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New Era Technology

Bob Born

111 Maplewood Ave
Suite F

Portsmouth, NH 03801

603-294-4669
bob.born@neweratech.com

City of Nashua

229 Main St.

Nashua, NH 03061-2019
Nick Miseirvitch

(603) 589-3305
miseirvitchn@nashuanh.gov

Quote #: 036508

Version: 2
Delivery Date: 07/18/2022
Expiration Date: 07/31/2022

3YR Palo Alto $24,522.80
Total: $24,522.80
Signature: Wt Gow Signature:
Name: Robert M. Born Name:
Title: Sr. Account Manager
Title:
Date: July 18, 2022
Date:
Purchase
Order #
5 New Era Technology | Quote #036508 v2 Jul 18, 2022

The information contained in this documents is confidential, privileged and only for the information of the intended recipient and may not be used, published or

redistributed without the prior written consent.

City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (608) 594-3233

August 10, 2022
Memo #23-318

TO: Mayor Donchess
Finance Committee

SUBJECT: Consulting services for Payroll in the amount not to exceed
$34,000 funded from 53142 Consulting Services/General Fund

Please see attached communications from Peter Donovan, Payroll Manager, dated August 5, 2022 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: Consulting Services for Lawson and Kronos
Value: $34,000
Vendor: Navisite LLC

Department: 112 Payroll
Source Fund: 53142 Consulting Services/ General Fund

Ordinance: Pursuant to § 5-84 Special purchase procedures. A/(5) Purchases from a sole
manufacturer, where it is determined to be more efficient and economical to reduce costs of maintenance
of additional repair parts, supplies or services.

Pursuant to NRO § 5-83 Professional Services (A) In the purchase of accounting, architectural, auditing,
engineering, legal, medical and ambulance services and purchases of independent professional
consultant services for personnel, data processing, actuarial, planning, management and other
comparable purchases competitive bidding shall not be required.

Administrative Services Division: Human Resources, Payroll and the Purchasing Department respectfully
request your approval of this contract.

Regards,

Amy Girard

Purchasing Manager

Ce: P Donovan
J Graziano
K Kleiner

August , 2022

To: Purchasing
From: HR and Payroll Departments
Department: Administrative Services

Re: Sole Source Purchase - Payroll and Human Resources Consulting Services

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

Pursuant to § 5-84 Special purchase procedures. A/(5) Purchases from a sole manufacturer, where
it is determined to be more efficient and economical to reduce costs of maintenance of additional
repair parts, supplies or services.

Vendor/Supplier: Navisite Inc.

Project Details: This is a request for Lawson and Kronos Consulting services which will be
utilized by both HR and Payroll personnel on a needs be basis. Situations arise that require system
changes or adjustments which are outside the scope of normal operating procedures and this will

allow us to react to those situations without any disruption to employees pay, benefit or other HR

services.

Item Detail: Competition is considered inadequate after initial research which found other

source where incompatible with our requirements. Professional service uniqueness also

contributes to sole source justification.

The vendor is determined to be a sole source basedon: This is the only company we found that

provides both Kronos and Lawson Consulting services. Other companies specialize in either one of

the other, Also, other companies structure their fee schedule which in not compatible with our

requirement. We want to call as needed and billed only for the hours specified in the contract.

The alternatives are all more costly.

We are seeking your approval to issue a Purchase Order for Navisite, Inc.in the amount of $34,000
to provide these services

INAVISITE

STATEMENT OF WORK

[SFOP - 0354802]

BETWEEN Navisite LLC AND City of Nashua, New Hampshire
(the “Company”) (“Customer”)

400 Minuteman Road Address 1: 229 Main Street
Andover, MA 01810 USA Address 2:

Telephone: 978-683-8200 City: Nashua

State: NH, 03060

For the purpose of defined services, this Statement of Work (“SOW”) shall hereinafter refer to technical
or consulting services identically to the references under the Professional Services Description (“PSD),
Project Change Control Document (“CC”), Change Orders (“CO”), Task Order Authorization (“TOA”), and
Professional Service Authorization (“PSA”) is entered into between the parties hereto and applies to the
following initial Services (the “Project”’), as further specified:

1. Summary:

Customer has engaged Company to perform Lawson Business Analyst Services and Kronos Support.
2. Service:

The Company will provide functional consultancy to the City of Nashua, NH in support of their HR,
Payroll, Personnel, Benefits and Finance systems for up to two hundred (200) hours for a period of
twelve (12) months. Service hours can be used as needed by customer and billed by Navisite on a time
and materials basis.

