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Finance Committee - 4/4/2018 Page 11

In the past year or so, starting in December 2016 there have been four incidents when the vehicle has failed, it
has simply broken down. One of the more recent being in October of 2017 for a barricade incident here in the
City, perhaps you remember seeing Manchester’s Bearcat on the page of the paper. That was because ours
simply broke down. Also in July we were doing some work at the 4!" of July Fireworks, again large venue
protection type of a detail and it broke down there too. We actually had to have it towed in from the venue. So
an on-going issue and just strategically it is very clear to us at the Department that it is time to try to move
forward and purchase a new vehicle.

Mayor Donchess

Any questions?

Alderman O’Brien

Thank you Mr. Mayor. Looking at the old one, the 2003, was that one a diesel?
Captain Nordengren

Yes.

Alderman O’Brien

| Know you are purchasing a diesel now. And is this vehicle, will it be garaged?
Captain Nordengren

It is garaged currently.

Alderman O’Brien

It is garaged, ok, because looking at the 2003 | see the mileage on it and | think if garaging with the New

England weather | think hopefully it will get better longevity out of them. But think it is definitely something for
the safety of the officers for sure is needed.

Captain Nordengren

And it is an officer safety issue but it is also for safety of the citizens because that’s what it is primarily
designed for, is for any type of critical incident like active shooter incident, which is obviously it’s a large
concern today. If you look at any type of photograph or video of any of the recent incidents whether it’s rural
Colorado, Las Vegas, Dallas, the Pulse Nightclub in Orlando, Florida, you will see a Bearcat at some point in
those incidents and helping to resolve the situation. Again that’s protecting the citizens but it is keeping the
officers safe as well. The mileage on our vehicle is obviously very low but this is a vehicle that will drive to an
incident here within the City and then maybe be idling there for a number of hours, you know, 10, 12, 24 hours.
So that’s where the wear and tear really starts to come in on the vehicle.

Alderman Laws

| called Lenco today just to talk to him today and they are very excited about the technological advances in the
one that you are getting over the one that we have. My concern would be, as you pointed out, the mileage is
low , I’m sure the hours were very high. What happens when the new one breaks? Do we fix it in house or do
we sent it back to them?

Finance Committee - 4/4/2018 Page 12

Captain Nordengren

Typically that will become a warranty issue as well. We have mechanics in-house that do some of the work on
ours. It would depend on exactly what goes wrong with it. If it's some type of equipment that we have on it as
far as infrared, it would go to Lenco. If it’s an engine issue it may go back, | believe these are Ford vehicles
still, it might go to the Ford dealership nearby or it might be something that our own mechanics at the
Department could fix as well.

Alderman Laws

| saw the warranty and it only covers three years and | imagine, | am hopeful that this will be the Police force
for 100 years. Thank you.

Mayor Donchess

Does anyone else have questions? All in favor?

MOTION CARRIED

Mayor Donchess

Mr. Vayo should come up, you are here for that?

From: Dan Kooken, Purchasing Manager
Re: Purchase of Fabrication and Delivery of Signs for Wayfinding Sign Package (Value: $208,958)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE PURCHASE TO
L&H SIGN COMPANY, INC. IN THE AMOUNT OF $208,958. SOURCE OF FUNDING
IS DEPARTMENT 183, ECONOMIC DEVELOPMENT; CAPITAL IMPROVEMENTS

ON THE QUESTION

James Vayo

Thank you for having me today. | will just give a quick synopsis of what is before you. The Economic
Development Division has been negotiating with L&H Signs for a contract for the fabrication of 78 signs for
Downtown Nashua Wayfinding. The signs are the result of over a year and a half to two year process which
Economic Development identified a need for an update of the existing Wayfinding signs followed by an RFP for
a designer/engineer to design a sign package which wrapped up the Summer of 2017 and then finally a bid
process in which fabrication installation quotes were received. Before you is basically a negotiated bid
package and a final contract. The signs will be used to basically replace what you may have seen downtown
in different locations as the Great American Downtown signs. They were built in 2004 and they are made of
aluminum and are covered with some kind of durable paint and they have just basically reached the end of
their life, they are oxidized, the paint is peeling off, in many locations the signs have been removed.

