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Finance Committee - 10/07/2020 Page 6

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

Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS

R-20-076
Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderwoman-at-Large Shoshanna Kelly
Alderman Patricia Klee
Alderman Skip Cleaver
Alderman Thomas Lopez
Alderman-at-Large Michael B. O’Brien, Sr.
Alderman Linda Harriott-Gathright
Alderman-at-Large Lori Wilshire
AUTHORIZING AN ENERGY PERFORMANCE CONTRACT AND LEASE FINANCING
ARRANGEMENT

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO RECOMMEND FINAL PASSAGE, BY ROLL CALL.

Mayor Donchess

The members I’m sure are aware that this was the subject of last night’s public hearing and a rather extensive
explanation was given at that time. But basically this is authorizing the payment of lease payments, in order to
do a major energy saving project with the School Department at the two High Schools. The objective is to
convert to LED lighting and make a number of other energy efficiency measures at each High School. The
resulting savings will be about $460,000.00 a year. The engineering company that has designed this project is
guaranteeing the $460,000.00 of savings and will write a check to the City if that level of savings is not
achieved in any one or any number of years. But they are very confident that it will be for 60 or more. EEl,
who is the engineering company, has done extensive work with Manchester and other public bodies so they do
know what they are doing. The School Department, Shaun Smith, and Dan Donovan, and also Doria Brown,
Energy Manager have worked on this.

The lease payments will be $450,000.00 a year so the City would save at least $10,000.00 probably more. But
the reduction of the carbon footprint is considerable. This will save about 1,600 tons of carbon emissions
every year equivalent and Doria figured this out to be 340 something automobiles. The City, in terms of
automobiles and SUV’s only has about 80 which are used regularly and about 16 sort of back ups so it’s like
taking the City’s car and SUV fleet off the road several times over. It will be a big step to achieving the energy
goals that we have articulated of a 20% reduction in carbon emissions by 2025. | won’t go into more detail just
because | think a lot of you heard it last night. But! did have one question for Alderwoman Lu. You asked a
question about the interest rate and | actually answered it but then when | got through, | think that my speaker
was on mute, so | don’t know if you heard the answer great, if you didn’t | can answer it again. But | didn’t know
if you could hear that or not?

Alderwoman Lu

Yes, | heard you speak, yes.

Finance Committee - 10/07/2020 Page 7
Mayor Donchess

Ok because when | finished speaking, | looked and it was on mute and | wasn’t sure if it had been on mute.
Alderwoman Lu

No, you came through.

Mayor Donchess

Ok. Alright any other questions or comments? Yes, Alderwoman Lu.

Alderwoman Lu

| did have a — shortly after the meeting last night | sent a couple of questions and | haven’t heard back and it
sounds wonderful. There’s just one thing, when | read — when | looked through the paperwork there were
references to the energy performance contract but | didn’t see it, for instance on Page 138, it refers to the
energy performing contract and it says it is Exhibit C1. So | only saw the equipment lease purchase
agreement. That was my question that | sent last night.

| mean there were a couple of other things but they are not, you know. But the question | also had is | noticed
that if at some point we decide its better to buy because we’ve already got the assets installed, etc., but there’s

kind of a pre-payment penalty. And does anyone on the call know when that pre-payment penalty goes away.
| noticed that for several years, | only went 5 years and | saw that it’s about a $200,000.00 fee if you prepay it.

Mayor Donchess

The attorneys were on last night, there’s been extensive interchange regarding this contract. These are
questions, | don’t know who you wrote your question to, but these are certainly questions we can get
answered. But we would need to bring in the Legal Office to do that, which, of course, I’m glad to do but they
are not here tonight.

Alderwoman Lu

No that’s fine. | did include them on that so | will just wait for that answer.

Mayor Donchess

Alright, | will follow up with them and make sure they get back to you.

Alderwoman Lu

I’m sure they will. No problem.

Mayor Donchess

Any other questions or comments? Alderwoman Kelly?

Alderwoman Kelly

Yes, thank you. | wasn’t feeling well last night so | didn’t hear the full context of the conversation but | have
been following this closely as a member of the Energy Environment Committee and | am happy to see this
come forward. | would commend both the Mayor and Doria Brown for making our commitment to carbon
footprint reduction a reality with projects like this. So thank you.

