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Finance Committee - 10/18/2017 Page 5
Mr. Mansfield

| would like to thank the Mayor and the Board of Aldermen for funding this this year. | know it was an issue
because of the budget, although I’m very passionate about this. | think that this is one of the biggest things
that we need to continue to do to maintain our communications within the city.

The first piece of this is the Motorola system upgrade agreement. This is the $191,960.77. This is the first
payment of two payments which will allow us to upgrade our system every two years. This first phase,
$191,000, will basically be paid to Motorola after FY2018 when we go into 2019 if this is funded again. The fee
would be $193,963.79. After that point, we could schedule our first upgrade to the radio system. Currently we
are ina 7.15 radio system. We would be looking to move up to a 7.17 radio system.

What this maintenance contract includes is all software and hardware that is required to upgrade the system.
If the server needs to be replaced because the software has changed, they are going to replace the server. It
basically deals with infrastructure and the dispatch centers within the city. It does not deal with portable or
mobile radios. It is strictly infrastructure that we are talking about with this upgrade.

We in the communications division upgrade the portables and mobiles on a routine basis. We try to do it
annually. It takes a lot of time to do that because we have to actually physically touch each radio. That is
something that we do. That is software that is free. That keeps us up-to-date so when this does come in we
will be ready to go for any changes that we are going to make to the system. As | said, this does include all
hardware and software within the system. | did include in the back of the first section a list which specifies all
the software and hardware that’s going to be changed and the system when we move to the upgrade.

Mayor Donchess

| think it is right after the section that’s 1 of 9, 2 of 9, through 7 or 9. It’s right after that, | believe. It’s under the
service agreement, so-called.

Mr. Mansfield

Thank you, Mayor. There’s two pages here of software and hardware that will end up being changed out if it

does come to fruition next year. | asked Motorola to give us a six-year plan to continue the upgrades. On the
memo that | sent the Mayor, which | believe you all have on the front page it explains how much it would cost
from 2017 through 2022. That would allow for three system upgrades. We would be doing a 7.17 upgrade, a
7.19 upgrade and a planned 7.21 upgrade once the 2022 payment is made.

Alderman Siegel

Mr. Mansfield, when we talked about this way back when when we decided we to put this money aside, you
had sort of indicated that the system was pretty much spiting chewing gum to maintain and that we really
needed to upgrade the system to be compatible.

Mr. Mansfield

With the old system to the current system that we have today, yes. The reason why that occurred where we
were putting band aids and duct tape around it was because of the fact that we did not continue with upgrades
throughout the years. After 14 years of a system being out there, we couldn’t find parts. None of the parts that
we had were repairable. We were doing searches throughout the country to find the parts and pieces to keep
the system running. That’s the main reason why, especially now with this new system. It’s a lot more
software. It’s IT based. It’s a lot of servers, software. Everything in it needs to be kept up-to-date because of
not only what Motorola is doing, but Motorola is also trying to keep up with the industry, such as Microsoft.
They use Microsoft products. They use different types of security software. All of these things are updated at
the same time as well as us being allowed to possibly get new features when the system comes in.

Finance Committee - 10/18/2017 Page 6
Mayor Donchess

| believe, Mr. Mansfield, you indicated that we are now on system 7.15.

Mr. Mansfield

Correct.

Mayor Donchess

And by making this payment and the payment next year, we will be upgraded to 7.17.

Mr. Mansfield

Correct.

Mayor Donchess

What different functions would will the 7.17 version accomplish that the 7.15 does not?

Mr. Mansfield

Several new features that are being added to the system. The biggest feature that is going to be viable for us
right off is the software for the fire department. The last time | came in here, there was a new software out
there. It’s a safety software for the firefighters where instead of taking the time and having the fire dispatcher
go and call, do a roll call of every firefighter at a fire scene, all they would do is send out a tone and every radio
would beep until that firefighter clicked on it. If that firefighter did not click on his radio to say that he was okay

then at that point in time they would send somebody out to go look for that firefighter. That’s the biggest,
biggest benefit that we are going to have with this particular one.

Mayor Donchess
And that comes with part of the 7.17 upgrade?
Mr. Mansfield

No, it allows us the capability to do that. It does not allow us to do that. You have to go out and buy software
to allow all the portables to do that as well.

Mayor Donchess

So it enables that possibility and then you have to what, buy additional equipment? What do you have to do to
put that into effect?

Mr. Mansfield

That particular item, | believe there’s a server involved and there’s some software that’s involved. Each radio
that the fire department has would have to be touched with a new software to allow that to work properly.

