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Finance Committee - 10/04/2017 Page 10

firms. What we wish to do is enter a contract with them. They will take the data from our insurance company
and from the application that was done previously and perhaps in their estimate come up with another $60,000
to $115,000 that would be due the city. If they do so, we will retain 80 percent of that, and they will invoice for
20 percent. A well regarded company. We have heard from two. Twenty percent | think is the best deal out
there. That’s what our insurance broker thinks. There’s no cost to us. We seek approval to enter the contract
with them.

Alderman Cookson

In the situation where there may be zero returned, would there be a cost associated with engaging with this
firm to do the exercise?

Mr. Budreau

None.

MOTION CARRIED
UNFINISHED BUSINESS — None
NEW BUSINESS — None
TABLED IN COMMITTEE

MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE R-17-128
MOTION CARRIED

R-17-128
Endorsers: Alderwoman Mary Ann Melizzi-Golja
Alderman Richard A. Dowd
Alderman-at-Large Michael B. O’Brien, Sr.
AUTHORIZING THE MAYOR TO ENTER INTO THE COOPERATIVE AGREEMENT FOR
HOUSEHOLD HAZARDOUS WASTE COLLECTION WITHIN THE NASHUA, NEW HAMPSHIRE
REGION

e Also assigned to the Board of Public Works; Favorable Recommendation Issued 9/28/2017
® Tabled 9/20/2017

MOTION BY ALDERMAN SIEGEL TO RECOMMEND FINAL PASSAGE
ON THE QUESTION

Alderwoman Melizzi-Golja

As you know and was briefly stated at our Board of Aldermen meeting, this agreement is not only for our
community but there’s a cooperative agreement that is being presented throughout the region. We have a bit
of a different circumstance because we actually host five events per year. As noted in the resolution, we
receive a discount in our annual dues for hosting those events.

Ms. Hyland

It’s been the Division of Public Works that has been hosting events for collection of household hazardous
waste since the mid-eighties. In the mid-nineties, Nashua was chosen to be the site of the state’s first
permanent household hazardous waste site which allowed us to get a grant to purchase a building where
household hazardous waste can be stored for up to 90 days. We continue with the Regional Planning
Commission, who has also right at the beginning organizing these events, to work with the district. We found

Finance Committee - 10/04/2017 Page 11

that working cooperatively with other communities nearby has allowed us to get a higher level of grant money
from the state to get more stuff out of the waste stream in our immediate district. It has worked very well. This
is simply an agreement codifying what we do now. Right now what we do is we have five events held in
Nashua at the public works garage each year. It’s been the same for a long time. The district also provides
one or two satellite collections at the extremes of the district, either Pelham or Milford, to gather more people
from that side of the district. Because we have the landfill and we have the most population of all of the
communities, it really behooves us to have these events held here. We appreciate that.

Ms. Czysz

| am interim executive director at NRPC. Our role in this is we provide the staffing support to the district and to
each of the municipalities as part of the cooperative agreement. We have provided those services since the
mid-1980s when the district was established. Our goal here is to make sure that the communities are
successful and have some positive events where they can get the household hazardous waste out of the
waste stream.

Alderman Siegel

Is there a collection this Saturday?

Ms. Hyland
There is, thank you for brining that up. In Nashua at the public works garage from 8:00 a.m. to noon. We

anticipate a good turnout for the October event. After this we have one more event on the first Saturday in
November. Then we'll start up again in April.

Alderman Lopez

| just want to remind everybody that | work with Safe Stations. Does this include needle collection?

Ms. Hyland

No, it doesn’t. We do not collect any kind of prescription drugs or over-the-counter drugs at these events.

Unidentified Speaker

If we do get calls from people who are looking to dispose of needles, we have literature to tell them where safe
places are to dispose of that.

Alderman Siegel

So no latex paint, but if you put kitty litter in it and dry it out and remove it, you can throw the latex paint can
away. Is that still true?

Ms. Hyland

The Department of Environmental Services says that latex paint once it is solidified can go into the landfill. So
we ask residents to do that, add kitty litter or anything to dry it out so it is not pourable and then bring it to the
landfill and put it in the trash. | also ask them to put it into plastic trash bags so nobody sees them doing it and
thinks, “Oh, | will put my hazardous waste there too.”

