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. THE CITY OF NASHUA “the Cate Cy"

Financial Services

Purchasing Department

November 8, 2018
Memo #19-0971

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: 2018 FORD POLICE INTERCEPTOR UTILITY VEHICLE (VALUE: $38,092)
DEPARTMENT: 150 NASHUA POLICE DEPARTMENT; FUND: CERF & RISK
Please see the attached communication dated November 2, 2018 from Karen A. Smith, Business

Manager for the information related to this purchase.

Pursuant to § 5-84 Special purchase procedures A. (3) Purchases which can be procured through
cooperative intergovernmenial purchase agreements with other governmental jurisdictions.

The Nashua Police Department and the Purchasing Depariment recommend the award of this purchase
in the amount of $38,092 to M-H-Q Municipal Vehicles of Marlborough, MA.

Respectfully, ~ +
wg C_. a , or

wy
coal a of f ao
aa vA } ferry / <a i .
Dan Kooken

Purchasing Manager

Co: K. Smith A. Lavoie

229 Main Street « Nashua, New Hampshire 03061 ® Phone (603) 589-3330 »@ Fax (603) 589-3233

NASHUA POLICE

DEPARTMENT Date: 2 November 2018

intradepartmental Communication

To: Dan Kooken, Purchasing Manger

From: Karen A, Smith, Business Manager

The Nashua Police Depariment is requesting fo replace one (4) vehicle with a 2078 Ford Police
interceptor Utility vehicle. The vehicle will replace the following vehicle (unit 5) which was recently totaled
in a car accident. A portion of this purchase will be funded through the Risk Management Automobile
Claims account.

YEAR UNIT# PLATE# | MAKE/MODEL VINE | MILEAGE

2017 3 MP6465 Ford Interceptor IFMIKSAR4HGCO7453 | 37,829

Pursuant to NRO 5-84 (A) (3), the replacement vehicle will be purchased through the State of
Massachusetis Greater Boston Police Council Vehicle Procurement Contract #GBPC2018/2019.

A quote from MHQ Is atiached for your review showcasing the features and options of the new vehicle and
the associated casts.

The Nashua Police Department and Fleet Maintenance Supervisor recommend the purchase in the
amount of $38,097.75 from M-H-Q Municipal Vehicles, Marlborough, MA.

Sincerely

7

9
drt

Karen A. Smith
Business Manager

co: David Fredette

@ Qui eNT

CUSTOMER

Contact Name: Brian Sojka oo Date: 11/1/2018
Company/Dept: Nashua NH PoliceDept. — _ Valid Until: 601 Days
Street Address: 0 Panther Or _. . Customer#: 42051. |
City, State, Zip: Nashua, NH 03062 Contract: MAP!

Phone: (603) 594-3500 * - Sales Rep: ‘K.Wright
Email: Soy kab@ la ash. a apd, com ‘Crash Replacement. ~

Please find below a budget quote for 2078 Ford Police interceptor Utility AWD per the Greater Boston
Police Council Contract RFP # GBPC 2018/2019 - Law Enforcement Equipment Ford

Vehicle:

2018 Ford Utility Police interceptor - 3.7L V6 TVCT FFV AWD - 304

Horsepower @ 6259 rom - 279 lb-ft Torque @ 4000 rpm - 6 Speed

Automatic Transmission - Heavy Duty 18" Steel Wheels Small Chrome

Center Hub Caps - 75 MPH Rear Crash Tested - Heavy Duty Vinyl
REA Flooring - ist Row Police Grade Cloth Dual Frant Bucket Seats (Oriver's | 5 27,995.00) 1 & 27,995,008

Side Six Way Power Seat; Passenger side Mariual) - 2nd Raw Vinyl

60/40 Split Bench Seats - Power Adjustable Pedals - Advance Trac

Stability Control System - ABS with Traction Contral - Rear View

Camera - 3 Year 36,000 mile Gurnper to Bumper Warranty
Gi Shadow Black § “| ood 5 -

