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Director Marchant

These are only for public transportation. The School District has a separate contract with First Student which
is a sister company to First Transit but it is an entirely separate set of drivers, management, contract entirely.
This is simply for the transit system.

Alderwoman Lu

Thank you. And just a follow up to that, are we utilizing them 100% of the original contract or have we reduced
our routes?

Director Marchant

That’s a great question. We have certainly reduced our routes in a whole bunch of different ways over the past
6 months to a year. At this point in time, we went from a no fixed route service, only paratransit service. We
rolled out slowly, coming back with the fixed routes. We have done several levels of pilots is what we have
called them. And actually as we speak right now, there’s a public hearing going on for the pilot for our third
mobile pilot system which we would actually like to put in place as the permanent system going back which has
a reduced number of routes, while trying to still most effectively serve our community. So we are actively as
always, looking at the number of bus stops, looking at ridership, who is going where and how we can be most
efficient. So this new service that we plan to roll out permanently if we don’t get negative feedback tonight, is a
new but reduced service which is reducing the overall hours bringing this contract down going forward.

We have also seen a reduction overall in paratransit hours, not necessarily in Nashua but mainly in the service
that we provide on a contract fee basis to both Merrimack and Hudson and also SPTC which would be more of
our larger surrounding region.

Alderwoman Lu

So if | could just follow up to that.

Mayor Donchess

Yes.

Alderwoman Lu

Thank you. So Director Marchant, it sounds like you’re saying that even though they are giving us less, but
you do feel that this is a reasonable increase in what we pay them.

Director Marchant

So we only pay them based on the hours they work. For this rate, this changing, is an hourly rate. So if we
have drivers in the busses driving, we will pay them these variable costs, these hourly rates. If we are not
driving as much, if we are not serving SPTC, Hudson and Merrimack as much, then we will be paying out less
every single month. | do think that these costs are warranted and reasonable. And if service remains low,
then we will expend less than anticipated.

Alderwoman Lu

Thank you. I’m all set.

Mayor Donchess

Anyone else? Alderwoman Klee?

Alderman Klee

Thank you, Mr. Mayor. Through you Mr. Mayor, | have a question for Director Marchant. These costs or the
rate and so on as you are referring to as a variable rate and you said there’s enough money in the budget you
feel for 2021. You expect these to go forward? | think | heard you say that you are trying to do cost savings by
readjusting the bus schedules and looking at who is being picked up and so on. So maybe that would offset it
in future years. So you expect this cost to be an ongoing as years go on, is that correct. It’s not going to go
down after this COVID and so on.

Director Marchant

No so this is a revision of a 5-year contract; there’s 3 % years remaining. We are expecting the costs to go up
over the next 3 % years. Right now the City puts in about $425,000.00 of a little over a $3 million dollar budget
annually to run the transit system. So | know next year is going to be a tight budget: we will do everything we
can but there is the likelihood that we will be looking for more funds next year to help cover these additional
costs.

Alderman Klee

Thank you, that was my only question, Mr. Mayor.

Mayor Donchess

Alderwoman Lu?

Alderwoman Lu

Thank you. Director Marchant, through you to Director Marchant, so did you mean that the City contributes
$425 and the rest of it comes from the State or Fed?

Director Marchant

Public/Private partnerships, advertising revenue, yes as many sources as we can find.
Alderwoman Lu

So that’s great, thank you.

Director Marchant

You’re welcome.

Mayor Donchess

Anyone else, questions or comments? Alright, Madam Clerk could you call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Riverfront Lighting Installation from Funding Source $407,781 in FY21 Escrow and $200,000 in TIFF funding

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
RIVERFRONT LIGHTING INSTALLATION PROJECT TO GUARDIAN ENERGY MANAGEMENT IN THE
AMOUNT OF $607,781, INCLUDING $105,439 FOR THE COTTON TRANSFER BRIDGE AND $502,342
FOR THE NORTH SIDE OF THE RIVERFRONT WALK. FUNDING WILL BE THROUGH ACCOUNT 55699
OTHER CONTRACTED SERVICES, 81100 CAPITAL IMPROVEMENTS AND 53999 OTHER
PROFESSIONAL SERVICES, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Ms. Marchant?
Director Marchant

Good evening again, thank you so much. Very excited to bring you this piece of Riverfront Master Plan. So
this was one of the big things that was asked for from the 2017 Riverfront Master Plan was better lighting for
safety and also to interest people and get them to be able to feel comfortable and safe walking through our
Riverfront. And so we focused first on areas that are not going to be disturbed by the upcoming construction
and major modifications that are happening that Director Cummings is leading with VHV some of those design
studies.

