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® THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

August 30, 2018
Memo #19-060

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | PURCHASE OF ONE (1) NEW SPECIAL HAZARDS RESCUE VEHICLE (VALUE:
$650,000)
DEPARTMENT: 152 FIRE; FUND: GRANT FUNDS

Please see the attached communication from George A. Walker, Assistant Chief dated August 29,
2018 to Brian D. Rhodes, Chief of Department for information related to this purchase.

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

Nashua Fire Rescue and the Purchasing Department recommend the purchase of this vehicle from
Pierce Manufacturing of Appleton, WI in the amount of $650,000.

Respectfully,
v -

Purchasing Manager

Ce: G. Walker B. Rhodes J. Graziano

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

Nashua Fire Rescue dance tiene

ini j j Assistant Chief
Administrative Office fwogy C0465

70 East Hollis Street, Nashua, NH 03060 FAX (603) 594-3654
www.nashuafire.com Walkerg@NashuaNH gov

To: Chief of Department Brian Rhodes

From: Assistant Chief George A Walker

Re: 2017 Department of Homeland Security Assistance to Firefighters Grant
Special Hazards Rescue Vehicle

Date: August 29, 2018

Chief Rhodes,

I have attached the letter from Deputy Chief Kevin Kerrigan indicating the awarding of a
$650,000.00 FEMA Grant for the purchase of a Special Hazard Recue Vehicle.
The City of Nashua will have a 10% match of no more than $65,000.00

This grant will allow the replacement of 3 older vehicles; Hazardous Materials 1,
Hazardous Materials 2, and the Air Supply Truck. This will allow Nashua Fire Rescue to
carry all of the Technical Equipment on 1 vehicle and reduce maintenance costs of the 3
older vehicles.

Historically Nashua Fire Rescue has purchased vehicles from Pierce Manufacturing with
a pre pay. This option offers the City a significant savings of $28,540.00 in finance
charges for this vehicle that can be used towards the outfitting and purchase.

I am recommending that we move forward with accepting this grant and a financing of
the pre pay option, in order to secure the savings and to establish a construction schedule
to meet the requirements of the grant award.

Respectfully,

Lange tlh

George A Walker
Assistant Chief

~

August 29, 2018
City of Nashua Fire & Rescue

70 East Hollis Street PROPOSAL Bid # 427
FOR FURNISHING

<Pice> FIRE APPARATUS

The undersigned is prepared to manufacture for you, upon an order being placed by you, for final acceptance by
Minuteman Fire & Rescue Apparatus, Inc. at its home office in Walpole, Massachusetts, the apparatus and equipment herein
named and for the following prices:

One (1) Pierce ® Enforcer Non-Walk in Heavy Duty Rescue

Nashua, NH 03060

$ 691,540.00

OPTION — Ifa 100% prepayment in the amount of $ 663,000.00 is remitted to
Minuteman Fire & Rescue Apparatus Inc. within fifteen (15) days of a fully
executed contract the balance due at time of delivery will be 0.00.

The above amount reflects HGAC contract pricing.

Trade in allowance for the 1999 International Air Unit and the 2000 $ -13,000.00
International Special Service Unit — deduct ---
TOTAL $ 650,000.00

Said apparatus and equipment are to be built and shipped in accordance with the specifications hereto attached, delays
due to strikes, war or international conflict, failures to obtain chassis, materials, or other causes beyond our control not
preventing, within about_230_ working days after receipt of this order and the acceptance thereof at our office at Walpole,
Massachusetts, and to be delivered to you at_the Nashua Fire De t ew Hampshire

The specifications herein contained shall form a part of the final contract, and are subject to changes desired by the
purchaser, provided such alterations are interlined prior to the acceptance by the company of the order to purchase, and provided
such alterations do not materially affect the cost of the construction of the apparatus.