Global Lack / Unlock feature (Doar-panel switches will lock/unlock all
18D doors and rear liftgate. Eliminates the overhead console liftgate unlock) § * 1 48 -

switch}
422 California Emissions Systern S = i 5 :
87k Rear View Carnera (Mirror Display} § - i 5 -
153 License Plate Bracket - Front § - 1 645 -
53M SYNC Basic - Volce-Activated Communication System 5 286.15) 1 5 286.15
1sw Rear window power delete, operable from frant driver side switches | $ 24.25) 12 45 24,25
43D Dark Car Feature ~ Courtesy lamp disable when any door is opened § 19.40) 2 § 13.40
S1T Spot Lamp - Driver only (Whelen LED) 5 467,40) 1 [5S 407.40
545 Mirrars - Heated Side View 5 8.20) 4 4S 538.20
S2P Hidden Door-Lock Plunger w/Rear-door handles inoperable § 55.20) 4 S 155.26
76R Reverse Sensing § 266.751 4 35 266.75
REP Front Headlamp / Police interceptor Housing Only § 121.25) 1 5 423,25

TOTAL: § 29,453.60

MHOQ Quote - Patrol Utilley Crash replacement Page lof 3

.. Equipment:

MHG Quote - Patrol Utilicy Crash replacement

ustom paint two colar: Botte of vehicle (DX} Dark Blue Metallic,
7 Top of vehicle (LS) ice Blue Metallic - NOTE: Door jambs and under
Paint hood will remain factory color (G1) Shade Black. Additronal costs wil . 2,408.00) 4 $ 2,495.00)
apply W these items sre to be painted
Package B | Nashua Graphics Package & installed Customer Supplied Shieids S 550.00) 4 $ 550.00)
FLEETKEY | Fleetkey at dealer $ 190.00) 2 | $ 180.00)
Whelen Carbide Model CCSRNS Siren and lighting controller w/ OBI
vehicle interface and traffic advisar model # CCSRNS. Included at na
Co 5 AAS. 448,
CSRNS additional charge: CANCTL6 contro! head and a CCSK1 FORD o 4445.00) 4 1S 1,445.00)
installation kit
IcPHOTO** Whelen Photo call (Day/night sensor required with Whelan Carbide $ 65.651 é 65.65
System)
1405 Transfer rear interior lightbar $ 135.00) 1 S 135.50
120 Whelen Super LED ION series lights, one pair model # IONC - White - 5 365.00 3 g 365.00
Mounted in Headlights
Whelen Super LED ION series lights, ane pair model # IONS - Blue -
12 - < ‘
8 Mounted on Bottom of liftgate ° 365,00) 1 365.00
Whelen (2) Micron Series Super-LED Surface Mount Lighthead Model #
120 MCRNT® - Clear - Mounted on Grille Knockouts . 365.00) 1 . 365.00
OV hideaway system, model & VTX609* Mounted .
987 Whelen (2) LED Vertex hideaway system r $ 295.001 4 § 395.00
in Tail lamps - (2) red
389 Wheien model # S4315P 123D8 speaker, composite with mounting é 920.00; 4 ¢ 270.00
bracket
41427 Transfer console only § 75.00, 4 5 75.00)
1429 Transfer electric weapon rack § 75.00 1 S 75.005
Labor Hour {Transfer Light bar 3 95.00, 4 $ 95.00)
Labor Hour | Transfer Charge Guard $ $5.00, 05 | § 47.50)
1398 Transfer 2-way radio and front mount antenna $ 225.00) 1 $ 225.00)
1399 _| Transfer Second 2-way radia § 225.00) 1 | $ 225.00}
1408 Transfer Prisoner Barrier § 205.00) 1 § 205.00}
1409 Transfer Cargo Barrier 5 175.00} 1 1 $ 175.00}
i412 Transfer rear prisoner seat and floor pan 5 105.00, 2 S 105.00)
1447 Transfer window screens or bars § 35.00; 2 S 35.00
Transfer Life Hammer § of o- 5
1433 Transfer GPS system 5 95.00, 1 S 95.00
1439 Transfer radar system 5 150.00) 1 S 150.00
1948 Vent Shades- 4 doors S 95.00) 1 § 95.00
1428 Transfer rear equipment tray 5 45.00) 1 5 45.00
4430 Transfer mobile data terminal, modem, power supply, charge guard, s 325.001 4 g 325.001
mount and antenna
SHOP** Shop Supplies: Wiring, relays, fuse blocks and associated labor 5 295.00) 4 § 295.00)
TOTAL: $ 8,758.15
Vehlele Equipment Total; $ 38,091.75

Page Z of 3

Murnber of Vehicles fo be purchased § 38,092.75 4 § 38,081.75

$ -

TOTAL: § 38,091.75

*This quote is valid for 60 days. Any purchase orders or approved quotes received outside of this date will be subject to price adhustmen(s. By signing this cunte, the customer
ig agreging to pay, in ful, for al} hems listed above, Any requests for changes, modifications, replacements, removals or additional tems coay be sublect 10 additional frees
and/or adjusted delivery dates.