Finance Committee - 10/07/2020 Page 8

Mayor Donchess

Thank you. Now | want to also say the School Department has been very important in this and we believe we
can work with them on a lot of other projects in various schools. So | think this is a big project, but hopefully
just the first. There’s a couple of smaller projects, but hopefully there will be a number of projects following up
from this.

Alderwoman Kelly

| look forward to it, thank you.

Mayor Donchess

Anyone else? Alright, could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

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

Nay: 0
MOTION CARRIED

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 SEPTEMBER 11, 2020 TO OCTOBER 1, 2020, BY ROLL CALL

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

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

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

NON-PUBLIC SESSION - None

Finance Committee - 10/07/2020 Page 9
ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN BY ROLL CALL

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

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

Nay: 0
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:24 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

OCTOBER 7, 2020
7:00 PM

To Join Zoom Meeting: https://us02web.zoom.us/j/84727201775?pwd=dnp2RFI2aWcxZX14MFBoU0FCem10d…

Meeting ID: 847 2720 1775
Passcode: 303204

Join by telephone: 1-929-205-6099
Meeting ID: 847 2720 1775
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ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager

Re: Purchase of Asphalt and Aggregates for Street Operations from the General Fund: Supplies & Materials in the
Amount of $144,500

From: Kelly Parkinson, Purchasing Manager

Re: Purchase of MNVD Monocular Night Vision Devices utilizing 2019 Homeland Security Law Enforcement
Terrorism Prevention Activities (LETPA) Grant in the amount of $35,710

UNFINISHED BUSINESS

NEW BUSINESS — RESOLUTIONS

R-20-076

Endorsers: Mayor Jim Donchess
Alderman Richard A. Dowd
Alderwoman-at-Large Shoshanna Kelly
Alderman Patricia Klee
Alderman Skip Cleaver
Alderman Thomas Lopez
Alderman-at-Large Michael B. O’Brien, Sr.
Alderman Linda Harriott-Gathright
Alderman-at-Large Lori Wilshire

AUTHORIZING AN ENERGY PERFORMANCE CONTRACT AND LEASE FINANCING ARRANGEMENT

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION
PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

THE CITY OF NASHUA nthe Cate

Administrative Services
Purchasing Department

September 30, 2020
Memo #21-034

TO: Mayor Donchess
Finance Committee

SUBJECT: Purchase of Asphalt & Aggregates for Street Operations from the General Fund: Supplies
& Materials

Please see attached communications from Jonathan Ibarra, Superintendent of the Street Department
dated September 24, 2020 for project specific details related to this purchase. Below please find a
summary of the purchase approval request:

Item: Asphalt & Aggregates for Street Operations
Value: $144,500
Vendor: Brox Industries & Continental Paving

Department: 161 Streets
Source Fund: 61507 Asphalt & 61535 Gravel/Loam

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

The Street Department is using two NH state contracted vendors for this purchase so there is no
requirement of a competitive bid.

The Superintendent of the Street Department, The Board of Public Works (9/24/20 BPW Meeting) and
the Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: C O'Connor
J Ibarra

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

To:

From:

Re:

A Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: September 24, 2020

Jonathan Ibarra, Superintendent
Street Department

Brox and Continental sole source

To approve the sole source purchase of asphalt and aggregates from Brox
Industries of Hudson, NH and Continental Paving of Londonderry, NH in the
amount of $144,500. Funding will be through Department: 161 Streets; Fund:
General; Account Classification: 61 Supplies and Materials.

Schedule of Prices

Brox industries and Continental paving has been the City’s supplier of asphalt and
aggregate products for several years and continue to meet the City’s needs. As
local vendors the close proximity of their facilities has saved the City valuable
time when completing daily projects. In the early spring and late fall the only
plant open is often Brox in Dracut, MA. The asphalt we are seeking approval for
is used for filling pot holes, our mill and fill program, fill around catch basins and
for small paving projects done by the Street Department. This is not part of the
paving program.

Under the guidance of the last two City Purchasing Managers, the Street
Department has not brought asphalt for approval to the BPW or Finance
Committee in at least the last 10 years. The new Purchasing Manager and our
Legal Department have made a recent determination that the purchases need to be
brought to both BPW and Finance for approval.

