Search

Company 0010 - CITY OF NASHUA Cost Default Vendor 14471-MHQ INC

Requesting Location C-352 - STREET Requisition Description
DEPARTMENT
Requisition 67569 - Unreleased Requester befumos - STEPHANIE
BEFUMO
Purchase From Deliver To
Buyer
Item item Type Quantity WOM Unit Cast Extended Distributions Activity / Distribution Requested Sourcing
Ordered Cost Account Allocation Delivery Date Event
Category Required
2020 FORD ~~ Special 1.00 EA 39060.00 38060.00 TF18.7026-081500- CERF77.21 100.0% No
F350 co00 81500

2020 Ford F350 XL 4WD regular
Vendor : MHQ ING
2026 Ford F350 XL 4WD regular cab pickup

Tofals: 1 Lines 1.00 $9660.00 USD

_ Page: 4 Requisition: 67569 Status: Unreleased Printed: Oct 14, 2020 10:05:37 AM

Administrative Services
Purchasing Departarent

as) THE CITY OF NASHUA "The Cate City"
ey,

October 14, 2020
Memo #21-040

TO: Mayor Donchess
Finance Committee

SUBJECT: Software Maintenance for Hyland Onbase (annual) from funding source Software
Maintenance

Please see attached communications from Bruce Codagnone, CIO/IT Director, dated October 1, 2020 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: Hyland Onbase Annual Software Maintenance
Value: $50,154.47
Vendor: Hyland Software

Department: 122 Information Technology
Source Fund: 54407 Software Maintenance

Ordinance: Pursuant to NRO : § 5-84 Special purchase procedures A. (4) Sole-source
procurements, where the proposed purchase is manufactured by only one
company.

The Information Technology Department and the Purchasing Department respectfully request your
approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J Graziano
B Codagnone

229 Main Street » Nashua, New Hampshire 03061 © Phone (G03) 589-3330 « Fax (603) 589-3233

y\ THE CITY OF NASHUA “The Cate City"

Information Technology

October 1, 2020

TO: MAYOR Donchess
FINANCE COMMITTEE
SUBJECT: Annual Software Maintenance

This request is for the annual software maintenance required for the continued operation of Hyland Onbase.

Bruce Codagnone
clo / IT Director

Ce: ‘K. Kleiner

K. Parkinson

229 Main Street » Nashua, New Hampshire 03060 e Phone (603) 589-3300 * Fax (603) 594-3434

28500 Clemens Road
Westlake, OH 447145
United States of America

Hyland Hyland Software, Inc. MAINTENANCE INVOICE LEQ1-173148

BILLTO City of Nashua, NH SEP 3 6 2020 INVOICE DATE 09/23/2020
aa PONUMBER NONE |4-20-20
Nashua, NH 03061-2019 DUE DATE 12/31/2020
United States of America FEDERAL TAX ID 34-1699247
sHip To City of Nashua, NH BILL TO CUSTOMER NO. |13625
Accounts Payable
PO Box 2019

Nashua, NH 03061-2019
United States of America

Customer No. Customer Name Version Salesperson
13625 City of Nashua, NH

Maintenance Period: 01/01/2021 - 12/31/2021

Product Code Description Quantity Unit Price Extended Price
1 Maintenance Fees 1 43,612.58 43,612.58
Produet:CnBase

2 EXSUP1 Extended Support Fee 1 6,541.89 6,541.89

Extended Support has been added 1o your invoice
because our records currently indicate you are
running a version that has been designated as an
Extended Support version by Hyland Software. if
you upgrade from your current version on or before
the invoice due date, you will not be required to pay
Extended Support. H you upgrade from your current
version after the invoice due date, you will be
required to pay Extended Support. For your current
version and a list of Extended Support versions,
please visit the My OnBase page on the Community
website, The Extended Support versions are
located on the General information tab under Hyland
Sottware’s OnBase Version Support Lifecycle.

This proforma invoice is for maintenance fees which cover technical support and the latest software updates and enhancements for the billing
period. If you have any questions regarding this invoice or you elect to discontinue maintenance coverage please contact your account
manager or email accountsreceivable@nyland.com. To continue maintenance coverage, please process this invoice for payment.