Mayor Donchess

Do you have an estimate as to the cost of that?

Finance Committee - 10/18/2017 Page 7
Mr. Mansfield

| do not have an estimate at this point in time. This is fairly new software. It’s a new product that has come out
in the last six months. We’ve actually seen the product. The fire department has seen the product. They like
the product. The problem is it hasn’t been deployed that much so there’s no real pricing that we have received
yet for that. The biggest benefit for the upgrade of the system is every time you do an upgrade it pretty much
guarantees that your system will be viable for an additional five years. It adds five years of life onto your
system.

Alderman O’Brien

This is the first | heard of it. As a former incident commander and having actually conducted roll calls, itis a
long and tedious process because there is a lot of noise. If your conducting a roll call, something went bad on
the fire ground. You want to make sure that everybody is safe and trying to get people to listen and trying to
respond. If this enhances that, it could actually save a life because you are looking for that one person who
may be in trouble. He may be at the bottom of the roll call list. Any direction that we can do to try to help the
firefighters to get the software upgraded to get to the point where we can discuss it and purchase it, | think
perhaps maybe in the future will safe a firefighter’s life.

Alderman Siegel

What happens if we don’t approve this?
Mr. Mansfield

If this does not get approved, | think by 2019 or 2020, we would be required to do another forklift upgrade if we
were going to upgrade the system. If we didn’t do this and we put it off until next year, everything gets put off
for two years. Again, you can’t jump from 7.15 to 7.19. You have to go through the process of 7.15 to 7.17 to
7.19.

Alderman Siegel

Unfortunately, we sort of stuck with this because it is Motorola. It’s the choice we made. We don’t want to do
another forklift upgrade. That’s painful, and that was some of the motivators behind this as | recall our
discussion.

Mr. Mansfield

Correct. It seems like whether we chose Motorola or whether we chose another vendor, they are all doing the
exact same things out there today. It’s pretty much the industry standard of how other operating, how they do
with business.

Alderman Siegel

One of the things they are going to be doing is upgrading the software. Given the prevalence of attacks, ISIS
attacks, things of that nature, we need to make sure that our software is upgraded so we’re not vulnerable.

Mr. Mansfield

Correct. There’s another part of this whole $235,000. There was another memo that was submitted to provide
security update services to the system now. When we first bought the system, we were getting security update
services on a weekly basis. All it did was allow the main pieces of the infrastructure to get security updates.
Since May we have been without that and have not received any security updates. That’s why this is in here to
ensure that we continue with those updates on a weekly basis as we were before.

Finance Committee - 10/18/2017 Page 8

Mayor Donchess

There’s this first net project at the federal level. How will that relate or will it relate to wnat we are doing here?
Can you at least update the committee on that project and how it might affect us.

Mr. Mansfield

First net, congress has set aside billions of dollars to basically have public safety data in vehicles throughout
the country. They want it throughout every state across the country. AT&T has won the bid for that on the
federal side. Each state has an option of whether they are going to opt in or opt out of the First Net program.
Basically if they opt out, they would be doing it on their own. If they opt in they have to follow the federal
guidelines for ensuring the system is up-to-date and running. Basically what First Net is is a vendor, such as
AT&T, would give priority data communications to public safety, whether it be police, fire or EMS across the
board, across the country. If a major incident happened, what they could do is utilize their computers in their
vehicles and bump anybody who was non-public safety off the system. It basically gives the priority to be able
to utilize the case data. At this point in time, New Hampshire has not decided whether they are going to opt in
or opt out. There was an article in the Mission Critical magazine where Governor Sununu spoke about the
state and the process. We have a committee in the state that has been working for the last two years to
determine whether or not the state should opt in or opt out. No decision has been made at this point in time.
The state did go out to bid on a First Net service. A RFP was submitted. There was a vendor that was chosen
even the state did not decide whether they were going to opt in or opt out of it. Basically it has gone nowhere
in this point in time. Weé still are up in the air on where that is going to go.

Basically, they need a lot of tower sites within the state to be able to do this and make the communications
happen. More than likely, they will be coming to us to piggy-back off of our towers if possible, even off our
radio systems to make this operational. We’re not at that point now. | don’t anticipate anything moving on this
for another couple of years, two to three years. There’s still a lot of unanswered questions out there.
Alderman Clemons

How does that relate to what’s in front of us? Is it compatibility? Is that the question?

Mr. Mansfield

The system that we currently have is compatible with that system.

Alderman Clemons

With the federal system?

Mr. Mansfield

It’s actually a private-public partnership, for the most part it’s AT&T that would be partnering up with the federal
government and states to start deploying the system.

