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Finance Committee - 11/15/2018 Page 8

Alderman Caron
| appreciate the explanation, thank you.

Alderwoman Kelly

Thank you, | just have a quick question about the numbers. It says the first year is $42,000.00 but then there
is additional 16% for contingency.

Mr. Danielson

So | added contingency just in case because some of ... this is something that you need experience with, this

contract. Some of it had to be based on estimates, number of retirements per year that we currently calculate,
number of estimates so we put in a number based on an average per year, 9 | believe full retirements. Then if
any additional people above the 9 want a full retirement calculation or estimate and they call into the service

center, that would be a cost, | believe it is 500 or 250, so | put in a few extra just in case something like that,
more people than anticipated need estimates.

Alderwoman Kelly
So would you see that contingency continuing year-to-year?
Mr. Danielson

Well it would be based on experience. So if the $42,000.00 was adequate or $45,000.00 was adequate, then
we would budget the next year based on that.

Alderwoman Kelly
Great, thank you.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Recommendation to Lock Electricity Rate

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
EDF ENERGY SERVICES AT A RATE OF .0867 CENTS PER KILOWATT HOUR

ON THE QUESTION

Mayor Donchess

Mr. Kooken would you please explain this item?

Dan Kooken, Purchasing Manager

We have 25 accounts that we have been updating for electricity separately that had to do with potential net
billing and all those kinds of things. That was a one year contract, that contract came up in November as being

due, so we have extended that out. Standard Power is a broker that we work with with the Mine Falls and the
Jackson Hydro’s and they put it out to bid for us and the low bid was the result of ADF.

Finance Committee - 11/15/2018 Page 9

Mayor Donchess

And | think the end date of this contract, which will be 2020 corresponds with the end date of the remainder of
the accounts that were committed by contract previously.

Mr. Kooken

That’s correct.

Mayor Donchess

What is the end date for the current school department contract?

Mr. Kooken

| believe it is also 2020, | think they went the same term but with a different company than what the City used.
Mayor Donchess

That’s my recollection as well.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

RECORD OF EXPENDITURES

MOTION BY ALDERWOMAN KELLY THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
OCTOBER 12, 2018 TO NOVEMBER 1, 2018

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

POSSIBLE NON-PUBLIC SESSION - None
ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 6:28 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

FINANCE COMMITTEE

NOVEMBER 15, 2018

6:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
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From:
Re:

From:
Re:

From:
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From:
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From:
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Dan Kooken, Purchasing Manager
Kronos Optimization (Value: $13,500); Department: 111, Human Resources; Fund: General

Dan Kooken, Purchasing Manager
Backup Solution (Value: $22,892); Department: 122, Information Technology; Fund: General

Dan Kooken, Purchasing Manager
Contract Renewal — Internet Service (Value: $1,214 Monthly); Department: 122, Information
Technology; Fund: General

Dan Kooken, Purchasing Manager
Motorola Maintenance and System Upgrade Agreements (Value: $174,868); Department: 157
Citywide Communications; Fund: General

Dan Kooken, Purchasing Manager
2018 Paving Program — Newport Contract Change Order No. 3 (Value: $209,180); Department: 160
Administration/Engineering; Fund: Bond

Dan Kooken, Purchasing Manager
2018 Federal Paving Program — Change Order No. 1 (Value: $611,548); Department: 160
Administration/Engineering; Fund: Grant and Bond

Dan Kooken, Purchasing Manager
2018 Sewer Replacement — Kinsley Street Change Order #1 (Value: $27,000); Department: 169
Wastewater, Fund: Wastewater

Dan Kooken, Purchasing Manager
Water Booster Station Project — Construction Phase Services (Value: $93,000); Department: 169
Wastewater, Fund: Wastewater

Dan Kooken, Purchasing Manager
Water Booster Station Project — Construction (Value: $831,164); Department: 169, Wastewater
Fund: WERF and SRF Loan

Dan Kooken, Purchasing Manager
2018 Ford Police Interceptor Utility Vehicle (Value: $38,092); Department: 150 Nashua Police
Department; Fund: CERF & Risk

Dan Kooken, Purchasing Manager
Contract for Board of Public Works Pension Administration Services (Value: $49,000)
Department: Financial Services; Fund: Pension Administration

Dan Kooken, Purchasing Manager
Recommendation to Lock Electricity Rate

UNFINISHED BUSINESS — None

NEW BUSINESS — None
RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT
REMARKS BY THE ALDERMEN
POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

B) THE CITY OF NASHUA “the Gate City"

Financtal Services

Purchasing Department

November 1, 2018
Memo #19-082

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: KRONOS OPTIMIZATION (VALUE: $13,500)
DEPARTMENT: 111 HUMAN RESOURCES; FUND: GENERAL

Please see the attached communication from Larry Budreau, Human Resources Director, dated October
22, 2018 for information related to this purchase.

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.

The Human Resources Director and the Purchasing Department recommend the approval of this
purchase in the amount of $13,500 to HRTM Consulting of Somerset, NJ.

Respectfully, va

f

/ Yb FUE,
Lf tine Jee ye
(|. Wan Kooken

Purchasing Manager

Cc: L Budreau J Graziano

229 Main Street e Nashua, New Hampshire 03061 e Phone (603) 589-3330 e Fax (603) 589-3233 |

City of Nashua
Human Resources Department

229 Main Street - Nashua, NH 03060 (603) 589-3230
Fax (603) 589-3244

MEMORANDUM

To: Finance Committee
From: Larry Budreau, Human Resources Director
Subject: Approve $13,500 PO for Kronos consulting

Date: October 22, 2018

Please approve the an expenditure of up to $13,500 for a payroll software consulting project.