So what is before you tonight is Riverfront Lighting for the north side from around the Greeley House over to
the Cotton Transfer Bridge and the Cotton Transfer Bridge. And the Cotton Transfer Bridge will be — already is
LED but it is a up enhancement lighting that should also help kind of pull your eye down the river from Main
Street. This is all designed to complement the fountains that are running and that have had such great
success with events such as the Kayakers, the Naked Kayakers events. So these are the kind of things that
we are very happy that the community asked for, that we are able to be bringing forward. Happy to answer any
questions you have.

Mayor Donchess

Alderwoman Klee?
Alderman Klee

Thank you, Mr. Mayor. | want to say how excited | am about this as well and Mr. Mayor | know that you
mentioned it at your Coffee with the Mayor yesterday. It is exciting to be able to see those bridges lit up. It’s
nice to see that we are using LED to save the overall cost and so on. Director Marchant, you mentioned the
bridge, the Cotton Mill Bridge and so on so that we don’t disturb the other side where work is being done and
so on. But the eventual plan will be to expand the lighting on all sides of the Main Street Bridge, is that correct.

Director Marchant

That is correct yes and both the north and southside. The design that the City had commissioned last summer
and was completed which we got quite a bit of community feedback on was to design the lighting as a
comprehensive plan. We are only implementing a piece of that plan but that plan has been designed, it’s being
worked into all of the on-going design work that is happening. As the rest of these areas get built out, the
lighting will be incorporated into those as well.

Alderman Klee

And | look forward to seeing it all done, thank you so much.

Mayor Donchess

Other comments; Alderwoman Lu?

Alderwoman Lu

Thank you, Mayor Donchess. Through you to Ms. Marchant, Director Marchant | should say, I’m not sure what
the Cotton Transfer Bridge is. Is that the bridge that allows pedestrians to go across from the Cottom Building
from one side...?

Director Marchant

That is correct.

Alderwoman Lu

OK. So and also the up-enhancement lighting, that’s — because | think | read, does that go upward, does that
add to light pollution or ....

Director Marchant

Great question. So no, the up-enhancement lighting is specifically to cover the sculptures that exist along the
trail and they are inset, flat in the ground and they do have guards on them. They are specifically designed
that they do go up and they do cover sculpture but they do not go and point straight up in the sky and they do
not go up to be still shedding light 50 feet in the air. They are designed, | don’t want to say fully comply with
the dark sky ordinance because that is a very restrictive ordinance, but to be as compliant as possible with
that. And so they are designed to highlight our sculptures but not to just point to the sky and cause light
pollution.

Alderwoman LU

Alright thank you, just a follow up if | could?

Mayor Donchess

Yes.

Alderwoman Lu

Thank you. Am | correct, are we trying to comply with the night ...?

Director Marchant

Dark Skies?

Alderwoman Lu

Yeah.

Director Marchant

The City has not adopted that per se, but it is generally something we strive for and it’s — we have general
requirements that are similar in our State Plan Land Use Standards.

Alderwoman Lu

OK. And the only thing | wanted to ask you is, are we actually putting lighting on private property with the
Cotton Bridge?

Director Marchant

We are only putting lighting on private property in areas we have existing easements. So we own the bridge
and some of the areas that we own that we will be putting lighting there are easements that the City has the
right to (inaudible).

Alderwoman Lu

Thank you, I’m all set.

Mayor Donchess

Anyone else? Could the Clerk please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay:
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Vehicle Purchase for Parks & Recreation funded from FY21 CERF in the amount of $39,060

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PURCHASE OF A 2020 FORD F350 XL 4WD CAB PICKUP TRUCK FOR THE PARK AND RECREATION
DEPARTMENT FROM MHQ VEHICLES, EQUIPMENT & GEAR, IN THE AMOUNT OF $39,060. FUNDING
WILL BE THROUGH THE CAPITAL EQUIPMENT RESERVE FUND (CERF), BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Now is there anyone here from the Parks Department on this? | don’t believe so, it’s pretty self-evident but Ms.
Parkinson, do you have anything to add?

