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Finance Committee Page 5
January 18, 2017

purely NFR’s budget per se. This will prevent us from losing things because people can just stroll into the
station and waltz off with some very expensive equipment, separate from whether or not someone would be in
physical jeopardy. There are ways to handle the finances.

Assistant Chief Rhodes

If | may add, | believe we have had instances in the past where we have had city owned vehicles vandalized
behind Lake Street and people who have made their way into buildings so | think the long-term goal, once we
get this infrastructure into place is once we have fiber to all of our locations with all of the appropriate
equipment then we would be able to literally tie everything into video and that could go right to our fire alarm
office which is monitored 24/7.

MOTION CARRIED

RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
DECEMBER 30, 2016, TO JANUARY 12, 2017

ON THE QUESTION

| noticed that there was money coming back to us from Continental Paving. Did we have some sort of
contractual settlement with them?

Mr. Griffin

| can certainly research that and get back to the committee. It is usually the reversal of a payment but | will
check.

MOTION CARRIED

PUBLIC COMMENT - None
POSSIBLE NON-PUBLIC SESSION
ADJOURNMENT

MOTION BY ALDERMAN CLEMONS TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:25 p.m.

Alderman Ken Siegel
Committee Clerk

FINANCE COMMITTEE

JANUARY 18, 2017

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

Dan Kooken, Purchasing Manager
Purchase of Ten (10) Sets of Globe Classic Metro Advance Personal Protective Equipment
(PPE) (Value: $17,900); Department: 152, Fire; Fund: General Fund Operating Budget

Dan Kooken, Purchasing Manager
Purchase of One (1) New 2017 Transit Connect XL Van ($23,204); Department: 122, Information
Technology; Fund: CERF

Dan Kooken, Purchasing Manager
Purchase and Installation of Scoreboard and Sound System for Holman Stadium (Value $173,326)
Department: 177, Parks and Recreation; Fund: Special Revenue

UNFINISHED BUSINESS — None

NEW BUSINESS — None

TABLED IN COMMITTEE

From:
Re:

Dan Kooken, Purchasing Manager
Contract Award for (Value: $44,051); Department: 122 Information Technology;
Fund: Property & Casualty; Account Classification: Loss Prevention Program

Tabled 1/4/17

DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

© MELANSON

INDEPENDENT AUDITORS’ REPORT

To the Honorable Mayor and Board of Aldermen
City of Nashua, New Hampshire

Report on the Financial Statements

We have audited the accompanying financial statements of the governmental activities, the
business-type activities, the aggregate discretely presented component units (except Nashua
Airport Authority), each major fund, and the aggregate remaining fund information of the City of
Nashua, New Hampshire, as of and for the year ended June 30, 2021 (except for Pennichuck
Corporation which is as of and for the year ended December 31, 2020), and the related notes to
the financial statements, which collectively comprise the City’s basic financial statements as listed
in the Table of Contents.

Management's Responsibility for the Financial Statements

The City’s management is responsible for the preparation and fair presentation of these financial
statements in accordance with accounting principles generally accepted in the United States of
America; this includes the design, implementation, and maintenance of internal control relevant to
the preparation and fair presentation of financial statements that are free from material mis-
statement, whether due to fraud or error.

Auditors’ Responsibility

Our responsibility is to express opinions on these financial statements based on our audit. We did
not audit the financial statements of Nashua Airport Authority, which represents 7.5 percent,
98.4 percent, and 5.4 percent, respectively, of the assets and deferred outflows of resources, net
position and revenues of the aggregate discretely presented component units. Those financial
statements were audited by other auditors whose report thereon has been furnished to us, and
our opinion, insofar as it relates to the amounts included for Nashua Airport Authority is based
solely on the report of other auditors. We conducted our audit in accordance with auditing
standards generally accepted in the United States of America and the standards applicable to
financial audits contained in Government Auditing Standards, issued by the Comptroller General of
the United States. Those standards require that we plan and perform the audit to obtain
reasonable assurance about whether the financial statements are free from material
misstatement.

Merrimack, New Hampshire

Andover, Massachusetts

Greenfield, Massachusetts

Ellsworth, Maine 800.282.2440 | melansoncpas.com
16

THE CITY OF NASHUA “the Gate City’

Financtal Services

Purchasing Department

January 12, 2017
Memo #17-090

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | PURCHASE OF TEN (10) SETS OF GLOBE CLASSIC METRO ADVANCE PERSONAL
PROTECTIVE EQUIPMENT (PPE) (VALUE: $17,900)
DEPARTMENT: 152 FIRE; FUND: GENERAL FUND OPERATING BUDGET

Please see the attached communication from Deputy Fire Chief George A. Walker to Brian Rhodes,
Assistant Chief of Nashua Fire Rescue dated November 30, 2016 for information related to this request.