The new sign package will essentially help people from the arterial roads find parking in downtown and once
they park find civic destinations in and around Main Street such as the library, City Hall, parks, etc. Over this
summer and into next summer DPW will be taking on the responsibility for installing a portion of those signs
and we will be going back out to procure installation of the remaining signs as the time line carries on. That’s
in a nutshell the project before you.

Mayor Donchess

Questions or discussion?

Finance Committee - 4/4/2018 Page 13

Alderwoman Kelly

| Know you mentioned the durability of the last round of signs, what are we doing to make sure that the new
signs are going to be around for a lot longer?

Mr. Vayo

That’s a great question. The technology over the last 12 years has changed significantly. The original signs
were lettered and painted with machine so they would be spray painted on an aluminum base and then
assembled on the site. The new signs use a 3M technology that is used for many new roadway signs. It is
basically a highly reflective geometric sheet of vinyl that is sticky on the back and it gets mounted on to a sheet
of aluminum. The front side of it receives paint or ink from like an inkjet printer kind-of-style machine that is
very wide and can print very large signs.

What will happen is that the fabricator will print out the sign package based on the sign package that was put
together by Greenman Pedersen and they will mount them to aluminum sheets and then pair them up with the
appropriate pole type to mount it to the ground once they are shipped to Nashua. Something that is kind of
cool and unique about the signs today that didn’t exist in old signs is that when a car is driving towards it at
night or after twilight, the sign will emblazon it will light up from the reflectivity of the material which is pretty
unique.

Alderwoman Kelly

You seem to know a lot about it. Do we have a life expectancy? Do you know how long they are typically will
last with this new technology?

Mr. Vayo

What happens over time with the ink is that the color fades and so some of the signs that face south will color
fade faster than the signs that face north. But the underlying equipment, the black painted poles will be of a
similar quality as to the poles and street lights that were installed on Main Street. So they are a pretty high-
quality product and they should be durable for many years, decades. Then the aluminum sheet sign, if some
of them fade over time replacement of the sheet and the panel itself separate from the pole and installation
would be a much smaller project. So one of the benefits of the sign package is that over time we have the
flexibility to update signs if we want to with a very limited financial and labor impact. If | had to guess, another
12 years for the 3M part of the sign, the poles should last longer. If we want to update a sign because say we
built a new performing venue on Main Street, we’d be able to update some of the signs.

Alderwoman Kelly

Thank you.

Alderman O’Brien

Thank you. I’m looking at some of the art work, | think you did a wonderful job. | see there is quite a contrast
from what we have right now so it’s going to be white lettering on a black face so it will pronounce itself to

really hit what we want the people to respond to. And | do like the logo with the cityscape and everything. So |
think you did a good job in designing them.

Mr. Vayo

| can’t take any credit for that, Greenman Pedersen did a great job shepherding the process and gathering
input from our steering group that really oversaw the design process.

Finance Committee - 4/4/2018 Page 14
Alderman Klee

They look gorgeous. The one complaint that | get most from people that come downtown is that they don’t see
the parking signs of where it is. And | see that you’ve got this large Nashua with a big “P” on it, so are those
going to be replacing the current parking signs that we have in the downtown area?

Mr. Vayo

Yes the sign family breaks down a couple different way and exists physically in downtown in a way that the
signs don't exist today. We see the Gateway signs if you get off at any of the highways exits you see the Great
American Downtown sign, those will get replaced and they will have this motif of artwork. But as you make
your way into downtown there will be additional signs to point you to additional parking resources, the blue “P”
being an example. And there is something called the trailblazer too, so if there’s a long distance, say you are
on the Broad Street Parkway and you get off on Exit 6, you see a “Welcome to Downtown Nashua” sign and
then say you are a mile down the Broad Street Parkway and you are feeling like maybe you are on the wrong
road, there is a sign that is there that says “continue forward”. And so it’s really meant and designed by
Greenman Pedersen to meet standards of roadway identification until you get to the garage. So | think in this
specific package if you look at Exhibit B, there’s a quantity of roadway parking trailblazer signs so those will be
located throughout the downtown area to help people find the many parking resources that we have in
downtown.

Alderman Klee

Thank you.

Alderman Laws

| like them too, | think they are great. | am just wondering are you getting all of the signs that you can

anticipate wanting in the near future, because it would be a shame if you invest all this money up front and
then a couple months or years from now you’re like “oh man | should have done that”.

Mr. Vayo

That’s a great point. From the get-go with this design package there was an anticipation of potentially
reconfiguration of roads in the future or destinations that might arise that don’t exist today. This design
package is not a full suite of signs. It is Phase 1 of signs with the anticipation that a Phase II of signs will be
rolled out at a later date once there are some definitive answers about where things are going. Those signs
have been designed and so what we are actually doing the opposite where we are withholding purchasing
signs until we know definitively where we are going with certain roadway configurations in the future.

Alderman Laws

Thank you.

Mayor Donchess

| don’t see anyone’s hand up. All those in favor of the motion?

MOTION CARRIED

Finance Committee - 4/4/2018 Page 15

From: Dan Kooken, Purchasing Manager
Re: Contract for Utility Cut Degradation Study (Value: $24,400)

MOTION BY ALDERMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
STANTEC CONSULTING SERVICES, INC. IN THE AMOUNT OF $24,400. FUNDS ARE AVAILABLE IN
DEPARTMENT 160, ADMINISTRATION/ENGINEERING; PAVING BOND

ON THE QUESTION

Mayor Donchess

| can give a little background on this since there is no one else from Public Works here. The City has a policy
that requires when a utility cuts the street that the repair be done by the utility. But in addition to that the cities
of Manchester and Concord have a policy that provides that in addition to repair, the utility needs to contribute
to a paving fund for each cut that they make depending upon its size. We want to move forward to enact such
a policy requiring a contribution but Public Works believes that we are requiring a much more extensive repair
and more expensive repair than is required in Concord or Manchester and therefore we may not be able to
adopt the exact same cash reimbursement policy because we are requiring more extensive work on the
ground immediately.

The point here is to engage Stantec which is the expert that has been helping with all the paving analysis for a
number of years to help design this policy so that it will withstand logical and legal challenge. | didn’t mention
that Manchester and Concord had to litigate this issue with paving companies and they did win the case. So
we can anticipate possibly that we can see the same thing. So we want to be on very solid ground when we
propose a policy to you that has expert backing which takes into account the more extensive repair
requirements we have or which alters those repair requirements. We just want expert input as to how exactly
we should design this program. And that’s what this contract would do, hire and engage Stantec to do this
analysis and help us with this project.

Any discussion or questions? There is a Memo but it’s not crystal clear.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract 2018 Pavement Management Analysis Update (Value: $52,700)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
STANTEC CONSULTING SERVICES, INC. IN THE AMOUNT OF $52,700. SOURCE OF FUNDING IS
DEPARTMENT 160, ADMINISTRATION/ENGINEERING; PAVING BOND

ON THE QUESTION

Mayor Donchess

And again | can give you some background on this. Stantec as you know, we have begun a 5 year paving plan
of action $37 million dollars worth of paving over the next 5 years including some of it in 2017. We repaved
and repaired about 30 miles of streets in 2017 including crack sealing. In 2018 we will pave over 30 miles and
crack seal some additional beyond that. As compared with two or three years ago, we were paving 5 or 6
miles so we are doing about 5 times as much. Public Works is proceeding to determine which streets should
be paved based upon a paving condition analysis which was done for every street by Stantec, the expert that
we just spoke about.

However, the condition of streets changes and the roads need to be periodically reviewed to determine
whether the PCI paving condition index which was determined several years is still the case, in other words,
upgrade. Half the streets were re-evaluated in 2017 and the proposal here is to look at the other half to make

Finance Committee - 4/4/2018 Page 16

sure that all the PCl’s are accurate for the remainder of the streets and that’s what this contract would
accomplish. Are there questions or comments?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Citywide Infiltration/Inflow Analysis — Change Order #3 (Value: $140,336)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #3
TO THE CONTRACT WITH WRIGHT-PIERCE IN THE AMOUNT OF $140,336. FUNDS ARE AVAILABLE IN
DEPARTMENT 169, WASTEWATER; INFLOW AND INFILTRATION

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2017 Sewer Replacement Program — Change Order #1 (Value: $68,688)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #1
TO THE CONTRACT WITH DEFELICE CORPORATION IN THE AMOUNT OF $68,688. SOURCE OF
FUNDING IS DEPARTMENT 169, WASTEWATER; SEWER REHAB AND SEWER STRUCTURES
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Caterpillar 120m 2 Motor Grader (Value: $244,000)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM MILTON CAT IN THE AMOUNT OF $244,000. FUNDS ARE AVAILABLE IN DEPARTMENT 160,
ENGINEERING; GRANT FUND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Three (3) 2018 Ford F250 4x4 Pickup Trucks (Value: $123,823)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM MHQ IN THE AMOUNT OF $123,823. SOURCE OF FUNDING IS DEPARTMENT 161, STREET
DEPARTMENT; CERF

ON THE QUESTION

Alderman O’Brien

Thank you Mr. Mayor. To Mr. Kooken, | didn’t really pore over this 100% but are they going to come with plow
attachments or are they going to put the old attachment on it?

Dan Kooken

Two of them have a new plow set up and one is just a standard pick up.

Alderman Caron

Are these four man trucks pickup trucks or what are these vehicles? Who is using these vehicles?

Mayor Donchess

| believe the answer is yes but they are designed to be able to plow in the winter time.

Finance Committee - 4/4/2018 Page 17
Alderman Caron

Right because they usually do small streets, thank you.

Mayor Donchess

And that’s why they are more expensive than you might expect because they need to be big in order to plow.
Any other discussion?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) 3 Ton Falcon Asphalt Recycler & Hotbox Trailer (Value: $31,286)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE PURCHASE TO
H.P. FAIRFIELD IN THE AMOUNT OF $31,286. FUNDS ARE AVAILABLE IN DEPARTMENT 161, STREET
DEPARTMENT; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Two (2) Six Wheel and One (1) 10 Wheel Dump Truck Up-Fitting Packages
(Value: $218,963)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE PURCHASE TO
H.P. FAIRFIELD IN THE AMOUNT OF $218,963. SOURCE OF FUNDING IS DEPARTMENT 161, STREET
DEPARTMENT; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) 10 Wheel Cab and Chassis Truck (Value: $117,800)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM LIBERTY INTERNATIONAL IN THE AMOUNT OF $117,800. FUNDS ARE AVAILABLE IN
DEPARTMENT 161, STREET DEPARTMENT; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Two (2) Six Wheel Cab and Chassis Trucks (Value: $177,800)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM LIBERTY INTERNATIONAL IN THE AMOUNT OF $177,800. SOURCE OF FUNDING IS
DEPARTMENT 161, STREET DEPARTMENT; CERF

ON THE QUESTION

Alderman Caron

Thank you. What is happening to the older vehicles, are they being traded in or sent to auction. | didn’t see
any of that.

Mayor Donchess

| believe the intent is to send to them to auction, there was no trade in.

Finance Committee - 4/4/2018 Page 18
Alderman Caron

There was no trade in? And who is doing all the work to put these vehicles together? Is it Public Works or the
company itself?

Mayor Donchess

Put them together meaning?

Alderman Caron

Prior to this trucks can come fully loaded, there were parts that Public Works did the mechanics division did.
Mayor Donchess

Great question. | don’t have the answer to that. Do you want us to try to get it?

Alderman Caron

If you would sure, my question is because we had so many of these from Public Works it would have been nice

to have someone from the Street Department in attendance to answer some of these questions. | appreciate
it, thank you.

