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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

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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.

The Nashua Police Department recommends purchasing the night vision order from Maxavision
of Juipter, FL. Funding is available through Homeland Security 2019 Law Enforcement Terrorism
Prevention Activities Grant.

Sincerely,

vf

Karen A. Smith
Business Manager

PROPOSAL TO: es ee
DANIEL KOOKEN MAXAGS VISION
NASHUA POLICE DEPARTMENT eee
NASHUA, NH 03062

KookenD@nashuanh.gov
RFQ)053-41720 DATE: 04/17/2020

TEONWNAORKEOGIE &

OPTION 1

1 1IPID 143AW1 Geng
“While Phosphor Mk
I* Min FOM 2376 Thin-Fimed
1 Mount with

OPTION 2
1 1IPIDI2PD5D111 PRG Delense PVS-14 JAW1 Gen J 8 $3,425.00 $29,000.00;
Auto<Galed "While Phosphor Mr
IY Min FOM 2376 Thin-Fimed
2 28300G 11-6 |Witcox The L4 GI) Maun! with 8 $325.00 $2,400.00
3 SHIPPING GROUND 1 $160.00 $160.00)
TOTAL $31,760.00)
OPTION 3
1 HIPIOPOSDI PRG Delenie PVS-14 3AW1 Gen3 ? §3.625.00 $32.625,00
Auto-Gated While Photphot Mk
I" Min FOM 2376 Thin-Fimed
2 28300G 11-8 Wilcox The L4 G1) Mount wilh o $375.00) $2,925.00
3 SHIP PING GROUND 1 $160.00) smn
TOTAL $35,710.00]
OPTION 4

1 MPIDIZPDSD01! PVS-14 JAW] Gen3
Phosphor Mk
1* Min FOM 2376 Thin-Fimed

TOTAL

LEAD TIME: 60 DAYS ARO
QUOTE VAUD: 30 DAYS
POC: FRANCIE COWEN, francle@maxaviston.net. 561-743-8180

114 SHORES POINTE DR @ JUPITER FL 33458

R-20-076

RESOLUTION

AUTHORIZING AN ENERGY PERFORMANCE CONTRACT AND LEASE
FINANCING ARRANGEMENT

CITY OF NASHUA

In the Year Two Thousand and Twenty

WHEREAS, the City of Nashua, New Hampshire (the “City”), is a political subdivision
duly organized under the constitution and laws of the State of New Hampshire; and

WHEREAS, it is hereby determined that a true and real need exists for the acquisition
and installation of certain energy savings equipment to be acquired and installed at certain
facilities of the Nashua School District (the “Equipment’); and

WHEREAS, it is necessary and desirable and in the best interest of the City of Nashua,
New Hampshire, on behalf of Nashua School District, as lessee, to enter into an Equipment
Lease Purchase Agreement (the "Agreement") with Municipal Leasing Consultants, LLC, as
initial lessor (the “Lessor”’), for the purposes described therein, including the leasing of the
Equipment;

NOW, THEREFORE, BE IT RESOLVED, BY THE BOARD OF ALDERMEN OF
THE CITY OF NASHUA, NEW HAMPSHIRE, AS FOLLOWS:

Section 1. The Agreement, in substantially the same form as presented to this meeting,
and the terms and performance thereof are hereby approved, and the Mayor of the City is hereby
authorized to execute and deliver the Agreement on behalf of the City, with such changes therein
as shall be approved by such officer, such approval to be conclusively evidenced by such
officer’s execution thereof.

Section 2. The Escrow Agreement (the “Escrow Agreement’), among the City, the
Lessor and the escrow agent named therein, in substantially the same form as attached and the
terms and performance thereof are hereby approved, and the Escrow Agreement is hereby
authorized to be executed and delivered on behalf of the City by a duly authorized officer of the
City, with such changes therein as shall be approved by such officer, such approval to be
conclusively evidenced by such officer’s execution thereof.

Section 3. The Energy Performance Contract (the “Energy Contract’), between Nashua
School District and Energy Efficient Investments, Inc. in substantially the same form as attached,
and the Energy Contract is hereby authorized to be executed and delivered.