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Finance Committee - Minutes - 7/20/2016 - P11

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/20/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Minutes
Meeting Date
Wed, 07/20/2016 - 00:00
Page Number
11
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_m__072020…

Finance Committee Page 11
July 20, 2016

Mayor Donchess

It depends on the vote of the body. The minutes remained sealed unless...the committee would vote to keep
the minutes sealed forever or to open them up but they can be kept, there is no requirement that they be made
public later on.

MOTION BY ALDERMAN WILSHIRE TO TABLE
MOTION CARRIED

NEW BUSINESS — ORDINANCES- None

TABLED IN COMMITTEE

From: Dan Kooken, Purchasing Manager
Re: CodeRED Contract (Value: $22,000)

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
JULY 1, 2016, TO JULY 14, 2016

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 7:43 p.m.

Alderman Ken Siegel
Committee Clerk

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Finance Committee - Minutes - 7/20/2016 - P11

Finance Committee - Agenda - 7/20/2016 - P1

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/20/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Agenda
Meeting Date
Wed, 07/20/2016 - 00:00
Page Number
1
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_a__072020…

FINANCE COMMITTEE
JULY 20, 2016

7:00 PM Aldermanic Chamber
ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS
From: Dan Kooken, Purchasing Manager
Re: Purchase of Two (2) 2016 Ford Fusion SE Hybrids (Value: $50,160)

Department: 173 Environmental Health

Account Description: 2016 CERF - Vehicles and 2017 CERF - Vehicles
UNFINISHED BUSINESS — None
NEW BUSINESS —- RESOLUTIONS — None
NEW BUSINESS — ORDINANCES
O-16-015

Endorser: Alderman-at-Large Lori Wilshire
Alderman Richard A. Dowd
Alderman-at-Large Michael B. O’Brien, Sr.

PROVIDING FOR CONFIDENTIAL REDACTIONS ON THE RECORD OF EXPENDITURES
TABLED IN COMMITTEE
From: Dan Kooken, Purchasing Manager
Re: CodeRED Contract (Value: $22,000); Department: 156 Emergency Management

Fund: General; Accounting Category: 54 Property Services
e Tabled 7/6/16
DISCUSSION
RECORD OF EXPENDITURES
PUBLIC COMMENT
NON-PUBLIC SESSION

ADJOURNMENT

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Finance Committee - Agenda - 7/20/2016 - P1

Finance Committee - Agenda - 4/6/2022 - P16

By dnadmin on Sun, 11/06/2022 - 21:43
Document Date
Fri, 04/01/2022 - 08:56
Meeting Description
Finance Committee
Document Type
Agenda
Meeting Date
Wed, 04/06/2022 - 00:00
Page Number
16
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_a__040620…

13.

14.

15.

16.

nature in any manner caused, occasioned, or contributed to in whole or in part by reason of
any negligent act, omission, or fault or willful misconduct, whether active or passive, of
Professional Consultant or of anyone acting under its direction or control or on its behalf
in connection with or incidental to the performance of this contract. Professional
Consultant’s indemnity and hold harmless obligations, or portions thereof, shall not apply
to liability caused by the sole negligence or willful misconduct of the party indemnified or
held harmless.

FISCAL CONTINGENCY All payments under this contract are contingent upon the
availability to the City of Nashua of the necessary funds. This contract shall terminate and
the City of Nashua's obligations under it shall be extinguished at the end of any fiscal year
in which the City of Nashua fails to appropriate monies for the ensuing fiscal year sufficient
for the performance of this contract.

Nothing in this contract shall be construed to provide Professional Consultant with a right
of payment over any other entity. Any funds obligated by the City of Nashua under this
contract that are not paid to Professional Consultant shall automatically revert to the City
of Nashua’s discretionary control upon the completion, termination, or cancellation of the
agreement. The City of Nashua shall not have any obligation to re-award or to provide, in
any manner, the unexpended funds to Professional Consultant. Professional Consultant
shall have no claim of any sort to the unexpended funds.

