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Finance Committee - 3/15/2017 Page 8
Mayor Donchess

Yes, that would be fine.

Alderman Cookson

You have two pieces of work that need to be done. One is a panel and one is the fire panel. On this particular
request, you went with the lowest bidder.

Captain Paulson

Correct.

Alderman Cookson

Even though the lowest bidder was in Marlborough, which is maybe an hour away. You had two local vendors

who submitted responses to the request. One was just maybe off by $1,000 between the lowest bid and the
middle bid. Then there was one response who bid on both.

Captain Paulson

Correct.

Alderman Cookson

The first bid was the highest bid and probably eliminated them because it was the highest bid. But, they were

awarded the second bid. I’m wondering would it make sense, and | don’t Know the answer to this question, to
consolidate and would that one vendor, would it make sense for them to do both pieces of the work?

Captain Paulson

They are treated separate. EEC happened to be the vendor that came through for our generator testing. If
you look at the quotes, themselves, you will see that EEC provided a very detailed scope of work where the
other vendors kind of just a paragraph of what they are willing to do. EEC also identified some additional
hazards potentially to include a sprinkler head right over the electrical panel to help bring us up to code and
make sure that wouldn’t be a problem in the future. They pointed out some additional work they are going to
do to divert that to make sure that doesn't rear its ugly head later on.

Alderman O’Brien

We had an issue with the library with the roofing. Do we have guarantees if something fails? Do we have any
warranties?

Mr. Kooken

| didn’t see any specific warranties.
Captain Paulson

There’s a standard one-year warranty.
Alderman O’Brien

In your experience, that seems to be typical, one year?

Finance Committee - 3/15/2017 Page 9
Captain Paulson

Correct.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Swat Robot (Value: $60,072)

MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM ICOR TECHNOLOGY IN THE AMOUNT OF $60,072. FUNDS ARE AVAILABLE IN DEPARTMENT
150, POLICE; 2016 DEPARTMENT OF SAFETY HOMELAND SECURITY TACTICAL AND HAZMAT
ROBOT GRANT

ON THE QUESTION

Mayor Donchess

This will be used for situations where there’s someone barricaded or some other situation where the police
officers don’t want to...

Captain Eric Nordengren

It is for that, but its primary purpose, the reason why we went after this grant, was to have it available for the
Souhegan Mutual Aid Response Team. It is a hazardous/tactical robot. It will be available for any large scale
or small scale hazardous materials incident, whether there is a criminal element or not. If it is a criminal
element obviously the police department or a regional Swat team would be involved. It’s really a regional asset
primarily directed for that large scale or small scale hazardous material type incident. We'll be able to put
monitoring devices on it. It has cameras. It has a tremendous amount of capability. It will Keep our officers,
our firefighters, our EMTs out of harm’s way.

Alderman Caron

Is this an additional robot or is this a replacement?

Captain Nordengren

This is not replacing anything. It is an additional robot.

Alderman Cookson

How many robots do you have?

Captain Nordengren

The hazardous device unit has one robot. It is a very different type of robot for a very different type of mission.
Alderman Cookson

So this would be a second in total?

Captain Nordengren

We will be keeping the robot but again it is a regional asset. The police department would have two at that
point, but again two totally different missions.

Finance Committee - 3/15/2017 Page 10
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of 2017 Fireworks Display (Value Not-To-Exceed: $15,500)

MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
ATLAS PYRO-VISION ENTERTAINMENT GROUP, INC. IN AN AMOUNT NOT-TO-EXCEED $15,500.
SOURCE OF FUNDING IS DEPARTMENT 177, PARKS AND RECREATION; GENERAL FUND
ON THE QUESTION

Alderman Wilshire

Nashua always does such a fabulous job with their fireworks. I’m always happen to see this contract come
through. | believe Atlas was the provider last year. They do an excellent job.

Alderman O’Brien

Is this equal to what we have done in the past?

