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Finance Committee Page 2
January 18, 2017

here to the DPW Admin Bldg. or the library. We support 34 buildings throughout the city. | think part of the
problem too is and | think we can address it in the future is the van has never really had under carriage wash
and it really should have a car wash with an under carriage done. The other part of it too where they are
parking it and I’m going to change that also but they park it in the parking garage where we have that cave.
That area stays wet all of the time. We've had a few instances where one of the guys was driving to the DPW
and the light turned red and he went to hit the brakes and there was nothing. He went to pull up the
emergency brake and it was frozen and rusted. Fortunately there were no pedestrians and traffic and he came
to a slow gliding stop and no one got hurt. That has happened a couple of times within the past year and the
lines and cylinders have been replaced. Right now people are afraid to drive it.

Alderman Siegel

It seems to me that it’s a normal thing to do that the under carriage should be washed. How can we not be
washing our vehicles? | understand the larger vehicles because it’s difficult but we are talking about a
passenger van. That’s not acceptable and we have to change that across the board. Just doing the routine
maintenance should make it last way longer than that. We are going to build a garage on Burke Street to
house things but we can’t count on that as our only solutions for under carriage washing. The price is
reasonable for the van, new purchase is reasonable; it’s the fact that we have to do it.

Alderman Cookson

| echo the same sentiments. This is not the first vehicle that has come before the Finance Committee with rust
issues in the under carriage. The Department of Health had the same issue and that vehicle had 74,000 to
76,000 on it. | don’t know how we justify that to the taxpayers of the City of Nashua, it is a gross negligence of
the money that they have contributed to the well-being of the city and we have to take this and look at the
entire fleet and how it’s being managed and if there are other vehicles that are under the same situation and
we just can’t have this. Hopefully it stops here tonight.

Alderman Siegel

One other thing, you said an employee went and had a problem with the emergency brake and the regular
brake. It happened more than once. If that happens more than once then why does that vehicle on the road?
We were lucky nobody got hurt or killed the first time, what possessed us to have that vehicle on the road?

Director Codaqnone

We repaired it and then new lines were put in and then something else failed.

Mayor Donchess

So the new vehicle we will have under carriage washing and a better place to store it?

Director Codaqnone

Yes, we are going to put a schedule in place to have it washed. The way it was being done was it was getting
washed but it was a regular car wash and not the under carriage. That’s separate. The Streets Department
had a power washer and they washed the vehicle but that doesn’t wash it underneath. We are going to put it
on a regular schedule to have the under carriage done.

Alderman Siegel
That would be cheaper than $23,000.
Director Codaqnone

A lot cheaper.

Finance Committee Page 3
January 18, 2017

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase and Installation of Scoreboard and Sound System for Holman Stadium (Value $173,326)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM SCOREBOARD ENTERPRISES, INC. IN THE AMOUNT OF $173,326. FUNDS ARE AVAILABLE IN
DEPARTMENT 177, PARKS AND RECREATION; SPECIAL REVENUE FUND

Mr. Caggiano

The scoreboard at Holman is in pretty dire need of replacement. The renovations that were done in 2000 —
2001 when the skyboxes were added, they kept the original message center and they put a new face on the
scoreboard and they installed components called drivers and these drivers were supposed to update it and it
did. It's lasted another 15 years. The video board went out about 4 years ago and repairing it is impossible
unless we spent more money than the new one is worth. It just doesn’t work anymore and it was a very
antiquated message center. The sound system in the stadium goes back to the late 90’s. At the time it was a
very nice system, it was a Bose sound system. It’s degraded to the point where it’s only operating on one
speaker. It’s kind of a very poor quality sound right now. We had it evaluated two years ago from a firm in
Cambridge and they said it needed to be replaced. They gave me a price for just the sound system of
$100,000 and we held off because we didn’t have it. When the Silver Knights came into existence we set up a
fund so all of the proceeds from the activities of the stadium go into the special revenue fund so we know when
things like this come up we are going to have a source that isn’t going to impact the Parks & Rec budget or the
operating budget. We also have a cell tower fund there as well that generates a little bit of revenue every year
and that’s good to have in case a freezer goes down or something. You are going to get a very high quality
scoreboard to replace what is there. Everything is included; the sound system is actually going to be a better
benefit because it’s directional. Currently | believe there are 10 or 12 speakers that use to play at the stadium
and they were forcing the sound down onto the people. This direction system is in the scoreboard right below
it and it will reduce the spillage and it will be a better environment so if you have that seat that’s right
underneath it there won’t be a speaker over your head. The video board will have the ability to play pre-
recorded videos, player profiles, service messages that we can put on during the 4"" of July. We might even be
able to do movies in the outfield. We can also upgrade it to include live action film but that would require a
production team so | didn’t feel the cost was justified. The company is a family fun company that’s been in
existence for over 40 years. What’s good about this is that it’s a Daktronics and parts are readily available.
Right now when our system goes down | have to call Springfield and they are the only ones that can work on it
because they have the territorial rights and we are at their will.

Alderman Clemons

Personally | am excited about this as a fan of the Silver Knights and the stadium and | think it might help attract
tournaments. | think it’s worth every dime and I’m happy to hear that it could be upgraded in the future to live
stuff as well.

Alderman Caron
| think this is a great idea. Is this going to be ready for the high school baseball season this year?

Mr. Caggiano

Yes, once the PO’s are cut there is a 6 to 8 week lead time and all of the work is above ground other than
running the fiber optic cable which there is already a conduit from the press box to the scoreboard. I’d prefer to
do it when the ground is hard because it will involve a crane.

Alderman Caron

The floor microphones, is that for the field?

Finance Committee Page 4
January 18, 2017

Mr. Caggiano

No, the microphones are cordless mics that will be hooked into the sound system.

Alderman Caron

You have one source; can you explain that to us?
Mr. Caggiano

We took advantage of the Massachusetts Higher Education Consortium Contract. These scoreboards have
already been bid out just like a state bid we are able to take advantage of that pricing and really hone in on
what we want.

Alderman Caron

| think it’s great, thank you.
MOTION CARRIED
UNFINISHED BUSINESS - None

NEW BUSINESS — None
TABLED IN COMMITTEE

MOTION BY ALDERMAN SIEGEL TO TAKE FROM THE TABLE THE CONTRACT AWARD FOR ACCESS
CONTROL SYSTEMS FOR SAFE STATIONS SECURITY
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: | Contract Award for Access Control Systems for Safe Stations Security (Value: $44,051);

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD TWO CONTRACTS TO
TYCO INTEGRATED SECURITY AND ONE CONTRACT TO CUSTOM COMPUTER SPECIALISTS FOR A
TOTAL AWARD AMOUNT OF $41,726. FUNDS ARE AVAILABLE IN DEPARTMENT 122, INFORMATION
TECHNOLOGY; PROPERTY & CASUALTY FUND; LOSS PREVENTION PROGRAM

ON THE QUESTION

Alderman Siegel

| am happy that we reviewed this. We got the price down by $2,280 just by doing a little bit more due diligence
and | am in favor of this but | would request for the other four stations going forward, | assume we are going to

want to have some access control security going forward and if possible we do an RFP so we can get it bid out
if that is reasonable.

Assistant Chief Rhodes

Yes, as funds allow we would really like to secure our facilities based upon the world we live in and the
intricacies of our infrastructure and our employees but as | stated the last time this was a more pressing need
for us as we really want to protect our civilian employees.

Alderman Siegel

| agree with your sentiment but | assume going forward we have uncovered a potential weakness in that we
have a possible loss and it would be reasonable to assume that is a loss prevention action and not necessarily

Finance Committee Page 5
January 18, 2017

purely NFR’s budget per se. This will prevent us from losing things because people can just stroll into the
station and waltz off with some very expensive equipment, separate from whether or not someone would be in
physical jeopardy. There are ways to handle the finances.

Assistant Chief Rhodes

If | may add, | believe we have had instances in the past where we have had city owned vehicles vandalized
behind Lake Street and people who have made their way into buildings so | think the long-term goal, once we
get this infrastructure into place is once we have fiber to all of our locations with all of the appropriate
equipment then we would be able to literally tie everything into video and that could go right to our fire alarm
office which is monitored 24/7.

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
DECEMBER 30, 2016, TO JANUARY 12, 2017

ON THE QUESTION

| noticed that there was money coming back to us from Continental Paving. Did we have some sort of
contractual settlement with them?

Mr. Griffin

| can certainly research that and get back to the committee. It is usually the reversal of a payment but | will
check.

MOTION CARRIED

PUBLIC COMMENT - None
POSSIBLE NON-PUBLIC SESSION
ADJOURNMENT

MOTION BY ALDERMAN CLEMONS TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:25 p.m.

Alderman Ken Siegel
Committee Clerk

FINANCE COMMITTEE

JANUARY 18, 2017

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

Dan Kooken, Purchasing Manager
Purchase of Ten (10) Sets of Globe Classic Metro Advance Personal Protective Equipment
(PPE) (Value: $17,900); Department: 152, Fire; Fund: General Fund Operating Budget

Dan Kooken, Purchasing Manager
Purchase of One (1) New 2017 Transit Connect XL Van ($23,204); Department: 122, Information
Technology; Fund: CERF

Dan Kooken, Purchasing Manager
Purchase and Installation of Scoreboard and Sound System for Holman Stadium (Value $173,326)
Department: 177, Parks and Recreation; Fund: Special Revenue

UNFINISHED BUSINESS — None

NEW BUSINESS — None

TABLED IN COMMITTEE

From:
Re:

Dan Kooken, Purchasing Manager
Contract Award for (Value: $44,051); Department: 122 Information Technology;
Fund: Property & Casualty; Account Classification: Loss Prevention Program

Tabled 1/4/17

DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

THE CITY OF NASHUA “the Gate City’

Financtal Services

Purchasing Department

January 12, 2017
Memo #17-090

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | PURCHASE OF TEN (10) SETS OF GLOBE CLASSIC METRO ADVANCE PERSONAL
PROTECTIVE EQUIPMENT (PPE) (VALUE: $17,900)
DEPARTMENT: 152 FIRE; FUND: GENERAL FUND OPERATING BUDGET

Please see the attached communication from Deputy Fire Chief George A. Walker to Brian Rhodes,
Assistant Chief of Nashua Fire Rescue dated November 30, 2016 for information related to this request.

Pursuant to NRO § 5-84. Special purchase procedures. A. The competitive bidding process shall not
apply to the following special purchases: (7) Purchases under extensions of contracts when no price
increase exceeds 10%.

Nashua Fire Rescue and the Purchasing Department recommend the purchase of these products from
Bergeron Protective Clothing of Epson, NH in the amount of $17,900.

Respecttully,

tes

an Kooken
Purchasing Manager

b2_—

Co: S. Galipeau B. Rhodes G. Walker J. Graziano

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

Nashua Fire Rescue ope
Administrative Office Nashua Fire Rescue
70 East Hollis Street, Nashua, NH 03060 (603) 594-3645
www. nashuafire.com Walkera@nashuanh.gov

To: Brian D. Rhodes, Assistant Chief of Department
From: George A. Walker, Deputy Fire Chief

Re: PPE Procurement (January 2017)

Date: November 30, 2016

Chief Rhodes,

I am requesting permission to move forward with the procurement of 10 (Ten) sets of
Personal Protective Equipment (PPE) from Bergeron Protective Clothing of Epsom, NH. The
quoted price per set is $ 1,784.21 for a total of $ 17,900.00. This is the same pricing as our
recent (September 2016) order, which is a guaranteed quote through June 30, 2017.

This pricing is part of a 3 year contracted price increase of no more than 5% per year,
through June 30, 2019.

The 10 sets will be issued to existing members per our current replacement schedule. |
have included the specifications for the PPE that will be manufactured by Glabe
Manufacturing, a New Hampshire Company.

Respectfully,

alhbher

George A. Walker
Deputy Fire Chief

16 136

BOARD of FIRE COMMISSIONERS
NASHUA FIRE RESCUE
AUTHORIZATION FOR ACTION: EXPENDITURE

DATE December 45, 2016
ITEM Personal Protective Equipment (PPE)
VENDOR _ Bergeron Protective Clothing of Epsom, NH

COST Not to exceed $17,900 (10 sets @ $1784.21 per set)

Program

Emergency Services
Account - Description

61 - Supplies & Materiats
Detail Account - Description

61110 - Protective Clothing
Documentation

Attached is the request from Deputy George Walker

Funding
$28,986
Recommendation
Approve

Board Action ay. /
NOPmved 19 Bora Meahng She.

Ful Appia.

Chairman Clerk

11/30/16, arb

16 136

BOARD of FIRE COMMISSIONERS
NASHUA FIRE RESCUE
AUTHORIZATION FOR ACTIGN: EXPENDITURE

DATE December 5, 2016
ITEM Personal Protective Equipment (PPE)
VENDOR _ Bergeron Protective Clothing of Epsom, NH

COST Not to exceed $17,900 (10 sets @ $1784.21 per set)

Program

Emergency Services
Account - Description

61 - Supplies & Materials
Detail Account - Description

61110 - Protective Clothing
Documentation

Attached is the request from Deputy George Walker

Funding
$28,986
Recommendation
Approve

Board Action — iDhee dv
Nepmved in Bor meebng 15 ]ie.
Fu Ropu -

Chairman Clerk

11/30/16, arb

THE CITY OF NASHUA “The Gate City"

Financtal Services

Purchasing Department

January 12, 2017
Memo #17-091

TO: ’ MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) NEW 2017 FORD TRANSIT CONNECT XL VAN (VALUE: $23,204)
DEPARTMENT: 122 INFORMATION TECHNOLOGY; FUND: CERF

Please see the attached communication from Bruce Codagnone, CIO/IT Division Director, dated December 29,
2016 for information related to this purchase.

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 CIO/IT Division Director and the Purchasing Department recommends the purchase of this vehicle in the
amount of $23,204 from Stoneham Motor Co. of Stoneham, MA.

Respectfully,

Dan Kooken
Purchasing Manager

Ce: B. Codagnone _ J. Graziano

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