. We decided to defer that one
until that other work is done. Make a note in here, there’s things that come up, some of these roads need to
shift, or to defer, or to be done depending on other factors. So there’s always a little bit of change to the list as
we go through the year. But yeah we have decided to defer Whitney.

Alderman Klee
Thank you very much | appreciate that.

Alderwoman Kelly

| think my question is for both of you and potentially for someone from the finance side. But | was just
wondering how much we evaluate the program of the previous year and its successes as we build the new
program and also potentially what that cost looks like.

Finance Committee - 03/04/2020 Page 10
Mr. Hudson

So | don’t know if | can fully answer that | am fairly new. But yeah, you know, we are | think coming into year
four of a five year bonding program. To the City’s credit they've been very thoughtful in playing some catchup
maybe, but putting a substantial effort into paving. You know we do the best we can to get the contracts out
and get them built and so that’s what we try to do. | think last year’s program went fairly well from what |
understand. It is obviously a disruptive thing where we are paving all over the City, people trying to get from
point A to point B but | think the program has been very successful to date, at least from what | see coming in
and we are just going to continue that.

Alderwoman Kelly

Can | follow up? Do you know and maybe you don’t because you’re new? Do you know how many miles we
plan to pave and how many we actually completed last year?

Mr. Hudson

| apologize, | don’t have that in front of me. | know in the budget report we do each year, we report how much
we’ve done. | think we were pretty much on target last year of what we expected to do.

Mayor Donchess

It was about 30 miles, maybe we were a little short because of the weather at the end.

Alderwoman Kelly

Alright, thank you.
Alderman O’Brien

Thank you. Welcome, first time here, I’d like to give you your chance at your first public service
announcement. And that is can you discuss the five year moratorium that we do have when we pave and do
we put the list out. | wish the homeowners would look and if they want to upgrade at that particular time to
natural gas or to fix their water systems or perhaps re-tie in the sewer system. Can you explain the five year
moratorium of elected type of situations? Now emergencies are one thing but can you just explain the
moratorium? That way we keep our streets looking the best, for at least five years if we can.

Mr. Hudson

Yeah for sure, so we are spending a lot of money here and our goal is to preserve that investment so there is a
five year moratorium for newly paved roads except in the case of emergency or hardship. We wouldn't permit
somebody to cut into that pavement, should that be necessary, like unfortunately we recently had on Kinsley
Street that was just paved. A resident’s sewer service collapsed so we went before the Public Works Board
and had to request approval to cut into the street. That’s unfortunate, nobody likes that, but it happens. But
when that happens we need to do a restoration where there’s a cut back or paving of that area but then we go
further and we mill 20 feet beyond either side of the cut and then repave that.

So at least this top surface is all sealed back in. | wish we could avoid that, | know some people joke that the
surest way to have something break it to paint it black, pave it, right? It happens, we do send out public notices
and | agree we do wish that people would you know look at those and try to do everything that they can to
upgrade their services. Because it is very costly to do that repair method and if it is the owner's service then
it's on their dime that work needs to be done. So if you have a service that is in questionable condition, you
know, many years old, it would behoove you to try to do that ahead of our paving.

Finance Committee - 03/04/2020 Page 11
Alderman O’Brien
Thank you.

Alderman Harriott-Gathright

In the Contract 1, do you know when that is supposed to start?
Mr. Hudson

Sure again it is the same contract and we met with them and they intend to come in at the beginning of April,
start some milling work probably the first couple of weeks of April. Of course, this is all weather-dependent, we
will be watching the weather closely when we get there. And then we will start paving about mid-month. Then
they plan to be here consistently. In these contracts this year we’ve set milestones, so there’s certain
milestones they need to meet throughout the year. We did have to try to encourage you know a good effort
early on to hopefully avoid some of the carry over in the following year like we’ve seen in the past. So yeah
they should be paving mid-April.

Alderman Harriott-Gathright

Well | guess | want to say | am happy to see that Marian Lane is finally on the list because all of the streets
around me have been done. And | had a very hard time last year with my neighbors, because we couldn’t
understand how all the streets around us and just totally did not get Marian and we have 3 potholes right now
and one huge one right in front of my property.

Mayor Donchess
Get out there and get Marian Lane right away.

Alderman Harriott-Gathright

Will we know in advance the areas you are going to be working in?
Mr. Hudson
Yes.

Alderman Harriott-Gathright

Because | might want to look at getting my driveway done, the same thing and all that.
Mr. Hudson

Yes so we are sending out notices now so people should be receiving and are probably going to have
questions, they can contact us if they have any. So those notices are going out. As we come to working on a
street, our public relations person Lauren Byers, she will be posting more timely information, “we will be there
paving”. So you expect we are doing your street, but you don’t know exactly when. So as we come to your
street, there should be noticed posted.

Alderman Harriott-Gathright

Thank you.