MUG... ¢ 308 applies ta the procurement of ail commodities quoted, Greater Boston Pallca Council contract Nerns have been collectively purchased pursuant to M.G.L. c 305
sec. ic and M.G.L. ¢.7 sec. 228, The governmental bady is responsible to datermine the applicablity of M.G.L. ¢ 308 to off contract Mems, Including, but not fimited to aff
contract lens that have giready been propery oracured under M.G1. ¢ 2OB sec. Ie and AGL © 7 sec. 224 Qourchases from a vendor on a contract with the
Commonwealth), other contracts procured under M.G.L. ¢ 308 see i¢ and M.G.L. c.7 sec. 228, or any MG... ©. 308 contract between the vendor and the jurisdiction. Ag off
contract tems must be sracured under M.G.L. c. 308.

The terms and conditions sisted herein anc the provisions of any agresrmment between MHC, and Buyer, H applicable, shall constitute the complete end only terns and
conditions appheable to any and afl purchases by Buyer from MAG, Any additional and/or different terms and/or conditions printed anywhera including on, or with, Buyer's
order shai! be inapplicable in regard to any gurchase by Buyer from MMO,

IMPORTA

fT MOTE: Pricing shown re

By signing this document you are agreeing to the above terms and conditions of this order from MHC, inc.

%

PRINT NAME .

TITLE

x
SIGNATURE

Quote provided by Kris Wright, Account Manager at MHQ
(603) 325-0995 > kwright@mhg.com

PAHQ Quote - Patrol Uthity Crash replacernent Page 3 of 3

THE CITY OF NASHUA “The Gate City

Financial Services

Purchasing Departyrent

November 8, 2018
Memo #19-092

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR BOARD OF PUBLIC WORKS PENSION ADMINISTRATION
SERVICES (VALUE: $49,000)
DEPARTMENT: FINANCIAL SERVICES; FUND: PENSION ADMINISTRATION

Please see the attached communication from Derek S. Danielson, Assistant Treasurer, dated November
8, 2018 for information related to this contract.

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.

The Assistant Treasurer and the Purchasing Department recommend the approval of this contract in the
amount of $49,000 to Hooker & Holcombe of West Hartford, CT.

Respectfully

; é
/Dan Kooken
Purchasing Manager

Co: D. Danielson D. Fredette

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

City of Nashua

Office of TheTreasurer

229 Main Street - Nashua, NH 03060 (603) 589-3194
Fax (603)589-3228

TO: Dan Kooken, Purchasing Manager November 8, 2018

CC: John L. Griffin, CFO/Comptroller
David G. Fredette, Treasurer/Tax Collector
Board of Public Works Retirement System Trustees

FROM: Derek S. Danielson, Assistant Treasurer

RE: Professional Services Contract with Hooker & Holcombe

The purpose of this communication is to provide background information regarding the request to approve the
Board of Public Works Pension Administration Services contract before you tonight.

The City of Nashua Board of Public Works Employees’ Retirement System administers the retirement fund for
Division of Public Works employees of the City of Nashua, New Hampshire. The Public Works Retirement
System was established on July 1, 1947. The plan is a Defined Benefit Plan providing service connected
disability and death, and retirement protection to its members and their families. The Retirement System
operates pursuant to NRO 45, Article [V. The System is governed by a five member board in accordance with
the above referenced Revised Ordinances and operates in accordance with Administrative Rules established for
that purpose.

The City of Nashua currently generates, among other things, weekly pension benefit checks to approximately
100 retirees, periodic lump sum distributions, tax withholding and reporting (1099-R and 945 forms), and
benefit calculations/estimates. The current Pension fund administration system (“ADMINS”) is a legacy
application, which is at end of life and presents a risk to the ongoing continuity in administration of the pension
plan. Moreover, ADMINS is being phased out as part of the City’s ongoing technology upgrades. The ADMINS
application keeps track of creditable weeks, contribution amounts, prepares statements, and provides
information to the City’s ERP system (Infor Lawson) for the issuance of checks, and to staff for benefit
calculations/estimates.