“A 10% reinstatement fee will be charged for maintenance lees received more than 30 days after the due date.

These items are controlled by the U.S.gavernment and authorized for export only to tha equnity of ultimatadestination for use by the ultimate consignee or end-user{s} herein
identified. They may not be resold, transferred, or otherwise disposed of, to any otharcountry of to any parson other than the authozized ullimate consignee orend-user(s), either in their
ofginal torm or after being incorporated inteother items, without first obtaining approval from the U.S. government oF agotherwise authorized by U.S. faw and regutations.

Further, if you are located in a European UnionMember State, Nonway or Switzerland, The software is also subject to CouncilRegulation (EC) No 428/2009. The galtware must not be
transmitted outside othe European Union, Norway or Switzerland without a licence or authorisationbeing issued by the export control authority of the relevant Member State onhe
applicable authorities in Norway or Switzerland of ag olherwise authodzedby law or regulations in the rolovant Member State or applicable authorities in Norway or Switzeriand.

1 of 2

28500 Clemens Road
Westlake, OH 44145
United States of America

Hyland Hyland Software, Inc. MAINTENANCE INVOICE _—-_LEO1-173148

Electronic Remittance Information Subtotal} 50,154.47 USD
Niaaed Sottwoce ine Wire/ACH Payments: Tax 0.00 USD
PO Box 846261. Bank Name: Bank of America, N.A. Total Invoice Amount| 50,154.47 USD
Dallas, TX 75284-6261 SWIFT: BOFAUS3N

ACH Routing Ne: 071000089
Wire Routing Ne: 026009593

Amount Due After| 55,169.92 USD
01/30/2021 *

Account No: 8670616576
CHIPS No: 0959
Account Name: Hyland Software, Inc.

For billing or payment inquiries, please call 1-440-788-5045 and select
Option 1 for Accounts Receivable or email accountsreceivable@hyland.com.

This proforma invoice is for maintenance fees which cover technical support and the latest software updates and enhancements for the billing
period. If you have any questions regarding this invoice or you elect to discontinue maintenance coverage please conlact your account
manager or email accountsreceivable@hyland.com. To continue maintenance coverage, plaase process this invoice for payment.

*A 10% reinstatement fee will be charged for maintenance fees received more than 30 days after the due date.

These iterns ara controlled by the U.S.government and authorized for expart only to the county of ultimatedestination for use by the ultimate consignge or end-user(s) herein
identified. They may not be resald, transterred, or otherwise disposed of, lo any othercountry or to any person other than the authorized witimate consignee orend-user(s), elther in their
original form or after being incorporated inteother items, without first obtaining approval from the U.S. government or asotharwise authorized by U.S. law and reguiations.

Further, if you are located in a European UnianMember State, Norway or Swilzerland, The software is also subject to CouncilRegulation (EC} Neo 428/2003. The software must not se
transmitted outside ofthe European Union, Norway or Switzerland without a licence or authorisationbeing Issued by the export contro! authority of the relevant Member State orihe
applicable authorities in Norway or Switzerland or as otherwise authorizedby law or regulations in the relevant Member State or appiicable authorities in Norway or Switzertand.

2o 2

REPORT OF THE FINANCE COMMITTEE

OCTOBER 7, 2020

A meeting of the Finance Committee was held on Wednesday, October 7, 2020, at 7:00 p.m. via
teleconference.

Mayor Jim Donchess, Chairman, presided.

Mayor Donchess

As Chairman of the Finance Committee, | find that due to the State of Emergency declared by the
Governor as a result of the COVID-19 pandemic and in accordance with the Governors Emergency Order
#12 pursuant to Executive Order 2020-04 and subsequent extensions, this public body is authorized to meet
electronically.

Please note that there is no physical location to observe and listen contemporaneously to this meeting, which
was authorized pursuant to the Governor's Emergency Order. However, in accordance with the Emergency
Order, | am confirming that we are:

Providing public access to the meeting by telephone, with additional access possibilities by video or other
electronic means:

To access Zoom, please refer to the agenda or the City’s website for the meeting link.

To join by phone dial: 1-929-205-6099
Meeting ID: 847 2720 1775
Passcode: 303204

The public may also view the meeting via Channel 16.