Mr. Kooken

| actually spoke with Nick yesterday. He is very certain they will do as well as what they have done in the past.
Alderman Cookson

It’s the second year of the three year contract, is that correct?

Mr. Kooken

Yes it is.

Alderman Cookson

It’s the second year. It’s an $18,000 investment and they are providing a $2500 discount. Next year, again
it's an $18,000 investment and there’s a $1500 discount. Then there’s an option for 2019 of $18,000 with a
$500 discount. It seems like we’re paying more every single year for the same amount.

Mr. Kooken

It is slightly up as we go along. It is still better than the others.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for Portable Toilet Rental and Service (Value: $17,225)

MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE THREE-YEAR CONTRACT TO UNITED SITE SERVICES FOR
AN ANNUAL SUM OF $17,225. FUNDS ARE AVAILABLE IN DEPARTMENT 166, PARKING; GENERAL
FUND ($660); DEPARTMENT 177, PARKS AND RECREATION; GENERAL FUND AND TRUSTS ($13,925);
AND, DEPARTMENT 169, WASTEWATER; WASTEWATER FUND ($2,640)

ON THE QUESTION

Finance Committee - 3/15/2017 Page 11
Alderman Wilshire

| noticed at the fireworks there’s always a huge line for the portable toilets. | don’t know if any consideration
can be given to moving some extra ones there for those few hours and then putting them back where we
normally use them. Just a thought.

Mr. Kooken
| can ask if that’s possible.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Four Hills Landfill Residential Setback Barrier Wall Construction — Change Order #3
(Value: $291,932)

MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE
ORDER #3 TO THE CONTRACT WITH NORTHEAST EARTH MECHANICS, INC. IN THE AMOUNT
OF $291,932. SOURCE OF FUNDING IS DEPARTMENT 168, SOLID WASTE; BOND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for Primary Clarifier Upgrades — Study and Evaluation Phase (Value Not-To-Exceed $95,500)

MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO WRIGHT PIERCE IN AN AMOUNT NOT-TO-EXCEED $95,500. FUNDS ARE AVAILABLE IN
DEPARTMENT 169, WASTEWATER; STATE REVOLVING LOAN FUND

MOTION CARRIED

UNFINISHED BUSINESS - None
NEW BUSINESS — None
DISCUSSION

Alderman Clemons

Mayor, this is regarding the snowstorm we just had. Can you address some of the issues? We had a lot of
issues in Ward 6 with the plowing. | know the storm was difficult, but in some areas the plow didn’t even touch
certain streets until almost 3:00 a.m. It presents a safety concern. | was wondering if you had anymore
information or could shed some light onto why it took so long to get to some of the streets.

Mayor Donchess

It is hard for me to address a specific street without going back to public works, but in general it was a very
heavy storm. It was around freezing and, therefore, the snow was wet and heavy. A number pieces of
equipment, specifically the smaller trucks and pickup trucks, could not plow the snow so they weren't really
usable. That reduced the number of affective pieces of equipment. All the drivers went out solely. There
weren't any wing people. It took them a long time because the plowing was so difficult. | know at my house
they got there before 3:00 a.m., but it wasn’t that long before midnight actually. | think the fact that some
pieces of equipment weren’t really affective contributed to the amount of time it took. We want to do all streets
as quickly as we can. | know a couple of the streets you mentioned were dead ends. | can ask about those. |
can only speculate right now exactly why in that case they didn’t get to them until 3:00 a.m. I’d be glad to ask.
I’ve seen before after these big storms a lot of snow gets packed down, especially later in the season, on the
streets. Then there’s driving it this kicks the stuff up and now there looks like six inches of snow on the street

Finance Committee - 3/15/2017 Page 12

because 2-3 inches of packed snow is looser and therefore deeper. They were out today trying to clean up
and also do the trash. In general, | think overall they did pretty well but there were certainly areas where it
could have been better, especially around Fairgrounds and you refer to Ward 6 which is of course where
Fairgrounds is. Around Fairgrounds Middle School and the Elementary School, there’s fairly rough areas. I’ve
asked Director of Public Works Lisa Fauteux to get to those. I’d be glad to ask your specific question and try to
get you an answer.