THE CITY OF NASHUA the Cate City"

Administrative Services
Purchasing Department

September 30, 2020
Memo #21-035

TO: Mayor Donchess
Finance Committee

SUBJECT: Purchase of MNVD Monocular Night Vision Devices utilizing 2019 Homeland Security Law
Enforcement Terrorism Prevention Activities (LETPA) Grant

Please see attached communications from Karen Smith, Business Manager of the Police Department dated
September 15, 2020 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Please see attached communications from Jonathan Ibarra, Superintendent of the Street Department dated
September 24, 2020 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: MNVD Monocular Night Vision Devices
Value: $35,710
Vendor: Maxavision

Department: 150 Police Department
Source Fund: Grant

Ordinance: Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and contractual
services, except as otherwise provided herein, when the estimated cost thereof shall
exceed $10,000 shall be purchased by formal, written contract from the lowest
responsible bidder, after due notice inviting bids.

A competitive bidding RFP for this project was issued on March 18, 2020 and the following bids were received:

Vendor Location Bid Total Note

Apache Industries Springerville, AZ $2,000 A non-conforming bid received and necessitated
rejection due to disparity in device specification
quoted and incomplete bid received

USIQ Inc., Northbrook, IL 52,580 A non-conforming bid received and necessitated
rejection due to disparity in device specification
quoted

Kiesler Police Supply Jeffersonville, IN $3,531 A non-conforming bid received and necessitated

rejection due to disparity in device specification
quoted and incomplete bid received

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

Mile High Shooting Erie, CO $3,539 A non-conforming bid received and necessitated
rejection due to disparity in device specification
quoted and incomplete bid received

Ridgeline Outfitters, Dalton, NH $3,611.19 | A non-conforming bid received and necessitated
LLC rejection due to disparity in device specification
quoted and incomplete bid received

US Night Vision Roseville, CA 53,734 A non-conforming bid received and necessitated
rejection due to disparity in device specification
quoted and incomplete bid received

Night Fighter Tactical Cos Cob, CT 53,950
Maxavision Jupiter, FL $4,110
Own the Night Waterford, NY $4,505 A non-conforming bid received and necessitated

rejection due to disparity in device specification
quoted and incomplete bid received

We recommend this bid to be awarded to the lowest total cost vendor who met the RFP specified requirements.

The Business Manager of the Police Department and the Purchasing Department respectfully request your
approval of this purchase.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Smith
J Fay

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

NASHUA POLICE

DEPARTMENT Date: 9-15-20

Intradepartmental Communication

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

Subject: Nashua Police Department Night Vision

The Nashua Police Department is seeking to address the lack of effectiveness of aged night
vision technology for the SWAT team. The modern units will provide more effectiveness in the
areas of surveillance, locating individuals and search and rescue operations. Additional
equipment for Officers, improved visibility in low light conditions, and Officers being able to
identify threats from a safe distance and more rapidly are just a few examples of the
improvements.

Pursuant to §5-87 Major Purchases (greater than $10,000), we received ten responses to our
Request for Proposal dated March 18, 2020 #RFQ1053-041720. The responses were varying in
specification and price with only one vendor, Maxavision meeting the bid specification
requirements. Letters of Rejection for non-compliance have been sent to the rejected vendors
listed below:

Disqualified Vendor Vendor Price per Unit Reason for Disqualification
Location w/ Shipping
Apache Industries Springerville, $2,000.06 Provided quote for Gen II devices, not
AZ Gen II], as required. Low pricing did
not appear to be commensurate with
bid specs.

USIQ Inc., Northbrook, IL $2,580.00 Quoted a 22 min Signal-to-Noise
Ratio where min bid spec was listed
as 25 min. Low pricing was not
commensurate with bid specs.

Kiesler Police Supply $3,531.00 Did not include Wlicox mount in
original quote as required in bid spec

Botach Las Vegas, $3,531.00 Withdrew from bid process.

NV

Mile High Shooting Erie, CO $3,539.00 Did not include Wilcox mount in
original quote as required by bid spec.
1 year warranty as opposed to two-
year warranty required in bid spec.

Ridgeline Outfitters, LLC Dalton, NH $3611.19 Did not quote thin-film tube as
required in bid spec.

US Night Vision Roseville, CA $3,676.20 Listed a 40 hour battery life instead of
48 hours as required in bid spec.

Night Fighter Tactical Cos Cob, CT $3,950.00 Listed a 355 (.78lbs) weight. Bid spec
is .77lbs. This is marginally outside
bid spec.

Own the Night Waterford, NY $4,461.67 Listed a 40 hour battery life instead of
48 hours as required in bid spec.