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7:00 PM

FINANCE COMMITTEE

NOVEMBER 16, 2016
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:

Re:

From:

Re:

From:

Re:

From:

Re:

Dan Kooken, Purchasing Manager
Purchase of One (1) 2017 Ford Transit Cargo Van and Upfit (Value: $37,469)
Department: 150 Police; Fund: CERF

Dan Kooken, Purchasing Manager

Purchase of Dispatch and Calltaker Consoles (Replacement Furniture (Value: $89,491)
Department: 150 Police; Fund: Citywide Communications Radio Communications Upgrade
Capital Project

Dan Kooken, Purchasing Manager
Contract for Operation and Maintenance of Two Hydroelectric Facilities (Value $398,200)
Department: Department 170 Hydroelectric Operations; Fund: General

Dan Kooken, Purchasing Manager
Purchase of Digester Heat Exchanger (Value: $37,600)
Department: 169 Wastewater; Fund: Wastewater

UNFINISHED BUSINESS — None

NEW BUSINESS — None

DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

2) THE CITY OF NASHUA “The Gate City”

Financial Services

Purchasing Department

November 9, 2016
Memo #17-077

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) 2017 FORD TRANSIT CARGO VAN AND UPFIT (VALUE:
$37,469)
DEPARTMENT: 150 POLICE; FUND: CERF

Please see the attached communication from Karen A. Smith, Business Manager dated November 4,
2016 for the information related to this purchase.

Pursuant to § 5-84 Special purchase procedures A. (3) Purchases which can be procured through
cooperative intergovernmental purchase agreements with other governmental jurisdictions.

The Nashua Police Department, the Fleet Supervisor and the Purchasing Department recommend the
purchase of this vehicle in the amount of $34,019 from MHQ Inc of Marlborough, MA and the equipment
upfit in the amount of $3,450 from Northeast Kustom Kreations of Manchester, NH for a total of
$37,469.

Respectfully, 4
fof 7a é Z
tl.

Dan K6éoken
Purchasing Manager

Ce: K Smith A Lavoie

229 Main Street e Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3344

NASHUA POLICE
TMENT Date: 4 November 2016

Si.
conta) Lee

intradepartmental Communication

To: Dan Kooken, Purchasing Manger

From: Karen A, Smith, Business Manager

The Nashua Police Department is requesting to replace one cargo van with the 2017 Ford Transit Cargo
Van T350, single wheel, high roof, 148” extended wheel base for the Special Reaction Team. The vehicle
will replace the following vehicle which is on the FY¥2017 CERF replacement schedule.

YEAR UNIT# PLATE # MAKE/MODEL VIN# MILEAGE AS
GF 10-19-16
1993 33 MP64633 | Chevrolet Step Van 2GCHG3 1J9P4 124983 30,014

Pursuant to NRO 5-84 (A} (3), the replacement vehicle will be purchased through the State of
Massachusetts Greater Boston Police Council Vehicle Procurement Contract #GBPC2016 price has been

extended through 9/30/2017.

A quote from MHQ is attached for your review showcasing the features and options of the new vehicle and
the associated costs and trade-in allowance.

In addition, a quote was received in the amount of $3,450 for required detail modifications to the vehicle
from Northeast Kustom Kreations for the installations of flip seats and overhead grab bars in the 2017

Ford transit van.

The Nashua Police Department and Fleet Supervisor recommend the purchase in the amount of
$34,018.60 from M-H-Q, Inc. Municipal Vehicles, Marlborough, MA and the detail work in the amount
of $3,450 from Northeast Kustom Kreations, Manchester, NH.

Sincerely,
a a
pe | fo A
Koa “f oN
Karen A. Smith
Business Manager

cc: David Fredette
Derek Danielson

WENIGLES & EQUIPHENT & GEAR

CUSTOMER

Contact Name: Brian Sokja Date: 10/5/2016
Company/Dept: NASHUA POLICE DEPARTMENT Valid for: 9/30/2017
Street Address: 0 Panther Dr Customer #; 12753
City, State, Zip: Nashua, NH 03062 Contract: GBPC
Phone: {603) 594-3500 Sales Rep: K.Wright

TRANSIT

Please find below a budget quote for a 2017 Ford Transit per the Greater Boston Police
Council Contract RFP # GBPC 2016 - Law Enforcement Equ Ford

2017 FORD TRANSIT CARGO VAN T350 SINGLE REAR
WHEEL- UPGRADE HIGH ROOF, EXTENDED 148",

REAR VIEW CAMERA
16" Steel Wheels w/Full Silver H 33.9
Fixed rear-door glass with fixed driver and passenger-

door glass 25
Charcoal Cloth, 2-way manual {fore/aft/recline) driver
nd front passenger, armrest, airbags, and driver-side
lumbar

$31,185 31,185.00

Trailer Tow Package
Power Mirrors w/Turn Signals & Short-Arm

sida door models only
Controlled Front & Rear A/C
Defined Switches (4)
Fuse Panel ~ Use with 67C
} Additional keys'fobs (Power)
Duty Alternator (included w‘dual
Glass (includes rear window
Area Protection - EL-LWB

1H 14 ft | ors | are tn

i
i
i
1
i
1
1
i
i
1
1

993 Chevrolet Van- Diesel

34,018.60

TERMS ANDCONDMIONS ee etd

“This quote is valid until 9/30/2017. Any purchase orders or approved quotes received outside of this quote period may be subject to price
adjustments by up to 5%. By signing this quote, the customer is agreeing to pay, in fuil, for all ites listed above. Any requests for changes,
modifications, replacements, removals or additional items may be subject to additional fees and/or adjusted delivery dates.