Mayor Donchess

Bring it to the landfill rather than put it in the tot?

Finance Committee - 10/04/2017 Page 12

Ms. Hyland

That’s what | advise people simply because | don’t want the drivers to have to worry about whether or not it is
latex or oil based paint or stains or thinners which are hazardous. At the collection events we take oil based
paints, stains, thinners, and anything that has to do with solid waste.

Alderman Siegel

What are common things that are not accepted for those people that are watching?

Ms. Hyland

We do not accept asbestos. Nashua, however, for its own residents has an approved asbestos disposal site at
the landfill. We can take care of our residents that way. We don’t accept ammunition or flares.

Unidentified Speaker

We don't accept smoke detectors. We do not accept fire extinguishers. No medications, no sharps. Latex
paint is the biggest one for anyone listening at home.

Ms. Hyland

We don't take waste oil because all of the communities have some appropriate disposal for used motor oil. We
recycle it at the landfill. We get it recycled.

Alderwoman Melizzi-Golja
There is a charge for cars at $10.

Unidentified Speaker

Ten dollars charge per vehicle. That covers up to 10 gallons or 20 pounds of waste. People are welcome to
bring more than that but we charge them accordingly. We also encourage people to carpool. If you and your
neighbor combine and have less than ten gallons, put it all in a single car and you will only get charged the ten
dollars. It helps the environment to carpool as well.

Alderwoman Melizzi-Golja

All of this information is on the NRPC website.

Unidentified Speaker

It’s all on the NRPC website as well as the city’s website. Also | should add the ten dollar charge per vehicle is
payable with cash or check. We do not take credit cards.

Alderman Cookson
What’s the fee used for ultimately?

Unidentified Speaker

The fee is used to help pay for the program. The program is funded through three measures. One is a grant
from the New Hampshire Department of Environmental Services. The second is through municipal fees paid
by the 11 members. The third is through fees collected at the collection event.

Finance Committee - 10/04/2017 Page 13
Ms. Hyland

The cost per participant is much higher than ten dollars.

MOTION CARRIED

RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
SEPTEMBER 15, 2017 TO SEPTEMBER 28, 2017

ON THE QUESTION

Alderman Cookson

| provided Treasurer Fredette with a multitude of questions with regard to the Record of Expenditures. |
wanted to thank him publicly for the job that he did to give me the responses to my questions which involved
the Director of IT, Chief of Fire. | certainly appreciate the effort that was taken to get the responses. It was
very helpful. Therefore, | don’t have any questions this evening.

MOTION CARRIED

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:47 p.m.

Alderman Ken Siegel
Committee Clerk

7:00 PM

FINANCE COMMITTEE
OCTOBER 4, 2017

Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:

Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

Dan Kooken, Purchasing Manager
Purchase of New Parking Maintenance Truck (Value: $35,796); Department: 183 Economic
Development, Parking Department; Fund: CERF

Dan Kooken, Purchasing Manager

Purchase of Holiday Decorations (Value: $11,276)

Department: 109 Civic & Community Activities; Fund: General $10,000;
183 Economic Development; Fund: General $1,276

Dan Kooken, Purchasing Manager

Transit Bus Procurement Increase Purchase Order Amount (Value: $21,656)
Department: 186 Nashua Transit; Fund; Grant Funds $18,493

Department: 186 Nashua Transit; Fund: General $3,163

Dan Kooken, Purchasing Manager
Purchase of New City Buildings Department Replacement Vehicle (Value: $34,946)
Department: 126 Financial Services; Fund: CERF

Dan Kooken, Purchasing Manager
Digester Cleaning Project (Value: $237,310); Department: 169 Wastewater; Fund: Wastewater

Dan Kooken, Purchasing Manager
Digester Cleaning Project (Value: $109,342): Department: 169 Wastewater; Fund: WERF

Dan Kooken, Purchasing Manager
Headworks Upgrade Project - Change Order #6 (Value: $29,760); Department: 169 Wastewater

