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Attachment 1

MOU between the Law Enforcement Dispatch Centers and/or Mutual Aid Compact and the
State of New Hampshire, Department of Safety

Law Enforcement Dispatch Center or Mutual Fire Aid Compact known as: _ the City of Nashua,

New Hampshire will provide matching funds described below (check the biocks that are
applicable)

Cash donations from non-federal third parties. (include amount of match & source of funding)

$15,000 Local Budget Grant Contingency Fund

Salary/Benefits/Overtime:

Activity, Salaries & Benefits

Overtime ss ee

Funding Source (non-federal) Total Amount

Goods and Services:

Item, Vendor, Date of order‘Payment

Total Amount Related Projects

Funding Sources (local/state/private — but non-federal) .

If the item or service was purchased in support of a specific training course’exercise planning activity, identify it. A
general description of the training course/exercise/planning activity will not be accepted (e.g., “WMD Exercise”). If
general office supplies were purchased, that designation is acceptable.

I shared/homeland/psic'PSIC MOU on Match

REPORT OF THE FINANCE COMMITTEE

OCTOBER 4, 2017

A meeting of the Finance Committee was held on Wednesday, October 4, 2017, at 7:00 p.m. in the Aldermanic
Chamber.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman-at-Large Mark S. Cookson, Vice Chair
Alderman-at-Large Lori Wilshire
Alderman-at-Large Michael B. O’Brien
Alderman June M. Caron
Alderman Ken Siegel

Members not in Attendance: Alderman Benjamin M. Clemons

Also in Attendance: Alderwoman Mary Ann Melizzi-Golja

PUBLIC COMMENT — None

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager
Re: Purchase of New Parking Maintenance Truck (Value: $35,796)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM MHQ IN THE AMOUNT OF $35,796. FUNDS ARE AVAILABLE IN DEPARTMENT 183, ECONOMIC
DEVELOPMENT, PARKING DEPARTMENT; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Holiday Decorations (Value: $11,276)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE FROM
DOWNTOWN DECORATIONS IN THE AMOUNT OF $11,276. SOURCE OF FUNDING IS DEPARTMENT
109, CIVIC & COMMUNITY ACTIVITIES; GENERAL FUND ($10,000) AND DEPARTMENT 183, ECONOMIC
DEVELOPMENT; GENERAL FUND ($1,276)

ON THE QUESTION

Mayor Donchess

We budgeted $10,000 for additional holiday decorations.
Paul Shea, Executive Director, Great American Downtown

The Mayor’s Office in crafting the budget budgeted $10,000 for holiday lighting for this year. Last year we
spent approximately $27,000, $25,000 of which was from the city and the Downtown Improvement Committee,
the remainder of which was raised by the public. The plan this year from the holiday lighting committee is to
double the garland products that are on the street lamp post up and down Main Street as well as there is a
review being done right now by an engineering firm to determine whether or not we would be able to use a
cross-street light product or what they refer to in the industry as street lines. This is going to take a review of
the wind load capability of the poles. The big banner pole over Main Street was designed specifically to take
on a massive wind load for a 4 x 40 foot area. We should have information on that product by the end of this

Finance Committee - 10/04/2017 Page 2

week. The committee will convene next Wednesday to consider their options as far as that product goes. The
garland was a good success last year. A lot of folks were really excited about that as well as some of the
various colored lights that we used. However, the garland was pretty sparse in the appearance. It’s a very
heavy duty product that will have a long life. We chose it based on that. It is municipal grade. What we are
looking to do this year and double that garland up to give us about five to six coils going up the post.

The initial $10,000 amount was enough to cover the products with lights that go in the poles in between the
intersections. The intersection poles do not have power outlets because there is a big demand for the lights at
the intersections. In discussing this with the committee, we had enough to fund the lit garland. We discussed
the idea of whether or not we wanted to double the unlit garland at the intersections which would give a more
consistent look during the day. The group decided we would really like to do that but we do not have the
funding. In talking with Economic Development, there was some funding available which was the additional
allocation of about $1200.