COMPENSATION Review by the City of Nashua of Professional Consultant's submitted
monthly invoice forms and progress reports for payment will be promptly accomplished
by the City of Nashua. If there is insufficient information, the City of Nashua may require
Professional Consultant to submit additional information. Unless the City of Nashua, in
its sole discretion, decides otherwise, the City of Nashua shall pay Professional Consultant
in full within 30 days of approval of the submitted monthly invoice forms and progress
reports.

COMPLIANCE WITH APPLICABLE LAWS Professional Consultant, at all times, shall fully
and completely comply with all applicable local, state and federal laws, statutes,
regulations, ordinances, orders, or requirements of any sort in carrying out the obligations
of this contract, including, but not limited to, all federal, state, and local accounting
procedures and requirements, all immigration and naturalization laws, and the Americans
With Disabilities Act. Professional Consultant shall, throughout the period services are to
be performed under this contract, monitor for any changes to the applicable laws, statutes,
regulations, ordinances, orders, or requirements, shall promptly notify the City of Nashua
in writing of any changes to the same relating to or affecting this contract, and shall submit
detailed documentation of any effect of the change in terms of both time and cost of
performing the contract.

NONDISCRIMINATION If applicable or required under any federal or state law, statute,
regulation, order, or other requirement, Professional Consultant agrees to the following
terms. Professional Consultant will not discriminate against any employee or applicant for
employment because of physical or mental handicap in regard to any position for which
the employee or applicant for employment is qualified. Professional Consultant agrees to
take affirmative action to employ, advance in employment, or to otherwise treat qualified,
handicapped individuals without discrimination based upon physical or mental handicap
in all employment practices, including but not limited to the following: employment,

GC 8 of 13

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Finance Committee - Agenda - 4/6/2022 - P16

Finance Committee - Agenda - 7/20/2016 - P2

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/20/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Agenda
Meeting Date
Wed, 07/20/2016 - 00:00
Page Number
2
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_a__072020…

ert

nee

Hens
\

meses, THE CITY OF NASHUA

lunanctal Services

"The Gate City"

Purchasing Department

July 14, 2016
Memo #17-014

TO: MAYOR JIM DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF TWO (2) 2016 FORD FUSION SE HYBRIDS (VALUE: $50,160)

DEPARTMENT: 173 ENVIRONMENTAL HEALTH;
ACCOUNT DESCRIPTION: 2016 CERF-VEHICLES & 2017 CERF-VEHICLES

Please see attached communication from Bobbie Bagley, Community Services Division Director dated
July 5, 2016 for the information related to this contract award.

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

These vehicles are being purchased from MHQ under the MA State Contract.

The Community Services Health Division Director and the Purchasing Department recommend this
purchase from MHQ of Marlborough, MA in the amount of $50,160.

Respectfully,

Dan Kooken
Purchasing Manager

Cc: B Bagley J Graziano

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

Page Image
Finance Committee - Agenda - 7/20/2016 - P2

Finance Committee - Agenda - 7/20/2016 - P3

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/20/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Agenda
Meeting Date
Wed, 07/20/2016 - 00:00
Page Number
3
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_a__072020…

THE CITY OF NASHUA

Division of Public Uealth and Goniuunity Services
Office of the Derector

"The Gate City’

TO: Daniel Kooken, Purchasing Manager

FROM: Bobbie D. Bagley, Director of Division of Public Health & Community Services
SUBJECT: — Purchase of replacement vehicles for |invironmental Health

DATE: July 14, 2016

We are requesting approval for two 2016 Ford Tuston vehicles at $25,080 cach for a total of
$50,160. ‘Uhese vehicles are to replace the two vehicles currently used by staffin the Jénvironmental
Health Department. Staff use these vehicles for routine department duties including inspections,
site visits, sample collection and transportation of samples to the State of NH Public Wealth
Laboratory.