Alderman Clemons

| appreciate it, and | appreciate the fact that we will be looking into it a little bit further. | had a couple of people
bring up to me the point that what if an ambulance had to get down or a fire truck, that kind of thing. It is
frustrating to see a plow go by on accross street continually and not at least make a pass. If there was one
request that | would make it would be that. If a plow is going into a particular neighborhood to not just do the
cross streets and the main throughway through those streets but to also try to get a few hours in some of the
side streets. If maybe some of that had been done, maybe some of the smaller trucks if that had been kept up
with, could have been utilized because they wouldn’t have to be plowing 12 inches of snow. I’m not going to
belabor the situation. | appreciate all of the work that public works does and | know the parks department also
contributes. | want to thank both of those departments for all of the hard work. It certainly was a difficult storm,
but | think maybe in the future we need to look at a different plan on how we tackle that.

Mayor Donchess

| appreciate your comments.
Alderman Wilshire

|, too, received a call. | know that public works and the park department did everything they could to manage
the snow in this storm even without the use of the smaller trucks but, | too, agree with Alderman Clemons that
maybe in a bigger storm like this we go out sooner. | don’t know what the answer is, but! did get a call from a
constituent about what she felt was delayed plowing of her street.

Mayor Donchess

What neighborhood was she from?

Alderman Wilshire

| would have to look it up. | don’t recall. | will let you know though.
Alderman O’Brien

Not that | disagree with Alderman Clemons and Alderman Wilshire, | just want to take a different tact. | do
realize there’s always room for improvement, but it was a difficult storm. We did almost reach blizzard
potential. To the plow guys that did go out there, | would like to tip my hat. They did pretty much an
outstanding job faced with some adverse weather conditions. We should take that equally into account. Also
take into account from what | hear there was a working fire at the Wendy’s up on Amherst Street. Our fire
department faced those conditions at that time. There were also accidents for AMR and Nashua PD, so it’s
very good to see that what we have for a city and what we provide for services met the task during the blizzard
so | complement them. Thank you.

Finance Committee - 3/15/2017 Page 13
RECORD OF EXPENDITURES

MOTION BY ALDERMAN CLEMONS THAT THE FINANCE COMMITTEE HAS COMPLIED

WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FEBRUARY 10, 2017 TO FEBRUARY 23, 2017, AND FOR THE PERIOD FEBRUARY
24, 2017 TO MARCH 9, 2017

MOTION CARRIED

PUBLIC COMMENT - None

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:57 p.m.

Alderman Ben Clemons
Committee Clerk, pro tem

£:00 PM

FINANCE COMMITTEE

MARCH 15, 2017
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

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John L. Griffin, CFO/Comptroller
Melanson Heath Presentation — March 15, 2017

Mayor Jim Donchess
McFarland Johnson Contract Amendment for Park and Ride Project Engineering

Mayor Jim Donchess
Hoyle Tanner and Associates Contract Amendment for Nashua Canal Pedestrian Bridge
Engineering Services

Dan Kooken, Purchasing Manager
NPD Main Electrical Panel and Breaker Upgrade (Value: $48,900)
Department: 150 Police; Fund: Trust Fund Building and Improvements

Dan Kooken, Purchasing Manager
NPD Main Fire Panel Replacement (Value: $26,532)
Department: 150 Police; Fund: Trust Fund Building and Improvement

Dan Kooken, Purchasing Manager

Purchase of One (1) Swat Robot (Value: $60,072)

Department: 150 Police; Fund: 2016 Department of Safety Homeland Security Tactical
and Hazmat Robot Grant

