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THE CITY OF NASHUA “The Gate City

Financial Services

Purchasing Department

February 13, 2020
Memo #20-082

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: FY21 BIODIESEL FUEL - CITY OF NASHUA (VALUE ESTIMATED $24,263)
DEPARTMENT: 186 TRANSPORTATION; FUND: FTA GRANT

Please see attached communication to Dan Kooken, Purchasing Manager, from Camille Pattison,
Transportation Manager, dated February 12, 2020 for information related to this contract award.

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 Transportation Manager and the Purchasing Department recommend the extension of the contract
for B5 Bio-Diesel at $2.4351 per gallon with an estimated amount of $24,263 for FY19 to Dennis K.
Burke of Tauton, NA.

Purchasing Manager

Cc: C. Pattison J. Graziano

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

C ity Devel
City of Nashua Planning and Zoning.
. of. Building
Community Development Division Urban Programs
City Hall, 229 Main Street, PO Box 2019 Ce eee even
Nashua, New Hampshire 03061-2019 Transit Department

589-3095
589-3080
589-3080
589-3100
589-3085
589-3070
589-3105
880-0100

www.gonashua.com

To: Dan Kooken, Purchasing Manager
From: Camille Pattison, Transportation Manager
Date: February 12, 2020

Re: FY20 Bio-Diesel Fue! Contract for Nashua Transit

History
In FY20 Nashua Transit sent out a bid for a fixed rate price for bio-diesel fuel. The RFP was posted

on the City website under RFP0464-0426219 and sent to five known biodiesel suppliers. Three (3)
bids were received as follows:

1. Santa Buckley Energy $2.3982 per gallon
2. Dennis K. Burke — $2.4351 per gallon
3. East River Energy — $2.5703 per gallon

Although Santa Buckley Energy was the lowest bidder this vendor did not comply with bid
submittal requests therefore eliminating them as a viable option for selection.

The City of Nashua entered into a contract with Dennis K. Burke Inc., Tauton, MA, for a period of
twelve months expiring on June 30, 2020 with the option to extend for (1) year at the same price.
Dennis K. Burke is a responsive and responsible company.

Current

The Community Development Division would like to exercise the option to extend the current
contract for one year from July 1, 2020 through June 30, 2021, at a rate of $2.4351 per gallon.
Nashua Transit and the Purchasing Director determined that this is still a competitive rate. Bio-
diesel is used to fuel two (2) electric hybrid 35’ buses on an ongoing basis. {t is also used to fuel
two (2) older vans and 2 trolleys infrequentiy.

, THE CITY OF NASHUA “the Cate Cty’

Administrative Services

Purchasing Department

February 13, 2020
Memo #20-083

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: 2020-22 CYCLICAL REVALUATION CONTRACT (VALUE: $1,125,000)
DEPARTMENT: 132 ASSESSING; FUND: BOND

Please see the attached communication from Kim Kleiner, Director of Administrative Services, to Mayor
Donchess, dated February 13, 2020 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 previded 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 Director of Administrative Services and the Purchasing Department recommend the award of this
contract to Vision Government Solutions of Hudson, MA in the amount of $1,125,000.

Respecifully,

an Kooken
Purchasing Manager

Ce: K. Kleiner J. Graziano

THE CITY OF NASHUA “The Cate City

Administrative Services Division

To: Mayor Donchess

Finance Committee
From: Kim Kleiner, Director of Administrative Services
Date: February 13, 2020

Subject: Full Measure & List - Cyclical Revaluation

Funding for a Full Measure & List - Cyclical Revaluation was approved by the Board of
Aldermen, Resolution R-19-159, on August 13, 2019 in the amount of $1,300,000. On
August 28, 2019, ihe City issued a Request for Proposals for Full Measure and List
Appraisal and Revaluation, RFP0023-092619.

On September 5th, two firms attended a Non-Mandatory Pre-Proposal

Meeting, Vision Government Solutions and Tyler Technologies. Four firms submitted
proposals on September 26, 2019: Corcoran Consulting, Tyler Technologies, KRT
Appraisal and Vision Government Solutions. Proposals ranged in price from

$1,400,000 to $1,125,000, the lowest proposal from Vision Government Solutions.

A city committee, comprised of staff from Administrative Services, Assessing, Finance,
Legal, Purchasing and Economic Development, reviewed the proposals, conducted

interviews and recommended the selection of Vision Government Solutions.

On Monday, October 28th the Board of Assessors voted to recommend to the Board of

Aldermen, the selection of Vision Government Solutions.

After extensive review and discussion with the city and pursuant to RSA 21-J:11,
Vision Government Solutions submitted the contract to the NH Depariment of Revenue
for its review and recommendations. Due to the Reassessment Order issued by the
Board of Tax and Land Appeals (BTLA) on October 29, 2019, the contract also
required approval by the Department of Revenue per Rev. 602. The NH Department of
Revenue approved the contract on February 7* (see attached letter).

i|Page

Therefore, we are submitting the contract with Vision Government Solutions, for the
2020-2022 Full Measure & List - Cyclical Revaluation, in the amount of $1,125,000, for
the Finance committee’s approval and recommendation to the Board of Aldermen on
February 25, 2020.

