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Vendor Capacity, Capability and Qualifications

Company Introduction

Founded in 1996 and based in Manchester NH, Inception Technologies Inc. has provided document scanning services

to public agencies and private corporations for over 18 years. Our experience, reputation, security, and dedication to quality are second to none
in the New England region. In 2012-14, Inception Technologies Inc. processed over 35 million pages for a wide range of public and commercial
clients.

Inception Technologies Inc. primarily was focused on providing microfilm and digital document solutions for insurance companies and other
commercial clients, as well as large state agencies from 1996-2002. In 2002, with the availability of affordable digital scanning and storage
solutions, Inception Technologies Inc. began offering both digital and microfilm scanning services. We provide document scanning

services on both an on-going (daily, weekly, monthly) basis and as a project-based scanning project.

Our production employees have an average tenure of over 9 years with Inception Technologies. Our employees have

a demonstrated commitment to quality, security and customer satisfaction. Inception Technologies Inc. utilizes dedicated teams

to process both project and on-going document scanning projects. Each team consists of document preparers, scanners and
indexers working with a supervisor and quality control analyst. Our team-based approach produces images of the highest quality and
indexing with almost 100% accuracy. In addition, security, document control, quality control, and training, are

more easily managed and verified.

Inception Technologies Inc. also designs, implements, and maintains Enterprise Content Management (ECM) software systems.

Our professional services team has implemented many ECM systems for public agencies and private corporations

including Metso Automation, UniBank, City of Dover, and Providian National Bank. Our team of ECM experts supports our clients and our
production scanning department to ensure that our scanning clients can always access their images and associated meta-data today and in the
future.

Inception Technologies Inc. is an expert in all phases of digital document management, from scanning services to
software and hardware. We have the experience, the stability, and the resources to convert your documents to digital PDF files.

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Statement of Work

This Statement of Work contains the tasks and responsibilities required for completion of the conversion/capture
processes to be performed by Inception Technologies for the customer .

Client Obligations:

¢ Boxing of documents

e Provide Manifest of documents or folders

¢ Preparation of documents as described below
* Provide a Point of Contact for the Project

Proposed Workflow:
In order to begin the Document Conversion Process, the customer will need to prepare the files to be sent out to the
Inception Technologies as follows:

Prior to transferring the files to Inception Technologies, it is strongly recommended that the customer create a
manifest detailing the contents of each box. This ensures that the customer will be able to track which documents
Inception Technologies has to facilitate expedited return of documents if required.

Inception Technologies Operations Management team will work with the customer's project team to develop a
mutually convenient pick-up and delivery schedule. Depending on the time-sensitivity of the project and the current
workload in the Inception Technologies Production Facility, multiple pick-ups may be scheduled.

Upon receipt of the documents, Inception Technologies will log the total number of boxes in each shipment, label
each box with an ID and record Box ID (at Inception Technologies Imaging facility) in our Production Control
system. The customer can login to our Portal to check the status of a project or schedule another pickup. Once the
boxes are received at our production facility, they are logged into our Production Control System and processed as
follows:

Document Preparation:

Documents must first be prepared to make them “scan ready”. Inception Technologies personnel will remove any
fasteners or clips, align documents, identify and tag illegible documents, and tape ripped documents with clear Scotch
tape. Because some pages will be of various sizes Inception Technologies staff will, where appropriate, tape smaller
pages to an 8 %" x 11” piece of paper to ensure uniformity at the scanner stations. All sticky notes and other
non-standard pages will be prepared and scanned unless they are blank, in which case they will be removed and
discarded.

Document Scanning:

The documents will be scanned at 200 Dots per Inch (200 DPI). These procedures involve analyzing the documents to
be scanned to determine the correct threshold to yield the best image, scanning the documents, creating a PDF
image and utilizing Perfect Page processing software to enhance the scanned image to assure the highest possible
quality for each image.

Quality Control:

Inception Technologies personnel will review each image captured to verify image quality and data integrity.
Objectives for this review include Readability, Skew, Border removal, Multi-Page feeds, and Document Separation. If
any errors are found, Inception Technologies will re-scan these documents, ensuring that all pages scanned are of
consistently high quality.

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Document Indexing/Verification:

Inception Technologies will manually tag each document/folder. Customer has specified that the documents will need
to be tagged/indexed. The indexing structure will be based on customer specified naming values with an estimate of
32 characters per record.