Dan Kooken, Purchasing Manager
Purchase of 2017 Fireworks Display (Value Not To Exceed: $15,500)
Department: 177 Parks And Recreation; Fund: General

Dan Kooken, Purchasing Manager

Contract for Portable Toilet Rental and Service (Value: $17,225)
Department: 166 Parking; Fund: General $660

Department: 177 Parks and Recreation; Fund: General and Trusts $13,925
Department: 169 Wastewater; Fund: Wastewater $2,640

Dan Kooken, Purchasing Manager
Four Hills Landfill Residential Setback Barrier Wall Construction — Change Order #3
(Value: $291,932); Department: 168 Solid Waste; Fund: Bond

Dan Kooken, Purchasing Manager
Contract for Primary Clarifier Upgrades — Study and Evaluation Phase (Value Not-To-Exceed
$95,500): Department: 169 Wastewater; Fund: SRF Loan

UNFINISHED BUSINESS — None

NEW BUSINESS — None
DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT
NON-PUBLIC SESSION

ADJOURNMENT

City of Nashua

Office of the Chief Financial Officer
229 Main Street - Nashua, NH 03060 (603) 589-3171

Fax (603) 589-3233

TO: Members of the Board of Aldermen

DATE;

FROM: (v¥” John L. Griffin, CFO/Comptroller
March 7, 2017

RE: Melanson Heath Presentation — March 15, 2017

The purpose of this communication is to inform you that Mayor Donchess has scheduled a
presentation by Melanson Heath on Wednesday March 15, 2017 at 7:00 PM in the Aldermanic
Chambers. This presentation will be the first agenda item for the Finance Committee that

evening.

Mr. Scott McIntire, Partner at Melanson Heath, will review the results of the FY2016 Annual
Audit as well as the attached Governance Letter, It would be most helpful if you could bring
your copy of the FY2016 Comprehensive Annual Financial Report (CAFR) with you as Mr.
McIntire will be frequently referring to the CAFR as part of his remarks.

ACCOUNTANTS * AUDITORS

MELANSONI| pga

102 Perimeter Road

Nashua, NH 03063
(603) 882-1111
melansonheath.com

City of Nashua, New Hampshire
229 Main Street Additional Offices:

Nashua, New Hampshire 03061 Andover, MA
Greenfield, MA

Manchester, NH
Ellsworth, ME

Dear Honorable Mayor and Board of Aldermen:

We have audited the financial statements of the City of Nashua, New Hampshire as

of and for the year ended June 30, 2016 and have issued our report thereon dated
December 20, 2016. Professional standards require that we advise you of the following
matters relating to our audit.

Our Responsibility in Relation to the Financial Statement Audit

As communicated in our engagement letter, our responsibility, as described by profes-
sional standards, is to form and express an opinion about whether the financial state-
ments that have been prepared by management with your oversight are presented fairly,
in all material respects, in conformity with accounting principles generally accepted in the
United States of America. Our audit of the financial statements does not relieve you or

management of your respective responsibilities.

Our responsibility, as prescribed by professional standards, is to plan and perform our
audit to obtain reasonable, rather than absolute, assurance about whether the financial
statements are free of material misstatement. An audit of financial statements includes
consideration of internal control over financial reporting as a basis for designing audit
procedures that are appropriate in the circumstances, but not for the purpose of
expressing an opinion on the effectiveness of the entity’s internal control over financial
reporting. Accordingly, as part of our audit, we considered the internal control of the City
solely for the purpose of determining our audit procedures and not to provide any assur-
ance concerning such internal control.

We are also responsible for communicating significant matters related to the audit that
are, in our professional judgment, relevant to your responsibilities in overseeing the
financial reporting process. However, we are not required to design procedures for the
purpose of identifying other matters to communicate to you.

Planned Scope and Timing of the Audit

We conducted our audit consistent with the planned scope and timing we previously
communicated to you.