‘Vhe two current vehicles; a 2002 Mord ‘Vaurus wagon and 2002 Chevy Malibu are past their uscful
life with concerns regarding reliability and safety.

Vhe 2002 Mord ‘Vaurus will not pass state inspection without costly repairs to correct extensive rust
damage as well as other mechanical problems. This vehicle ts not considered road worthy beyond
local travel. It has over 80,000 miles but is not worth the anticipated repair costs.

‘Vhe 2002 Chevy Malibu sedan passed state inspection, but will need new brakes and tites prior to
winter. It has 74,000 miles and is starting to rust. “Uhis cat has had some major repairs, it’s also 14
yeats old, no longer reliable, and also is not used outside of Nashua. Repeated breakdowns of this
vehicle are very inconvenient and always expensive.

Replacement of these vehicles have been included on the City’s CURI schedule for I'¥ 16; $24,519;
and [°Y17 $25,745. Both 2002 vehicles will be put up for auction.

Pursuant to NRO Section 5-84 (A)(3), these vehicles will be purchased from MHQ of
Marlborough, MA, under the Plymouth County Commissioners Contract 2015 in the amount of

$50,160.

Ce John Griffin Janet Graziano — Heidi Peck

18 Mulberry St Street « Nashua, New Hampshire O3060 « Phone (603) 589-4546 e Fax (603) 594-4539

Page Image
Finance Committee - Agenda - 7/20/2016 - P3

Finance Committee - Agenda - 7/20/2016 - P4

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/20/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Agenda
Meeting Date
Wed, 07/20/2016 - 00:00
Page Number
4
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_a__072020…

MHG Quotation
Estimate: QM0Q0002169
Customer: 13715 Sales Contact: Cust PO: FUSION HYBRID
MHQ-Headquarters Quote Date: 2016-07-01
401 Elm Street MICHAEL CURTIN Expiration: 2016-09-29
Marlborough, MA 01752 NASHUA, CITY OF 603-325-0995
508-573-2600 CITY HALL 229 MAINST MCURTIN@MHG.COM

NASHUA, NH 03061

Contract Name Line Ref Line Desc Unit Price Qty Extended Price
PCC2015 15-05 2016 Ford Fusion - Standard Equipment $ 17,984.00 4.00 $ 17,984.00
PCC2015 UX Ingot Silver Metallic $ 0.00 1.00 $ 0.00
PCC2015 15-05-006 POL Upgrade to SE trim level FWD Hybrid $ 7,096.00 1.00 $ 7,096.00
500A pack
Total $ 25,080

MHQ-Headquarters 401Elm Street Mariborough, MA 01752
Phone: 508-573-2600 www.mhq.com
1

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Finance Committee - Agenda - 7/20/2016 - P4

Finance Committee - Minutes - 7/6/2016 - P1

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/06/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Minutes
Meeting Date
Wed, 07/06/2016 - 00:00
Page Number
1
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_m__070620…

REPORT OF THE FINANCE COMMITTEE
JULY 6, 2016

A meeting of the Finance Committee was held on Wednesday, July 6, 2016, at 7:03 p.m. in the
Aldermanic Chamber.

Mayor Jim Donchess, Chair, presided.

Members of the Committee present: Alderman-at-Large Lori Wilshire
Alderman-at-Large Michael B. O’Brien
Alderman June M. Caron
Alderman Ken Siegel

Members not in Attendance: Alderman-at-Large Mark S. Cookson. Vice Chair
Alderman Benjamin M. Clemons

Also in Attendance: Assistant Chief Brian Rhodes, Nashua Fire Rescue
Mr. David G. Fredette, City Treasurer
Ms. Sarah Marchant, Director, Community Development
Mr. Dan Kooken, Purchasing Manager

PUBLIC COMMENT - None
COMMUNICATIONS

MOTION BY ALDERMAN SIEGEL THAT THE RULES BE SO FAR SUSPENDED AS TO ALLOW FOR THE
INTRODUCTION OF A COMMUNICATION RECEIVED AFTER THE AGENDA WAS PREPARED
MOTION CARRIED