We previously gave notice to the public of the necessary information for accessing the meeting, through public
postings. Instructions have also been provided on the City of Nashua’s website at www.nashuanh.gov and
publicly noticed at City Hall and Nashua Public Library.

If anybody has a problem accessing the meeting via phone or Channel 16, please call 603-821-2049 and they
will help you connect.

In the event the public is unable to access the meeting via the methods mentioned above, the meeting will be
adjourned and rescheduled. Please note that all votes that are taken during this meeting shall be done by roll
call vote.

Let’s start the meeting by taking a roll call attendance. When each member states their presence, please
also state whether there is anyone in the room with you during this meeting, which is required under the
Right-To-Know Law.

The roll call was taken with 6 members of the Finance Committee present: Alderwoman Elizabeth Lu,
Alderman Linda Harriott-Gathright, Alderwoman-at-Large Shoshanna Kelly, Alderman-at-Large Brandon
Michael Laws, Alderman-at-Large Michael B. O’Brien, Sr., and Mayor Jim Donchess. Alderman Patricia Klee
recorded absent.

Members not in Attendance: Alderman Patricia Klee

Finance Committee - 10/07/2020 Page 2

Also in Attendance: John Griffin, CFO/Comptroller
David Fredette, Treasurer/Tax Collector
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Jonathan Ibarra, Superintendent Street Department
Karen A. Smith, NPD Business Manager
Captain Joseph Fay, Nashua Police Department

ROLL CALL
Alderwoman Lu
| am present, alone.

Alderman Harriott-Gathright

| am present, | can hear everyone, | am in this room alone and | am practicing social distancing,
Alderwoman Kelly

I’m here, | am alone and | can hear everyone.

Alderman Laws

| am here, | am alone and | can hear everyone.

Alderman O’Brien

| am present, | can hear the proceedings, | am alone but let me give you a warning, the computer says that I’m
stable platform, perhaps maybe with the storm, so | hope | don’t get kicked off. Thank you.

Mayor Donchess

| am, of course, present, and | am alone in the room and | am practicing social distancing. Alright, first item is
public comment. Is there any member of the public who would like to speak to the Committee about anything?

PUBLIC COMMENT - None
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Purchase of Asphalt and Aggregates for Street Operations from the General Fund: Supplies &
Materials in the Amount of $144,500

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
SOLE SOURCE PURCHASE OF ASPHALT AND AGGREGATES FROM BROX INDUSTRIES OF HUDSON,
NH, AND CONTINENTAL PAVING OF LONDONDERRY, NH, IN THE AMOUNT OF $144,500. FUNDING
WILL BE THROUGH DEPARTMENT 161 STREETS; FUND: GENERAL; ACCOUNT CLASSIFICATION: 61
SUPPLIES AND MATERIALS, BY ROLL CALL.

ON THE QUESTION

Finance Committee - 10/07/2020 Page 3

Mayor Donchess

Alright and there’s an explanation we have to give here. So for many years, the Department of Public Works
did not come to either the Board of Public Works or to the Finance Committee regarding the purchase of
asphalt because two Purchasing Managers ago who left | don’t know, 10 years ago or so, maybe not that
much but quite a few years had the opinion that it was a Commodity Contract which didn’t need approval. Then
that practice was followed by the previous Purchasing Manager who you all met earlier. Then in recent
months, Kelly Parkinson has joined the City as Purchasing Manager and she has raised the point that she
thought that this should be approved by the Board of Public Works and the Finance Committee; fine, no
problem, we will do that from now on.

The only issue is that pursuant to previous custom, pursuant to previous practice, the Department of Public
Works has already bought $25,000.00 of asphalt this Fiscal Year against this $144,000.00 Budget amount.
Now | am just repeating that this is what has been done for years pursuant to a practice that was established
about 10 years ago. Apparently, that was not, at least the current thinking is that is not the way it should have
been done, so we are correcting the situation now. And from here on in, we will bring this contract to the
Finance Committee at the beginning of the Fiscal Year. Questions or comments? Let’s let Mr. Ibarra speak
about the asphalt and what it is all about and then you can ask questions or comments on any of this. So Mr.
Ibarra could you tell us about the asphalt?

