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Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Mayor Jim Donchess

Date: December 9, 2020

Re: Multi-Year Contract Award — Cartegraph Expansion for DPW Implementation

Pursuant to NRO: § 5-74/B: A contract that extends from the current fiscal year into succeeding

fiscal year(s) in which no funds have been appropriated nor otherwise designated for this purpose
shall be approved by the full Board of Aldermen before the contract shall become binding on the

City.

The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the December 16, 2020 meeting and as such | am requesting the full Board of
Alderman approve the following contract:

Item: 3-Year Amendment to expand use of Cartegraph Software to
include DPW implementation & training
Value: $17,283.33
Vendor: Cartegraph
Purchasing Memo#: 21-065 dated December 9, 2020
Contract Term: 3 Years
Thank you.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH. gov
www.NashuaNH. gov

THE CITY OF NASHUA the Cate City’

Administrative Services Division

Information Technology Department

Memorandum
To: Mayor Donchess
Finance Committee
From: Bruce Codagnone, IT Division Director

Nick Miseirvitch, Deputy Director IT

Date: October 21, 2020
cc: Lisa M. Fauteux, Director of Public Works
RE: Amendment to Contract with Cartegraph adding Orange Advantage Extended Support

Since 2015, the City of Nashua uses a web-based application from Cartegraph for resident issue
tracking and asset management. The Division of Public Works is expanding its use of the
application and requires training and implementation support beyond what the standard
support contract and the City IT Department can provide.

The City support contract with Cartegraph was renewed in August 2020 for a three year period.
This Amendment to the current support contract will add the Orange Advantage package from

Cartegraph which provides 36 hours of customized assistance per year (first year prorated) for

use by the Division of Public Works (DPW) from an assigned team. These hours can be used for
training, system configuration, and project or implementation consulting.

The addition of this support will allow DPW to complete the integration of City infrastructure
assets into Cartegraph such as catch basins, manhole covers, sidewalk and paving information,
City parks and assets at the Wastewater Treatment Facility.

Funding for the Amendment will be through the Division of Public Works’ operating budgets
annually. Payment will be due in annual installments 15 days prior to the anniversary of the
initial term as follows:

1. $5,083.33 due upon execution of the Purchase Agreement.

2. $6,100.00 due 15 days prior to 1st year anniversary of term start date.
3. $6,100.00 due 15 days prior to 2nd year anniversary of term start date.

229 Main Street * Nashua, New Hampshire O3060 © Phone (603) 589-3300 © Fax (603) 594-3434

Cartegraph

City of Nashua

Cartegraph Software
and Services Contract

PA#:
PA-3570

Date:
9/15/2020

Cartegraph Systems LLC
3600 Digital Drive
Dubuque, IA 52003

cartegraph.com

800 688.2656
563 556.8120
Fax 563 556.8149

City of Nashua, NH | 9/15/2020 Car Ceg: if aph

Purchase Agreement

Cartegraph is pleased to present this Purchase Agreement for the implementation of world class
technology solutions. This Purchase Agreement is made and entered into between City of Nashua
(hereinafter referred to as Customer) and Cartegraph Systems LLC (hereinafter referred to as
Cartegraph). In the case that any terms or conditions provided in the Cartegraph Solutions Agreement
different from, are provided in more detail by, or are made irrelevant by the terms and conditions
provided in this Purchase Agreement, the terms in this Purchase Agreement shall control. For

all terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions
Agreement shall control.

City of Nashua City of Nashua
229 Main Street 229 Main Street
P.O. Box 2019 P.O. Box 2019
Nashua, NH Nashua, NH
03061-2019 03061-2019

Investment Summary

The addendums attached here to include:

Addendum A - Support Services
Addendum B - Field Services

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Product Year 1 Year 2 Year 3
On-Premise Fee Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
OMS Plus Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
Facilities Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
Parks & Quantity 1.00 1.00 1.00
Recreation
Domain

Price USD 0.00 USD 0.00 USD 0.00
Transportation Quantity 1.00 1.00 1.00
Domain

Price USD 0.00 USD 0.00 USD 0.00
Sanitary Sewer Quantity 1.00 1.00 1.00
Domain

Price USD 0.00 USD 0.00 USD 0.00
Signal Domain Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
Stormwater Quantity 1.00 1.00 1.00
Domain

Price USD 0.00 USD 0.00 USD 0.00
Walkability Quantity 1.00 1.00 1.00
Domain

Price USD 0.00 USD 0.00 USD 0.00
Waste Water Quantity 1.00 1.00 1.00
Treatment Plant
Domain

Price USD 0.00 USD 0.00 USD 0.00

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Product Year 1 Year 2 Year 3
Water Distribution | Quantity 1.00 1.00 1.00
Domain

Price USD 0.00 USD 0.00 USD 0.00
Water Treatment | Quantity 1.00 1.00 1.00
Plant Domain

Price USD 0.00 USD 0.00 USD 0.00
Asset Builder Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
Internal Requests | Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
OMS Integration Quantity 1.00 1.00 1.00
Toolkit

