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We propose to provide the services described herein in accordance with the same terms and
conditions used in our current contract to provide similar services.

If you have any questions or comments regarding this proposal, please contact me.

WA

NS \
ey |. Vancor, P.E.

APPROVED BY:

Mayor

REPORT OF THE FINANCE COMMITTEE

FEBRUARY 20, 2019

A meeting of the Finance Committee was held on Wednesday, February 20, 2019, at 7:00 p.m. in the
Aldermanic Chamber.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman Michael B. O’Brien, Vice Chair
Alderwoman-at-Large Shoshanna Kelly
Alderman-at-Large Brandon Michael Laws
Alderman June M. Caron
Alderman Linda Harriott-Gathright

Members not in Attendance: Alderman Patricia Klee

Also in Attendance: Dan Kooken, Purchasing Manager
David G. Fredette, Treasurer/Tax Collector

PUBLIC COMMENT - None
COMMUNICATIONS

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Transit CNG Bus (Value $523,542)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
FROM GILLIG, LLC, IN THE AMOUNT OF $523,542. FUNDS ARE AVAILABLE IN DEPARTMENT 186,
TRANSPORTATION; GRANT FUNDS

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Vac-Con Combination Jet/Vacuum Sewer Cleaner ($395,700)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE
FROM ATLANTIC MACHINERY IN THE AMOUNT OF $395,700. SOURCE OF FUNDING IS DEPARTMENT
169, WASTEWATER; WERF

ON THE QUESTION

Mayor Donchess

We have our Superintendent here if anybody has got any questions about this, comments or questions?

MOTION CARRIED

UNFINISHED BUSINESS — None

Finance Committee - 2/20/2019 Page 2

NEW BUSINESS - RESOLUTIONS

R-19-110
Endorser: Mayor Jim Donchess
AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A LEASE AGREEMENT WITH MAKEIT
LABS, CORP. FOR 25 CROWN STREET

MOTION BY ALDERWOMAN KELLY TO RECOMMEND FINAL PASSAGE
ON THE QUESTION
Alderman O’Brien

On R-19-110 this is reauthorizing in a way or is this something new with Make IT Labs, because | know that
they do exist at 25 Crown Street. It is a wonderful place to go and everything, it is quite amazing. It is re-

upping?
Mayor Donchess

It is re-upping but they have put a lot of money into the building so the rent has been reduced to compensate
for that. They are making a lot of improvements, the whole eastern wing kind of. They are upgrading into
office and kind of office space and spaces for people who want to try to start more or have more intellectual
property type businesses as opposed to physical manufacturing or make-it type projects.

Alderman O’Brien

Thank you Mr. Mayor. | know going there when they were doing the sculptures and everything, the wife and |
did go down there and it was very nice to see all the sculptures at work and using the Make IT Lab facilities as
well.

Alderwoman Kelly

Just a point of order | wanted to point out that Alderman Harriott-Gathright has joined us.

Mayor Donchess

Yes, Alderwoman Harriot Gathright is here. Any other discussion.
Alderman Caron

Yes just to clarify, wasn’t their rent basically what it would cost for property taxes or the equivalent of on that
facility?

Mayor Donchess

| think it was but this reduces it to almost, it is nominal rent at this point, this would be, this is about $160.00 a
month although it is calculated on a square footage basis, but it is $.08 a square foot. But in discussions
between Economic Development and the Legal Department and Make IT Labs, you know, they made the case
— we’ve invested thousands of dollars in the building, a city-owned building. They have moved, they have
taken a building that was really in bad shape, upgraded the main part of the building, now are upgrading the
wing and in the end the City will own a more valuable building.

Finance Committee - 2/20/2019 Page 3
Alderman Caron

| have no problem with reducing the rent because | have seen the progress they have made on the building
and it is being utilized, it is not being vandalized and if they decide to leave at any time, we have a functioning

facility for us. If | had remembered correctly we had started off that it would be almost what the cost of taxes
would be. But thank you for that more elaborate explanation.

Mayor Donchess

Anyone else? Is there a Motion at this point?