Kelly Parkinson, Purchasing Manager

| can answer any questions but it is pretty self-evident, it is a replacement of a vehicle that was in an accident.
Mayor Donchess
OK discussion/questions? Could you please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderman Laws, Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Software Maintenance for Hyland Onbase (annual) from fund source Software Maintenance in the amount of
$50,154.47

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
ANNUAL SOFTWARE MAINTENANCE REQUIRED FOR THE CONTINUED OPERATION OF HYLAND
ONBASE THROUGH HYLAND SOFTWARE IN THE AMOUNT OF $50,154.47. FUNDING WILL BE
THROUGH ACCOUNT 54407 SOFTWARE MAINTENANCE, BY ROLL CALL.

ON THE QUESTION

Mayor Donchess

Alright and | believe we have Director Kim Kleiner here to talk about the software?

Kim Kleiner, Director of Administrative Services

The information that was provided in your packet, this is for Hyland Onbase Software, it’s an annual software
maintenance. Hyland On Base is a Management software that we use, it is commonly known to house all of

our accounts payable invoices and finance documents. As you will see, it is something that we annually fund
and the Hyland On Base is extremely important to our Finance Group. | can answer any questions.

Mayor Donchess

Alright thank you, any questions or comments from any members of the Committee? Alderwoman Lu?
Alderwoman Lu

Thank you, | just noticed because | had never heard the name, but you said we pay it once a year.
Director Kleiner

Yes, it’s an annual fee.

Alderwoman Lu

Yeah OK, alright.

Mayor Donchess

Anyone else? Could you please call the roll?

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

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0

MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None
NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES

FOR THE PERIOD FROM OCTOBER 2, 2020 TO OCTOBER 15, 2020, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman Laws, Alderman O’Brien, Mayor Donchess

Nay:

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien, Mayor Donchess

Nay:
MOTION CARRIED
The Finance Committee meeting was adjourned at 7:44 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

OCTOBER 21, 2020
7:00 PM

To Join Zoom

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ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager

Re: Copier Replacement Lease & Maintenance funded by Photocopier Lease Account & Copier Maintenance
Contracts Account for 8 copiers in the amount of $93,395 in the Police Department

From: Kelly Parkinson, Purchasing Manager

Re: Amendment to Transit Operations Contract from Funding Source 55690 Regular Transportation Services in the
amount of $372,057

From: Kelly Parkinson, Purchasing Manager
Re: Riverfront Lighting Installation from Funding Source $407,781 in FY21 Escrow and $200,000 in TIFF funding

From: Kelly Parkinson, Purchasing Manager
Re: Vehicle Purchase for Parks & Recreation funded from FY21 CERF inthe amount of $39,060

From: Kelly Parkinson, Purchasing Manager

Re: Software Maintenance for Hyland Onbase (annual) from fund source Software Maintenance in the amount of
$50,154.47

UNFINISHED BUSINESS

NEW BUSINESS — RESOLUTIONS

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

s), THE CITY OF NASHUA whe ts

ta City”

Administrative Services

Purchasing Department
October 14, 2020
Memo #21-036
TO: Mayor Donchess

Finance Committee

SUBJECT: Copier Replacement Lease & Maintenance funded by Photocopier Lease Account &

Copier Maintenance Contracts Account

Please see attached communications from Karen Smith, Business Manager dated October 13, 2020 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: Lease for 8 Copiers & Maintenance (5 year term)
Value: $93,395
Vendor: Conway Technology Group/US Bank

Department: 150 Police Department
Source Fund: 54828 Photocopier Lease & 54421 Copier Maintenance Contracts

Ordinance: Pursuant to § 5-84 Special purchase procedures A. (7) Purchases under extensions of

contracts when no price increase exceeds 10% per year.

The Nashua Police Department, and the Purchasing Department respectfully request your approval of this
contract.

Regards,

Kelly Parkinson
Purchasing Manager

Ce: K Smith

229 Main Street » Nashua, New Hampshire 03061 © Phone (603) 589-3330 « Fax (603) 589-3233

NASHUA POLICE
DEPARTMENT Date: 13 October 2020

wi

Intradepartmental Communication

To: Kelly, Parkinson Purchasing Manager
From: Karen A. Smith, Business Manager

Subject: Nashua Police Department Copiers

The Nashua Police Department's lease for copier/scanner with US Bank has
expired. We are seeking the following replacement make and models with a pooled
quarterly service contract from Conway Technology Group.

(3) Xerox VersaLInk B7030S2
(3) Xerox AitaLink B8155H2
(2) Xerox AltaLink C8145H2

The Nashua Police Department recommends the Lease with USBank and the
maintenance agreement with Conway Technology Group for a total amount of $93,395
over five years. Agreements are included for your review.

Karen A. Smith
Business Manager