The proposal for fire apparatus conforms with all Federal Department of Transportation (DOT) rules and regulations
in effect at the time of bid, and with all National Fire Protection Association (NFPA) Guidelines for Automotive Fire Apparatus
as published at the time of bid, except as modified by customer specifications. Any increased costs incurred by first party
because of future changes in or additions to said DOT or NFPA standards will be passed along to the customers as an addition
to the price set forth above.

Unless accepted within 30 days from date, the right is reserved to withdraw this proposition.

ee FIRE & RESCUE APPARATUS INC.
AL tis

wy: LL K Ofnne

William K. O’Connor — VP Sales & Marketing

Nashua Fire Rescue Kevin F. Kerrigan

Administrative Office oefB0e) Sod seas
70 East Hollis Street, Nashua, NH 03060 FAX 603) 504-2884
www nashuafire.com KerrigankK @NashuaNH gov

To: Chief Rhodes

From: Deputy Chief Kerrigan

Date: August 26, 2018

RE: 2017 Department of Homeland Security Assistance to Firefighters Grant

Chief Rhodes,

We have been awarded $650,000.00 from the 2017 Assistance to Firefighters Grant.

The breakdown is as follows

$590,910.00 FEMA Award

$59,090.00 City of Nashua Match

As you know this money will be used to purchase a new Special Hazards Rescue Vehicle,
replacing 3 older vehicles Haz-mat 1 , Haz-mat 2 and the Air Supply Truck. This will allow us to
carry all of our Technical Rescue Equipment on | vehicle and reduce the maintenance costs from

3 older vehicles.

We have one year to complete this grant.

Kevin F. Kerrigan

Deputy Fire Chief

R-18-062

RESOLUTION

RELATIVE TO THE ACCEPTANCE AND APPROPRIATION OF UP TO $650,000
FROM THE DEPARTMENT OF HOMELAND SECURITY INTO FIRE GRANT
ACTIVITY “FY2017 ASSISTANCE TO FIREFIGHTERS GRANT” AND
AUTHORIZING THE TRANSFER OF UP TO $65,000 OF MATCHING FUNDS FROM
THE FISCAL YEAR 2018 BUDGET

CITY OF NASHUA

In the Year Two Thousand and Eighteen

RESOLVED by the Board of Aldermen of the City of Nashua that the City of Nashua and
Nashua Fire Rescue are authorized to accept and appropriate up to $650,000 from the
Department of Homeland Security into Fire Grant Activity “FY2017 Assistance to Firefighters
Grant” for the purpose of purchasing a Heavy Duty Rescue Vehicle and to authorize the transfer
of up to $65,000 in matching funds from Department #159 -- “Other Public Safety”, Account
#54835 “Hydrant Fees/Fire Protection”.

PASSED BY THE BOARD OF ALDERMEN — AUGUST 14, 2018
APPROVED BY THE MAYOR — AUGUST 15, 2018
ATTEST: JUDITH A. BOILEAU, DEPUTY CITY CLERK.

8/26/2018 View Award Package

US. Department of Homeland Security
Washington, B.C. 20472

Mr. Kevin Kerrigan

City of Nashua Fire Rescue

229 Main St

Nashua, New Hampshire 03060-2938

Re: Award No.EMW-2017-FV-00119
Dear Mr. Kerrigan:

Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance submitted
under the Fiscal Year (FY) 2017 Assistance to Firefighters Grant has been approved in the amount of $590,910.00. As a
condition of this award, you are required to contribute a cost match in the amount of $59,090.00 of non-Federal funds, or
10 percent of the Federal contribution of $590,910.00.

Before you request and receive any of the Federal funds awarded to you, you must establish acceptance of the
award through the Assistance to Firefighters Grant Programs’ e-grant system. By accepting this award, you
acknowledge that the terms of the following documents are incorporated into the terms of your award:

* Summary Award Memo

e Agreement Articles (attached to this Award Letter)

* Obligating Document (attached to this Award Letter)

* FY 2017 Assistance to Firefighters Grant Notice of Funding Opportunity.

Please make sure you read, understand, and maintain a copy of these documents in your official file for this award.