Mayor Donchess

Mr. Kooken will check into the issue of assembly. Is there any other discussion?
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Digester Cleaning Project — Change Order #3 (Value: Not-To-Exceed $95,000)

MOTION BY ALDERWOMAN TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER #3 TO
THE CONTRACT WITH DENALI WATER SOLUTIONS IN AN AMOUNT NOT-TO-EXCEED $95,000.
FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER

ON THE QUESTION
Alderman Klee

| just have a quick question more to understand this. When they were here before and gave us a presentation
on the different things they needed, this is part of what they were talking about, the different fixes and changes
that they had to make so this has been on their schedule, correct? This isn’t something new?

Mayor Donchess

As they talked about at the time, there were a lot of deficiencies discovered at the Waste Water Treatment
Plant in 2014 maybe. And the superintendent was discharged and a study was done, it might have been 2013,
a study was done with looking at everything. So there’s just constant on-going improvements flowing from that
and improvements in general given that the plant is 25 years old. None of this is like something broke they are
replacing things as they have anticipated they would need to at least since that detailed look at the plant was
done.

Finance Committee - 4/4/2018 Page 19
Alderman Klee

Ok, thank you.

Mayor Donchess

There is a lot of very expensive equipment and facets. Any other discussion?
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Raw Sewage Pump Wear Plates and Rings (Value: $51,200)

MOTION BY ALDERWOMAN TO ACCEPT, PLACE ON FILE AND AWARD THE PURCHASE TO XYLEM
WATER SOLUTIONS, USA, INC., IN THE AMOUNT OF $51,200. SOURCE OF FUNDING IS
DEPARTMENT 169, WASTEWATER

ON THE QUESTION

Alderman Caron

It is not a question it’s just that because this re-eval took place about 4 years ago, there were so many
deficiencies that it’s important that we know this has to be taken care of. We can’t let it go if anything happens
to that treatment plant we are deep trouble. So | look at some of these prices too and go crazy but it’s just
important that we get back to the upgrade and do our maintenance in a more timely manner than what has
been done in the past. | know what your concerns are, when | look at some of this myself, but when you look
at the total overview it could be catastrophic for us.

Alderman Klee

| agree and | remember when he was here talking about all the deficiencies | just didn’t know if these were new

and above what he had talked to us about. If these were something we weren’t anticipating. That was my kind
of angst at that moment so thank you.

Mayor Donchess

| think it’s just part of the on-going project of improving worn out equipment and parts of the plant. Any other
discussion?

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

DISCUSSION

Mayor Donchess

Do any members of the committee or anyone else have any issues that they would like to discuss?

Finance Committee - 4/4/2018 Page 20

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 PERIODS
FROM MARCH 16, 2018 TO MARCH 29, 2018

MOTION CARRIED

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION
MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE GO INTO NON-PUBLIC SESSION
BY ROLL CALL PURSUANT TO RSA 91-A:3,II(e) TO CONSIDER PENDING LITIGATION FILED
AGAINST THE CITY
SECONDED BY MAYOR DONCHESS
A Viva Voce Roll Call was taken, which resulted as follows:
Yea: Mayor Donchess, Alderman O’Brien, Alderwoman Kelly
Alderman Laws, Alderman Klee, Alderman Caron
Alderman Harriott-Gathright 7
Nay: 0

MOTION CARRIED

The finance committee went into non-public session at 8:20 p.m.

MOTION BY ALDERWOMAN KELLYTO COME OUT OF THE NON-PUBLIC SESSION AND RETURN TO
THE FINANCE COMMITTEE MEETING
MOTION CARRIED

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE SEAL THE MINUTES OF THE
NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF THE COMMITTEE
VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE SERVED
A Viva Voce Roll Call was taken, which resulted as follows:
Yea: Mayor Donchess, Alderman O’Brien, Alderwoman Kelly

Alderman Laws, Alderman Klee, Alderman Caron

Alderman Harriott-Gathright 7
Nay: 0

MOTION CARRIED