Document Load/Ingest:

Upon the completion of the Indexing Process, Inception Technologies will create a series of Image Files and
upload image to an External USB Hard drive or CD/DVD’'s. Inception could host documents in our DocuWare
Cloud Services to provide online search and retrieval of documents.

Document Disposition

Upon the completion of any conversion project, Inception Technologies provides all clients with 60 days of free
document storage of the original Documents. Prior to beginning any conversion project, Inception Technologies
requires that the customer determine the eventual disposition of the files. Options include having the documents
returned, transitioned for long-term storage, or securely destroyed.

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Security Controls

Security

All of Inception Technologies employees are focused on maintaining the highest level of physical and digital security
possible. We constantly review and test our physical security procedures and network vulnerability to ensure that all
documents and data are safe and highly secure. Below are the processes and security controls we incorporate.

Production Site Physical Security

Our production facility is located in a modern, 6,000 square foot, fully alarmed building with 16 Camera's providing
full video coverage of the facility and your documents. Documents are secured each night in a segregated area of
our facility. All locks are coded and require a valid code to enter into each area. Our security locks audit and tracks
each entry into an area.

Inception Technologies Production Control System

The Inception Technologies Production Control System (PCS) individually tracks each box as they move through the
production process. All boxes of incoming documents or media are logged and a label is printed to track each box as
it moves through the imaging process.

Data Security
Inception Technologies employs the following procedures for maximum security of our customers’ confidential
information:

¢ Employment of Dual redundant RAID 5 server configuration

¢ File servers in production are located in a secure data center with limited access to select IT staff only.

¢ All production servers and workstations are monitored and protected by our state-of-the-art firewall and
intrusion monitoring and reporting systems. In addition, all servers and workstations are protected with antivirus
software.

e Employee access to client data is tightly controlled at both the application level and file access level.

¢ Database information in process is password protected at both the Client and Server levels

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Inception Technologies Inc.
77 Sundial Ave Suite 403W ote
Manchester, NH 03103

Date
United States

Expiration
T: 877-475-2580 Date

Contact

Prepared for City of Nashua, NH
Kimberly Kleiner
229 Main Street

Quote

1385 v3
February 23, 2022

March 18, 2022

Raymond Feoli

Nashua, NH 03060
United States ACCEPT QUOTE

T: 603.589.3025
E: kleinerk@nashuanh.gov

103 Box Scanning Proposal

One-Time Fees

Category Item Qty Price Total
Product Document Preparation 475 $22.75 $10,806.25'
Inception Technologies Document Preparation Services Hourly Rate
Product Paper Scanning Auto Color Detection 360000 $0.033 $11,880.00
Inception Technologies Document Scanning Services using Auto Color
Detection for superior image quality
Product Indexing Services 700000 $0.01 $7,000.00+
Inception Technologies Document Indexing Services for tagging/naming
files - per keystroke charge
One-Time Subtotal $29,686.25
Additional DocuWare Storage
One-Time Fees
Category Item Qty Price Total
Product DocuWare Cloud 15 Additional Storage 10 GB 12 $14.00 $168.00
Monthly Rate for an additional 10 GB of Storage for DocuWare Cloud 15
Product DocuWare Cloud 15 Additional Storage 10 GB 12 $14.00 $168.00
Monthly Rate for an additional 10 GB of Storage for DocuWare Cloud 15
Product DocuWare Cloud 15 Additional Storage 10 GB 12 $14.00 $168.00

Monthly Rate for an additional 10 GB of Storage for DocuWare Cloud 15

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Summary

t Non-taxable item

Please contact us if you have any questions.

Comments

Volume estimates are based on past volumes and box count provided.

Customer will be billed based on Actual Work. Additional Storage for
DocuWare will most likely be needed and is quoted in this proposal.

Cost Breakdown

Quote
One-Time Subtotal $504.00
Total One-Time $30,190.25 USD

ACCEPT QUOTE

Category One-Time Fees
Product $30,190.25
Total

Inception Technologies Inc. - Quote # 1385 v3

$30,190.25 USD

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SERVICE AGREEMENT

Inception Technologies shall perform the Services in a timely and professional manner and in accordance with the
SERVICE AGREEMENT

1. SERVICES

Inception Technologies shall perform the Services in a timely and professional manner and in accordance with the
Specifications as set forth in the Process Overview. The manner and means by which Inception Technologies chooses
to execute the SOW are in Inception Technologies’ sole discretion and control. Inception Technologies agrees to
exercise the highest degree of professionalism, expertise and integrity in completing all aspects of customer imaging
services.