Pursuant to NRO § 5-84. Special purchase procedures. A. The competitive bidding process shall not
apply to the following special purchases: (7) Purchases under extensions of contracts when no price
increase exceeds 10%.

Nashua Fire Rescue and the Purchasing Department recommend the purchase of these products from
Bergeron Protective Clothing of Epson, NH in the amount of $17,900.

Respecttully,

tes

an Kooken
Purchasing Manager

b2_—

Co: S. Galipeau B. Rhodes G. Walker J. Graziano

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

Nashua Fire Rescue ope
Administrative Office Nashua Fire Rescue
70 East Hollis Street, Nashua, NH 03060 (603) 594-3645
www. nashuafire.com Walkera@nashuanh.gov

To: Brian D. Rhodes, Assistant Chief of Department
From: George A. Walker, Deputy Fire Chief

Re: PPE Procurement (January 2017)

Date: November 30, 2016

Chief Rhodes,

I am requesting permission to move forward with the procurement of 10 (Ten) sets of
Personal Protective Equipment (PPE) from Bergeron Protective Clothing of Epsom, NH. The
quoted price per set is $ 1,784.21 for a total of $ 17,900.00. This is the same pricing as our
recent (September 2016) order, which is a guaranteed quote through June 30, 2017.

This pricing is part of a 3 year contracted price increase of no more than 5% per year,
through June 30, 2019.

The 10 sets will be issued to existing members per our current replacement schedule. |
have included the specifications for the PPE that will be manufactured by Glabe
Manufacturing, a New Hampshire Company.

Respectfully,

alhbher

George A. Walker
Deputy Fire Chief

16 136

BOARD of FIRE COMMISSIONERS
NASHUA FIRE RESCUE
AUTHORIZATION FOR ACTION: EXPENDITURE

DATE December 45, 2016
ITEM Personal Protective Equipment (PPE)
VENDOR _ Bergeron Protective Clothing of Epsom, NH

COST Not to exceed $17,900 (10 sets @ $1784.21 per set)

Program

Emergency Services
Account - Description

61 - Supplies & Materiats
Detail Account - Description

61110 - Protective Clothing
Documentation

Attached is the request from Deputy George Walker

Funding
$28,986
Recommendation
Approve

Board Action ay. /
NOPmved 19 Bora Meahng She.

Ful Appia.

Chairman Clerk

11/30/16, arb

16 136

BOARD of FIRE COMMISSIONERS
NASHUA FIRE RESCUE
AUTHORIZATION FOR ACTIGN: EXPENDITURE

DATE December 5, 2016
ITEM Personal Protective Equipment (PPE)
VENDOR _ Bergeron Protective Clothing of Epsom, NH

COST Not to exceed $17,900 (10 sets @ $1784.21 per set)

Program

Emergency Services
Account - Description

61 - Supplies & Materials
Detail Account - Description

61110 - Protective Clothing
Documentation

Attached is the request from Deputy George Walker

Funding
$28,986
Recommendation
Approve

Board Action — iDhee dv
Nepmved in Bor meebng 15 ]ie.
Fu Ropu -

Chairman Clerk

11/30/16, arb

THE CITY OF NASHUA “The Gate City"

Financtal Services

Purchasing Department

January 12, 2017
Memo #17-091

TO: ’ MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) NEW 2017 FORD TRANSIT CONNECT XL VAN (VALUE: $23,204)
DEPARTMENT: 122 INFORMATION TECHNOLOGY; FUND: CERF

Please see the attached communication from Bruce Codagnone, CIO/IT Division Director, dated December 29,
2016 for information related to this purchase.

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.

The CIO/IT Division Director and the Purchasing Department recommends the purchase of this vehicle in the
amount of $23,204 from Stoneham Motor Co. of Stoneham, MA.

Respectfully,

Dan Kooken
Purchasing Manager

Ce: B. Codagnone _ J. Graziano

I
229 Main Street e Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3233

) THE CITY OF NASHUA "The Gate City’

Information Technology Division

Date: December 29, 2016

To: Dan Kooken, Purchasing Manager
From: Bruce Codagnone, CIO/IT Division Director

Re: CERF IT Van Replacement

Mr. Kooken,

The City Information Technology Division has a van to transport equipment and travel throughout the
various locations in the City that the team supports. Personal vehicles cannot be used to transport
equipment and tools. The current van is a 2001 Chevy Astro Van VIN # 1GCDM19W41B155823 and has
only 15,477 miles on it. Although the mileage is low, the van is failing particularly through rust. The frame
and undercarriage are beginning to rust heavily. The van is unsafe to drive due to the rust and
mechanical failures. As a result of the many failures, the Fleet Maintenance manager John Stewart has
recommended the vehicle be replaced. This van is scheduled to be replaced through the CERF program
this fiscal year. The current van only travels within City limits. Many failures recently have made the
current vehicle unsafe to drive. The last incident occurred when one of the IT team staff was travelling on
West Hollis St and the brakes let go. The emergency brake was rusted and consequently did not work.
Fortunately traffic was light and there were no pedestrians.

According, we decided to send out an Invitation to Bid on a replacement for this vehicle under IFB0170-
122316 on December 8, 2016. The IFB was sent to five local car dealerships and posted on the City
website. We received two bids from Stoneham Motor Company; one for $24,909 with rear glass and the
other for $23,204 without rear glass. We have selected the second option of the 2017 Ford Transit
Connect Van XL at a price of $23,204 from Stoneham Motor Company, Stoneham, Massachusetts, to be
funded from the City CERF account.

Regards,
Bruce R. Codagnone
CIONT Division Director

Cc John Griffin Janet Graziano

229 Main Street « Nashua, New Hampshire 03060 e Phone (603) 589-3300 e Fax (603) 594-3434

B\ THE CITY OF NASHUA shinvtan

Panancedé Svrviers

Par hersang ftepartatents

December 8, 2016

INVITATION TO BID
Ford Transit Connect Van XL Short Wheelbase

IFBO170-122316

The City of Nashua Information Technolagy Department invites bids from qualified suppliers for one (1)
new and unused, model year 2015, 2016 or 2017 Ford Transit Connect Van xL Short Wheelbase. There

will not be any vehicle traded in.

INSTRUCTIONS TO BIDDERS;

Bids must be submitted on the Bid Form, in its entirety with one (1) original and one (1) copy, ina
sealed envelope clearly marked “Ford Transit Connect Van XL” and must be received at the Central
Purchasing Office, 229 Main Street, Room 128, Nashua, NH 03060 prior to 3:00 PM on Friday,
December 23, 2016. Postmarks or other timestamps will not be accepted in lieu of actual delivery. The
contractor can use whatever delivery mechanism it chooses as long as il remains clear that the contractor
ig responsible for submissions prior to the date and time. Further details are available on the City’s web

sile, www.nashuanh.gov, under Services, Current Bids, document IFB0170-122316.

Bids will be opened in public on the due date and time. Results of the bid opening will be posted on the
City's web site, under Bid Results, within twenty-four (24) hours of the opening. Bids must be submitted
in the format provided and address the items specified in the bid package. The City of Nashua may reject
any or all of the bids on any basis and without disclosure of a reason. The failure ia make such a
disclosure shall not result in accrual of any right, claim or cause of action by any unsuccessful bidder

against the Cily of Nashua.

All bids are binding for sixty (60) days after bid opening. The Cily is exempt of all taxes. All bids must be
FOB delivered, Nashua Transit System (NTS), 11 Riverside Street, Nashua, NH 03062.

Pursuanil lo NRO 5-71 (A), the City of Nashua supports (he concept of purchasing producis which are
biodegradable, can be or have been recycled, or are environmentally sound. Due consideration will be
given to the purchase of such products. If you are bidding on any such products which qualify, please so
indicate in a cover sheet by item number and description.

Pursuant to NRO 5-78 (F), the purchasing manager shall not solicit a bid from a contractor who is in
default or the payment of taxes, licenses or other monies due the city. Therefore, this bid request is void

as to anyone who 1s in default on said payments.

Questions on this Invitation for Bid must be submitted in writing ta:

Dan Kooken
City of Nashua Purchasing Manager

kookend@nashuanh gov

R ectfull 1 4
espechury Stoneham Motor Co.
Dan Kooken Paul Bettencourt, Ford Fleet
Purchasing Manager 185 Main St

Cily of Nashua Stoneham, MA 02180

kookend(@nashuanh.gov

IFBO170-122318 For Transit Coannert Van XE

229 Main Street « Nashua, New Hampshire 08061 « Phone (G03) SH9-3330 « Fax (G03) 589-2233