M.G.L. ¢.308 applies to the procurement of all commodities quoted. Greater Boston Police Council contract items have been collectively purchased

pursuant te M.G.L. ¢ 308 sec, Ic and M.G.L. c.? sec. 228. The governmental body Js responsible to determine the applicability of M.G.L. c 30B te off

enntract teme Including hit nné timitor tn af rantract itensve that have already hoan nranerh arrived under hAG) POR car drand MGI cr Foca

MHQ QUOTE Transit Cargo Rev 5.xlsx Page 1 of 2

RETR Chk erty HC edna Mee CEE LLRs ee ee Cuda ee renee ede aa rn EERE RATE TREE BEER EE PE MRO Me TREC UPR t tie te tre erties ute MEFS PEt awn ter does

224 (purchases from @ vendor on a contract with the Commonwealth}, other contracts procured under M.G.L. c 308 sec ic and M.G.L. C7 sec. 228, or
any M.G.L. ¢, 308 contract between the vendor and the jurisdiction. All off contract items must be procured under M.G.L. ¢. 308.

The terms and conditions stated herein and the provisions af any agreement between MHO and Buyer, if applicable, shall constitute the complete and
only terms and conditions applicable to any and alf purchases oy Buyer from MHQ. Any additional and/or different terms and/or conditions printed
anywhere including on, or with, Buyer's order shall be inapplicable in regard to any purchase by Buyer from MHQ.

= : z
aaa ale a ay Rr ley lh Se a ee

2 above terms and conditions of this order from MHQ, Inc.

By signing this document you are agreeing toth

x
PRINT NAME

TITLE

x
SIGNATURE
Quote provided by Kris Wright, Account Manager at MHQ
(603) 325-0995 » kwright@mhq.com

MHQ QUOTE Transit Cargo Rev 5.xisx Page 2 of 2

STATE BID TABULATION

One (1) - 2017 Ford Transit Cargo Van 1350, Single Rear Wheel, High Roof, 148” Extended
Wheel Base

Rear Benches and Overhead Railings

RAD in tonal

rear? H-Q hea munca veniies 826 018 So $1 1,000.00 00

A
MAPC

METROPOLIIAM AGEA PLANEING COUMEL

CONTRACT FOR PROPESSIONAL SERVICES
BY AND BETWEEN
IMETROPOLITAN AREA PLANNING COUNCIL
AND
MHQ, Inc.

Time Amendment #1
September 2016

The attached contract for Professional Services By and Batwaen Metropoiltan Area Planning
Council and MHQ, Inc., dated October 5, 2015, Is hereby amended to;

1. Extend the time period for completion of all work related to the origina) contract,
GBPC 2015 Vehicles for Current Model Year Ford Vehicles, to September 30, 2017

per Part lif of the attached RFP.

Signatures

Printed Name

A
- agit _ 4p ab

Printed Name
in fsidint sf Psues Duzlypeont
es

80 Tompie Place Boston, Massactuswtis 02111 | 617-023-0700 | 617-482-71B5 fax | frepe.ons

C Eerie & SMART GROWTH AND REGIONAL COLLABORATION

oe
POUIAOPOLIVAR Aa PAs COUCH

CONTRACT FoR Goons AND SERVICES
BY AND BETWEEN
METROPOLITAN AREA PLANNING COUNCIL
AND
MHQ, Inc,

This AGREEMENT, dated_ Oct 5.2015 __, is mada and entered Into by and betwean
the Metropoliten Area Planning Council (“MAPC", a public body politic and corporate, established by
Chapter 408, Sections 24 through 29 of the Massachusetts General Laws, with ite principal office at
60 Temple Place, Hoston, Massachusetts 02414, acting as the collective purchasing agent for the
Greater Boston Polios Council, ine, (“GBPC") and its Members ["Buyers"} pursuant to Chapter 7,
Section 226 of the Massachusetts General Laws and without lability to MAPC, and AHO, Inc.
[Vendar‘], with Its principal offica at 401 Elm Street, Marlborough, MA 02752.

Witnesseth that the parties AGREE as follows:
Artisie j
General Degerietion of the Work
i. Pursuant to the Terms and Conditions of this AGREEMENT, including eny Additional and
Special Terms and Conditions listed In Exhibit C, the Request for Proposais (“RFP"] - RFP No.
GBPC 2015 Vehicles attached In Exhibit B; and the Vendor's Price Proposal and Technical

Proposal attached in Exhibit F, MAPC hereby engages the Vendor to provide the following
goods and/or servicas to the Guyers: Ford Vehicles,

Article I)

Services of the Vendor

2. ‘The Vendor wil! provide the goods and/or servioss as desoribed In the RFP cited in Arilcie 4
(above).