1. Change Requests - In the event that the Customer desires to change the Imaging Process with respect to
the scope of the Services, the Specifications, the Deliverables or any other aspect, the Customer shall submit
to Inception Technologies a change request (“Change Request”), describing the exact nature of the changes
requested. Within a reasonable time thereafter, Inception Technologies will provide the Customer with: (i)
Inception Technologies’ proposal for implementing the requested change; (ii) the amount of additional fees,
if any, payable to Inception Technologies as a result of the proposed Change Request; and (iii) the impact, if
any, on the delivery schedule arising from the proposed Change Request. Notwithstanding the forgoing,
Inception Technologies shall have the right to refuse a Change Request for any reason in its sole and
absolute discretion.

2. CONFIDENTIALITY

Inception Technologies agrees that all confidential information ("Confidential Information") communicated to
Inception Technologies with respect to the services, including any Confidential Information gained by Inception
Technologies or its representatives by reason of association or employment with the Customer or its associates is
confidential. Customer shall make reasonable efforts to mark as confidential any materials to be protected pursuant
to this paragraph. Inception Technologies shall not disclose any Confidential Information to any other person unless
specifically authorized in writing by the Customer to do so, except to the extent disclosure is required by subpoena or
an Order from a court of competent jurisdiction. Inception Technologies shall use its best efforts to prevent
inadvertent disclosure of any Confidential Information to any third party.

Data Retention

Inception Technologies may, but is not required, to retain a copy of Customer's documents in an electronic form for
disaster recovery purposes. This data will be retained for a maximum of Sixty (60) Days. After 60 days, Inception will
have the right to charge for storage in our facility at a rate of $5.00 per box with a minimum fee of $200 per month.

REPRESENTATIONS AND WARRANTIES

Notwithstanding any other provision of this Agreement, the maximum and total liability of either Party arising from or
in connection with this Agreement, any SOW, the Services, Deliverables, and/or any other materials provided
hereunder shall not exceed the total of the payments actually paid to and received by Inception Technologies under
the applicable SOW during the term hereof.

NONCOMPLIANT WORK

When processing customer work, if Inception Technologies encounters work (boxes or images) that is outside of the
SOW or agreed upon characteristics of the job, this work will be identified and set aside. The customer will be notified
and asked for instructions on how to proceed with the noncompliant work. All other work that is compliant with the

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SOW will be processed in the agreed upon timeframe. If the customer does not provide input or instruction on how to
address the noncompliant work within 30 days of the completion of the rest of the job, then the noncompliant work
(boxes) will be placed in storage and billed at a minimum rate of $1 per box per month.

Cloud Hosting Service

During the term of this Agreement, if in the SOW Inception Technologies agrees to provide the Customer electronic
document storage and retrieval warehousing services known as “Hosting Services", the services will be provided by the
selected vendor which may include but not limited to DocuWare, PSIGEN or Microsoft. These Services will allow
Customer to electronically store Customer's documents and access and retrieve the stored documents via the Internet.

Subject to the terms and conditions of the Hosting Service, Inception Technologies hereby grants to Customer, and
Customer hereby accepts, a nontransferable, nonexclusive, revocable license to use the Hosting Services. Customer
shall use Hosting services solely for Customer's own business operations and shall not use them for the business
operations of any other, entity, enterprise or person whether or not Customer has an equity interest therein.
Customer may not attempt to sublicense or otherwise transfer use rights to the Hosting Service or the Services
Documentation or use them or the Services to provide time-sharing or service bureau services for the benefit of or on
behalf of any third party. Customer understands that in accepting this proposal, they are agreeing to the Hosting
Services Terms and conditions set forth in the licensing agreement.