Fund: SRF Loan

Dan Kooken, Purchasing Manager

2017 Paving Program — Phase 2 - Change Order No. 3 (Value: $137,945)
Department: 160 Admin/Engineering; Fund: General; Activity: Multi-Year Paving
Department: 169 Wastewater; Fund: Wastewater; Activity: Sewer Structures

Dan Kooken, Purchasing Manager
2017 Pavement Preservation Maintenance Program — Change Order No. 1 (Value: $150,000)
Department: 160 Admin/Engineering; Fund: General; Activity: Multi-Year Paving

Dan Kooken, Purchasing Manager

Main Street Vehicle Detection at Allds Street (Value: $17,880)

Department: 161 Streets; Fund: General; Activity: Street Infrastructure Improvements $4,174
Department: 161 Streets; Fund: Paving Trust; Account Category: 81 — Infrastructure Improvements

$13,706

From: Dan Kooken, Purchasing Manager
Re: FY18 Winter Road Salt (Value: $465,000); Department: 161 Streets; Fund: General

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

UNFINISHED BUSINESS — None
NEW BUSINESS - None
TABLED IN COMMITTEE

R-17-128
Endorsers: Alderwoman Mary Ann Melizzi-Golja
Alderman Richard A. Dowd
Alderman-at-Large Michael B. O’Brien, Sr.
AUTHORIZING THE MAYOR TO ENTER INTO THE COOPERATIVE AGREEMENT FOR
HOUSEHOLD HAZARDOUS WASTE COLLECTION WITHIN THE NASHUA, NEW HAMPSHIRE
REGION
e Also assigned to the Board of Public Works; Favorable Recommendation Issued 9/28/2017

e Tabled 9/20/2017
RECORD OF EXPENDITURES

PUBLIC COMMENT
DISCUSSION
NON-PUBLIC SESSION

ADJOURNMENT

\ THE CITY OF NASHUA He Gate City"

FPinanctal Services

Purchasing Department

September 25, 2017
Memo #18-040

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF NEW PARKING MAINTENANCE TRUCK (VALUE: $35,796)
DEPARTMENT: 183 ECONOMIC DEVELOPMENT, PARKING DEPARTMENT;
FUND: CERF

Please see attached communication from Tim Cummings, Director of Economic Development dated
September 25, 2017 for the 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.

The Director of Economic Development, the Fleet Manager and the Purchasing Department recommend
the approval of this purchase from MHQ of Marlborough, MA in an amount of $35,796.

Respectfully, ,---.

‘Dan Kooken
Purchasing Manager

Ce: TCummings J Graziano J Stansfield J Stewart

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

THE CITY OF NASHUA “the Cate City’

Economic Development Division — Parking Department
Office of the Mayor

TO: Dan Kooken, Purchasing Manager
FROM: Tim Cummings, Director of Economic Development
DATE: September 25, 2017

SUBJECT: Purchase of Vehicle for Nashua Office of Economic Development Parking
Department (Value: $35,795.50)

The Parking Department’s current vehicle, a 2005 Chevy 2500HD will become the
department’s secondary vehicle for use by parking maintenance related activities along with
snow plowing, sanding, and salting during the winter months.

The new 2016 Ford F250 Super Cab Pickup 4X4 model comes with all manufacturer’s standard
Features, including those listed items on the attached MHQ quote dated September 22, 2017.
The vehicle will carry the standard warranties of 3 year/36,000 miles bumper to bumper
warranty, 5 year/60,000 miles powertrain, 5 year/60,000 miles safety restraint system, 5
years/unlimited miles corrosion (perforation only), and 5 years/100,000 powerstroke diesel
engine.

This request is consistent with the City Capital Equipment Reserve Fund (CERF) detailed
schedule.

The Fleet Manager and this Office recommend the purchase through MHQ Municipal Vehicles,
Marlborough, MA.

Thank You,

Tim Cummings
Director of Economic Development

Ce: J. Graziano, J. Stansfield, J. Stewart

229 Main Street, Suite 234 e Nashua, New Hampshire 03060 e Phone (603) 589-3106

VEHICLES Wb EQUIPMENT id GEAR

Contact Name:

Company/Dept:

Street Address:
City, State, Zip:
Phone:
E-Mail:

Vehicle:

std equipment
TBM
std equipment
std equipment
std equipment
std equipment
std equipment
std equipment
90L
66S

473

18B
213

Equipment:

MHQ Install
MHQ Install
4.1
22.11

Off MSRP
1.08
3.1

22.03

2.18

Mr. Daniel Kooken

Nashua, City of

5 Stadium Drive
Nashua NH 03062

kookend@nashuanh.gov

Ford F250 - Super Cab Pickup 4x4
Four Wheel Drive
Color : White
6.2L V8 Gasoline Engine; with 6 speed Automatic T
All Terrain Tires, Including full size spare
Air Conditioning
AM/FM radio with digital clock
Dual exterior fold-away mirrors
40/20/40 Vinyl Split Bench Seat
Vinyl Flooring
Class III/IV Receiver Hitch (2" reciever)
Power group ( Windows, Locks, & Mirrors)
ix (6) Factory Upfitter Switches
Factory Snow Plow Prep. Package
Factory Cab Steps ({ Running Boards }
anually Locking Hubs (for 4WD)
it for 2016 Model Year Pickup Truck

Rear Camera

Reverse Sensing System

Whelen Traffic Advisor w/ TADCTL1 Control Hd.
Back Rack Cab Guard (Screen Siyle)

Mounting bracket (long arm for future too! box)

(2) Mounting Plates for Beacon LED's (Part#'s 81001
and 81003)

Whelen L31HAF Beacon

Whelen Vertex LED Hide-a-ways 2 front - 2 rear
Rhino Coat Bedliner (interior of bed)

Fisher 8.5' Extreme V Snow Plow w/ cutting edge

Date:

Valid for:
Customer #:
Contract:
Sales Rep:

S$ 27,800.00

887.55
160.05

82.45
310.40

1,600.00

PEP TPPEP TP Ry eye Pepe seg ode yea ig.

Vehicle TOTAL:

399.64
275.00
1,055.00
525.00

40.22
495.00
455.00
545.00

6,995.00 1
TAX:
Equipment TOTAL

September 27, 2017
{until stock unit sold) _

MAPC/GBPC
Brian Smith

$27,800.

SO.

$0.

So.
$160.05

SO.

So.
$0.00
$0.00
$0.00
$0.00
$887.55
$160.05
$82.45
$310.40
$0.00
-$1,600.00

$27 -50

$399.
$275.

$1,055.
$525.
$0.00

$80.44
$990.00
$455.00
$545.00
$6,995.00

$7,995.00

nashua dpw stock f250 supercab pickup and plow 092717(R4)

Page 1 of 2

Grand Total of Quote] $35,795.50]

TERMS AND CONDITIONS

*This quote is valid for 60 days trom the date of quote. Any purchase orders or approved quotes received outside ot the 60 day quote period will be
subject to price adjustments. By signing this quote, the customer is agreeing to pay, in full, for all items listed above. Any requests for changes,
modifications, replacements, removals or additional items may be subject to additional fees and/or adjusted delivery dates.

M.G.L c. 30B applies to the procurement of all commodities quoted. Contract items have been collectively purchased pursuant to M.G.L c 30B sec 1c
and M.G.Lc.7 sec 22B. The government body is responsible to determine the applicibility of M.G.L. c30B to off contract items, but not limited to, off
contract items that have already been properly procured under M.G.L. c30B sec 1¢ and M.G.L. c7 sec 22A (purchases from a vendor on contract with

the Commonwealth), other contracts procured under M.G.L. c30B sec 1c and M.G.L. c. 30B contract between the vendor and the jurisdiction. All off
contract items must be proccured under M.G.L. c. 30B.

The terms and conditions stated herein and the provisions of anv agreement between MHQ and Buver, if applicable, shall constitute the complete

ORDER ACKNOWLEDGEMENT
By signing this document you are agreeing to the above terms and conditions of this order from MHQ, Inc.

x
PRINT NAME
TITLE

x

SIGNATURE
Quote provided by Brian Smith, Account Manager at MHQ

nashua dpw stock f250 supercab pickup and plow 092717(R4)

Page 2 of 2