Alderman Siegel

Why didn’t the Downtown Improvement Committee provide the money?
Mr. Shea

| don’t know the answer to that question. It was reviewed by the committee. | was not in attendance at that
meeting. There are two people from the holiday lighting committee who sit on the downtown improvement
committee. | do not know.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Transit Bus Procurement Increase Purchase Order Amount (Value: $21,656)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE INCREASE TO
THE PURCHASE ORDER WITH GILLIG, LLC, IN THE AMOUNT OF $21,656. FUNDS ARE AVAILABLE IN
186, NASHUA TRANSIT; GRANT FUNDS ($18,493) AND GENERAL FUND ($3,163)

ON THE QUESTION
Sarah Marchant, Director of Community Development

The city ordered four 29-foot Gillig buses - these are CNG buses - and four 35-foot buses a little over a year
ago as part of the normal process of the new bus procurement. It was an onsite tour and final specifications.
At that time, a couple of items were added to each bus. The cost to the city is $3,100 that you have there,
about 15 percent of the total cost. With that we got some upgrades that | think will make a big difference for us
and some cost savings items. The Smart Tire pressure monitors are critical for the inside tires. We can’t
easily get to those. It is hard to tell wnen they are low. The rear yield flashing signs, we get rear ended more
than anything else, so adding this is a safety measure. The ADA 2-tone flooring, these new buses has ADA
spaces that the seats fold up so you can then put a wheel chair in so we needed to make sure they were
clearly marked so if someone enters the bus they know that they need to relocate. We forgot one color of our
bus color scheme so we needed to add one color in. The spare seats and spare rear body panels, which will
come painted, are much cheaper this well. Seats unfortunately have a lot of accidents so we need to replace
them occasionally. These were cost savings if we bought them know at only 15 percent of the total cost to the
city.

Alderman Wilshire

Do we have eight buses total?

Finance Committee - 10/04/2017 Page 3
Director Marchant

No. Eight of the nine fixed route buses are being replaced. We have one CNG bus that was purchased in
2012, 2011. These are the replacement for the other nine fixed route buses. We have an extremely old fleet
at this point. We are beyond any of its useful life. We also have on order, it takes a very long time to construct
these buses, the beginning of the paratransit replacements. | will be back before you in not too long with
something like this for those as well. Those will be gasoline.

Alderman Wilshire
How many of those will be purchased?
Director Marchant

We have ordered six at this time. That’s all the funding we had available. The RFP we did did allow us to
order several more at the same price for a couple of years. We are actually actively looking at potentially
electric buses. BAE, right here in the city, makes a pretty phenomenal electric bus engine that actually Boston
just bought 150 of. We are very interested in looking at other options for the next couple as well.

Alderman Cookson

Slightly off topic, but because you mentioned that we experience a lot of accidents being rear-ended, I’m
curious if the data that you are going to collect after these buses are in place that have this new signage if you
will continue to track those accidents and hopefully we will see a decrease.

Director Marchant

Yes, we absolutely continue to track it. VWWe very much hope for a decrease for everybody’s sake. We also
have some flashing lights on the side of the bus because the second most common thing is for their mirrors to
be taken off so we have added some other “just stay a little bit wider please.” We are very much hoping for
more safer solutions.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of New City Buildings Department Replacement Vehicle (Value: $34,946)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
FROM COLONIAL FORD IN THE AMOUNT OF $34,946. SOURCE OF FUNDING IS DEPARTMENT 126,
FINANCIAL SERVICES; CERF

ON THE QUESTION
Alderman Cookson

| was curious on this particular one because it’s a 2016 Ford F-250 4x4 pickup. Is there any difference
between this vehicle and the first vehicle we approved this evening?

Mr. Kooken

There is in terms of equipment. If you are familiar with the F-150 its most probably the most optionable truck
on the market. There are thousands of ways to configure it. They are both similar. This is a little different
size. It’s not a crew cab, it is an extended cab. It’s a longer wheel base. It’s an overall bigger vehicle than the
other one. The prices are very close but the options vary.

