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REPORT OF THE FINANCE COMMITTEE
NOVEMBER 16, 2016

A meeting of the Finance Committee was held on Wednesday, November 16, 2016, at 7:00 p.m. in the
Aldermanic Chamber.

Alderman-at-Large Mark S. Cookson, Vice Chair, presided.

Members of the Committee present: Alderman-at-Large Mark S. Cookson, Vice Chair
Alderman-at-Large Lori Wilshire
Alderman-at-Large Michael B. O’Brien
Alderman Benjamin M. Clemons
Alderman June M. Caron
Alderman Ken Siegel

Members not in Attendance: Mayor Jim Donchess, Chair

Also in Attendance: Mr. Dan Kooken, Purchasing Manager
Mr. John L. Griffin, Chief Financial Officer
Captain E.Z. Paulson, Nashua Police Department
Ms. Sarah Marchant, Director of Community Development
Ms. Madeleine Mineau, Waterways Manager

PUBLIC COMMENT - None
COMMUNICATIONS

From: Dan Kooken, Purchasing Manager
Re: Purchase of One (1) 2017 Ford Transit Cargo Van and Upfit (Value: $37,469)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM NORTHEAST KUSTOM KREATIONS IN THE AMOUNT OF $37,469. FUNDS ARE AVAILABLE IN
DEPARTMENT 150, POLICE; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Dispatch and Calltaker Consoles (Replacement Furniture (Value: $89,491)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM WRIGHT-LINE IN THE AMOUNT OF $89,491. SOURCE OF FUNDING IS DEPARTMENT 150,
POLICE; CITYWIDE COMMUNICATIONS RADIO COMMUNICATIONS UPGRADE CAPITAL PROJECT

ON THE QUESTION

Alderman Siegel

| want to commend the NPD for first off looking for used furniture and seeing that didn’t work at least
negotiating the price down pretty significantly.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for Operation and Maintenance of Two Hydroelectric Facilities (Value $398,200)

Finance Committee Page 2
November 16, 2016

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF
ALDERMEN APPROVAL, AWARD THE CONTRACT TO ESSEX POWER SERVICES IN THE AMOUNT OF
$398,200. FUNDS ARE AVAILABLE IN DEPARTMENT 170, HYDROELECTRIC OPERATIONS; GENERAL
FUND

ON THE QUESTION

Alderman Siegel

When we first contemplated purchasing the hydroelectric dams | recall there was a tremendous amount of
maintenance issues that were outstanding and | reviewed the contract and had a schedule of current
operations in the plan. There is not much there. Am | to infer that most of that has been taken care of,
particularly the fish ladder which we were in violation of our permits? Are we okay with that?

Ms. Mineau

Yes, that’s been going on right now. We just had some discussions with Eagle Creek who has been leasing
Mine Falls from the city and who were purchasing it from...they are doing the work on the fish lift right now and

it should be done by the end of November or the beginning of December. That will be wrapped up before the
closing for Mine Falls.

Alderman Siegel

Are they paying for that?

Ms. Mineau

We are still discussing the final purchase price and if the city will pay for a portion of that or not, we are having

some discussions over definitions of capital improvements and whether or not the work that was done on the
fish lift qualifies as a capital improvement or not.

Alderman Siegel

So in other words they are trying to claim that something which is required by their permit if they do it then it’s a
capital improvement.

Ms. Mineau
Right and we are saying they just fixed something that wasn’t maintained well.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Digester Heat Exchanger (Value: $37,600)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM ALFA LAVAL, INC. IN THE AMOUNT OF $37,600. SOURCE OF FUNDING IS DEPARTMENT 169,
WASTEWATER

ON THE QUESTION

Mr. Kooken

This purchase is a back-up in case there is a failure on the other device.

Finance Committee Page 3
November 16, 2016

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

DISCUSSION

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
OCTOBER 28, 2016, TO NOVEMBER 10, 2016

ON THE QUESTION

Alderman Siegel

Mr. Kooken, HR has got a lot of temporary expense. Have we managed to hire people to replace the temps
that we are using right now?

Mr. Griffin

The temporary help that is in the record of expenditures no longer work here. We have a full crew in the
HR/Payroll area.

MOTION CARRIED

PUBLIC COMMENT - None
POSSIBLE NON-PUBLIC SESSION
ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:08 p.m.