Inception Technologies and Customer shall implement and maintain reasonable security procedures relating to
Customer's access to Hosting Services. Customer shall be responsible for providing all information for authorizing
access to Hosting Services on behalf of or for the benefit of Customer and its authorized users, and Customer shall be
responsible for taking appropriate security measures relating to such identification codes and passwords. Any
requests for additional system access must either be performed by a system administrator in your organization who
has successfully completed the training class or be requested in writing, to Inception Technologies, prior to the access
being granted.

Specifications as set forth in the Process Overview. The manner and means by which Inception Technologies chooses
to execute the SOW are in Inception Technologies' sole discretion and control. Inception Technologies agrees to
exercise the highest degree of professionalism, expertise and integrity in completing all aspects of customer imaging
services.

Acceptance of Proposal

Inception Technologies and the customer understand that the total number of images is purely an estimate based on
customers’ assessment. Billing will be done on a Monthly or Quarterly basis and based on the images delivered to
customer. Payment will be due Net 30 from the date of invoice.

Any changes to the job or how it is processed would be subject to a written change request. Based on the change
requested, addition fees may or may not be applied. By signing below, the customer accepts the specifications and
terms and conditions within this Statement of Work and is authorized to sign on the behalf of the customer.

Inception Technologies Inc. - Quote # 1385 v3 wor 1

City of Nashua

Purchasing Department

Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233
February 23, 2022
Memo #22-241
TO: Mayor Donchess
Finance Committee
SUBJECT: Salt Change Order #1 in the amount not to exceed $75,000 funded from 61514

Salt/General Fund

Please see attached communications from Jon Ibara, Superintendent of the Street Department, dated
February 24, 2022 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Increased road salt needed for winter snow and ice operation. Initial amount
purchased was lower volume due to increased pricing. Currently inventory
procured has been depleted.

Value: Change Order #1: $75,000
Approved 12/1/21: $465,000 (Finance Memo 22-205)
Vendor: Eastern Mineral & Granite State Mineral

Department: 161 Streets
Source Fund: 61514 Salt/ General Fund

Ordinance: Pursuant to § 5-84 Special purchase procedures A/(3) Purchases which can be
procured through cooperative intergovernmental purchase agreements with
other governmental jurisdictions

The Board of Public Works (2/24/22 BPW meeting), Division of Public Works: Streets, and the Purchasing
Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J Ibara
C O'Connor

ia) THE CITY OF NASHUA “the Gate City”

Division of Public Works

Street Department

To: Board of Public Works Meeting Date: February 24, 2022

From: Jonathan Ibarra, Superintendent
Street Department

Re: FY22 Winter Road Salt Change Order #1 (Value: $75,000)

A. Motion: To approve Change Order #1 to the contracts with Eastern Mineral and Granite
State Mineral for a net change in an amount not-to-exceed $75,000. Funding will
be through Department 161 Streets; Fund: General; Account Classification: 61
Supplies & Materials.

Discussion: The original budgeted amount of $465,000 for winter road salt was split between
two suppliers — as we have done in the past. Subsequently, City Purchase Order
#168089 was issued to Eastern Mineral which invoices for both entities. The cost
of Salt for FY22 increased substantially from last year’s price of $49.50 a ton to
$72.00 a ton. Due to this increase we were only able to procure 6,458 tons of salt
compared to FY21 9393 tons for the same budgeted amount of $465,000.This
Change Order is for additional road salt in an amount not-to-exceed $75,000 due
to the icy winter we have been experiencing.

This winter has been quite challenging due to the fluctuation of temperatures
during winter events which created significant icing resulting in the need to
increase the application rate of salt to maintain safe road conditions. Due to the
frequency of icing events, the budgeted salt supply has been all but depleted. At
this point with weather uncertainty, the intent is to maintain the level of salt on
hand in the city salt barn. The additional salt procurement will be given to
whichever firm can deliver right away.

Change Order No. | in the amount of $75,000 is for the following:

Additional Road Salt: N-T-E $75,000

FY22 salt purchases were made pursuant to NRO §5-84 (A)(3), purchases which
can be procured through cooperative intergovernmental purchase agreements. The
State of New Hampshire also provides additional purchasing authority pursuant to
RSA 21-[:17.

Contract pricing of $72.00 per ton remains the same. With the approval of this

change order, total approved salt purchases will be a not to exceed value of
$540,000.

9 Stadium Drive * Nashua, New Hampshire 03062 * Phone (603) 589-4750 * Fax (603) 589-3396