Alderwoman Kelly

Yes I’ve moved for Final Passage.

Mayor Donchess

Motion is for Final Passage of R-19-110. Any discussion?

MOTION CARRIED

NEW BUSINESS — ORDINANCES -— None

RECORD OF EXPENDITURES

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
FEBRUARY 1, 2019 TO FEBRUARY 15, 2019

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

POSSIBLE NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:07 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

FINANCE COMMITTEE
FEBRUARY 20, 2019
7:00 pm Aldermanic Chamber
ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS
From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Transit CNG Bus (Value $523,542)
Department: 186 Transportation; Fund: Grant
From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) Vac-Con Combination Jet/Vacuum Sewer Cleaner ($395,700)
Department: 169 Wastewater; Fund: WERF

UNFINISHED BUSINESS — None
ANTICIPATED REFERRAL FROM THE BOARD OF ALDERMEN MEETING OF FEBRUARY 19, 2019
R-19-110

Endorser: Mayor Jim Donchess

AUTHORIZING THE CITY OF NASHUA TO ENTER INTO A LEASE AGREEMENT WITH MAKEIT

LABS, CORP. FOR 25 CROWN STREET
RECORD OF EXPENDITURES
GENERAL DISCUSSION
PUBLIC COMMENT
REMARKS BY THE ALDERMEN
POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

| THE CITY OF NASHUA “the Cate City

Financial Services

Purchasing Department

February 14, 2019
Memo #19-119

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) TRANSIT CNG BUS (VALUE $523,542)
DEPARTMENT: 186 TRANSPORTATION; FUND: GRANT

Please see attached communication from Sarah Marchant, Community Development Division Director,
dated February 9, 2019 for information related to this contract award.

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

The Community Development Division Director and the Purchasing Department recommend the award of
this purchase to Gillig LLC. of Livermore, CA in an amount of $523,542.
Resp

tfully,
LMG Be

on jan Kéoken
Purchasing Manager

Ce: S. Marchant J. Graziano

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

e Community Development 589-3095
City of Nashua Planning and Zoning 589-3090

. oe Building Safety 589-3080
Community Development Division Code Enforcement 589-3100
City Hall, 229 Main Street, PO Box 2019 Cores mission baoanre
Nashua, New Hampshire 03061-201 9 Transportation 880-0100
www.nashuanh.gov FAX 589-3119

Date: February 9, 2019
To: Jim Donchess, Mayor
From: Sarah Marchant, Community Development Division Director

Re: Finance Committee — “Notice of Exercise of Option” on existing Gillig, LLC contract to
Purchase 1 additional fixed route 30’ CNG Bus

The Nashua Transit System went out to bid in 2016 with RFP0156-010716 CNG Low Floor Buses
to replace eight of its fixed route buses. A contract with Gillig, LLC was approved by the Finance
Committee on June 15, 2016 and signed on July 27, 2016.

Pursuant to Part 1 and Part 9, Section 3, of the RFP and all other applicable parts of the agreement,
the City of Nashua is exercising its option to purchase one (1) additional 30’ CNG bus under the
terms and conditions of the previous four (4) buses per the agreement. This new bus will replace
one of the trolleys that has exceeded its useful life and will continue to have rising maintenance
costs. Having a new replacement bus will enhance the experience of our riders who prefer full sized
buses to the current trolleys.

The price of this 30’ bus is $523,542 payable upon accepted delivery of the bus. This price is based
upon the original purchase price with the additional cost applied from the PPI Index Escalator, as
discussed in Section 1.3 of the RFP. FTA funding has been awarded through a Bus and Bus
Facilities Infrastructure Investment Program Grant and will pay 85% of the capital costs for a total
of $445,010. The State of NH and the City of Nashua will provide match funding at 7.5%
respectively for a total of $39,266 each.

The anticipated delivery date of the CNG 30” low floor bus is prior to June 30, 2020. We are
requesting approval to purchase this bus from Gillig, LLC under our current contract in the amount
of $523,542.