Alderman Clemons

But it’s compatible with that. In other words if the state went on its own, it might not be compatible?

Mr. Mansfield

There’s supposed to be guidelines out there. Again, nothing is set in stone right now, but there are supposed to
be guidelines. That was part of the discussion in this article today, making sure that it is interoperable with

other entities as well, even though the federal government is trying to prevent those other entities from coming
in.

Finance Committee - 10/18/2017 Page 9
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Communication — Memorandum of Understanding between the City of Manchester, City of Nashua
and the Manchester/Boston Regional Airport

MOTION BY ALDERMAN SIEGEL TO ACCEPT AND PLACE ON FILE THE REVISED MEMORANDUM
OF UNDERSTANDING PLACED ON OUR DESKS THIS EVENING

ON THE QUESTION
Mr. Mansfield

Last year the City of Nashua applied for a grant to try to enhance the communications between Nashua and
Manchester and make our systems redundant with each other. Because of the level of the system Manchester
purchased, we were unable to do that and make the two systems work together. Eventually, they will need a
large upgrade to their system to bring it up to where we are at so the two systems will talk together. We are
still hoping that happens in the future, but it is going to be an expensive venture on Manchester’s part.

We looked at different options to provide interoperability communications, number one, and also provide
redundancy to our radio systems, secondly, mainly our dispatch centers. The City of Nashua has two dispatch
centers: the police and fire dispatch centers located at two separate locations. Manchester also has a police
and fire dispatch center located at two different locations. Each of those dispatch centers is connected
together through fiber or through microwave. If one piece of equipment fails, there is a backup system within
each of the entities, whether it be Manchester or Nashua. We still would be able to communicate.

If we had a major catastrophe as either one of these locations, whether it be Manchester or Nashua, police or
fire, where the building was no longer accessible, we don’t have any plan in place to move dispatch
communications anywhere.

Through the grant process we went to the state through Homeland Security funds and applied for a grant to
build a dispatch center. It’s basically a backup dispatch center for both Manchester and Nashua. We looked
for a neutral location where we could still communicate to Nashua and Manchester could still communicate to
Manchester, and a space let’s just say not expensive to operate or owner operate. We found that Manchester
Airport was looking at doing something similar at their site so we began talking with them to determine whether
or not they had facilities for us up there that we could build a communications center.

After several meetings and discussions, Manchester Airports agreed to give both the City of Nashua and the
City of Manchester space at the airport. Through the grant process we are anticipating to be awarded
$300,000 within the next couple of weeks. The City of Manchester is anticipating a similar $300,000. All these
funds would go to build this dispatch center up at the airport. The airport has agreed to give us permission to
be on the property, to be in a secured building, to give us a room, electricity. They have given us tower space,
| shouldn’t say given. They have allowed us permission to be on a tower. There is a concrete structure that
will be able to house the equipment outside next to the tower.

We would be purchasing through that grant dispatch consoles, what they call a K-Core. We have a M-Core in
Nashua. We’d be using a K-Core. It would be programmed for both Nashua, Manchester and Manchester
Airport with all their frequencies and channels in there so if we did have a major catastrophe at any location,
we could just basically pick up and move up there and begin communications again. That’s the purpose of the
grant.

The Airport has been wonderful to deal with, the Airport Authority. There’s been no issues with this
whatsoever. It seems like it would be a great working relationship. We are all looking forward to moving
forward with this.

Finance Committee - 10/18/2017 Page 10
Mayor Donchess

This would be an emergency backup communications dispatch system both communities.

Mr. Mansfield

Correct.

Mayor Donchess

Do you think it would ever be practical or advantageous for there to be a consolidated police dispatch,
Manchester and Nashua, together, or a consolidated fire? Or, do you think that would not be practical and not
workable?

Mr. Mansfield

There’s been studies done on what your speaking of. | think with the size of our cities it would be really chaotic
to say the least. For the amount of calls that we handle, with the amount of calls that Manchester handles, it
would be chaotic. | don’t even know how you would do it unless you gave every dispatcher a separate area.

Then you’re not having the communication of dispatchers going back and forth. There’s a lot of issues with
doing that.

Mayor Donchess

So this consolidated system is simply if one of the dispatch systems fails, this would kind of be a band aid.
Mr. Mansfield

It would be a band aid until we could get that system back up.

Alderman O’Brien

Where it is going to be located in Manchester, is it going to be fairness? To kind of answer the Mayor’s
question earlier, we’re talking radios. We’re not talking the old system to which the fire boxes would ring into
our current fire alarms. To get that type of cabling all the way up to Manchester would be probably a fee.
Manchester will not be bringing their cabling system for their fire boxes and the like into the facility, so it would
be just like us in this regard.