HRTM Consulting is a certified Kronos services partner; Kronos is the timekeeping software through
which employees report hours worked and request time off, etc.

This project, Kronos Optimization Assessment Phase II, follows an initial assessment of the software
by HRTM. Phase II will deliver needed software configuration changes and train Payroll and HRIS
personnel in the use of the system.

The project was anticipated and is funded through the HR / Payroll consulting line approved in the
current FY19 budget.

Thank you,

lorry Lo
Larry Budreau

Cc: Peter Donovan, Payroll Manager

Prepared For Proposal Date
Bruce Codagnone 07/26/2018
City of Nashua

City Hall 229 Main Street

Nashua, New Hampshire

03061

United States

Overview

Optimization Assessment Phase II

HRTM Consulting
732-447-5724

Proposal Number
0000007

676 Franklin Blvd.
Somerset, New Jersey
08873

United States

CITY OF NASHUA, NEW HAMPSHIRE

GENERAL FUND

STATEMENT OF REVENUES AND OTHER SOURCES, AND EXPENDITURES AND OTHER USES -
BUDGET AND ACTUAL

Revenues
Property taxes
Auto permits
Penalties, interest and other taxes
Charges for services
Intergovernmental
Licenses and permits
Interest earnings
Miscellaneous

Total Revenues

Expenditures
General government
Police
Fire
W ater fire protection services
Education
Public works
Health and human services
Culture and recreation
Community development
Communications
Hydroelectric
Debt service
Intergovernmental

Total Expenditures

Excess (deficiency) of revenues over

(under) expenditures

Other Financing Sources (Uses)
Trans fers in
Transfers out
Bond prenuums
Use of unassigned fund balance
Use of assigned fund balance

Total Other Financing Sources (Uses)

FISCAL YEAR ENDED JUNE 30, 2021

Excess of revenues and other financing sources
over expenditures and other financmg (uses) $ -

Budgeted Amounts Vanance with
Final Budget
Ong inal Final Actual Positive
Budget Budget Amounts (Negative)
$ 227,770,371 $ 227,770,371 § 227468312 § (302,059)
10,645,000 10,645,000 16,216,065 §,571,065
1,005,788 1,005,788 1,239,839 234,051
1,236,875 1,236,875 889,849 (347,026)
50,234,400 50,234,400 50,650,783 416,383
1,237, 100 1,237,100 1,511,233 274,133
350,000 350,000 83,696 (266,304)
3,093,879 3,093,879 3,413,552 319,673
295,573,413 295,573,413 301,473,329 5,899,916
22,242,936 20,508,460 19,772,698 735,762
33,134,789 33,595,657 33,507,696 87,96)
26,881,070 27,210,181 27,049,600 160,581
3,200,000 3,200,000 3,172,523 27,477
155,626,160 157,482,380 157,276,238 206,142
15,765,526 15,665,201) 15,198,970 466,231
2,538,840 2,504 465 2,235,471 268,994
7,339,174 7218127 7,03 1,494 186,633
3,310,37) 3,232,394 3,129,161 103,233
569,776 $67,193 553,155 14,038
455,220 455,220 434,240 20,980
16,804,240 16,804,240 16,581,883 222,357
11,993,150 11,993,150 11,993,150 -
299,861,252 300,436,668 297,936,279 2,500,389
(4,287,839) (4.863.255) 3,537,050 8,400,305
703,609 1,354,025 4,372,711 18,686
(1,165,770) (1,240,770) (1.240,770) -
- - 286,987 286,987
4,500,000 4,500,000 4,500,000 -
250,000 250.000 250,000 -
4,287,839 4,863,255 5,168,928 305,673
$ - $ 8,705,978 § 8,705,978

The accompanying notes are an integral part of these financial statements

39

Scope of Work

1,) Conduct review session with key stakeholders to review findings and recommendations

2.) Define level of effort to implement recommendations and assist in making decisions on the priority and
order of configuration changes and impact on Process Flow.

3.) Apply agreed upon configuration changes to support enhanced use of system and Kronos best
practices. Assist team with testing, deployment and Process Flow implementation. A bucket of 40 hours
has been allocated to this. The actual amount required may vary depending on the recommendations

chosen to implement.

4.) Conduct user training to help Nashua team become fluent in the use of the Kronos application and
utilization of new configuration and best practices.

Timeline
4 weeks
-

Deliverables
1.) Assessment results and recommendations document
2.) Executive conference call for review of document and proposed pian for next steps
3.) Reconfiguration of Timekeeper application to support recommendations
4.) Delivery of custom training for HR and Payroll staff.
Professional Services by Role
Solution Consulting: 40 Hours
Training: 30 Hours
Project Management and Recommendations Review: 10 Hours
TOTAL: 80 Hours
Pricing

Rate Orv line Total

Nescrintian

Professional Services

Travel Expenses (Actual but not to exceed $1,500)

Acceptance
City of Nashua

Signature:

Terms
Net 30 days

$150.00 80 $12,000.00

$1,500.00 1 $1,500.00
Subtotal 13,500.00
Tax 0.00
Proposal Total (USD) $13,500.00
HRTM LLC
Signature:
Name
Title
Date