Le & 11 Riverside St. » Nashua, NH * 03062 * phone: 603-880-0100 ° fax: 603-821-2042

vww.RideBigBlue.com

February 9, 2019

William Fay

Director National Sales
Gillig LLC

451 Discovery Drive
Livermore, CA 94551

Subject: Nashua Transit -Notice of Exercise of Option for 1 CNG 30’ bus

Dear Mr. Fay,

Pursuant to Part 1 and Part 9, Section 3, of the RFP, and all other applicable parts of the
agreement, the City of Nashua is exercising its option to purchase one (1) additional 30’ CNG
bus under the terms and conditions of the previous four (4) buses per the agreement.

The price of this 30’ bus is $523,542 payable upon accepted delivery of said bus.

The anticipated delivery date of bus is prior to June 30, 2020.

Gillig Representative Date

Sincerely,

Camille Pattison
Transportation Manager

CC: file, Jerry Sheehan

PRICE SUMMARY
9/17/2018
NASHUA, NH OFF OF Nashua, NH RFP 0156-010716
(3) 29" LOW FLOORS

SN: TBD

ACTION = SECTION ITEM COST
NASHUA, NH 29' LOW FLOOR BASE UNIT PRICE (9/9/2016) $492,554.00
DELETE 2. TRANSMISSION LOCKOUT ($200.00)
ADD 6 BENDIX SMARTIRE $921.00
ADD 9 EPA MANDATED CUMMINS NEAR ZERO ENGINE $9,793.00
ADD 9 FUEL GAUGE $60.00
ADD 20 FRONT THRESHOLD HEATER $324.00
DELETE 23. GREEN DOOR LAMP ($45.00)
ADD 39 ‘YIELD SIGN $200.00
ADD 49 TWO-TONE FLOORING W/ WHEEL CHAIR SYSMBOLS $150.00
ADD 71. GRAPHICS $910.00
NASHUA, NH 29' LOW FLOOR BUS PRICE $504,667.00
ADD PPI 1413 ADJUSTMENT: 246.9 (AUG 18’) / 238.0 (SEPT 16’) = 3.74% $18,875.00
NASHUA, NH 29' LOW FLOOR CURRENT PRICE(9/17/2018) $523,542.00

SPARES & TOOLING BUDGET

NASHUA, NH SPARES & TOOLING BUDGET (TO DEFFERRED ACCOUNT) $0.00

CONFIDENTIAL

This pricing information is intended only for the personal and confidential use of the recipient(s) to whom it was originally sent. If you are
not an intended recipient of this information or an agent responsible for delivering it to an intended recipient, you are hereby notified that

Page 1 of 1

PART |

INSTRUCTIONS TO PROPOSERS

1.4 INFRODUCTION

Intent - It is the intent of this Request for Proposal (RFP) to solicit competitive proposals for
30 and 35-foot transit CNG low floor bus configurations with various optional equipment under
a contract that will remain in effect for up to 5 years or until all options are used.

Objective — This proposal will enable the listed procuring agencies to standardize on the future
selection of buses, realize a better price through volume discounts and reduce the requirement of
an as teeded or annual procurement process as funding is made available. This proposal will
allow the procuring agencies to exercise and/or assign options in the future as funding is
allocated.

Initial Purchase — The initial purchase is expected to comprise of the following:

initial Future
Nashua Transit System Order | Options
30 Foot CNG Transit Bus 6 3
35 Foot CNG Transit Bus 2

Different Bidders — NTS reserves the right to select and award the contract for the 30 foot
buses from one Bidder and the two 35 foot buses from a different Bidder.

Future purchases —- Future purchases from this contract represents NTS’s anticipated orders
(base & options) for the next five years based on projected federal and local funds,
replacement schedule, as well as projected service levels. (See proposal page for details)

Assignment ~ NTS has the discretion to exercise/assign any options that the agency is not able
to use due to “changed circumstances or honest mistakes” over the contract term, Options
assigned to agencies not party to this agreement will enter into individual contract with the
Bidder and must adhere to the terms and conditions of the original contract.

Contract — NTS will sign one master contract with the Bidder based on the terms and
conditions as set forth in this RFP and any addendum.