Price USD 0.00 USD 0.00 USD 0.00
Scenario Builder Quantity 1.00 1.00 1.00

Price USD 0.00 USD 0.00 USD 0.00
OMS User Quantity 100.00 100.00 100.00

Price USD 0.00 USD 0.00 USD 0.00
Orange Advantage | Quantity 1.00 1.00 1.00
(36 Hours)

Price USD 5,083.33 USD 6,100.00 USD 6,100.00

TOTAL: USD 5,083.33 USD 6,100.00 USD 6,100.00

The pricing listed above does not include applicable sales tax.
The Cartegraph OMS pricing listed above does not include Esri ArcGIS licenses.
Hosting includes 250GB of available file storage. If additional storage is required, the
Organization can purchase in 1TB increments.
This Purchase Agreement is an amendment add-on to Purchase Agreement 2904.
Contract term dates:

10/1/2020 - 7/28/2021

7/29/2021 - 7/28/2022

7/29/2022 - 7/28/2023

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Payment Terms and Conditions

In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees
to pay Cartegraph the Fees in U.S. Dollars as described below:

Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of
this Purchase Agreement, which will be considered as your notification to proceed.

Customer agrees to work with Cartegraph to schedule Services in a timely manner. All undelivered
Services shall expire 365 days from the signing of this Purchase Agreement.

The fee for solutions will be due in annual installments 15 days prior to the anniversary of the initial
term as follows:

1. $5,083.33 due upon execution of the Purchase Agreement.

2. $6,100.00 due 15 days prior to 1st year anniversary of term start date.

3. $6,100.00 due 15 days prior to 2nd year anniversary of term start date.

All payments are due Net 30 days from start date of invoice.

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BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS
DESCRIBED IN THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH
SOLUTIONS AGREEMENT, WHICH CAN BE REVIEWED AT: https://www.cartegraph.com/solutions-
agreement. THE PARTIES AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THE
CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE AGREEMENT REFERENCED HEREIN.

Cartegraph Systems LLC City of Nashua

By: Yet [5 PE By:
(Signature) (Signature)
SA Tent CRGQLEZ
(Type or Print Name) (Type or Print Name)
Title: SVP of Sales & Marketing Title:
Date: Ab ZO co Date:

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Cartegraph Systems LLC

Addendum A - Support Services

Cartegraph Support and Training Services — Scope of Work

The Support Services listed in the Investment Summary of the Purchase Agreement are specific
Cartegraph Services which will be delivered to the Customer based on the descriptions below and on
the terms and conditions and subject to the limitations set forth in this Addendum A, the applicable
Purchase Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the
Customer on service delivery expectations and timeframes.

As part of Customer's subscription to access and use of the Cartegraph Solutions, Customer will
receive:

1. Support Services

a. Campus — www.campus.cartegraph.com

Our User Assistance area is a convenient and easily-shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user
tips, step-by-step instructions, videos, and more.

b. Dedicated, Unlimited, Toll-free Phone Support - 877.647.3050 and Live Chat

When questions need answers and difficulties arise, count on our industry-leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday-Friday, 7:00 am-7:00 pm CT. Live
Chat is available within the product or through Campus.

c. Support via Case Submittal or Email

If a phone call or live chat is not your best option, you can always request support via our online case submittal
form available in Campus or via email. Email support is available at support@cartegraph.com.

2. Training & Education Services

a. Convenient Online Resources:

All the information you need, one click away. Take advantage of online training opportunities, tutorial videos,
upcoming event information, and more.

b. Customer Led User Groups

: Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to find out
what other organizations are doing to get more from their Cartegraph solutions and services.

3. Releases & Upgrades

a. New Releases:

Cartegraph is continuously innovating and enhancing the Cartegraph OMS collection of products. As a customer
with an active subscription, you will receive each new release of the software.

i. Cloud-hosted customers: Your cloud-hosted site will be upgraded by our Cartegraph System Consultants after
the release is available.

ii.

On-premise customers: For your on-premises installation, our Technical Consultants will work with your
organization's IT staff to deliver the latest software release. Software will be made available after installation to
the Cartegraph cloud-hosted customers.

b. Service Packs:

A Service Pack consists of lower-severity bug fixes and/or small platform updates.

i.

If required, cloud-hosted sites will receive Service Packs as needed. These Service Packs are installed by the
Cartegraph System Consultants.

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ii. On-premises customers that contacted Cartegraph Technical Support about an issue that is resolved with the
Service Pack, will be provided the service pack for installation. These on-premises customers can then schedule
a time to install the Service Pack with our Technical Support team

c. Hot Fixes:

If an issue is determined to be a defect and falls outside the standard release cycle, Cartegraph will issue a hot
fix and provide application specialists with detailed levels of product knowledge to work with you in achieving a
timely and effective resolution

Cartegraph will provide the Support Services only to Customer, provided that Cartegraph reserves the right to
contact any third party as necessary to facilitate the delivery of Support Services or other services relating to
the Solutions. Said support applies only to the most current version of the product and the previous version in
succession.

All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph’s
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the
modified Solutions would depart from Cartegraph’s published documentation and specifications for such
Solutions.

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