Search

Finance Committee — 01/19/2022 Page 15

Nick Miseirvitch, ClO, Information Technology

Thank you Mr. Mayor. Nick Miseirvitch, Chief Information Officer for the City of Nashua. This project was actually
requested by Mayor Donchess back in Fiscal Year 2020. Unfortunately we could not start it at that point in time because
that’s when we were hit with COVID. As everyone is aware, everything just went crazy for the following year. We are
able to now get back to that and proceed with implementing that disaster recovery site. | am looking to replace all of the
servers not just the ones for the disaster recovery site to get everything consistent and also to streamline the process of
upgrading our virtual software. If | have all the servers now, | can build a brand new environment and then migrate
everything at the end instead of doing it piecemeal throughout a several month time. It’s going to reduce the time of
implementation from several months down to several weeks. This happens to be Dell’s year end so we are getting
extremely aggressive pricing such that this pricing is less than what their (inaudible) or value added resellers can get. The
savings is over $20,000. So we’re basically getting two servers for free.

Mayor Donchess

Now explain a little bit about the disaster recovery aspect of the project.

Nick Miseirvitch, ClO, Information Technology

The city currently does not have a disaster recovery site so if something happens to our primary data center, that’s it. We
cannot operate. We can’t do anything. We can’t process payroll, we can't process tax bills, we can’t do motor vehicle
registrations. The city is pretty much dead in the water.

Mayor Donchess

For example if we were hacked and like some communities have been and ransom is requested, we need a backup site
so that we can duplicate what was there despite the interference by a criminal hacker.

Nick Miseirvitch, ClO, Information Technology

Correct. We can go to a previous point in time before the damage occurred and get up and running in a short amount of
time.

Mayor Donchess

This is going to be located away from City Hall and separate not connected to the normal IT system so that hacking the
main system wouldn't have access to this backup site.

Nick Miseirvitch, ClO, Information Technology

There will be network inactivity but it will be disabled until needed. So they will not be able to get to the backup site.
Alderman Klee

Thank you Mr. Miseirvitch. In a previous lifetime, | worked for the Department of Veterans Affairs. | worked in their IT
Department. We had an offsite. We used another VA and they might use us and so on. We did it as often times the
physical offsite was to protect it and god forbid | hate to say this out loud but if anything physically happened to this
building and so on, it protected us and gave us a whole other backup as well as not just for someone hacking our system
but for someone physically infiltrating our system if they got into the IT department and so on. That is also part of this
whole plan?

Nick Miseirvitch, ClO, Information Technology

Absolutely.
Alderman Klee

Thank you.

Finance Committee — 01/19/2022 Page 16

Alderwoman Timmons

Thank you Mayor Donchess. | have one questions. The backup site is that one location within the city or are you looking
outside of the city?

Nick Miseirvitch, ClO, Information Technology

It is within the city.

Alderwoman Timmons

The one location?

Nick Miseirvitch, ClO, Information Technology

Correct. One location.

Alderman Gouveia

Yes just one quick question. So of the 15 servers, how many are for just the primary use and how many for the disaster
recovery?

Nick Miseirvitch, ClO, Information Technology

Ten for the primary and five for the offsite.

Alderman Gouveia

Okay, thank you.

Alderwoman Timmons

| do have on question. You said there’s two of the servers will be free, right? So you have fifteen plus two or is it thirteen
plus two?

Nick Miseirvitch, ClO, Information Technology

Well buying 15 but at the pricing that they’re giving us, we’re effectively getting two for free for the regular price.

Alderwoman Timmons

Okay.

Alderman Cathey

Thank you Mr. Mayor. Just a sort of an inquisitive question about the servers. How long do you expect them to last? |
know the old ones you said are ten plus years old. Is that a typical lifespan or how long do you expect before another
upgrade would then be needed?

Nick Miseirvitch, ClO, Information Technology

Generally servers should be upgraded every five years. The city doesn’t have the operating budget to do that. We get
every ounce of life out of these as we can. That’s why | target ten years and anything over ten years is we’re really
pushing the boundaries.

Alderman Gouveia

Just a follow up on the breakdown of servers. So if ten are the primary servers and five are backups, what data is
primarily in the backup servers and which data would you lose by not having the same amount of servers as both the
backup and primary.

Finance Committee — 01/19/2022 Page 17

Nick Miseirvitch, ClO, Information Technology

We lose all of our testing environments which are not needed during a disaster recovery situation. That is the primary
difference.

Alderman Gouveia

Thank you.

Alderman Klee

Again, Mr. Miseirvitch, just also for clarification on that, the reason you need less servers in a recovery system is because
they’re just holding data and they're not actually doing any of the work. It’s not people trying to go back and forth and get
information and so on. You don't need to have a lot of empty space for that. Is that correct? I’m just asking this so that
people understand why we have ten and only five in a backup.

Nick Miseirvitch, ClO, Information Technology

Yeah no, that’s not the case. The reason why we have a reduced number is because we would be using at a reduced
capacity. So like | mentioned, we wouldn't have any of the test servers at the DR site. Any testing would be on hold until
we got back to normal operations. The disaster recovery site is just what we need to get by for city business. Instead of
having a cluster of servers doing one thing, we’d be down to one server for that particular application.

Alderman Klee

Thank you.

Alderman Cathey

Thank you Mr. Mayor. You mentioned the timeframe in a matter of weeks. Do you have an estimation for the actual time
it would take or the completion date?

Nick Miseirvitch, ClO, Information Technology

| don’t have an exact date because we aren't even receiving these until the May timeframe. That’s how far out they are
due to the current state of shipping. | started with the servers because they are the furthest delay and then | will be
coming back to this Committee for the storage for switching, and networking, and then finally for the fiber — in that order.

Alderman Cathey

Thank you.

Mayor Donchess

| don’t see anyone else. Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Cathey, Alderman Comeau, Alderman Gouveia,
Alderman Jette, Alderwoman Timmons, Mayor Donchess 7

Nay: 0
MOTION CARRIED

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS —- ORDINANCES - None

Finance Committee — 01/19/2022 Page 18

RECORD OF EXPENDITURES

MOTION BY ALDERMAN JETTE THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY CHARTER
AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD FROM JANUARY 1,
2022 TO JANUARY 13, 2021, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Now at the beginning, the question regarding what the Record of Expenditures is came up which | did not answer. | forgot
about the question until now. The Record of Expenditures is the list of all checks written by the city over the period of time
which is usually half a month, including payroll. Normally the CFO, now Treasurer as well, John Griffin is here to answer
any questions about this but he is out ill and therefore could not attend tonight’s meeting. If you do have questions about
individual checks because there are thousands of them, its better if you ask him in advance so that he can research it
because he can’t answer thousands of checks necessarily just off the cuff. The procedure is to approve the list of checks
that have been written. That’s what’s being asked. Any questions? Comments? Could you please call the roll?

A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderman Cathey, Alderman Comeau, Alderman Gouveia,

Alderman Jette, Alderwoman Timmons, Mayor Donchess 7
Nay: 0
MOTION CARRIED

GENERAL DISCUSSION

Alderman Klee

Thank you. | just more for education and please Mr. Mayor correct me if I’m wrong. | just wanted to clarify that we talked
about earlier that anything that is less than $25,000 comes to us as more information and so on. However if there’s an
amendment to it, say it was a $24,000 contract an amendment brought it up over $25,000, then it comes to this
Committee for approval. We would not allow them to do $10,000, $10,000, $10,000 so that they had $100,000 type of
thing. If in total that project comes to or the contract comes over $25,000, it will come back here. That is correct Mr.
Mayor?

Mayor Donchess

Yes.

Alderman Klee

The other thing about the signing of the Record of Expenditures, we do all sign that at the end of the meeting and
Alderman Cathey when you receive a copy of this as we all did in an e-mail, there’s also a cover sheet that you can sign

and mail in so that this Finance Committee will have signed off on this Record of Expenditures.

Mayor Donchess

So we pass it around after the meeting. Anyone else?

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderman Jette

Thank you Mr. Mayor. I'd like to thank the new members — well we’re all new members except for Alderman Klee but the
new Aldermen — Alderwoman-at-Large Timmons, and Alderman Gouveia, and Alderman Comeau were here bright and
early. Very eager to assume their duties on the Committee and | appreciate their enthusiasm. I'd like to thank you Mayor

Finance Committee — 01/19/2022 Page 19

for taking the time to explain to us in detail what the role of the committee is and pointing us in the right direction as far as
getting more information.

Lastly, | think we all learned today that our Legislative Assistant Donna Graham lost her father a couple of days ago. So
extend condolences to her and her family.

Alderman Comeau

Just real briefly. Thank you Mr. Mayor. Regarding what we were talking about earlier as far as whether we need division
heads and people to come in and speak on specific items, | was actually inclined to think that it may not be as necessary
as has been in the past until going through this meeting and now | kind of see more of the value. | know | got a lot of
questions answered that | found very helpful. I’ve almost changed my mind on that to the point where | can see the value
of that and I’d like to see that continue unless something comes up that’s so obvious that we really feel a consensus that
we don’t too much discussion on it. | can see the benefit in having people come and speak on these items.

Mayor Donchess

| had the same thought especially given the depth of the questions. | couldn’t answer all those questions. So we’re going
to have to bring people in here to answer them yes.

Alderman Cathey

Thank you Mr. Mayor. | would like to echo Alderman Comeau’s thoughts. | was also leaning away from having people
come in just because | do want to respect the other department’s time. | know they work hard and then having to come to
meetings at night and answer a bunch of questions could be very tiresome. | did find a lot of the answers that | received
were extremely helpful especially since a lot of us are new and are going to have a lot of questions about probably a lot of
very specific nitty gritty type of things and we don’t really understand it yet. | would probably lean towards having the
department people either at the meeting or very accessible. | don’t really know.

Mayor Donchess

Okay, no problem. That’s what we’ll do from now on. So we'll just proceed as we have. If they are very minor items,
maybe not but that’s probably the exception rather than the rule. We appreciate the questions. The advantage of having
the people come in is that you get to meet these people. You'll find that most or all are very competent and know what
they’re doing. That’s an advantage of having them come in. I’ve always found that Aldermen believe them more than
they believe me. | like it when they come in but | just wanted to at least express the point of view that for some people
come in to various meetings and not just here repeatedly. It can be a difficult burden with families and like. Any other
remarks by Aldermen?

NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN, BY ROLL CALL
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Cathey, Alderman Comeau, Alderman Gouveia,
Alderman Jette, Alderwoman Timmons, Mayor Donchess 7

Nay: 0
MOTION CARRIED
The Finance Committee meeting was adjourned at 8:22 p.m.

Alderman Ernest Jette
Committee Clerk

FINANCE COMMITTEE

MARCH 2, 2022
7:00 Aldermanic Chamber and Zoom

Join Zoom Meeting: https://usO2web.zoom.us/j/87364695 187? pwd=LzhIZIZNaQovNIk4WIVIWHo1 OFZJUTO9
Meeting ID: 873 6469 5187 Passcode: 369058

By telephone: 1-929-205-6099 Meeting ID: 873 6469 5187 Passcode: 369058

lf there is a problem with the audio, please dial 603-589-3329 to advise.

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Property Record Card Scanning Project Change Order #1 in the amount not to exceed $31,000 funded from
53142 Consulting Services/General Fund (Admin. Services)

From: Kelly Parkinson, Purchasing Manager
Re: Salt Change Order #1 in the amount not to exceed $75,000 funded from 61514 Salt/General Fund (Street
Department)

From: Kelly Parkinson, Purchasing Manager
Re: 2022 Paving Program in the amount not to exceed $4,562,802.50 funded from 54210 Construction
Services/Bond/ Wastewater Fund (Engineering Department)

From: Kelly Parkinson, Purchasing Manager
Re: Pedestrian Infrastructure Conditions Assessment in the amount not to exceed $42,500 funded from 55699 Other
Contracted Services/Bond (Engineering Department)

From: Kelly Parkinson, Purchasing Manager
Re: Evaluation and Preliminary Design of Class A Biosolids Management Upgrade in the amount not to exceed
$199,886.60 funded from 53107 Architect & Engineering Services/Wastewater Fund (Wastewater Department)

From: Kelly Parkinson, Purchasing Manager
Re: Digester Coating in the amount not to exceed $339,500 funded from 54210 Construction Services/Wastewater
Fund (Wastewater Department)

From: Kelly Parkinson, Purchasing Manager
Re: Phase II Pump Station Upgrade Construction Change Order #1 in the amount not to exceed $139,313.15
funded from 54210 Construction Services/SRF Loan (Wastewater Department)

From: Kelly Parkinson, Purchasing Manager
Re: Landfill Engineering Services Contract Change Order #1 in the amount not to exceed $66,000 funded from
53107 Architect & Engineering Services/Solid Waste Fund (Solid Waste Department)

UNFINISHED BUSINESS

NEW BUSINESS —- RESOLUTIONS

NEW BUSINESS —- ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

ADJOURNMENT

QURIZEID [
J3ul3/y >

re)

Jadeuey| dulseydind

UOSULYAD YS, AfJaYe

‘spuesoy

“adueyd 19e1}UO0D S14} JO jJeAOIdde UNOA Jsanba
Ayinjyoedsas Juawedaq sulseyoing 34} pue ‘JUaWIedaq BUISSASSY :UOISIAIG SAIIAISS SAITEIISIUILUPY SY

‘pauinbas aq jou |jeus SUIPpIg SAledwios
saseyoind ajqesedwod Jayjo pue juswaseuew ‘suluue|d ‘jeluenjoe ‘Bulssad0 1d
eyep ‘j|auUOsJad JO} Sad|AJaS JUR]NSUOD |eUOISsajoud JUapUadapuUl JO saseyound
pue sagiAlas aouejnquie pue jesipaw ‘jega| ‘suaaulBue ‘Buljpne ‘eunjalyoue
‘Bulzunosoe Jo aseyoind ayy ul (¥) SaaiAsas |eUOISSafOld €8-G § OYN 0} JueNsind

pun |eJauay /SadiAsas BUIIINSUOD ZHTES

Bulssassy ZET

salgojouusa | uolydaau|

(800-TZ OWaW BoUeU!4) 8E9‘6SS :0Z/ST/Z Paroiddy AljeulsiiO

OOO'TES :T# Japso adueyp

adelO}s |e1dIP

JO GOOE |euOIppe Ue snjd UOlleJUBWINDOpP Bulssassy JO saxog EQT jo BuluuedS

‘BDUCUIPIO

{pun 4 aoinos
Juawedaq

JOpuan

‘anjen

"WA|

‘ysanbas jeAoidde aseyoind
34} 4O AJeWUUNSs e Pulj aseajd MOjag ‘aseyoINd siyj Oo} payejai sjlejap ai4fl9eds aloud JO} 7707 ‘EZ Avenige4
pajep ‘SadlAsas aAljesjsiulupy fo soaIIG UaUla;y Aaquiy Wolf suoIJediUNWWWOD payseye das aseald

pun4 jeJauad/sadiasas BujNSUOD Z/TES WO. papuns OOO‘TES

P3dOxXa O} JOU JUNOWE JU} U! TH JapJO asueyD Palosg BulUUeIS pled) psovay Ayedold

so}IWWoD asdueUl4
ssayauog JoAe|\

“LOATans

‘OL

6EC-C7H OW)
770 ‘EZ Aleniqa

eeze-v6g (€09g) xe 090€0 HN ‘enyseN - Jee} UleW! GZZ
OeeEe-68S (€09) UOISIAIG SBDIAIBS SANESIUILUPY
juawedaq bulseyound

enyseN Jo Ayr)

City of Nashua

Administrative Services Division

(603) 589-3020
229 Main Street - Nashua, NH 03060

To: Mayor Donchess
Finance Committee

Date: February 23, 2022
Re: Change in Contract — Additional Services Docuware

This request is for an addition to original contract with Inception Technologies for the scanning of
the Property Record Files.

Funding: Assessing 132.1.500 — 53142 Professional & Technical Services for $30,190.25

On July 15th 2020 we brought a Proposal to the Finance committee for a contract with Inception
Technologies for the scanning of the Assessing Property record files. This contract in the amount of
$59,638., was charged against GOFFER funds. At that time, we clarified this was only an estimate
and an additional charge could come forward should there be more records than estimated.
Currently, we have 28 boxes which are at Inception in the process of being scanned against the
original contract. They also have another 55 boxes which will need to be charged against the
attached quote. In addition, another 48 boxes within the Assessing department are ready for
scanning. These 103 boxes plus an additional 30GB of storage have been quoted for $30,190.25.
The Assessing department has funds currently within their existing budge under Professional &
Technical Services. We are working with Inception to bring the quotes to the Finance committee.
This does not include the public interface which would allow the public to access the documents,
which is quoted at $7,500.00 and will be included in the FY23 budget.

Kimberly Kleiner
Administrative Services Division Director

Ce: K. Parkinson

Document Scanning Proposal

~e
INCEPTIN ©

City of Nashua, NH
229 Main Street
Nashua, NH 03060

INCEPTI+*N @ Quote

February 23, 2022
Kimberly Kleiner
City of Nashua, NH
229 Main Street

Nashua, NH 03060

Dear Kimberly,

Inception Technologies Inc. is pleased to present our proposal for the scanning of your records. We believe our
experience, technical expertise, and local presence make Inception Technologies uniquely qualified to digitize your
documents while making them searchable.

Our approach to the project is focused on establishing common expectations, good communications, and
comprehensive processing, team training and thorough testing of the images. This helps ensure predictable quality
and results.

We, Inception Technologies Inc. understand that your records are extremely valuable and you would like to start

scan and store digitally moving forward.

Sincerely,

Raymond Feoli
President
603-703-0223 direct

508-801-3279 cell

Inception Technologies Inc. - Quote # 1385 v3 2/10