Alderman Ken Siegel
Committee Clerk

7:00 PM

FINANCE COMMITTEE

NOVEMBER 16, 2016
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:

Re:

From:

Re:

From:

Re:

From:

Re:

Dan Kooken, Purchasing Manager
Purchase of One (1) 2017 Ford Transit Cargo Van and Upfit (Value: $37,469)
Department: 150 Police; Fund: CERF

Dan Kooken, Purchasing Manager

Purchase of Dispatch and Calltaker Consoles (Replacement Furniture (Value: $89,491)
Department: 150 Police; Fund: Citywide Communications Radio Communications Upgrade
Capital Project

Dan Kooken, Purchasing Manager
Contract for Operation and Maintenance of Two Hydroelectric Facilities (Value $398,200)
Department: Department 170 Hydroelectric Operations; Fund: General

Dan Kooken, Purchasing Manager
Purchase of Digester Heat Exchanger (Value: $37,600)
Department: 169 Wastewater; Fund: Wastewater

UNFINISHED BUSINESS — None

NEW BUSINESS — None

DISCUSSION

RECORD OF EXPENDITURES

PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

2) THE CITY OF NASHUA “The Gate City”

Financial Services

Purchasing Department

November 9, 2016
Memo #17-077

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF ONE (1) 2017 FORD TRANSIT CARGO VAN AND UPFIT (VALUE:
$37,469)
DEPARTMENT: 150 POLICE; FUND: CERF

Please see the attached communication from Karen A. Smith, Business Manager dated November 4,
2016 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 Nashua Police Department, the Fleet Supervisor and the Purchasing Department recommend the
purchase of this vehicle in the amount of $34,019 from MHQ Inc of Marlborough, MA and the equipment
upfit in the amount of $3,450 from Northeast Kustom Kreations of Manchester, NH for a total of
$37,469.

Respectfully, 4
fof 7a é Z
tl.

Dan K6éoken
Purchasing Manager

Ce: K Smith A Lavoie

229 Main Street e Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3344

NASHUA POLICE
TMENT Date: 4 November 2016

Si.
conta) Lee

intradepartmental Communication

To: Dan Kooken, Purchasing Manger

From: Karen A, Smith, Business Manager

The Nashua Police Department is requesting to replace one cargo van with the 2017 Ford Transit Cargo
Van T350, single wheel, high roof, 148” extended wheel base for the Special Reaction Team. The vehicle
will replace the following vehicle which is on the FY¥2017 CERF replacement schedule.

YEAR UNIT# PLATE # MAKE/MODEL VIN# MILEAGE AS
GF 10-19-16
1993 33 MP64633 | Chevrolet Step Van 2GCHG3 1J9P4 124983 30,014

Pursuant to NRO 5-84 (A} (3), the replacement vehicle will be purchased through the State of
Massachusetts Greater Boston Police Council Vehicle Procurement Contract #GBPC2016 price has been

extended through 9/30/2017.

A quote from MHQ is attached for your review showcasing the features and options of the new vehicle and
the associated costs and trade-in allowance.

In addition, a quote was received in the amount of $3,450 for required detail modifications to the vehicle
from Northeast Kustom Kreations for the installations of flip seats and overhead grab bars in the 2017

Ford transit van.

The Nashua Police Department and Fleet Supervisor recommend the purchase in the amount of
$34,018.60 from M-H-Q, Inc. Municipal Vehicles, Marlborough, MA and the detail work in the amount
of $3,450 from Northeast Kustom Kreations, Manchester, NH.

Sincerely,
a a
pe | fo A
Koa “f oN
Karen A. Smith
Business Manager

cc: David Fredette
Derek Danielson

WENIGLES & EQUIPHENT & GEAR

CUSTOMER

Contact Name: Brian Sokja Date: 10/5/2016
Company/Dept: NASHUA POLICE DEPARTMENT Valid for: 9/30/2017
Street Address: 0 Panther Dr Customer #; 12753
City, State, Zip: Nashua, NH 03062 Contract: GBPC
Phone: {603) 594-3500 Sales Rep: K.Wright

TRANSIT

Please find below a budget quote for a 2017 Ford Transit per the Greater Boston Police
Council Contract RFP # GBPC 2016 - Law Enforcement Equ Ford

2017 FORD TRANSIT CARGO VAN T350 SINGLE REAR
WHEEL- UPGRADE HIGH ROOF, EXTENDED 148",

REAR VIEW CAMERA
16" Steel Wheels w/Full Silver H 33.9
Fixed rear-door glass with fixed driver and passenger-

door glass 25
Charcoal Cloth, 2-way manual {fore/aft/recline) driver
nd front passenger, armrest, airbags, and driver-side
lumbar

$31,185 31,185.00

Trailer Tow Package
Power Mirrors w/Turn Signals & Short-Arm

sida door models only
Controlled Front & Rear A/C
Defined Switches (4)
Fuse Panel ~ Use with 67C
} Additional keys'fobs (Power)
Duty Alternator (included w‘dual
Glass (includes rear window
Area Protection - EL-LWB