2[Page

State of New Hampshire

Department of Revenue Administration
109 Pleasant Street
PO Box 487, Concord, NH 03302-0487
Telephone (603) 236-5000
www. revenue.nh.gov

Lindsey M. Stepp MUNICIPAL AND PROPERTY
Commissioner DIVISION
Carallynn J. Lear sector
Assistant Commissioner February 7, 2020

Samuel T. Greene
Assistant Director

City of Nashua
Attn: Kim Kleiner, Administrative Services Director

229 Main Street
Nashua, NH 03061

Re: 2020-22 Cyclical Revaluation Contract

Dear Ms. Kleiner,

Pursuant to RSA 21-J:11, the Contractor has submitted a contract to the Department (via email
attachment on January 31, 2020) for its review and recommendations. The 2020-22 contract
is the result of a Board of Tax and Land Appeals (BTLA) Reassessment Order and therefore also
requires approval by the Department per Rev. 602.

The 2020-22 contract has been reviewed and the Department has attached a revised version
with minor reference corrections. The Department is making no other contract language
recommendations. The Department also approves the scope, contents and terms of the
contract.

The DRA is also in receipt of insurance certificates, as required in Rev 607.01 (a) and the
performance bond, as required in Rev 607.02. The Department suggests that the City require
that all insurance and bonding be renewed as necessary; and to remain in force for the balance
of the contract term. At present all Department conditions requisite for the signing of the
contract by the contracting parties have been satisfied. Please provide renewed insurance and
bond certificates when the present ones expire.

If you have any questions, please feel free to contact me at (603) 230-5963 or
Samuel.Greene@dra.nh.gov.

Sincerely,

Spr gh
Sam Greene, Assistant Director
Municipal and Property Division

Ce. File

TDB Access: Relay NH 1-200-735-2964
individuais who need auxiliary aids for effective communication in programs and services of the
Department of Revenue Administration are invited to make their needs and preferences known to the Department.

CYCLICAL REVALUATION CONTRACT
BTLA REASSESSMENT ORDER

SUBJECT: “CYCLICAL REVALUATION” means the revaluation of all taxable and non-taxable properties in a Municipality,
combining a complete measure and listing of all taxable and nontaxable properties over time, excluding utilities except for
land, and updating an establishment of the new base year, to arrive at full and true value as of April 1.

The City of Nashua, NH, a municipal corporation organized and existing under the laws of the State of New Hampshire,
hereinafter called Municipality; and, Vision Governmental Solutions a business organization existing under the laws of the
Commonwealth of Massachusetts and registered to do business in New Hampshire as a Foreign Corporation, and having a
principal place of business at, 1 Cabot Rd., Hudson, Massachusetts, hereinafter called Contractor, hereby mutually agree as

follows:
1. GENERAL PROVISIONS
1.1. PARTIES

1.9

1.12

1.1 Name of Municipality:

1.2 Mailing Address of Municipality:

1.3 Contracting Official(s) name(s) and Title(s)
for Municipality:

1.4 Telephone and Fax numbers:

1.5 E-mail Address, if applicable:

City of Nashua

229 Main Street. Nashua, NH 03061

James W. Donchess, Mayor
C/O Kim Kleiner, Administrative Services Director

Phone: 603-589-3025
Fax:

klemerk@enashuank.goy

1.6 Name of Contractor:

1.7 Mailing Address of Contractor:

1.8 Principal Place of Business:

E-mail Address, if applicable:

1.10 Telephone and Fax numbers:

Name and Title of Authorized Contractor:

Type of Business Organization:

Vision Government Solutions

i Cabot Rd., Hudson, MA G1749

Same as mailing address

sales@vegsi.com
Phone: 860-628-1013
Fax: 508-351-3798

Kevin Bullock, CFO

C-Corporation

1.13.1 The Municipality approved legislation to find this contract, Resolution R-19-159, on August 13,2019, On
August 28, 2019, the Municipality issued a Request for Proposals for Full Measure and List Appraisal and

Revaluation.

1.13.2 On October 29, 2019, the Board of Tax and Land Appeals ordered the Municipality to complete a full revaluation
by tax year 2022, including a full measure and listing of all properties in compliance with all applicable rules and

regulations, including the DRA’s Part 600 rules.

The BTLA was clear in its Order For Reassessment in recognizing that the City would require three years to
perform the measuring and listing (Cyclical Inspections as defined by Rev. 601.15) of all Nashua properties. The
City is, therefore, contracting a Cyclical Revaluation (as defined by Rev 601.16} which describes three calendar
years of measuring and listing of all taxable, non-taxable and tax-exempt properties within the City followed by a

revaluation for the 2022 tax year.

PART Rev 601 DEFINITIONS

Rey 601.01 “Abatement Review” means to make an assessment recommendation to the municipal assessing officials or to
make a change to an assessment that is in response to an abatement request from a taxpayer.

Rev 601.02 “Appraisal” means the act or process of developing a market value estimate of property which will be used as
the basis for valuation, fulfilling a municipality’s statutory duties relative to property tax administration including, but not
limited to those pursuant to RSA 75:1.