Mr. Mansfield

Correct. There would be phone lines there. There would be no type of fire boxes or any other equipment other
than the radio communications program in the facility.

Alderman O’Brien
| used to remember that you could patch a particular city into our radio system.
Mr. Mansfield

Correct.

Finance Committee - 10/18/2017 Page 11
Alderman O’Brien

But you had trouble with Manchester. This will clear that up. The incident commander in Nashua will be able
to speak right to a Manchester engine company or a police officer if that was the case?

Mr. Mansfield

They can do that now. | shouldn’t say there’s a broad brush that we can do that now. All the firefighters, all
their portable radios have Manchester fire programmed into their radios. Half of the Nashua Police
Department has Manchester Police Department programmed into their radios, and vice versus. The issue
becomes with licensing. Our system, the City of Nashua’s radio system, is licensed for 2,000 radios.
Currently, we are at 1,985 radios that are on our system. |’m not saying that they are talking on our system,
they have been plugged into our system as being allowed onto our system. With interoperability that’s
happening out there today, we’re running out of licenses so part of this grant is also going to pay for 2,000
extra licenses for Nashua and 2,000 extra licenses for Manchester. We've been working with most recently
the state police. The state police, all new radios that they are getting are what they call “all band” radios. We
have to physically go up and touch their radios. We have been up to the state police on several occasions and
programmed their latest fleet of cruises that are out there with the Nashua system in it. We've also done that
with Merrimack. We've done it with Hollis with the radios they have. That's where we are getting all these
numbers of radios onto our system. With this extra 2,000 radios we will be able to basically have the entire
City of Manchester on our system and vice versus, as well as the state police and anybody else around us.

Mayor Donchess

Alderman Cookson has joined the meeting. Please have the record reflect that.
Alderman Siegel

This $300,000 seems like 1) it’s not actually been granted to us. We're hoping it gets there.
Mr. Mansfield

We're anticipating it within the next two weeks.

Alderman Siegel

What happens if it doesn’t arrive?

Mr. Mansfield

If it doesn’t arrive then we don’t move forward.

Alderman Siegel

Is that reflected in this Memorandum of Understanding?

Mr. Mansfield

Basically, a Memorandum of Understanding, in writing, you can bow out of this Memorandum at any point in
time.

Alderman Siegel

It is not a contract?

Finance Committee - 10/18/2017 Page 12
Mr. Mansfield

It is not a contract. It’s just basically saying that the City of Nashua understands that this is what we are doing.
Manchester Airport understands what they are doing as their part, and the City of Manchester is doing their
part.

Alderman Siegel

Do you have a cost breakdown for all of this stuff so it all fits into the $300,000?
Mr. Mansfield

| have a budgetary quote because we can’t really get a quote on the system until we are ready to put it out to
bid in any way until we have the funding. | have spoken with the grant office up in Concord as soon as, |
believe, last Wednesday. | was told that the letter is going to be in the mail. That's why | am trying to move
this forward because this is also going to have to go through the approval of the City of Manchester as well as
the Manchester Airport Authority. I’m confident we are going to be getting this.

Alderman Cookson

I’m looking for, and | don’t know if you can offer legal advice, Mayor Donchess.

Mayor Donchess

| cannot. | cannot offer legal advice just to make it absolutely clear.
Alderman Cookson

In private industry, | wrote a Memorandum of Understanding. | called it a Memorandum of Understanding
specifically so that it wouldn’t’ be confused with a contract. And yet, our legal counsel, indicated that this was
contractually binding even though it is called a Memorandum of Understanding. First off, | would be very
concerned based on my experience, and my experience along, that even though we are calling it a
Memorandum of Understanding, this is contractually binding and it would be perceived and observed as a
contract.

Mayor Donchess

This is not a legal opinion, but | think it is a contract. We could get further detail from legal, if you’d like. Under
Paragraph 5, Scope, it does say: “Either party may cancel its affiliation at any time within 30 days written
notice.” The words “cancel its affiliation” I’m not sure exactly what that means, but there does seem to be an
out under that provision.

Alderman Siegel

I’, not particularly comfortable with this just because it seems very loose. We really don’t know what we’re
buying.