MOTION CARRIED

20. DISPOSITION OF CONTRACT MATERIALS Any books, reports, studies, photographs,

21.

negatives or other documents, data, drawings or other materials, including but not limited
to those contained in media of any sort (e.g., electronic, magnetic, digital) prepared by or
supplied to Professional Engineer in the performance of its obligations under this contract
shall be the exclusive property of the City of Nashua and all such materials shall be remitted
and delivered, at Professional Engineer's expense, by Professional Engineer to the City of
Nashua upon completion, termination, or cancellation of this contract. Alternatively, if the
City of Nashua provides its written approval to Professional Engineer, any books, reports,
studies, photographs, negatives or other documents, data, drawings or other materials
including but not limited to those contained in media of any sort (e.g., electronic, magnetic,
digital) prepared by or supplied to Professional Engineer in the performance of its
obligations under this contract must be retained by Professional Engineer for a minimum
of four years after final payment is made and all other pending matters are closed. If, at
any time during the retention period, the City of Nashua, in writing, requests any or all of
the materials, then Professional Engineer shall promptly remit and deliver the materials, at
Professional Engineer's expense, to the City of Nashua. Professional Engineer shall not
use, willingly allow or cause to have such materials used for any purpose other than the
performance of Professional Engineer's obligations under this contract without the prior
written consent of the City of Nashua.

PUBLIC RECORDS LAW, COPYRIGHTS, AND PATENTS Professional Engineer expressly
agrees that all documents ever submitted, filed, or deposited with the City of Nashua by
Professional Engineer (including those remitted to the City of Nashua by Professional
Engineer pursuant to paragraph 20), unless designated as confidential by a specific statue
of the State of New Hampshire, shall be treated as public records and shall be available for
inspection and copying by any person, or any governmental entity.

No books, reports, studies, photographs, negatives or other documents, data, drawings or
other materials including but not limited to those contained in media of any sort (e.g.,
electronic, magnetic, digital) prepared by or supplied to Professional Engineer in the
performance of its obligations under this contract shall be the subject of any application for
a copyright or patent by or on behalf of Professional Engineer. The City of Nashua shall
have the right to reproduce any such materials.

Professional Engineer expressly and indefinitely waives all of its rights to bring, including
but not limited to, by way of complaint, interpleader, intervention, or any third party
practice, any claims, demands, suits, actions, judgments, or executions, for damages or any
other relief, in any administrative or judicial forum, against the City of Nashua or any of
its officers or employees, in either their official or individual capacity of the City of
Nashua, for violations of or infringement of the copyright or patent laws of the United
States or of any other nation. Professional Engineer agrees to indemnify, to defend, and to
hold harmless the City of Nashua, its representatives, and employees from any claim or
action seeking to impose liability, costs, and attorney fees incurred as a result of or in
connection with any claim, whether rightful or otherwise, that any material prepared by or
supplied to Professional Engineer infringes any copyright or that any equipment, material,
or process (or any part thereof) specified by Professional Engineer infringes any patent.

Professional Engineer shall have the right, in order to avoid such claims or actions, to
substitute at its expense non-infringing materials, concepts, products, or processes, or to

GC 10 of 13

Finance Committee - 03/04/2020 Page 12

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Paving Program — Contract 2 (Value: $4,262,734) Department: 160
Admin/Engineering; Funds: Bond and Trust and 169 Wastewater; Fund: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
CONTRACT 2 FOR THE 2020 PAVING PROGRAM IN THE AMOUNT OF $4,262,734 TO SUNSHINE
PAVING CORPORATION. FUNDS ARE AVAILABLE IN DEPARTMENT 160 ADMIN/ENGINEERING;
FUNDS: BOND AND TRUST AND 169 WASTEWATER; FUND: BOND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Sewer Replacement Program (Value: $1,497,993) Department: 169 Wastewater;
Fund: Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
CONTRACT FOR THE 2020 SEWER REPLACEMENT PROGRAM IN THE AMOUNT OF $1,497,993 TO
SUR CONSTRUCTION WEST, INC. FUNDS ARE AVAILABLE IN DEPARTMENT 169 WASTEWATER;
FUND: WASTEWATER

ON THE QUESTION
Mr. Hudson

Thank you. So this is a program as noted to replace failing, aged sewers and associated structures and piping.
We put this out to bid and received six bids. SUR Construction West of Winchester, NH was the low bidder. |
don’t believe they have worked in the City before but they are reputable contract and have done a lot of this
type of work. So we find their bid responsive and recommend approval of this contract.

Alderman Klee

Thank you very much. When | look at all these contracts, they are significantly lower than all of the other ones.
So my first knee-jerk reaction is “do we know their history of change orders, staying within budget’. | assume
all those questions were asked and so on?

Mr. Hudson

Yeah we noticed that too, they were quite a bit under the other bidders. So we had a meeting with them; and
wanted to make sure should this be approved that they honor the contract. And they assured us they would.
They made the point that they do mostly New Hampshire work, they are a New Hampshire company. You
know some of the other bidders are Massachusetts and they have to pay higher labor rates and what not. So
that may be a factor. But like | said, they are a reputable company and we are aware of their work. This is a
unit price type of work. So if they put in 10 feet of pipe, they get paid for 10 feet of pipe, per the rates in the
contract. So you know we believe that things will go well and we have no reason to believe otherwise.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for 2020 Landfill Gas Collection and Control System Expansion — Change Order 2 (Value:
$287,565) Department: 168 Solid Waste; Fund: Bond

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
CHANGE ORDER 2 FOR THE 2020 LANDFILL GAS COLLECTION AND CONTROL SYSTEM EXPANSION
IN THE AMOUNT OF $287,565 TO SCS FIELD SERVICES. FUNDS ARE AVAILABLE IN DEPARTMENT
186 SOLID WASTE; FUND: BOND