From: Mayor Jim Donchess
Re: Emergency Replacement of 60 Ton Condensing Unit at Nashua Public Library (Value: $46,075)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PAYMENT OF
$46,075 TO PALMER & SICARD. FUNDS ARE AVAILABLE IN THE GENERAL FUND, ESCROW FUNDS,
MAJOR CAPITAL OUTLAYS/IMPROVEMENTS

ON THE QUESTION

Alderman Siegel

| have no problem with the library replacing this as it is clearly a high priority item. It’s just the source of
funding. Does the library have trust funds available for this type of emergency?

Mayor Donchess

Mr. Fredette can come forward but | think he will verify that they have funds in reserve for this air conditioner
replacement which they anticipated would be needed.

Mr. Fredette

The money they are asking to use is escrow money from fiscal year ’16 that they have had for air conditioning
work there. They do have quite a bit of trust funds. Most of their trust funds are restricted for a specific use,
usually it’s related to books, concerts and that kind of stuff so | don’t know if they have any that could be used
for this, | really can’t answer that. They are doing a lot of construction there now on a certain wing but that was
all through the Chandler Memorial Trust which is allowed to be used for that.

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Finance Committee - Minutes - 7/6/2016 - P1

Finance Committee - Minutes - 7/6/2016 - P2

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/06/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Minutes
Meeting Date
Wed, 07/06/2016 - 00:00
Page Number
2
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_m__070620…

Finance Committee Page 2
July 6, 2016

Mayor Donchess

The answer is that this money has been previously escrowed.
Mr. Fredette

Yes, from fiscal 16, last year it was escrowed.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: HVAC Preventative Maintenance Agreement (Value: $14,541)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO AE
MECHANICAL, INC., IN THE AMOUNT OF $14,541. FUNDS ARE AVAILABLE IN DEPARTMENT 152,
FIRE; GENERAL FUND; 54, PROPERTY SERVICES

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Purchase of Access Control and Camera System for Riverside Building (Value: $24,989)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM TYCO INTEGRATED SECURITY IN THE AMOUNT OF $24,989. SOURCE OF FUNDING IS
DEPARTMENT 156, EMERGENCY MANAGEMENT; 2014 STATE HOMELAND SECURITY PROGRAM
(SHSP) GRANT; SECURITY EQUIPMENT AT RIVERSIDE

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: CodeRED Contract (Value: $22,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF
ALDERMEN APPROVAL, AWARD THE CONTRACT TO EMERGENCY COMMUNICATIONS NETWORK IN
THE AMOUNT OF $22,000. FUNDS ARE AVAILABLE IN DEPARTMENT 156, EMERGENCY
MANAGEMENT; GENERAL FUND; 54, PROPERTY SERVICES

ON THE QUESTION

Alderman Siegel

| had a question as to whether or not the CodeRED is actually useful in the day in age that we are in now
where we have a variety of devices such that technology seems to exceed the requirements that we have for
this as little as two or three years ago. | am getting alerts on my iPhone well in advance of a CodeRED alerts.
| see the advantage of a notification system but | wonder if it’s something that doesn’t already sort of exist by
way of social networking and other constructs.

Mayor Donchess

| can give a general answer but maybe it would be worthwhile to have Mr. Kates come in and discuss the pros
and cons. | think some people don’t have those devices and therefore there are these phone notifications. |
don’t think there is any particular rush on this, do you Mr. Kooken?

Mr. Kooken

No, | don’t think so.

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Finance Committee - Minutes - 7/6/2016 - P2

Finance Committee - Minutes - 7/6/2016 - P3

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/06/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Minutes
Meeting Date
Wed, 07/06/2016 - 00:00
Page Number
3
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_m__070620…

Finance Committee Page 3
July 6, 2016

Mayor Donchess

Would you like Mr. Kates to come in?

Alderman Siegel

Yes.

MOTION BY ALDERMAN SIEGEL TO AMEND TO TABLE TO ALLOW FOR JUSTIN KATES TO ATTEND
THE NEXT FINANCE COMMITTEE MEETING
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Broad Street Parkway Bridge LED Lighting (Value $149,979)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
PORT LIGHTING, INC., IN THE AMOUNT OF $149,979. SOURCE OF FUNDING IS DEPARTMENT 181,
COMMUNITY DEVELOPMENT; CAPITAL PROJECT FUND; 54, PROPERTY SERVICES

ON THE QUESTION

Mayor Donchess

These are the funds that were donated by Mr. Stahl from Hollis and we accepted those funds sometime last
term and this is, after several rounds of bidding, this is the proposal that is being recommended by the staff.

Alderman Siegel

I’d like to thank the staff for a lot of hard work because | remember when the quotes first came in for this they
were significantly higher and we really in doubt as to whether or not we would be able to do this. It is a
generous gift and we appreciate that as well as the hard work.

Mayor Donchess
| second that.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Parking John Deere Gator Utility Vehicle (Value $20,700)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
NASHUA OUTDOOR POWER EQUIPMENT IN THE AMOUNT OF $20,700. FUNDS ARE AVAILABLE IN
DEPARTMENT 166, PARKING; GENERAL FUND; 54, PROPERTY SERVICES

ON THE QUESTION

Alderman O’Brien

| don’t see that the other vehicle is being traded in. What will happen with the old gator that we have?

Page Image
Finance Committee - Minutes - 7/6/2016 - P3

Finance Committee - Minutes - 7/6/2016 - P4

By dnadmin on Mon, 11/07/2022 - 09:51
Document Date
Wed, 07/06/2016 - 00:00
Meeting Description
Finance Committee
Document Type
Minutes
Meeting Date
Wed, 07/06/2016 - 00:00
Page Number
4
Image URL
https://nashuameetingsstorage.blob.core.windows.net/nm-docs-pages/fin_m__070620…

Finance Committee Page 4
July 6, 2016

Ms. Marchant

The old gator has been requested by Emergency Management so they can use it for events. It has not been
officially determined yet, it could certainly go to auction if that was not the best use for it. Emergency
Management has all kinds of events that they use things for and this is something that they can take and
maintain.

Alderman O’Brien

| think Emergency Management is also one of the wise choices but we do have a large, wooded area in the
city that we do take advantage of and that’s the Mine Falls Park and to gain access with the fire department
over the years such as brush fires and injuries; | wonder if there might be communication with the fire
department and maybe they can work together, just an idea.

Ms. Marchant
| am happy to pass that along, absolutely.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Engineering Services for Park and Ride at 25 Crown Street (Value $198,275)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
MCFARLAND JOHNSON IN THE AMOUNT OF $198,275. SOURCE OF FUNDING IS DEPARTMENT 181,
COMMUNITY DEVELOPMENT; NEW HAMPSHIRE DOT, CONGESTION MITIGATION AND AIR QUALITY
PROGRAM; 53, PROFESSIONAL SERVICES

ON THE QUESTION

Mayor Donchess

As the memo implies this is a grant and not city tax funds.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: FY17 Bio-Diesel Fuel Contract for Nashua Transit (Value $1.8457 per Gallon)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
EAST RIVER ENERGY IN THE AMOUNT OF $1.8457 PER GALLON. FUNDS ARE AVAILABLE IN
DEPARTMENT 186, NASHUA TRANSIT; GRANT FUNDS; 61, FUEL

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Approval of Agreement to Additional Requirements for Technologies other than High Pressure
Sodium or Metal Halide Lighting (Value: $0.00)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE AGREEMENT
WITH PSNH D/B/A EVERSOURCE ENERGY

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Finance Committee - Minutes - 7/6/2016 - P4

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