After reviewing industry best practices, it was determined that contracting out the administration of the pension
plan services is in the best interest of the members. Several efficiencies will be gained and several priorities will
be accomplished with the approval of this contract, including: the elimination of the risk associated with
ADMINS; the establishment of a customer service center and online portal to assist members with questions and
personal information changes; and benefit payments and tax forms will be issued by the pension administration
services firm. It is worth noting the City’s Human Resources and Treasurer’s Office will still be available to
provide support to members.

Therefore, in order to ensure ongoing continuity to current Public Works retirees and active contributing
members, the City solicited proposals from qualified firms to provide the above described Pension
Administration Services. Hooker & Holcombe presented the lowest cost and included all items requested within
the solicitation. For these reasons, the Board of Public Works Pension Board of Trustees and City staff
recommend awarding the contract in the amount of $49,000 to Hooker & Holcombe of West Hartford
Connecticut.

BPW Pension Services Administration RFl Responses

Line No. |Service Category Hooker & Hoicombe Wells Fargo Milliman
1 Lump Sums/Refunds/Rollovers Yes Yes Yes
2 Benefit Payment Method Check/ACH Check/ACH Check/ACH
3 Benefit Payment Timing Monthly Monthly Monthly
4 Benefit Initiation Method Initiated by Participants. Initiated by City Staff. Initiated by Participants.
5 1099-R & 945 Reporting Yes Yes Yes
6 Online Portal/Reporting Yes for both City Staff & Participants. Yes for City Staff, No for Participants. Yes for both City Staff & Participants.
7 Death Audit Yes, monthly. Yes, quarterly. Yes, weekly.
8 Allows Deductions Yes Yes Yes
9 COLA Updates Yes, uploaded via flat file. Yes, uploaded via flat file. Yes, uploaded via flat file.
10 Requirements for tracking Ongoing data feeds. Ongoing data feeds. Ongoing data feeds.
service/compensation
11 _|Timeline for Implementation 9-12 months 7-9 months 8-10 months
12 Implementation Info Dedicated Team Dedicated Team Dedicated Team
13 Fees:
14 Setup Fee Waived Waived Waived
15 Administration Fee $31,500 (annual) $55,000 (annual) $50,000 (annual)
16 Participant Charges No "per participant" charges so tnt anne No "per participant" charges
$10,000 $1,500 (1-time set-up fee)
17 Trust & Custody (annual! base fee + custodial fee) 25,000 (annual base fee) $3,000 (annual base fee)
18 Outgoing Wire Not specified $10 per $10 per
19 QDRO - Qualification Included $750 per, $2,500 1-time setup fee Time & Expense
20 jQDRO- Processing Included Included Time & Expense
21 Manual Calculations $500 per, $250 per for estimates $450 per
22 {Mailing of Ann. Statement $500 (estimated) Not specified
23 {Recurring Checks 53 each (in $10,000 above) Not specified $5 each
24 ~~ ‘|Recurring ACH $1 each (in $10,000 above) Not specified $3 each
25 {Form 1099R/Ww2 None $10 each
26 Form 1099R/W2 Replacement Service Center rate + $5 for reprint Not specified 55 each
27 ~=‘| Estimated 1st Year + Implementation $42,000 $80,000 $54,840
28 |Estimated Ongoing Total Cost $42,000 $80,000 $53,340
29 |Add Contingency (approx 16%) $49,000 $93,000 562,000

45 LaSalle Road # 860,521. 8400
hooker & bolcombe West Hartford, CT 06107 F860. 521.3742 hheonsultants.com

November 8, 2018

Mr. David G. Fredette
Treasurer

City of Nashua

229 Main Street
Nashua, NH 03061

Re: Pension Administration Services - Terms of Engagement
Dear Dave:

Thank you for selecting Hooker & Holcombe, Inc. to provide pension administration services to the City
of Nashua. This letter agreement sets forth the terms of our engagement and the nature and limitations
of the services we will provide to you unless we otherwise mutually agree in writing.

Services to be Performed: See the attached “Schedule of Services.”

Scope Limitations: This engagement cannot be relied upon to disclose errors, irregularities, or illegal
acts, including fraud or defalcations, which may exist with respect to your pension and other retirement
plans covered by this letter agreement and the services we provide pursuant to the Schedule of
Services. We will inform you of any such matters that come to our attention.

Fees and Expense: The fees and expenses for our services are as follows:

A. Professional Fees. The Schedule of Services sets forth the fees for our services. Except where
the Schedule of Services provides otherwise, our fees for professional services will be based on
the time expended at our current hourly rates, which are subject to change periodically, usually
on an annual basis. Our 2018 hourly rates are:

# Consultants/Actuaries $260 - $450
# Analysts/Technicians $150 - $260
= Support $100 - $160

B. Direct Expenses. In addition to our professional fees, we will bill you for any expenses we pay
to others on your behalf and for other costs we incur that are customarily paid by each client on
an "as-used" basis, such as copier charges for ncn-incidental copying, courier and expedited
delivery services, and travel expenses. If a disbursement is expected to exceed $1,000, we may
ask you to fund it in advance.

C. Taxes. We understand that our services would be exempt from Connecticut state sales tax. If
any state sales tax (or similar tax) is or becomes applicable, it will be charged in addition to the
above fees.

Payment: We will generally submit a bill to you monthly unless a different arrangement is mutually
agreed upon in writing in advance of services. All unpaid fees, expenses and costs are due thirty (30)
days from the invoice date.

Permission to Use information in Our Marketing: By signing this letter agreement, you agree that we
may use your name, logo, and a general description of our services to you in our business development
efforts and materials. lf you do not agree that we may use this information as described, please strike
this paragraph by drawing a line through it and initialing it.

Standard of Care: We shall be responsible for the professional quality, technical accuracy, timely
completion, and coordination of all work performed under this letter agreement. We shall furnish
competent and skilled personnel to perform the work under this letter agreement. We warrant that all
work shall be performed with the degree of professional skill, care, diligence, and sound practices and
judgment that are normally exercised by recognized professional firms with respect to services of a
similar nature. It shall be our duty to assure at our own expense that all work is in conformance with all
applicable federal, state, and local laws, statutes, regulations, ordinances, and orders. Your review,
approval, or acceptance of, or payment for any of our work under this letter agreement shall not
operate as a waiver of any of your rights or causes of action under this letter agreement, and we shall be
and remain liable in accordance with the terms of this letter agreement and applicable law.

Document Management & Retention: We prefer to receive documents in electronic format. If we
receive any documents from you in paper format, we may scan them or otherwise convert them to an
electronic format and destroy the paper documents unless you have previously requested in writing that
we return any paper documents to you. With respect to all participant-related documentation, we will
scan it to the individual’s participant record on the PensionEdge® web portal once we have reviewed the
documentation and determined it to be complete, after which we will destroy any paper documents we
have received; provided that we will return to you all original participant-completed documents,
including documents with a raised seal, annually (or more frequently if you request), and we will return
to participants at their home address any original back-up documentation such as birth certificates,
driver's licenses, passports, or similar documentation within a reasonable period of time. It is your
responsibility to properly maintain any records as required by law, including those records related to
plan participants. We typically retain client documents and plan participant documents in our files for
only a reasonable period of time, after which we may destroy them, regardless of format, without
further notice to you, subject to any applicable legal requirements specifying a document retention
period.

Right to Terminate: Either party may terminate this letter agreement at any time on 90 days’ prior
written notice (including email) to the other party.

Limit of Liability: You agree that our liability hereunder for damages, regardless of the form of action,
shall not exceed the total amount paid for the services described herein. This shall be your exclusive
remedy, except as otherwise required by applicable law.

You agree that we will not be liabie for any incidental, punitive, special or consequential damages,
including without limitation, loss of time, inconvenience, loss of profit, loss of business or any other
similar damages or for any claim or demand against you by any other party, even if we have been
advised of the possibility of such damages.

No action, regardless of form, arising out of the services under this letter agreement may be brought by
either party more than three years after the date of the last service provided under this letter
agreement, except as otherwise required by applicable law.

We agree to indemnify and hold harmless the City, and its officials, employees and authorized
representatives and their employees from and against any and all third party suits, causes of action,
arbitrations, claims, demands, damages, liabilities, by reason of our breach of this letter agreement. Our

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