Prior to requesting Federal funds, all recipients are required to register in the System for Award Management
{SAM.gov). As the recipient, you must register and maintain current information in SAM. gov until you submit the final
financial report required under this award or receive the final payment, whichever Is later. This requires that the recipient
review and update the information annually after the initial registration, and more frequently for changes in your
information. There is no charge to register in SAM.gov. Your registration must be completed on-line at
bttps://www.sam.gov/portal/public/SAM/. It is your entity's responsibility to have a valid DUNS number at the time of
registration.

in order to establish acceptance of the award and its terms, please follow these instructions:

Step 1: Please go to https://portal fema.gov to accept or decline your award. This will take you to the Assistance to
Firefighters eGrants system. Enter your User Name and Password as requested on the login screen. Your User Name
and Password are the same as those used to complete the application on-line.

Once you are in the system, the Status page will be the first screen you see. On the right side of the Status screen, you
will see a column entitled Action. In this column, please select the View Award Package from the drop down menu, Click
Go to view your award package and indicate your acceptance or declination of award. PLEASE NOTE: your period of
performance has begun. If you wish to accept your grant, you should do so immediately. When you have finished, we
recommend printing your award package for your records.

Step 2: if you accept your award, you will see a link on the left side of the screen that says Update 1199A in the Action
column. Click this link. This link will take you to the SF-1199A, Sign-up Form. Please complete the SF-1199A on-line if
you have not done so already. When you have finished, you must submit the form electronically. Then, using the Print
1199A Button, print a copy and keep the original form in your grant files. Once approved you will be able to request
payments online.

lf you have any questions or concerns regarding your 1199A, or the process to request your funds, please call (866) 274-
0960.

hitps://eservices fema,gov/FemaFireGrantWiregranUjsp/ire_admin/awa rdsispec/view_award_package.do?agreementNo=EMW-2047-FV-0044 9&print... 2/44

8/26/2018 View Award Package

Award Package

hitps://eservices.fema.gov/FemaFireGrant/firegrantjsp/fire_admin/awards/speci/view_award_package.do?agreementNo=xEMW-204 7-FV-00419&print... 1/44

8/26/2018 Assistance to Firefighters Grant Program | Award Status

D Srdyys

Awalmnation

Award Status

Direct Deposit Form 11994

Relurn to Status Page Please review your award package in the link below and then
Log Of print the package. If you wish to accept the award, the

Primary Point of Contact must click the Accept Award button,
enter the password and check the certification box at the
bottom of the screen and press the Accept/Reject Award
button.

if you accept your award you should fill out your Direct
Deposit Form 1199a immediately if you have not cone so
already. After which you will be able to submit your request
for funds. Remember to submit your payment request when
you are ready to spend the money. It is a federal requirement
to minimize the time between you receiving the funds in your
bank account and the spending of those funds. For planning
purposes, you can estimate that it could take up to three
weeks for the funds to be transferred to your account.

FEMA has developed tools and resources to assist recipients
with ensuring compliance to grants management policies,
procedures and federal regulations. Training is available at
https//www.fema,gov/assistance-firefighters-grants-training-
tools.

if you wish to decline your award, the Primary Point of
Contact must enter details on the reason for the declination
and then select the Decline Award button, enter the
password and check the certification box at the bottom of the

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hitps:/eservices.fema.gov/FemaFireGrantfiregrant/jsp/general/access_application.do?orgld=46340&appld=4 0520758view=edit&from=applicant&data,.. 1/4

8/26/2018 View Award Package

Summary Award Memo

INSTRUMENT: GRANT

AGREEMENT NUMBER: EMW-2017-FV-00119
GRANTEE: City of Nashua Fire Rescue
BUNS NUMBER: 066758343

AMOUNT: $650,000.00, Vehicle Acquisition

Project Description

The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public and
firefighting personnel against fire and fire-related hazards.