Mr. Mansfield

It’s not a contract to buy anything. It’s just an agreement. There’s nothing in here about what we are buying.

| was just explaining what we’re looking to do with this. What would end up happening is we would have either
a bid or go to an ITT 54 contract out of Massachusetts, have a list of items that would come again before the
Finance Committee of what is going to be purchased for this. This isn’t an agreement with a vendor. This is
an agreement with communities basically we’re shaking hands and saying when this comes to fruition, we’re all
going to come up here and be in this room and this is what we’re going to do.

Finance Committee - 10/18/2017 Page 13

Mayor Donchess

It does say this, under 6: “The cost of the purchase program The cost of the purchase, programming and
installation of equipment will be funded 100% through this grant. $300,000 has been awarded to the City of
Manchester and $300,000 has been awarded to the City of Nashua. These funds will be utilized to fulfill all of
the stipulations within the grant application.” | don’t’ know if that really answers all of the questions, but it does
say that. If we wanted legal to come in just to go through it with the committee, would a two-week delay be a
problem?

Mr. Mansfield

If that’s what you want. | was just trying to move it forward and get a process so that we could move it on to
the next location.

Alderman Clemons

Has Manchester or the airport signed onto this yet?

Mr. Mansfield

Physically signed onto it? They’ve all seen it. We've all sat down as a committee.
Alderman Clemons

| don’t Know in Manchester if their finance committee has signed onto this or the airport has signed onto it. Are
we the first to sign?

Mr. Mansfield

We're the first to do it. It’s been reviewed by our legal. It’s been reviewed by Manchester’s legal and the
Airport Authority has also had it reviewed.

Alderman Clemons

| understand the purpose behind it, and | imagine the greatest reason that something like this would want to be
signed is because you have the semi-private airport which is taking on the responsibility of hosting this site.
They are basing that on the good will of the City of Manchester and the City of Nashua and their word. There
has to be some kind of understanding that when the $300,000 comes in to each municipality that if the three
entities get together and say Nashua is going to be responsible for X, Y and Z and Manchester is responsible
for A, B, and C, of each $300,000, is that how you anticipate that working?

Mr. Mansfield

What will occur is we had an engineer go out to the site. He has formulated a draft of what we’re looking at. It
would more than likely be the City of Nashua that’s going to oversee the funding of this. Once they agree upon
what is going into the project, it would more than likely come through our finance process for everything, for the
total of $600,000. What we would do is bill Manchester since they are holding onto their $300,000, bill them for
half of everything that we’re doing. Nothing is going to be purchased unless both entities, Manchester and
Nashua, agree upon what is being purchased.

Alderman Clemons

| completely understand that, and | would understand why you would want to have something like this in place
prior to a hard and fast agreement. The details are going to come later. This is the general plan of what are

Finance Committee - 10/18/2017 Page 14

we going to do with the $600,000, $300,000 of which is going to two different communities who could, without
something like this, turn around and say we’re going to do something different.

Mr. Mansfield

Both of our hands are tied because of the grant. They filed for a grant, and we filed the grant and they are
married together. They can’t do that. It is partnered. It is in the grant. Manchester put in there that the
partnership is going to be with Nashua, and we put in there that the partnership was going to be with
Manchester, in the grant process. They are being allotted the money, but it is going to go towards what they
said it is going toward.

Alderman Clemons

| understand that but if Nashua starts spending money and we didn’t have this in place and Manchester
decided | don’t want to be part of this anymore.

Mr. Mansfield
We've done these before; there’s never been an issue.
Alderman Clemons

| understand that. I’m pointing out | understand the reason behind this Memorandum of Understanding, and |
think it is a good thing. I’m ready to sign onto it.

Mr. Mansfield

We did a similar project a few years back with Manchester when we did a feasibility study. Manchester
received half the funds and we received the other half. Everything was processed through us and through our
finance. Then we basically gave them a bill and they paid us and it was all taken care of.

Alderman Siegel

Who is going to pay for the ongoing maintenance of this system?
Mr. Mansfield

The maintenance for this type of system is very, very minimal. The reason why | say it is minimal is because
the only thing it needs to have is software updates to the control stations to the mobiles. That software is free.
It is given to us. It’s the same thing with the mobiles for the portables that we have out there today. The
software and firmware are at no cost. Other than dusting it off and making sure that it is running, and running
our people through it every once in a while, the cost will be very minimal, if any.

Alderman Siegel

| thought we just voted on a system for maintenance and upgrade which is not minimal.
Mr. Mansfield

This is a totally different type of system. Our system that we have here is very complexed. It has lots of
servers. It has lots of security issues because of the fact that itis open. This system is a very closed system.
It has one server in it; that’s it. It is a very simple system that does not require upgrades and things like that
that we have to do with our system.