Finance Committee - 10/04/2017 Page 4
Alderman Cookson

| was curious why we didn’t use the same vendor.

Mr. Kooken

We were specifically looking for a blue truck in this case because for whatever reason the city buildings have
always had the blue vehicle so that limited the option a little bit. There’s a lot more white trucks out there than
blue ones. This dealer had it in blue with almost exactly the equipment we were requiring.

Alderman Cookson

| thought there was one point within the contract that that identified it as a 2017 vehicle.

Mr. Kooken

Both are 2016 vehicles.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Digester Cleaning Project (Value: $237,310)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO DENALI WATER SOLUTIONS IN THE AMOUNT OF $273,310. FUNDS ARE AVAILABLE IN
DEPARTMENT 169, WASTEWATER; 81, BUILDING IMPROVEMENTS

ON THE QUESTION

Alderman Caron

How often should the digester be cleaned?

Ms. Osborne

The whole project is estimated to be every ten years. The manufacturer recommends every 10 years.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Digester Cleaning Project (Value: $109,342)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
WALDRON ENGINEERING IN THE AMOUNT OF $109,342. SOURCE OF FUNDING IS DEPARTMENT
169, WASTEWATER; WERF

ON THE QUESTION

Ms. Osborne

First of all, it's not the digester cleaner project. It’s for the energy recovery project.

Mr. Kooken

That was my error, sorry.

Finance Committee - 10/04/2017 Page 5
Ms. Osborne

One of the byproducts of the digester that we are cleaning out is methane gas. We utilize that methane gas
through an energy recovery generator. That generator has a couple of purposes. One it powers that part of
the digester complex, and the other is we can actually produce enough energy to feedback into the electric
grid. It provides us some energy credits. It’s a cost savings more than anything else. The generator that we
had in existence has since ceased to function and it is not financially responsible to attempt to fix it any longer.
We've band aided it quite a few times at large price tags. It is at the point where we really need to replace it.
This contract is to have a consultant come in and price out dual generators at this point. Previously we were
only running one and we lose a fair bit. Redundancy is important. When one goes down, it’s responsible to
have a second one to pick up the slack. It also allows us the opportunity for preventative maintenance and
begin able to maintain functions. That’s what this contract is for.

Alderman Cookson

So you wouldn’t be running both of these generators at the same time?
Ms. Osborne

Each one would be able to run our peak capacity.

Alderman Cookson

They are the same specs/

Ms. Osborne

They should be. It’s not designed yet but that’s the intention, to have two exactly the same generator so you
can run one and then the other.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Headworks Upgrade Project — Change Order #6 (Value: $29,760)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER
#6 TO THE CONTRACT WITH T-BUCK CONSTRUCTION IN THE AMOUNT OF $29,760. FUNDS ARE
AVAILABLE IN DEPARTMENT 169, WASTEWATER; STATE REVOLVING LOAN FUND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2017 Paving Program — Phase 2 - Change Order No. 3 (Value: $137,945)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #3
TO THE CONTRACT WITH BROX INDUSTRIES, INC., IN THE AMOUNT OF $137,945. SOURCE OF
FUNDING IS DEPARTMENT 160, ADMIN/ENGINEERING; GENERAL FUND; MULTI-YEAR PAVING AND
DEPARTMENT 169, WASTEWATER; SEWER STRUCTURES

ON THE QUESTION
Ms. Gill
This is part of the bond money which was approved by all of you recently. As part of the approval, we are

paving 42-43 residential streets. They have very thin pavement. We did collect core samples, but it’s just a
rough approximation of the thickness of asphalt. Once we started milling and removing asphalt, the base

Finance Committee - 10/04/2017 Page 6

started getting exposed more. Before we put the new top coat, we have to patch these exposed areas. We
underestimated previously. That is why we are requesting an additional 4,000 square yards of patch work.
The second request as part of this change order is Beauview. There was a section which starts from Charlotte
Avenue to a dead end which we would like to mill and overlay.

Mayor Donchess
So that’s being added to the list.

Ms. Gill

Yes.

Alderman Siegel

We're taking this money out of the pool that we allocated for doing the street paving. | agree with spending the
money to do this. Does that imply we are going to be able to pave less miles of streets because we're using
this extra money, not that it’s not well spent?

Ms. Gill

On an average we are seeing out of $2 million, we are paving approximately 6-7 miles. Right now we are
working with residential streets. They are old residential streets that have only been paved once in like 30
years. That’s why. This is just 15 streets that we opened. In the future what we will try to do is remove less
asphalt so the patchwork needed is less.

Alderman Siegel

So we will still get the same amount of street work done, it’s just that we need to do more work here and
somehow we will do less work than we estimated on the other streets?

Ms. Gill

Yes.

Mayor Donchess

The plan is to spend $2 million this fall and then to again spend $7.5 million in calendar year 2018. Plus, we
do have the repurpose money from the Broad Street Parkway amounting to $4 million, so we should spend a
total of $11 million plus next calendar year. | think the point here is in order to do these streets properly, like
one of the streets we’re doing here in terms of the patching, is Everett Street which is over here. It’s a little
street off the beginning of Ledge. When they initially assessed these streets, they thought one paving would
be sufficient. They want to get a 3-inch pave. Upon further investigation there are certain parts of these
streets where the paving is not thick enough so when they grind it down there would not be three inches. The
idea is to patch this so there’s a patch in the thin spots so when they put down the two inches it makes a three-
inch service. Is that correct?

Ms. Gill
Yes.

Mayor Donchess

In order to do these streets right this needs to be done.

Finance Committee - 10/04/2017 Page 7
Alderman Cookson

| thought Everett was a small connector between Central and the Garden that the Great American Downtown
does. Is that where Everett is?

Mayor Donchess

Yes. It dead-ends and then there’s a walking section. You can walk up the hill or down the hill to and from the
rail trail. The actual street ends 50 yards before the rail trail, something like that.

Alderman Cookson
My question was going to be how did that short section of street, how was it determined that that was going to
be one of the initial priorities of this paving project. | understand there’s a PCI index and so forth, but this is a

relatively short street. I’m no engineer, but it would seem to me that we would rather go for length rather than
short pockets of streets.

Mayor Donchess

This whole project that we are talking about includes 41 different streets. I’m giving Everett as an example.
There are other streets that are not short. It’s based on the PCI analysis and where we can spend the money
most effectively. Everett was on the list.

Ms. Gill

Stantec is assessing all of these streets and they assign the PCI index. They do look at collector, arterial and
these residential streets. They give us a mixed bags of all of these streets. Again, some of the streets are like
Buck Meadow is a collector road which has more heavy traffic, it is not a dead end.

Alderman Cookson

It’s fine. It was just an observation.

Mayor Donchess

| don’t think Everett has been done since the seventies.

Alderman Cookson

| Know there are several streets within my neighborhood that haven’t been done since the seventies either and
they are in really good shape, but again, just another side comment.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: 2017 Pavement Preservation Maintenance Program — Change Order No. 1 (Value: $150,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER

#1 TO THE CONTRACT WITH SEALCOATING, INC., IN THE AMOUNT OF $150,000. FUNDS ARE
AVAILABLE DEPARTMENT 160, ADMIN/ENGINEERING; GENERAL FUND; MULTI-YEAR PAVING

ON THE QUESTION

Finance Committee - 10/04/2017 Page 8
Wayne Husband, Traffic Engineer

There was an error in the Finance Committee memo. The number should be $137,945.

Ms. Gill

It was a previous memo. We are doing the patchwork on Beauview, the previous motion.

Mayor Donchess
Didn’t you say $137,000?

Alderman Siegel

On this sheet in front of me, it is correct.
Mr. Husband

It’s in the Finance Committee memo.
Ms. Gill

The last sentence of the memo.

Mayor Donchess

The motion that was made was $137,000. And as you explained that consisted as one part of it for the
patching that we discussed and the other the extension of Beauview, west of Charlotte Street. | think we’re
fine with the previous motion.

The motion now has to do with the Change Order #1 of a value of $150,000, having to do with seal coating.
Ms. Gill

Okay. Sealcoating is sealing a couple of cracks in three streets. We have almost 15 to 20 to 30 streets which
have a very high PCI in the range of 90 which we would like to get cracked sealed this fall. We have already
spoken with SealCoating and they can take additional work if we get approval.

Mayor Donchess

These are streets where the PCI is good, 80-93 typically is the range. But, they have cracks in them which
makes them vulnerable to deterioration during the winter. Stantec who is now involved in a contract to after
two years take another look at various streets has suggested that we, the city, have not been doing enough
sealcoating, in other words fixing these cracks. The theory, and its more than a theory, the facts are if you fill
these cracks with sealcoat you raise the PCI from 87-93 into the high 90’s. You take a street that’s in pretty
good shape, but at risk of deterioration, you seal it up and put it in very tip-top shape. For the cost here of
$150,000 you can preserve five miles of streets and that’s what would be done here approximately. Five miles
of streets for a period of years. It’s like preventative maintenance on a fairly large number of streets for a
relatively small amount of money, $150,000. It would cost to pave, as an example, five miles of streets,
probably $1.5 million. This is ten percent of that. Is that accurate?

Ms. Gill

Yes, | agree with you.

Finance Committee - 10/04/2017 Page 9
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Main Street Vehicle Detection at Allds Street (Value: $17,880)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT
TO ELECTRIC LIGHT COMPANY IN THE AMOUNT OF $17,880. SOURCE OF FUNDING IS
DEPARTMENT 161, GENERAL FUND; STREET INFRASTRUCTURE IMPROVEMENTS ($4,174)
AND THE PAVING TRUST, 81, INFRASTRUCTURE IMPROVEMENTS ($13,706)

ON THE QUESTION

Alderman Siegel

For people watching, this is to avoid the problem of having the loops in the street constantly getting cut. It
allows it to be out of the way so there’s less maintenance going forward and it’s a better system. Is that a good
summary, Mr. Husband?

Mr. Husband
Yes.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: FY18 Winter Road Salt (Value: $465,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT IN
EQUAL AMOUNTS OF $232,500 TO GRANITE STATE MINERALS, INC., AND EASTERN MINERALS,
INC. FOR A TOTAL AMOUNT OF $465,000. FUNDS ARE AVAILABLE IN DEPARTMENT

161, STREETS; GENERAL FUND

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Communication - Retiree Drug Subsidy “Reopening” Plan Years 2012 And 2013

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF
ALDERMEN APPROVAL, AUTHORIZE THE CITY TO ENTER INTO THE SERVICE AGREEMENT AND
BUSINESS ASSOCIATE AGREEMENT WITH PART D ADVISORS, INC., ON A CONTINGENCY FEE
BASIS OF 20% OF ANY ADDITIONAL MEDICARE DRUG SUBSIDY RECEIVED OVER AND ABOVE THE
$773,000 PREVIOUSLY AWARDED

ON THE QUESTION
Mr. Budreau

The Medicare Drug Subsidy is a program instituted by the Medicare and Senators for Medicare and Medicaid
Services in 2003. It was intended to incent health insurers sponsor to provide retirees health plans with
prescription benefits that would make it attractive for retirees to use those health plans rather than go to
Medicare D. We no longer participate in that program directly because we moved from a self-funded retiree
plan to a fully insured plan. In the years that we were self-funded, we applied and received subsidies from the
government. For those two years in question, 2012 and 2013, it was about $773,000. A small industry has
sprung up in the last several years because what has been found is that with basically the use of software and
data there’s a handful of companies that have gone back and reviewed the applications that were previously
submitted and genuinely found that there’s still some money lying on the table. Part D Advisors is one of those