After careful consideration, FEMA has determined that the recipient's project or projects subrnitted as part of the
recipient's application, and detailed in the project narrative as well as the request details section of the application -
including budget information - was consistent with the Assistance to Firefighters Grant program’s purpose and
worthy of award. The projects approved for funding are indicated by the budget or negotiation comments below.
The recipient shall perform the work described in the grant application for the recipient's approved project or
projects as itemized in the request details section of the application and further described in the grant application
narrative. The content of the approved portions of the application - along with any documents submitted with the
recipient's application - are incorporated by reference into the terms of the recipient's award. The recipient may not
change or make any material deviations from the approved scope of work outlined in the above referenced sections
of the application without prior written approval, via amendment request, from FEMA.

Period of Performance
13-AUG-18 to 12-AUG-19
Amount Awarded

The amount of the award is detailed in the attached Obligating Document for Award. The following are the budgeted
estimates for object classes for this grant (including Federal share plus recipient match):

Personnel: $0.00
Fringe Benefits $0.00
Travel $0.00
Equipment $650,000.00
Supplies $0,00
Contractual $0.00
Construction $0.00
Other $0.00
indirect Charges $0.00
State Taxes $0.00
Total $650,000.00

NEGOTIATION COMMENTS IF APPLICABLE (max 8000 characters)
Any questions pertaining to your award package, please contact your GPD Grants Management Specialist Levenix
Riddle at Levenix.riddle@fema.dhs.gov

FEMA Officiais

Program Officer: The Program Specialist is responsible for the technical monitoring of the stages of work and
technical performance of the activities described in the approved grant application. If you have any programmatic
questions regarding your grant, please call the AFG Help Desk at 866-274-0960 to be directed to a program
specialist.

htips://esarvices.fema.gowFemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_award_package.do?agreemeniNo=EMW-2017-FV-00414 Sprint... 5/44

19.

Retirement System

New Hampshire Retirement System

The City follows the provisions of GASB Statement No. 68, Accounting and Financial
Reporting for Pensions — an amendment of GASB Statement No. 27, with respect to the
State of New Hampshire Retirement System (NHRS).

The following pension disclosures for the New Hampshire Retirement System pension plan
are based upon an actuarial valuation performed as of June 30, 2019, using a measurement
date of June 30, 2020.

Plan Description

Full-time employees participate in the New Hampshire Retirement System (NHRS), a cost-
sharing, multiple-employer defined benefit contributory pension plan and trust established
in 1967 by RSA 100-A:2 and qualified as a tax-exempt organization under Sections 401 (a)
and 501(a) of the Internal Revenue Code. The plan is a contributory, defined benefit plan
providing service, disability, death, and vested retirement benefits to members and their
beneficiaries. Substantially all full-time state employees, public school teachers and
administrators, permanent firefighters, and permanent police officers within the State of New
Hampshire are eligible and required to participate in the system. Full-time employees of
political subdivisions, including counties, municipalities, and school districts, are also
eligible to participate as a group if the governing body of the political subdivision has
elected participation.

The New Hampshire Retirement System, a Public Employees Retirement System (PERS),
is divided into two membership groups. State or local employees and teachers belong to Group
I, Police officers and firefighters belong to Group J. All assets are held in a single trust and
are available to each group. Additional information is disclosed in the NHRS annual! report
publicly available from the New Hampshire Retirement System located at 54 Regional Drive,
Concord, New Hampshire 03301-8507 or from their website at www.nhrs.org.

Benefits Provided
Group | benefits are provided based on creditable service and average final salary for the
highest of either three or five years, depending on when service commenced.

Group II benefits are provided based on age, years of creditable service, and a benefit
multiplier depending on vesting status as of January 1, 20!2. The maximum retirement
allowance for Group II members vested by January 1, 2012 (45 years of age with 20 years
of service or age 60 regardless of years of creditable service) is the average final
compensation multiplied by 2.5% multiplied by creditable service. For Group II members
not vested by January 1, 2012, the benefit is calculated the same way but the multiplier

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