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Finance Committee Page 3
November 2, 2016

ON THE QUESTION
Alderman Siegel

It looks like one of the trade-ins is for an unmarked and we are getting what appear to be the marked cruisers
in return, is that the case?

Mr. Brain Sojka, Fleet Supervisor, Nashua Police Department

We are replacing two traffic cars and those are both unmarked vehicles and they are going to stay as
unmarked vehicles.

Alderman Siegel

Okay, in looking at it didn’t seem that way to me but that’s fine, especially given the nature of...because they
are going to be traded in for Interceptors, right?

Mr. Sojka

Yes, the two traffic cars. We have a Caprice right now and we have a Dodge Charger and we are going to be
replacing them with a utility and a sedan, the Ford Taurus sedan.

Alderman Siegel

Mr. Kooken, | am all in favor of the M-H-Q purchase because clearly we get great pricing through them but |
am curious why we don’t have any local dealerships involved in this consortium? We are spending a
considerable amount of money and it’s going to Massachusetts. Again, it’s the right thing to do for the city, it’s
a good value but | am wondering if there is some way to get more participation from local businesses so they
can reap some of the benefits of our city’s spending.

Mr. Kooken

When we use M-H-Q, because of the contractual arrangement with them, we aren't required to bid to anybody
else and we typically don’t. It goes directly to them.

Alderman Siegel

| think you misinterpret what | am saying. | definitely understand that is the whole point of going through them.
| am wondering if there is any way for the city to encourage our local vendors to participate in that consortium
so that they can reap the benefits. Have we reached out to local vendors to say look, here’s a program where
we are purchasing a significant amount of vehicles and we’d really like to see Nashua get that business if
possible.

Mr. Kooken

| have not but | certainly can.

Alderman O’Brien

We are ordering specialty vehicles and M-H-Q is in the business of making police and fire and those types of
vehicles so this also includes the MDT which is the computer system and that is all set up and provided by
M-H-Q, correct? When we purchase the vehicle it is going to come in all tacked out and ready for street
service, is that correct?

Mr. Sojka

Which ones would this pertain to?

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November 2, 2016

Alderman O’Brien

The Interceptors that we are talking about.

Mr. Sojka

The utilities that we are replacing, we are taking most of the equipment out of the old utilities and transferring it
over to the new ones. There is a little bit of changes with the utility with the front end and back end of the
vehicle so there was a little bit of equipment that we had to purchase but the majority of it is transferred to the
new vehicle.

Alderman O’Brien

What | am saying with the new purchasing of the new Interceptors is that they are going to come with a police
package and that’s what is provided by M-H-Q?

Mr. Sojka

Yes.
Alderman O’Brien
Is that why we go to that specific dealer because they are capable of doing that?

Mr. Sojka

Yes and they have the state bid that we are buying off of, yes, with M-H-Q. We have actually bought off of
New Hampshire State Bid in the past but the problem is that it comes in so late into the year, usually
November. By the time that we receive the state bid pricing from New Hampshire we are already missing cut-
off dates on ordering these vehicles. That’s why we don’t buy locally.

Alderman Siegel

| appreciate that in that there is at least an opportunity but then there is this problem with them not getting...is
there a remedy for that? Clearly that is problem and |’m sure it’s not unique to Nashua but it seems pointless
to even have a consortium, if by the time that they are giving us announced pricing it’s irrelevant. Is there any
follow-up that’s been done to the state agency that coordinates this to say hey, can you do us a favor and get
on the stick a little quicker? | don’t think that’s necessarily the role of the NPD but it’s more that | am curious
because again, I’d like to see some ability to do more business locally.

Mr. Kooken

| actually was in touch with them earlier this week and they are close to having the program in place but right
now there are no automobile vehicles or SUV’s available on the New Hampshire State Contract. That should
be fixed in the next week to 10 days but you are right, it is like why is it so late in the season that they are able

to do that. They have had it removed from the state contract now for a while. | actually contacted them and
asked when the vehicles were coming back.

Mayor Donchess
Who do you deal with at the state level?
Mr. Kooken

The purchasing office in Concord, he responds quickly so | can follow-up with him.

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November 2, 2016

Alderman Cookson

| just wanted to reconcile my understanding. | believe that you said, Mr. Sojka, that some of the equipment
that is in the vehicles that are being traded in is being transferred to the new vehicles. Is M-H-Q responsible
for that transfer or is any of that transfer happening locally by you and by your resources here at the Nashua
Police Department.

Mr. Sojka

M-H-Q is actually doing all of it. We are supplying the trade vehicle to them and they remove all of the
equipment that needs to be taken out and transfer it into the new vehicle.

Alderman Clemons

Is there typically a price difference between the Massachusetts and New Hampshire State Contracts?

Mr. Kooken

| would say that the New Hampshire State Contracts are competitive but they don’t do the up-fit like what we

are doing with M-H-Q so there is an addition cost for us to get that done as a secondary step. | don’t really
think right now there is a cost benefit.

Alderman Siegel

| want to follow-up on the first question | had which is the replacement of an unmarked car with a Ford Police
Interceptor. | am looking at the memo from Karen Smith and that’s what first peaked my question. It’s dated
October 16" and it says that it’s a 2010 Dodge Charger unmarked vehicle with a 2017 Ford Police Interceptor
utility vehicle for the traffic unit. You had said that it’s being traded in for a Ford Taurus but that’s not what this
says.

Mr. Sojka

We are buying two cars; one is a Ford Taurus and the other one is a Ford utility.

Alderman Siegel

But what | see in front of me is that there is an unmarked vehicle, this is right from the memo so | am just
reading from it. It looked to me like you have a 2010 Dodge Charger that’s being traded in and it’s being
replaced with a 2017 Ford Police Interceptor utility vehicle for the traffic unit.

Mr. Sojka

Yes.

Alderman Siegel

It implies to me that you have got an unmarked and now it’s being traded in and so now we have a police
Interceptor which is pretty marked | guess.

Captain EZ Paulson, Captain, Police Services Bureau
It’s the badging that Ford uses as a Police Interceptor, it’s the model and set-up for police. It will not be a fully

marked police cruiser. It will have all of the safety features; enhanced braking system, suspension and all of
that but it will be unmarked.

Finance Committee Page 6
November 2, 2016

Alderman Siegel

Okay, thank you. So it just so happens to be an Interceptor like the other ones but it’s not clearly marked as a
police vehicle.

Captain Paulson

Correct and the same thing will happen with the two Chevy Impala’s that we trade-in; they are going to be
swapping over our fleet to Ford Taurus Police Interceptors but they will be unmarked cars.

Alderman Siegel

Thank you, | appreciate that.

Mayor Donchess

Are the Impala’s the souped-up version or the enhanced safety version?

Captain Paulson

They were police packages but Chevy stopped making Impala police package vehicles.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Change Order #1 NPD Roof Project (Value: $34,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER #1

TO THE CONTRACT WITH CHICK BEAULIEU, INC., IN THE AMOUNT OF $34,000. FUNDS ARE
AVAILABLE IN DEPARTMENT 150, POLICE; TRUST FUND

ON THE QUESTION
Alderman Clemons
| will be recusing myself from this as Chick Beaulieu contributed to my campaign.

Alderman Siegel

While | appreciate that | don’t believe that is a valid reason to recuse yourself. You don’t have a financial
interest in this transaction and you don’t have a direct relative with a financial interest in this transaction. It’s
just not why we recuse ourselves.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Broad Street Parkway Property Appraisal (Value: $14,500)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
FREMEAU APPRAISAL, INC. IN THE AMOUNT OF $14,500. SOURCE OF FUNDING IS DEPARTMENT
160, ADMINISTRATION/ENGINEERING; BROAD STREET PARKWAY BOND

MOTION CARRIED

Finance Committee Page 7
November 2, 2016

From: Dan Kooken, Purchasing Manager
Re: To Purchase Winter Road Sand (Value: $16,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
PLOURDE SAND & GRAVEL IN THE AMOUNT OF $16,000. FUNDS ARE AVAILABLE IN DEPARTMENT
161, STREETS; GENERAL FUND

ON THE QUESTION

Alderman Siegel

It was hard to ignore that this bid was one penny below the other bid. That’s highly unusual and honestly it
raises a red flag to me. | am sure these people are fine but | don’t ever see that happening without something
really bizarre going on.