Jon lbarra, Superintendent of Streets

| would be happy to Mr. Mayor, thank you. So this motion is for funding the asphalt and aggregates for our
street operations. We use the asphalt for mill and fill, shims and overlays on roads that may not be part of the
existing paving program that we do annually. So this more or less gives us the ability to get some more time
out of the roads when they are deteriorated but not yet on the paving list. We also run the hot box out of this
and do berm mix. And on the aggregate end of things we would buy stone and sand through the same
companies that we would use for project-based stuff or sewer repairs, or drainage repairs, whether we need
stone or sand or fill. So this is really something we use daily in our operations.

Mayor Donchess
Ok questions or comments? Alderwoman Lu?
Alderwoman Lu

Thank you, just wondering is this pretty much a year’s worth? | am just trying to get a sense of how much of
this we buy a year or use?

Mr. Ibarra
Glad you asked, so | had a similar question out of the Commissioners at our BPW and this past year, last
season, we used approximately $99,000.00 worth of material. But to put in perspective the prior year to that,

Fiscal 19, we used $126,000.00. So it does vary based on the Departmental needs and projects that are
coming around every year.

Mayor Donchess

But as | understand it you do not necessary — you only spend for the product that is delivered. So if you end up
using $99,000.00 you pay $99,000.00 not $144,000.00.

Mr. Ibarra

That’s correct.

Finance Committee - 10/07/2020 Page 4
Mayor Donchess

It’s a so-called requirements contract.

Mr. Ibarra

Correct.

Alderwoman Lu

Ok thank you.

Mr. Ibarra

You’re welcome.

Mayor Donchess

Are there any questions or comments? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Mayor Donchess, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien 6

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Purchase of MNVD Monocular Night Vision Devices utilizing 2019 Homeland Security Law
Enforcement Terrorism Prevention Activities (LETPA) Grant in the amount of $35,710

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
PURCHASE OF MNVD MONOCULAR NIGHT VISION DEVICES IN THE AMOUNT OF $35,710 TO
MAXAVISION TECHNOLOGIES OF JUPITER, FL. FUNDING IS AVAILABLE THROUGH HOMELAND
SECUIRTY 2019 LAW ENFORCEMENT TERRORISM PREVENTION ACTIVITIES GRANT, BY ROLL CALL.
ON THE QUESTION

Mayor Donchess

And | believe Karen Smith is on here from the PD.

Karen Smith, Nashua Police Department

Karen Smith and | have Captain Fay to speak to the binoculars and any questions you might have.

Mayor Donchess

Could you just give us a brief overview of what, | know this is grant-funded, but what it is you are buying?

Finance Committee - 10/07/2020 Page 5

Captain Joseph Fay, Nashua Police Department

Good evening Mr. Mayor, we are intent on buying night vision devices, binocular type devices. As you know
most of the work is done, public safety and police work is done during the low light or nighttime hours so it is
important for us to have the capability to be able to see at night so we can do our work effectively. So that’s
kind of applied to both our search and rescue (inaudible) sets as well as our law enforcement you know,
(inaudible) sets. So night devices will be issues out to individual members of our team and it is going to
increase our ability to be able to see at night.

Mayor Donchess
Ok, any questions or comments?

Alderman Harriott-Gathright

Yes, can | have the spelling of the Captain’s last name? F-A-Y

Mayor Donchess

That’s just for the minutes.

Mayor Donchess

Alderman O’Brien.

Alderman O’Brien

Yeah, thank you. | just wondered if Captain Fay can answer a technical question. Of course | support this. |
think it will definitely enhance the safety of our officers, particularly working in a low light environment. But

having experience with the Fire Department, heat sensing cameras, | imagine this will pick up some of the
heat’s signature. But is it capable of looking through walls and different types of environments and everything?

Captain Fay

No these devices do not have a thermal capability. We do have a couple of thermal devices in inventory but
these ones in particular will not do that. It will be a much expensive device if we were to go with that option.
Some of the newer technology does include night vision technology with thermal technology blended together,
but it is extremely expensive.

Alderman O’Brien

Thank you for the explanation, thank you.

Captain Fay

You’re welcome.
Mayor Donchess
Anything else? Could the Clerk please call the roll?

A viva voce roll call was taken which resulted as follows: