Finance Committee

FINANCE COMMITTEE FEBRUARY 18, 2015 6:45 PM Aldermanic Chamber ROLL CALL PUBLIC COMMENT COMMUNICATIONS 1. From: John L. Griffin, Chief Financial Officer Re: Purchase of a 2015 Ford F150 Pickup Truck and a 2015 Ford Explorer Requested by Citywide Communications Department (Value: $63,650); Department: 157 Citywide Communications: Fund: CERF ($60,000); Department: 128 Risk; Fund: Property & Casualty ($3,650) UNFINISHED BUSINESS - None NEW BUSINESS - None DISCUSSION RECORD OF EXPENDITURES PUBLIC COMMENT POSSIBLE NON-PUBLIC SESSION ADJOURNMENT  City of Nashua Central Purchasing 229 Main Street Nashua NH 03061-2019 603-589-3330 Fax: 603-589-3344 February 12, 2015 Memo #15-158 TO: MAYOR LOZEAU FINANCE COMMITTEE SUBJECT: PURCHASE OF ONE 2015 FORD F150 PICKUP TRUCK AND ONE 2015 FORD EXPLORER REQUESTED BY CITYWIDE COMMUNICATIONS DEPARTMENT (VALUE: $63,650) DEPARTMENT: 157 CITYWIDE COMMUNICATIONS; FUND: CERF ($60,000) DEPARTMENT: 128 RISK; FUND: PROPERTY & CASUALTY ($3,650) Please see attached communication from William Mansfield, Radio Systems Manager, dated February 6, 2015, for information related to this purchase request. Pursuant to NRO 5-84 (A)(3), the 2015 Ford F150 Pickup Truck will be purchased through the State of Massachusetts Vehicle Procurement Contract #OVM 10. Pursuant to NRO 5-84 (A)(3), the 2015 Ford Explorer will be purchased through the State of Massachusetts Vehicle Procurement Contract #GBPC/MAPC. The Manager of Citywide Communications and the CERF Committee (January 29, 2015) recommend the purchase of the two vehicles in the amount of $63,650 from M-H-Q Municipal Vehicles, Marlboro, MA. Respectfully, MX- 'John L. Griffin Chief Financial Officer Ce: W. Mansfield  City of Nashua, NH Wireless Communications Division C/0 William Mansfield PO Box 785 Nashua NH 03061-0785 603-594-3521 Fax: 603-594-3615 February 6,2014 To: Mr. John Griffin, Chief Financial Officer From: William Mansfield, Radio Systems Manager Subject: Purchase of a 2015 Ford F150 Pickup Truck and a 2015 Ford Explorer The Citywide Communications has two vehicles assigned to the Division. These vehicles are four wheel drive capable and are utilized to transport personnel, tools and equipment to City tower sites on a daily basis. The vehicles are also used to provide transportation to meetings throughout New England and transport equipment to and from other facilities in the region. One of the vehicles was involved in an accident and was deemed a total loss by Risk Management and our insurer. The vehicle, a 2000 Chevy Astro Van AWD, had 168,000 miles on it prior to the accident. The Communications Division is requesting a replacement for this vehicle. Research was conducted with various makes and models of vehicles to see what would be the best fit for replacement. The Communications Division requests to replace the vehicle with the following vehicle and we will be utilizing Massachusetts Vehicle Procurement Contract #OVM 10 for the Purchase. The vehicle will be purchased and outfitted by MHQ Municipal Vehicles, 401 Elm Street, Marlborough, MA 01752 2015 Ford F150 Quad Cab 4x4 Short bed pickup Truck- Contract Price $35,499.00 Addition Equipment included in this price is a Utility Cap with Tool and Truck Bed Access Pull out drawer and warning lights. Total Contract $35,499.00 Deduct Claim Payout 3,650.00 Deduct Trade In 1.100.00 Total Cost $30,749.00 The Communications Division met with the CERF Committee on January 29,2015 and funding for this vehicle was approved. Due to the amount of time that we will be required to wait for the vehicle to be ordered we will hold onto the Divisions Jeep Liberty 4x4 and trade this in at the time of this purchase. The trade in value of the vehicle is $1100.00. The amount the claim payout for is for the Astro Van loss is $3,650.00. This amount is not reflected in the quoted contract price. The line item for the purchase order will be 28.6500.890 59275. The Citywide Communications Division is requesting approval to purchase this vehicle. The amount requested for this purchase is $34,399.10. $30,749.00 Funding is available in account TF18.7026 81500 CERF57.15 81500 $ 3,650.00 Funding is available in account 28.6500.890 59275 The City wide Communications Division is also requesting to purchase another vehicle. The Division currently utilizes a 2004 Jeep Liberty 4x4 for the purposes of transporting personnel and equipment. The vehicle is vehicle is currently in need of well over $4000 in repairs. The vehicle has 108,000 miles on it and the repairs include a new rear end, new power steering lines and steering box, oil pan replacement and 4 new tires. The Communications Division requests to replace this vehicle with a 2015 Ford Explorer 4x4 with a pull out drawer and warning lights. The Communications Division met with the CERF Committee on January 29, 2015 and funding for this vehicle was approved. The vehicle is currently in stock and will be purchased utilizing Massachusetts Vehicle Procurement Contract #GBPC/MAPC. The vehicle will be purchased and outfitted by MHQ Municipal Vehicles, 401 Elm Street, Marlborough, MA 01752. The total amount requested for this purchase is $29,251. $29,251 Funding is available in account TF18.7026 81500 CERF57.15 81500  MHO vhhipub • t g u i p w t N T • nnw October 29, 2014 City of Nashua 603-594-3521 ph Police Department email William Mansfield Please find below a quote for a Ford F150 4X4 XL Crew Cab Pickup per the Commonwealth of Massachusetts Contract OVM 10. MG.L c30B appliestothe praammenl of an eommorfiBes quoted Contract items have been colectn/ely purchased pursuant to M G L cSOBsec I c a n d M Q l c7tec22B The governmental body Is responsible to determine Ihe sppkcabBtyofM G L c30B to off contract Hems mduttng but not limited to. oil contrad Hems thai have already been property procured under M G L e30Bsac 1cand M G l c 7 i a c 22A (purdiasn(hkt. a vonttoron contractwiththeCommonweanh), other conlfscte procured under M G l c SOB tec tc and M C L c 7 sec SIB or any M G L c 30B contract between Ihe vendor and the jurisdef on. AH oil contract Hems must be procured under U G L c 305 2015 Ford F150 4x4 XL Crew Cab Pickup per spec $ 26,555.00 Color: TBD included Four Wheel Drive Included 3.5L V8 Gasoline Engine included Automatic Transmission included Air Conditioning included Electronic Shift 4 Wheel Drive included Front Cloth Bucket Seats included Class 4 Trailer Tow Package {7 Pin /4 Pin Harness) 465.00 Power Locks & Windows 912.00 Factory Running Boards 235.00 Backup Camera 250.00 Reverse Sensing 275 00 Rhino Coat Bedliner Spray on 490.00 Total Contract Price; $ 29,182.00 Anticipated Contract Increase; 6% Totai Budget Quote: $ 30,641.10 Sincerely. John Welch 401 Elm Street Marlborough, MA 01752 Phona: S0B-573-282G Fax: 50B-S73.272S Jwelch@mhq.com  Quotation MUM VJHIOLCP n tBuifMtwr m ar+n Quote Date; 11/13/2014 Sales Contact Michael Curtin 401 Elm Street. Marlborough, MA 01752 (603) 325-0995 fax: 508-573.2705 Nashua Police Department William Mansfield 0 Panther Drive Nashua, NH t?pfil Forti F-150 •tan* Descrintton Q& Elte Estern ¿Eile Lighting SFP1G Whaien SpHFim Plu» UNZ6 Supar-LED Senas - Green Mounted 4 $112.00 $448.00 In Rear Cap Window Lear Flbergfat* Cap - Pickup Box Cover - Lift Up Side HatdMt 1 $1,995.00 $1,995.00 ShafvsB (or Laar Cap 1 $595.00 $595.00 4109076 Cargo aide - h ivy Duty - 76" * Weight Capacity 2000 lbs 1 $1.595.00 $1,595.00 aquaüy distributed Labor Labor Labor 1 $225.00 $225.00  M Ht; vmiBUB • tquigMPjr • PBAM October 24, 2014 City of Nashua 603-594-3521 ph Police Department ext William Mansfield email Please find below a quote for a Ford Explorer Base 4WO per the GBPC/MAPC Procurement Contract M G L c 30B applies lo Ihc procurement of all commodities quoted Contract Hem* have bean collectively purchased pursuant to M 6 L cSOBsec 1c and M G l c 7 sec Z2B Ttie governments» body Is responsible to determine the applicability of M G L c30B to oft contract Items Indwtng but not Bmrted to ott contract Items that have already been property procured under M G l c30B*ec I c e n d M G L c 7 sec Z2A (purchases from a vendor on contract wtth the Comrnonweallh). other contract* procured under M 6 L c 306 sec I c a n d M G L c 7 sec 22B or any M G L c 30B contract between the vendor end the Jurisdiction. AD off contact Itemi mrnl be procured under M G L c 30B 2015 Ford Explorer Base 4WD per contract spec. $ 25,110.00 Color TBD included 3.5 liter V/6 engine Included Power Windows and Locks included Air Conditioning included AM/FM Stereo/CD included Cloth Front Buckets and Cloth Rear Bench included Factory Trailer Tow 536.00 Reverse Sensing 261.75 Total Contract Price: $ 26,907.75 Anticipated Contract Increase: 5% Total Budget Quote: $ 26,928.30 Sincerely John Weich 4 0 1 Elm Street Marlborough, M A 01752 Phone: S0B-S73-2626 Fax: 608-575-2726 Jwelch@mhq.com CopyoiKiihu.iI'rj^oH riploicr Hue-IW Ì074H  MHQ vCHiCLio it tquiwitwrtimH Quotation Quote Date: 11/13/2014 Michael Ctirlin 401 Elm Street. Marlborough, MA 01752 (603) 325-0995 fax; 505-573-2705 Nashua Police Department William Mansfield 0 Panther Drive Nashua, NH I p f i t Ford E x p l o r t r BfiWffltlSDL QtV Price ExtamfadPrin rSFP1G Lighting Whetan SpHFire P h » UNZß Super-LED Ssnes - Green - Mounled 4 $112.00 544 B.00 In Hear Window OPSFIU164026 OPS. Aluminum Smile Drewer U n i fer Foni I n t e r a » « UBIrtv SUV - 1 $1,650 00 $1,650.00 16"H «<0"W p 26 - T«> c f O » Urti IO H p « Rttjpp Arti Skid Surface - SDOb 100% CaDodtv Bel Beenno Südes - Adjustable OMder» - OR SIMILAR Labor Labor labor 1 S225 00 J225.00