1H 14 ft | ors | are tn

i
i
i
1
i
1
1
i
i
1
1

993 Chevrolet Van- Diesel

34,018.60

TERMS ANDCONDMIONS ee etd

“This quote is valid until 9/30/2017. Any purchase orders or approved quotes received outside of this quote period may be subject to price
adjustments by up to 5%. By signing this quote, the customer is agreeing to pay, in fuil, for all ites 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. ¢.308 applies to the procurement of all commodities quoted. Greater Boston Police Council contract items have been collectively purchased

pursuant te M.G.L. ¢ 308 sec, Ic and M.G.L. c.? sec. 228. The governmental body Js responsible to determine the applicability of M.G.L. c 30B te off

enntract teme Including hit nné timitor tn af rantract itensve that have already hoan nranerh arrived under hAG) POR car drand MGI cr Foca

MHQ QUOTE Transit Cargo Rev 5.xlsx Page 1 of 2

EG

iParametrics @) mel s Whe PROPOSAL FOR THE CITY OF NASHUA
ARPA ADMINISTRATIVE SERVICES

Turn-Key Outreach

Using the Turn-Key Outreach approach, the iParametrics team will lead outreach efforts and deliver all collateral and marketing
material, Our team will work directly in the cornmunity to deliver information about the City of Nashua Rescue Plan to target groups.
We will track outreach efforts throughout the process to ensure adequate subscription levels are being achieved, target demographic
groups are being reached, and specified thresholds for income-based assistance and priority groups are being realized, Ongoing
tracking allows our team to adjust efforts in real time to address applicant shortages and meet ratios for applications outlined during
program design, Our team will provide City of Nashua with reports regarding efficacy of outreach at a frequency, not less than
monthly, to be determined by the City, Reports will provide insights into types of outreach (public meetings, mailers, social media
posts, etc.), demographic information of target audiences, preliminary accounting of applicant interest, and key performance indicators
to demonstrate the impact of outreach efforts.

We understand that outreach and public engagement can be challenging in a world where social distancing protocols and stay home
ordinances have driven us apart physically, and many lack access to means of digital connection. As demonstrated in the figure below,
our team stands ready to provide marketing and outreach solutions in a vanety of traditional and digital or socially distanced avenues,
designed for maximum accessibility by target populations, paving the way for adequate program subscnption levels and interest in
programs even prior to launch.

Strategic Signage
Sponsored Events Strategically placed posters,
Direct Mail Public hearings, round billboards, and other print media Emall
Post cards, fact sheets, or tables, and small group aid in raaching vulnerable Low-cost, fast

targeted outreach are a events foster collaboration groups ike lowincome. LEP : A
great way te reach the and bolster public individuals, or the disebled, alternative fo) _ “

. targeted marketing

public awareness

fu
JON TT NI ON

af

Online Forums Print Materials Soclal Media Newspaper Advertising
Online forums jike Print materials like Social media offers a Newspaper ads are
webinars, Facebook Live, brochures oj flyers can be low-cost alternative to helpful in targeting niche
or pre-recorded used to leverage spread messaging local atidiances.
informational sessions community partners quickly and establish
connect target groups in networks — simply leave online ‘friendships’ with

collateral material bahind target audiences.

ially distanced, safe
ana for their clientele.

way

Community Leveraged Outreach

We recommend a hybrid approach to outreach in which relationships with local non-profits and community organizations are
leveraged to reach key vulnerable demographics like those with limited online capability, high-poverty, limited English proficiency, or
the elderly, We will collaborate with select local organization, business groups, and local non-profit groups to capture applicant
referrals to the program and increase accessibility of the programs to the clientele such organizations serve.

PAGE 22

RETR Chk erty HC edna Mee CEE LLRs ee ee Cuda ee renee ede aa rn EERE RATE TREE BEER EE PE MRO Me TREC UPR t tie te tre erties ute MEFS PEt awn ter does

224 (purchases from @ vendor on a contract with the Commonwealth}, other contracts procured under M.G.L. c 308 sec ic and M.G.L. C7 sec. 228, or
any M.G.L. ¢, 308 contract between the vendor and the jurisdiction. All off contract items must be procured under M.G.L. ¢. 308.

The terms and conditions stated herein and the provisions af any agreement between MHO and Buyer, if applicable, shall constitute the complete and
only terms and conditions applicable to any and alf purchases oy Buyer from MHQ. Any additional and/or different terms and/or conditions printed
anywhere including on, or with, Buyer's order shall be inapplicable in regard to any purchase by Buyer from MHQ.

= : z
aaa ale a ay Rr ley lh Se a ee

2 above terms and conditions of this order from MHQ, Inc.

By signing this document you are agreeing toth

x
PRINT NAME

TITLE

x
SIGNATURE
Quote provided by Kris Wright, Account Manager at MHQ
(603) 325-0995 » kwright@mhq.com

MHQ QUOTE Transit Cargo Rev 5.xisx Page 2 of 2

STATE BID TABULATION

One (1) - 2017 Ford Transit Cargo Van 1350, Single Rear Wheel, High Roof, 148” Extended
Wheel Base

Rear Benches and Overhead Railings

RAD in tonal

rear? H-Q hea munca veniies 826 018 So $1 1,000.00 00