3. Scope:

The following is in scope for this Project. Company services will be limited to the scope identified.

e Guidance and recommendations on functional projects and activities

e History and data correction activities using application standard processes

e Identifying Business Processing impact from proposed application changes

e Knowledge and Experience with Microsoft Office Add ins, Excel Upload and query wizards
e Experience Executing Payroll, Benefits, Personnel, Absence Management, Finance

e Application Configuration Changes and specifications

e Ability to directly make application changes with customer direction

e Knowledge of Job Scheduler Administration

e Knowledge of Batch Job processing, Errors and how to resolve either by process or data change
e Troubleshoot interfaces or file transfer issues

e Access to a Kronos Application Functional consultant upon request

e Development of custom objects would be referred to a separate Statement of Work

4. Project Governance:
Status meetings mutually agreed upon between Navisite and City of Nashua, NH during the course of

the Project. The purpose of these meetings is to review progress, discuss current and planned activity
and review open issues.

5. Professional Fees:

The fees payable for the Services will be billed as indicated in the Agreement or, if different therefrom,
shall be paid as described below:

Company Project Services will be provided on a time and materials basis. The estimated resources
required for this Project are below, along with rates. Project scope and total fees are estimates based
on information provided thus far and subject to change. Customer agrees to pay Total Fees for the
exact number of hours used. Invoicing will be monthly in arrears for Project Services. Company will not
exceed the total number of hours estimated below without prior approval from Customer.

Infor Functional Consultant $ 170 200 $ 34,000
Estimated Total $ 34,000
6. Customer Responsibilities:

The Customer will be responsible for providing the following:

e A project contact who will be the day-to-day contact for the Company project manager to
interface with for Customer requirements

e Response, within two business days (unless otherwise agreed to by the Project Manager and
Customer's Project coordinator), to requests for documentation, information or assistance
needed for the Project,

e Dedicated initial access via email to request support that will be managed by the resources
specified above. With follow-up via phone, virtual meeting where needed.

e Access would need to be established via screenshare utilities, or, if request is for the team
to work directly in the system, Navisite would need technical system access established with
full application access.

Customer is responsible for the accuracy and completeness of all information it provides. If information
is incomplete or incorrect, or if information is uncovered during the course of the Project that could not
be reasonably anticipated by the Company, any work required to correct problems created by the use
of such incomplete or inaccurate information, or any additional work required by the discovery of such
unanticipated information, shall be treated as a Customer-requested change to the scope of the work
and subject to the change-order procedure.

7. Deliverables:
The Deliverables for this Project consist of the following:

Two hundred (200) hours of Lawson Business Analyst Services and Kronos Support for a
period of twelve (12) months

8. Assumptions:

In addition to relying on Customer’s performance of its obligations, as described above, the Company
has made the following assumptions in the preparation of its prices for the Services and the scheduling
and resource estimates included therein:

e Services will be provided remotely. Any travel during the project would be approved by
Customer in advance and billable as a pass through to the Customer.

e Any on site travel requires two weeks’ notice for on-site consultancy and one week’s notice
for cancellation of consultancy. Cancellations made with less than one week’s notice will be
charged

e All Company proprietary methodologies, tools and accelerators will remain the property of
the Company.

e Security is the responsibility of the Customer. The Company will not provide any security
consulting or advisory services.

e Customer will be ready for the Company to start work by the planned project kick-off date.
e Customer will provide the necessary maintenance window to perform the cutover step.
e Customer will provide acceptance of provided deliverables within one week of delivery

Changes in the above assumptions may result in changes to the Company’s charges and delivery
commitments.

9. Change Orders:

The parties shall follow the “Change of Scope or Additional Services” guidelines below for service
requests for changes in scope, duration or costs of Services or to request additional services. For the
purposes of this SOW, each of the following shall be considered a change request: (a) Customer makes
a request that represents a change or addition outside the scope of the Services requirements or
specifications set forth in the applicable SOW, (b) Customer’s actions conflict with the assumptions or
description of Services specified in the SOW, (c) Customer is unable to meet the Project-staffing
requirements specified in this SOW or the applicable SOW or (d) Customer fails to comply with its
obligations and the documented timeline associated with the Services specified in this SOW or the
applicable SOW. In the event of such a change request, the parties shall negotiate in good faith to
reach agreement on the terms of a Change Order, taking into account the effect of such change request
on the Services.

