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THE CITY OF NASHUA “the Gate City"

Financial Services

Purchasing Department

August 9, 2018
Memo #19-039

TO: MAYOR JIM DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR YOUTH COUNCIL COMMUNITY INTERVENTION PROGRAM
(VALUE: $10,000)
DEPARTMENT: 171 COMMUNITY SERVICES; FUNDS: GENERAL

Please see attached communication from Bobbie Bagley, Director of Public Health & Community Services
dated August 6, 2018 for the information related to this contract award.

Pursuant to § 5-84 Special purchase procedures A. (4) Sole-source procurements, where the proposed
purchase is manufactured by only one company.

The Director of Division of Public Heaith & Community Services and the Purchasing Department
recommend the award of this contract in the amount of $10,000 to The Youth Council of Nashua, NH.

an Kooken
Purchasing Manager

Ce: B Bagley J Graziano

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

THE CITY OF NASHUA “The Cate City"

Division of Public Health and Community Services

Community Services Department

August 6, 2018

To: John Griffin, CFO; Daniel Kooken, Purchasing Manager
From: Bobbie Bagley, Director, DPHCS

Subject: Renewal of Community Intervention Services Contract for FY19

The Youth Council has been providing intervention services for the
youth of Nashua, ages 10 through 17, who are engaging in high-risk
behavior, but have not yet committed an arrest-able offense.
Assessments and case management are provided to those who qualify.
The City of Nashua has supported this program since FY13. Over the
past year, there has been an increased need for these services and the
City has increased this contract from $5,000 to $10,000 annually.

The attached contract is effective July 1, 2018 through June 30, 2019
in the amount of $10,000 to be paid monthly based on services
performed in the given month.

In accordance with § 5-83(A) Professional Services, the Division of
Public Health recommends that the contract with The Youth Council,
located at 112 W. Pearl Street, NH, be renewed for an additional year.

229 Main Street » Nashua, New Hampshire 03060 « Phone (603) 589-3307 e Fax (603) 594-3434

CONTRACT FOR SERVICES

This contract is between the City of Nashua, Division of Public Health & Community Services (“DPHCS”}
at 229 Main Street, Nashua, NH 03060 and The Youth Council (“Contractor”}, with a place of business at
112 W. Pearl Street, Nashua, NH 03060.

CONTRACT PERIOD:
This contract is in effect from July 1, 2018 through June 30, 2019.
SCOPE OF SERVICES:

The Contractor provides a comprehensive array of individual, group, and family intervention services for
the youth of Nashua, ages 10 through 17 who are engaging in high-risk behavior, but have not yet
committed an arrest-able offense. Actions may include aggressive behavior, refusing to follow rules at
home, sneaking out at night, and/or skipping school or causing disruptions in school. At the same time,
these youth are ideal targets for gang involvement, sexual exploitation and other victimization based on
their iack of maturity, family support and/or mental health needs.

The following set of comprehensive services shall be provided (collectively, the “CIC Program Services”):

1) Conduct assessments using nationally-approved tools; develop intervention Plan with parent(s} and
youth. Transition case from clinical team (funded through insurance whenever possible) to case
management team notifying community partners as warranted.

2) Provide case management to review progress and implement Intervention Plan. Assess
client/family’s progress with Intervention Plan. Revise Intervention Plan as necessary.

3) Evaluate program participation/completion and review next steps. Additional referrals will be made
as warranted by presenting issues, such as to the local mental health center.

4) Track data around performance measures and outcomes to improve the quality of the program.
Report to lead partners and agency board of directors.

REFERRALS:

Community partners currently refer families to Contractor for assistance, including Nashua Police,
Probation & Parole, Nashua School District and local organizations. When parents call Contractor for
general services through the Community Intervention Collaborative, they will be asked a brief series of
questions to determine whether this program may be appropriate. Contractor assessment staff will
complete the Enrollment Notification Form, which will be forwarded to the Nashua Division of Public
Health & Community Services (DPHCS) for review and approval of any client referred to and
participating in the program.

City of Nashua — Community Intervention Collaborative Page 1

TIME & LOCATION OF SERVICES:

Time & Date of Service: CIC Program Services shall be provided during normal business hours of
operation for Contractor.

Location of Services: | The Youth Council offices, 112 W. Peari Street, Nashua, NH 03060.
FEES & MANNER OF PAYMENT:

The total amount of this contract shall not exceed $10,000 in a fiscal year (July 1 —June 30). Progress
payments will be made on the basis of work completed during the course of the engagement. Interim
billing shall cover a period of not less than one calendar month. City of Nashua to be billed after all
other alternative payment options have been exhausted. Monthly invoices will be sent to the Division
of Public Health & Community Services for review and approval for payment. Services will be billed after
insurance claims have been paid.

SERVICE FEE
Clinical Assessment and Evaluation, Intervention Up to $465.00 — this will be broken out into
Planning, Case Management, Skill Building, different “stages” of assessment, planning and
Monitoring and follow-up meeting with development.

youth/parent(s).
[Some potential reimbursement from insurance

and family]

INSURANCE REQUIREMENTS:
Contractor shall carry and maintain in effect during the performance of services under this contract:

® General Liability insurance in the amount of $1,000,000 per occurrence; $2,000,000 aggregate;
* and Workers' Compensation Coverage in compliance with the State of New Hampshire statutes,
$100,000/$500,000/S100,000.

Contractor shall maintain in effect at all times during the performance under this contract all specified
insurance coverage with insurers. None of the requirements as to types and limits to be maintained by
Contractor are intended to and shall not in any manner limit or qualify the liabilities and obligations
assumed by Contractor under this contract. The City of Nashua shall not maintain any insurance on
behalf of Contractor. Subcontractors are subject to the same insurance requirements as Contractor and
it shall be the Contractor’s responsibility to ensure compliance of this requirement.

Contractor will provide the City of Nashua with certificates of insurance for coverage as listed below and
endorsements affecting coverage required by the contract within ten calendar days after the City issues
the notice of award. The City of Nashua requires thirty days written notice of cancellation or material
change in coverage. The certificates and endorsements for each insurance policy must be signed by a
person authorized by the insurer and who is licensed by the State of New Hampshire. General Liability
and Employers’ Liability policies must name the City of Nashua as an additional insured and reflect on

City of Nashua — Community Intervention Collaborative Page 2

the certificate of insurance. Contractor is responsible for filing updated certificates of insurance with
the City of Nashua's Risk Management Department during the life of the contract.

® All deductibles and self-insured retentions shail be fully disclosed in the certificate(s) of
insurance.

= If aggregate limits of less than $2,000,000 are imposed on bodily injury and property damage,
Contractor must maintain umbrella liability insurance of at least $1,000,000. All aggregates
must be fully disclosed on the required certificate of insurance.

# ©The specified insurance requirements do not relieve Contractor of its responsibilities or limit the
amount of its liability to the City or other persons, and Contractor is encouraged to purchase
such additional insurance, as it deems necessary.

# The insurance provided herein is primary, and no insurance held or owned by the City of Nashua
shall be called upon to contribute to a loss.

INDEMNIFICATION:

The Contractor agrees to indemnify, defend and hold harmless the City (the “Indemnified Party”) from
and against any and all liabilities, damages, losses, claims, causes of action, costs and expenses, of any
kind or nature (including but not limited to reasonable attorneys’ fees), incurred or sustained by or
asserted against the Indemnified Party in any manner directly or indirectly arising out of Contractor's
work performed under this Agreement. However, the Contractor’s indemnification obligation shall not
apply to liability arising from the negligence or misconduct of the Indemnified Party.

INDEPENDENT CONTRACTOR STATUS:

The parties agree that the Contractor shall have the status of and shall perform ali work under this
contract as an independent contractor, maintaining control over its sub-contractors and employees.
The only contractual relationship created by this contract is between the DPHCS and the Contractor.
Nothing in this contract shall create any contractual relationship between the DPHCS and the
Contractor’s subcontractors or employees. The parties also agree that the Contractor is not an
employee of the City of Nashua or DPHCS and will receive no benefits as such.

CONTRACT AMENDMENTS AND ENTIRE AGREEMENT:

This agreement constitutes the entire contract between DPHCS and Contractor. The parties shall not be
bound by or be liabie for any statement, representation, promise, inducement, or understanding of any
kind or nature not set forth in this contract.

Any amendments to this contract must be in writing and signed by both parties.
TERMINATION:

This agreement may be terminated by the DPHCS on seven (7) calendar cays written notice to the
Contractor in the event of failure by the Contractor to adhere to all the terms and conaitions of the
contract or failure to satisfactorily, in the sole opinion of the DPHCS, provide contracted services in a
timely and professional manner. The Contractor shall be given opportunity for consultation with the
DPHCS prior to the effective date of termination for cause. DPHCS or Contractor can terminate this
party. DPHCS will p

agreement, with a 90-day written notice to the other pay the Contractor a prorated

AE SLSR TREE

RE mC OMS OCTRU eR tr RIN te RP

City of Nashua — Community It intervention Collaborative Page 3

amount for all services performed up to that date. DPHCS is entitled to all contract-related notes, drafts
and documents produced by the Contractor up to that date.

GOVERNING LAW:

This Agreement is to be governed and construed under the laws of the State of New Hampshire, and any
action to enforce this contract shail be brought in Hillsborough County (New Hampshire} Superior Court
Southern Judicial District or in the New Hampshire 9th Circuit Court—Nashua and not elsewhere.

SEVERABILITY:

if any provision of this Agreement or a portion of such provision or application thereof to any person or
circumstances is for any reason held to be invalid or unenforceable, the remainder of this Agreement
and the application thereof to other person or circumstances shall not be affected.

COMPLIANCE WITH APPLICABLE LAWS:

Contractor, at ali times, shall fully and completely comply with all applicable local, state and federal
laws, statutes, regulations, ordinances, orders, or requirements of any sort in carrying out the
obligations of this agreement. Contractor shall, throughout the period services are to be performed
under this agreement, monitor for any changes to the applicable laws, statutes, regulations, ordinances,
orders, or requirements, shail promptly notify DPHCS in writing of any changes to the same relating to or
affecting this contract, and shall submit detailed documentation of any effect of the change in terms of
both time and cost of performing the contract.

In the event that any current law, regulation, or ordinance, either local or state, is amended, rescinded,
newly enforced or enacted which affects this agreement, the parties shail, in good faith, amend this
agreement in order to be in compliance with said legislative changes. If said changes cause an increase
in fees or costs by either party, the parties in good faith may amend this agreement to reflect the
treatment of said fees or costs.

sien

City of Nashua — Community Intervention Collaborative

Restricted Cash — Bond Project Funds

This restricted cash balance consists of funds remaining from the issuance of the Series 2014,
2015, 2019 and 2020 tax-exempt bonds (the “Bonds”) in December of 2014, October of 2015,
April of 2019, and April and August of 2020, respectively. The proceeds from those bond
issuance transactions are maintained in separate restricted cash accounts, with Trustee
oversight, and are subject to withdrawal as a reimbursement of eligible capital project
expenditures for the years 2014 through 2019, as defined by the indenture and issuance
documents associated with each offering. The restricted cash accounts are also used as a
“conduit” for the transfer of money from operating cash to restricted cash, allowing the
Trustee to make the required payments to bondholders for principal and interest due semi-
annually.

As of December 31, 2019, the funds in these restricted cash accounts totaled approximately
$3.4 million. During 2020, approximately $3.4 million was withdrawn from the restricted cash
accounts to make the principal and interest payments for the Bonds, on January 1, July 1 and
October 1. In December 2020, approximately $215,000 was transferred into these restricted
cash accounts from the Company's operating cash accounts, to provide the funds needed to
make the net principal and interest payments due on January 1, 2021 for the Bonds. As of
December 31, 2020, the funds in these restricted cash accounts totaled approximately
$237,000.

Concentration of Credit Risks

Financial instruments that subject the Company to credit risk consist primarily of cash
(including cash equivalents and restricted cash) and accounts receivable. Cash balances are
invested in financial institutions insured by the Federal Deposit Insurance Corporation
(“FDIC”). At December 31, 2020 and 2019, the Company had approximately $9,300,000 and
$9,600,000 in excess of FDIC insured limits, respectively. Our accounts receivable balances
primarily represent amounts due from the residential, commercial and industrial customers
of our regulated water utility operations, as well as receivables from our Service Corporation
customers.

Accounts Receivable — Billed, Net
Water utility accounts receivable (regulated) are recorded at invoiced amounts.

Non-regulated accounts receivable are recorded based on contracted prices when the
Company obtains an unconditional right to payment under the terms of the contract.

The allowance for doubtful accounts is our best estimate of the amount of probable credit
losses in our existing accounts receivable and is determined based on historical write-off
experience and the aging of account balances. We review the allowance for doubtful
accounts quarterly. Account balances are written off against the allowance when it is
probable the receivable will not be recovered.

101

IN WITNESS WHEREOF, the undersigned, acting as duly authorized officials and agents, have caused this

Agreement to he signed this day of , 2018.

City of Nashua:

James Donchess, Mayor Date
Contractor:

Christina Connor, Interim Director Date

City of Nashua — Community Intervention Collaborative Page 5

\ THE CITY OF NASHUA Sse ane ily

pee

Financial Services

Purchasing Department

August 9, 2018
Memo #19-040

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) NASHUA TRANSIT SYSTEM VAN (VALUE NOT-TO-EXCEED

$140,000)
DEPARTMENT: 186 TRANSPORTATION; FUNDS: FEDERAL GRANT $110,000,

STATE GRANT $15,000 AND CERF $15,000
Please see attached communication to Mayor Jim Donchess from Camille Pattison, Transportation
Manager, dated July 10, 2018 for information related to this contract award.
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 Transportation Manager and the Purchasing Department recommend the award of the purchase
contract with an amount not-to-exceed $140,000 to DATTCO of New Britain, CT.

Respectfully,
Dan Kooken
Purchasing Manager

Coc: C. Pattison S. Marchant J. Graziano

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

8 Community Development 589-3095
City of Nashua Planning and Zoning 589-3090

. oe Building Safet 589-3080
Community Development Division Code Enforcement 580-3100
City Hall, 229 Main Street, PO Box 2019 Croan Progra mission SoSaine
Nashua, New Hampshire 03061-2019 Transportation 880-0100
www.nashuanh.gov FAX 588-3119

Date: July 10, 2018
To: Jim Donchess, Mayor
From: Camille Pattison, Transportation Manager

Re: Finance Committee — Purchasing | additional Replacement Low Floor Cutaway Van from an
Existing Contract

In 2017, The Nashua Transit System (NTS) went out to bid under RFPO152-031417 Low Floor
Cutaway Vans to replace six of its para-transit vans. The contract was awarded to DATTCO with
the option to purchase up to three additional vans. This contract was approved by the Finance
Committee on May 17, 2017.

In the fall of 2017, NTS received an FTA 5310 grant of $110,000 to purchase an additional van.
Staff is still confirming the final price, pending cost estimates for a new destination sign and
potential increases due to a different vehicle model year. The 7" van will not exceed $140,000.
The remaining amount of up to $30,000, will be equally split between the NH DOT and the City of
Nashua CERF at $15,000 each. The City’s portion is part of the approved CERF funding plan.

Nashua Transit System recommends proceeding with the purchase of 1 additional van from the
original contract with DATTCO to replace one of the City’s Low Floor Cutaway Vans.