Rev 601.05 “Assessing Services” means the making of appraisals, reappraisals, assessments, or providing other services
on behalf of municipal assessing officials for the statutory administration of property valuation and assessment including,
but not limited to those pursuant fo RSA 75:1.

Rev 601.06 “Assessing Standards Board (ASB)” means the State of New Hampshire assessing standards board as
established pursuant to RSA 21-J:14-a.

Rev 601.07 “Assessment” means an estimate of the quality, amount, size, features, or worth of real estate which is used as
a basis for a municipalities’ valuation in accordance with statutory requirements including, but not limited to those pursuant
to RSA 75:1.

Rev 601.08 “Base Year” means the tax year in which the municipality performed a revaluation of all properties.

Rev 601.09 “BTLA Reassessment” means an order by the State of New Hampshire board of tax and land appeals for a
revaluation or partial update of a municipality’s property assessments.

Rey 601.10 “Calibration” means the process of ensuring the predictive accuracy of the CAMA model(s), through testing,
which may include but not be limited to; determining the variable rates and adjustments from market analysis for land and
land factors, costs and depreciation for a cost model, valuation rates and adjustments for a sales comparison model, and
market rents and capitalization rates for an income model.

Rey 601.11 “Computer Assisted Mass Appraisal System (CAMA)” means a system of appraising property that
incorporates computer-supported tables, automated valuation models and statistical analysis to assist the appraiser in
estimating value for a revaluation, assessment data maintenance and valuation update.

Rev 601.13 “Contract” means any agreement between the municipality and the contractor for making appraisals,
reappraisals, assessments, or for appraisal work on behalf of a municipality with the State of New Hampshire.

Rev 601.14 “Contracter” means the person, firm, company, or corporation with which the municipality has executed a
contract or agreement for assessing services.

Rev 601.15 “Cyclical Inspection” means the process of a systematic measure and listing of all properties within a
municipality over a specified period of time, The term includes “data collection” and “data verification.”

Rev 601.16 “Cyclical Revaluation” means the process of combining a full statistical revaluation of the entire municipality
with a cyclical inspection process.

Rev 601.17 “Data Collection” means the inspection, measuring, or listing of property within a municipality. The term
includes data verification.

Rev 601.20 “DRA-certified” means a level of certification attained by a person as set forth by the ASB in Asb 300
pursuant to RSA 21-J:14-£

Rev 601,22 “Executed” means to transact, agree to, carry into effect, sign or act upon a contract or agreement to perform
assessing services for a municipality. The term includes “executing.”

REPORT OF THE FINANCE COMMITTEE
JUNE 1, 2022

A meeting of the Finance Committee was held on Wednesday, June 1, 2022, at 7:00 p.m. in the Aldermanic Chamber and
via Zoom. The meeting link information can be found on the agenda.

Alderman-at-Large Ben Clemons, Acting Chairman, presided.

Members of the Committee present: Alderman Alex Comeau
Alderman Tyler Gouveia
Alderman-at-Large Ben Clemons
Alderwoman-at-Large Gloria Timmons

Members not in Attendance: Mayor Jim Donchess
Alderman Patricia Klee, Vice Chair
Alderman-at-Large Melbourne Moran, ur.

Also in Attendance: Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Steve Buxton, Fire Chief
Robert Page, Police Captain
Joseph Fay, Deputy Police Chief
David L. Boucher, Superintendent of Wastewater
Jeffrey LaFleur, Superintendent of Solid Waste
Dan Hudson, City Engineer
Jon Ibarra, Superintendent of Streets

MOTION BY ALDERMAN COMEAU FOR ALERMAN CLEMONS TO CHAIR THE FINANCE MEETING
MOTION CARRIED

PUBLIC GOMMENT - None

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Copper Wire in the amount not to exceed $130,000 funded from 81700 Infrastructure Improvements/Bond (Fire)

MOTION BY ALDERMAN COMEAU TO PLACE ON FILE AND AWARD THE CONTRACT FOR COPPER WIRE TO
UPGRADE THE MUNICIPAL FIRE ALARM TO POWER & TELEPHONE IN AN AMOUNT NOT TO EXCEED $130,000.
FUNDING WILL BE THROUGH: DEPARTMENT: 152 FIRE RESCUE; FUND: 81700 INFRASTRUCTURE
IMPROVEMENTS/BOND

ON THE QUESTION

Steve Buxton, Fire Chief

Good evening. Steve Buxton, Chief of Nashua Fire. So this is a result of the infrastructure program for the fire alarm
system. The market as you can imagine for copper wire at this point in time is very volatile. We do have pricing to secure
the materials for around $90,000. The communication you have in front of you is not to exceed 130 because that's how
volatile the market is at this point in time. So we're looking to place this order as expediently as possible so we can lock in
our price.

Chairman Clemons

Anyone have any questions or concerns? If not, you've all heard the motion.
MOTION CARRIED
From: Kelly Parkinson, Purchasing Manager

Re: Lockers in the amount not to exceed $189,854 funded from 81200 Buildings &
Improvements/General Fund (Police)