10. Relation to Agreement:

This SOW is incorporated into, and made a part of, the Consulting Agreement and shall be subject to
the terms and conditions of the Consulting Agreement (“Agreement”) dated . If Company and

Customer do not have an active Agreement between them as of the Effective Date of this SOW, then
the Master Services Agreement found at, https://www.navisite.com/navisite msa _us/ (the
“Agreement”) will govern. Capitalized terms used but not defined elsewhere in this SOW shall have the
meanings ascribed to them in the Agreement. By signing below the Customer hereby agrees to be bound
by the terms and conditions set forth herein and in the Agreement. This SOW is applicable to Company
services purchased by Customer. If any inconsistencies or contrary terms between the Agreement and
this SOW exist, the terms of this SOW shall govern, but only to the extent necessary to resolve any
such inconsistencies or contrary terms. Capitalized terms used herein but not defined herein will have
the meanings ascribed to them elsewhere in the Agreement.

By the signatures below of their respective authorized representative, the parties hereto agree, as of
the latter-dated signature below, to the terms and conditions of this SOW.

SIGNATURES

Navisite LLC City of Nashua, NH
By: By:

Name: Name:

Title: Title:

Effective Date:

I have the authority to bind the Company. I have the authority to bind the Customer.

City of Nashua

Purchasing Department

Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233
August 10, 2022
Memo #23-319
TO: Mayor Donchess
Finance Committee
SUBJECT: Motorcycles in the amount not to exceed $44,090 funded from 81500 Vehicles/CERF

Please see attached communications from Karen Smith, Buisiness Office Manager, dated July 25, 2022 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: Two 2022 Harley Davidson FLHTP Motorcycles
Value: $44,090
Vendor: Seacoast Harley Davidson

Department: 150 Police Department
Source Fund: 81500 Vehicles/ CERF

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

Nashua Police Department, and the Purchasing Department respectfully request your approval of this
contract.

Regards,

Amy Girard

Purchasing Manager

Cc: K Smith
K Kleiner

NASHUA POLICE
DEPARTMENT Date: 25 July 2022

Intradepartmental Communication

To: Amy Girard, Purchasing Manger

From: Karen A. Smith, Business Manager

The Nashua Police Department is requesting to replace two motorcycles with two 2022 Harley Davidson
FLHTP Motorcycles. The following motorcycles are on the FY2023 CERF replacement schedule.

YEAR UNIT# PLATE # MAKE/MODEL VIN# MILEAGE AS
OF 12/29/21
2010 | 6461 Harley Davidson/FLHP 1HD1FHM14AB671065 9,631
1997 4 6464 Harley Davidson/FLHPI IHDIFHRI3VY618501 27,840

Pursuant to NRO §-84 (A) (3), the replacement motorcycles will be purchased through the Commonwealth
of Massachusetts: Department of State Police Contract #SP18-MTRCYCL-F81 valid through 1/31/2023.

A quote from Seacoast Harley-Davidson is attached for your review showcasing the features and options
of the new motorcycle and the associated costs and trade-in allowance.

The Nashua Police Department and NPD Fleet Supervisor recommend the purchase in the amount of
$44,090.00 from Seacoast Harley Davidson.

Sincerely,

LiwD

Karen A. Smith
Business Manager

cc: John Griffin

Seacoast Harley-Davidson

P.O. Box 1740 « 17 Lafayette Road (US Route 1)
North Hampton, New Hampshire 03862
Tel: (603) 964-9959 Fax: (603) 964-9942

www.seacoastharley.com
July 15, 2022
James Turmel
Nashua Police Dept.
turmelj@nashuapd.com
Motorcycle Quote:
2022 H-D FLHTP $18,725.00
Whelen Windshield LED 675.00
Par 36 375.00
Fork Mount LED’s 560.00
Paint to match Dept. colors 3,000.00
H-D Bag Rails 400.00
Siren/Amp 1,260.00
Labor to install Dept. Rear Box 300.00
Sub Total: 25,295.00
X two bikes 50,590.00
Trade Department 1997 FLHP - 1,500.00
2050 FLFP -5,000.00
BALANCE: $44,090.00

Seacoast Harley-Davidson holds the MASS. State Police bid for Harley-
Davidson motorcycles. Contract #SP18-MTRCYCL-F81

Thank you,

Phil Miles

Live Free and Ride™