Mr. Kooken

| was surprised as anybody else but there’s no way they could have known from us anyhow what their
competitive bids were.

Alderman Siegel

It can happen and | want to make it clear that | am not disparaging any of the bidders, it’s just unusual.
Mr. Kooken

| thought so too.

Mayor Donchess

These are submitted on a sealed basis.

Mr. Kooken

Yes.

Mayor Donchess

And you open them all at one time, correct?
Mr. Kooken

Yes.

Alderman Siegel

| absolutely agree and | have no issue with how the Purchasing Department conducts this, it’s just very
unusual.

MOTION CARRIED

Finance Committee Page 8
November 2, 2016

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Ford F350 Utility Body Truck (Value: $48,232)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE FROM
M-H-Q MUNICIPAL VEHICLES IN THE AMOUNT OF $48,232. SOURCE OF FUNDING IS DEPARTMENT
161, STREETS; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase One (1) 2016 LeeBoy 7000C Asphalt Paver (Value: $108,981)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE FROM
AMBROSE EQUIPMENT IN THE AMOUNT OF $108,981. FUNDS ARE AVAILABLE IN DEPARTMENT 161
STREETS; CERF

ON THE QUESTION
Mr. David G. Fredette, Treasurer, Tax Collector

| didn’t realize this was on the agenda until just now. This was not on your list that was included with the
budget when you adopted the budget; this was something that you escrowed money for. Normally if
something is not on the list or it’s above the 10% | usually send a letter to the Board of Aldermen. | wasn’t
quite sure on this one where it actually went through the escrow process and it was approved by the Board if a
letter would be necessary or not. | prefer not to do a letter but if you want one then | will do one.

Mayor Donchess

So this was escrowed or quite a bit of that money was escrowed, the point is that we have a paver that has
worn out and without an adequate paver they can’t do the mill and fill projects that they want to do so this
replaces this paver. Does anyone feel that they would like to see the letter that Mr. Fredette is referring to?

Alderman Siegel

No, | don’t want to see it. There is really no alternative, the company that made this paver is out of business
and there are no replacement parts. We have to get our roads taken care of. We escrowed the money. This
isn’t going to affect the process, just getting a piece of paper in our hands; it’s not going to change anything.

Alderman Clemons

| agree and | am satisfied with Mr. Fredette’s explanation. It’s on the record in this committee and | think that is
enough.

Alderman O’Brien

This is not really a hard cost because we are going to see if we can trade-in that old paver or is that wishful
thinking?

Mr. Fredette
Yes. (It’s wishful thinking)
Alderman Cookson

The contract that follows this communication indicates that it has a $5,000 trade-in value so we are getting
$5,000 for a 1999 paver. My question is this; our superintendent of streets indicates that this LeeBoy 7000C is

Finance Committee Page 9
November 2, 2016

a six-ton state-of-the-art paver. | am sure when we got the 1999 paver that it was state-of-the-art but are we
getting additional...does it have bells and whistles that we don’t need or is this a comparable vehicle for what it
is that we need it to do? | think it’s great that it’s got automatic track adjusters and it’s got four LED work lights
and multiple propane burners for the main screen and extensions and it can be operated from either side but is
this comparable to what we currently have? What other vehicles were considered before we decided that the
LeeBoy 7000C was the one that we would go forward with trying to replace.

Mayor Donchess

| can answer that in a general way only which is that this is a better paver than the other one. | think the
technology is advanced. If you would like to hear from Mr. Ibarra or from public works directly about the
features of this that led to their recommendation that we buy this particular paver we can arrange that. | don’t
think this is a time sensitive item, is it?

Mr. Kooken
It’s actually in stock at the supplier but they doubt they are going to use it before spring.

Mayor Donchess

So we will pick up the mill and fill in the spring. Are you saying that you would like them to come in to discuss
the specific features of this paver?

Alderman Cookson
No, | am not interested in the particular features of the paver, | am interested in the decision making process
for them to identify this LeeBoy 7000C as the vehicle that they chose. What other vehicles did they look at and

why was it this one that they selected.

Mayor Donchess

Would you like for them to come in and discuss that? | am fine with that. Would you like a memo or what
would be your preference?

Alderman Cookson
Would this have been discussed in the Board of Public Works?

Mayor Donchess

Yes but other than this is a good paver and we need it to continue with the mill and fill process and that they
looked at this in detail, | don’t think it went beyond that at the Board of Public Works.

Alderman Cookson

And this isn’t something that we would go out and do a multi-bid; we’ve got a sole source? Ambrose is the
only provider?

Mayor Donchess
It did not go out to bid.
Alderman Cookson

Why not?

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November 2, 2016

Mayor Donchess
| think because they think this is the best paver they can get for the money.

Alderman Siegel

One thing you have to understand is that this is a class of vehicle which in of itself is not widely manufactured
and the size of this particular vehicle is not one that is used in large road projects. The other company that
was potentially a competitor is no longer in business so there are a limited number of choices and it fits the
need of the city and it’s available. It’s not like buying a car where you can go to a number of different
dealerships unfortunately. It’s a specialized piece of equipment.

Alderman Cookson
Thank you, Alderman Siegel.

Mayor Donchess

As he mentioned, it’s not a paver that you are pave the full width of road with or a lane. It’s a smaller vehicle
that is used in a selective use of a mill and fill type size patch.

Mr. Kooken

| should also mention that this is National Joint Powers purchase so we wouldn’t put that out to bid normally if
we were using that organization to run the purchase through.

Alderman Cookson

So, no, | am not asking for any additional explanation but | think within the context of the memo that’s provided
it certainly would be nice to have that in the future, to have a little bit more detail about the decision making
process.

Mayor Donchess

That’s fine and we will speak to public works on that subject.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: To Approve the Purchase of Recycling and Trash Carts from Toter, Inc. in an Amount
Not-to-Exceed $145,000

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE FROM
TOTER, INC. IN AN AMOUNT NOT-TO-EXCEED $145,000. SOURCE OF FUNDING IS DEPARTMENT 168,
SOLID WASTE

ON THE QUESTION
Alderman Clemons

How many of these are we getting and what is the purpose? Is it to replace existing ones that are broken or so
people can buy the big recycling carts?

Mayor Donchess

This is both. Public works likes to have on hand a supply of the garbage toter’s because they get broken
periodically and there’s a lot out there and they are about 20 years old so there needs to be a replacement

Finance Committee Page 11
November 2, 2016

supply. It’s also to buy the green toter’s for those who want to pay $60.00 to get a recycling toter. It’s to have
a supply of both on hand.

MOTION CARRIED
UNFINISHED BUSINESS — None
NEW BUSINESS — RESOLUTIONS
R-16-076
Endorser: Mayor Jim Donchess
Alderman-at-Large Lori Wilshire
Alderman June M. Caron
Alderman Richard A. Dowd
Alderman Ken Siegel
Alderwoman Mary Ann Melizzi-Golja
Alderman-at-Large Michael B. O’Brien, Sr.
Alderman Tom Lopez
Alderman-at-Large Brian S. McCarthy
AUTHORIZING THE CITY OF NASHUA TO EXTEND AND AMEND THE LEASE FOR THE HERITAGE

RAIL TRAIL COMMUNITY GARDEN
e Also assigned to the Committee on Infrastructure; to appear on its November 3, 2016 agenda

MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE

ON THE QUESTION

Mayor Donchess

This will also go to the Infrastructure Committee.

Alderman Cookson

Tomorrow evening.

MOTION CARRIED

NEW BUSINESS — ORDINANCES -— None

DISCUSSION

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 PERIODS
OF OCTOBER 1, 2016 TO OCTOBER 13, 2016; AND OCTOBER 14, 2016, TO OCTOBER 27, 2016
MOTION CARRIED

PUBLIC COMMENT - NONE

POSSIBLE NON-PUBLIC SESSION

Finance Committee Page 12
November 2, 2016

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:33 p.m.

Alderman Ken Siegel
Committee Clerk