3. The Vendor shalt report, and be responsible, to MAPC or its designee as set forth on Exhibit A.

4. There shall be no amendment ta this AGREEMENT without the written approval of MAPC.
MAPC shail be under no obligation to pay for any goods provided or services parformad by the

Vendor.

Matropotin Arve Planning Counctl | 60 Templa Maca | doston, Massachusstts £2124 | 917-933-0700 ] 617-482-7185 tax | mape.erg

5. Tha Vendor represents snd warrents to MAPC as followe:

i. ‘Thatit and all its personne! (whether employees, agents or independant Vendors) are
qualified and duly ficensad as required by law and/or local municipal code to provide
services and/or goods required by this AGREEMENT.

il. That it further agrees to perform services, including manufacturing, In 4 professional
manner adhering to a reasonable standard of care and In accordance with all
applicable State or Federal laws, rulas and regulations.

ii, That it will obtain any and all permits, bonds, insurances and other Rems required for
the proper and legal performance of the work.

lv. That It{s not a party to any AGREEMENT, contract or understanding, which would In
any way restrict or prohibit It from undertaking or performing lis obligations
hereunder In accordance with the terms and conditions of this AGREEMENT.

Articte Hl

Parformence of the Vendor

6. in the performance of service under this AGREEMENT, the Vendor acts at all times ae an
Independent contractor. There Is no relationship of employment or agancy betwean MAPC, on
the one hand, and the Vendor on the other, and neither party shall have nor exercise any
contre! or direction over the method by which the other performs its work or functions aside
from such contro! or directions es provided in tiis AGREEMENT which the parties view as
consistent with thelr independant Vendor relationship.

7. The Vendor agrees to be responsible for and warrantee the work of its subcontractors listed In
Exhibit D and to ensure thelr compliance with all legal, quailty aad performance zequirements
of tha Request for Proposals ("RFP”] - RFP No. attached in Exhibit B; and the Vendor's Price
Proposal and Technical Proposal attached In Exhibit F. The Vendor may not use subcontractors
not nemed In Exhibit D without the pricr written cansent of MAPC, which will not unreasonably

be withheld,
Article V

Time of Performance

8. Time shall be of the essence in relation to Vendor's performance under this AGREEMENT.
Vendor shall completa performance as promised In its quote that accompanies the Buyar's
purchase order or othar document cenfirming its authorization to the Vendor to proceed.
Reasonable extensions shall be granted by the Buyer at the written request of the Vendor,
provided the Justifying circumstances are documented by and are bayond the reasonable
control of Vendar and without fault of Vendor. In the event of such an extension, alf other
tarms and conditions of this AGREEMENT, except the dates of commencemant end completion
of performance, shal remain In full force and effect between the parties unless modified in

10,

44,

15,

16.

writing.

In the absence of such an extension, liquidated damages shall be due the Buyer In the amount
of 0.4.6 (one-tenth of ana percent) of tha faca value of the Vendor's quoted or modified
Purchase price for each day performance exceeds the promised date(s). Such liquidated
damages may be acknowledged In Vandor's final Invoice or taken by Buyer as a deduction te
such final invoice.

Any dispute In the emount of liquidated damages shall be submitted to arbitration by elthar
Buyer or Vendor through the American Arbitration Agsoclation within 10 (ten) business days of
written notice given by the party declaring Impasse. Vendor end Buyar agree to fully comply
with the arbitrator's decision within a reasonable time.

Articie V

Ravisions In the Work to Be Performed

if during the Vendor's Tine of Performance, Buyer requires revisions or other changes to be
made in the scope or character of the wark to be performed, Buyer will promptly notify Vendor
in writing. For any changes to the scope of work, Vendor shall provide Buyer with a written
quote of change In price and/or changs in time of performance and shall proceed with such
changes only upon writtan consent of Buyer, which shall be construed as a modification to

Buyer's original purchase order,

Buyer will neither unreasonably request revistons nor un reasonably withhold final acceptance
of delivered products,

Articia Vt

Term of Agraement

The term of this AGREEMENT shall commence upon execution and will continus untit
September 30, 2016, or unt! otherwise terminated as provided by this AGREEMENT or the

RFP,

MAPC reserves the right at its sole disaration to extend the contract for up to two (2) additional
one-year terms ending September 30, 2017 and September $0, 2018 respectively.

In the event new contracts have not been procured anc awarded before the and of a second
contract extansion, MAPC reserves the right at its sole discretion to extend the contract for an
édditional period of time until new contracts have bean procured and awarded, Howaver, in ne
Instance shall any contract tarm, including extensions, exceed three (3) years In total,

The Vandor egrees to pesform promptly upon execution of this AGREEMENT and wilt diligently