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Finance Committee Page 2
June 1, 2016

Alderman O’Brien

This is evidently replacing something that is broken | take it?
Mr. Kooken

| think it is still functioning but it’s somewhat obsolete.

Alderman Siegel

| was just going to add that they are scanning microfilms so they can preserve them before they decay. This
piece of equipment is helpful for that.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: City Arts Nashua Contract (Value $20,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND APPROVE THE CONTRACT WITH
CITY ARTS NASHUA IN THE AMOUNT OF $20,000. FUNDS ARE AVAILABLE IN DEPARTMENT 109,
CIVIC AND COMMUNITY ACTIVITIES; GENERAL FUND; 56, HUMAN SERVICE AGENCIES —
DOWNTOWN IMPROVEMENT FUND

ON THE QUESTION
Alderman Cookson

| followed up with some questions this afternoon to the purchasing manager and | copied you as well as a few
other folks with regard to the questions that | did have. The one question | had about this particular contract is
| asked if there were any additional expenses associated with this particular contract and the response that |
received back was no, there were not; that it was capped at $20,000; however within the contract itself it does
identify that there will be anchors that will be placed so that none of the artwork is moved or harmed. | am
curious with regard to that aspect of the contract, what do we anticipate the city to contribute toward the
preservation of this artwork and the anchoring of and therefore?

Mayor Donchess

| think that Mr. Kooken may have a view as well but this is similar to the contract that we have with the same
organization regarding the temporary sculptures that are now on Main Street. This is the same contract from
last year. | think the nature of the artworks at this point that would be developed pursuant to this contract and
they are usually developed in concert with various schools and other youth organizations. It is not determined
yet although | think they are talking about a group of table’s kind of focusing on family’s eating together and the
tradition of that. They are thinking about locating tables at various locations throughout the downtown, similar
in a way to the pianos but | don’t think that’s a given. | think that Mr. Kooken in his response was correct in
that there is no actual cash that has to be laid out but certainly public works could be involved in helping to
secure these and that is a cost although it’s hard to estimate what it would be.

Alderman Cookson

So we just don’t know yet?

Finance Committee Page 3
June 1, 2016

Mayor Donchess

It would be very difficult to estimate. A guy goes out and helps tie down a sculpture, what does that cost? |
would say that it would be a nominal cost but one that is hard to estimate to get a fixed dollar amount.

Alderman Cookson
But you will provide those if they should appear?

Mayor Donchess

Well certainly if there were any dollar amounts, yes. The policy now that’s been adopted by the Board of
Public Works is that they have to approve locations and what’s happened is there is a map which sets forth
what the different locations for artwork such as this, which locations are approved and there are six or seven
on Main Street and another fifteen or so throughout the downtown. These artworks would be located in one or
more of those locations. Maybe public works would help in some regard but it’s also possible that they
wouldn’t because we don’t know what the artwork is going to be.

Alderman Clemons

Anything that goes on the street or the sidewalk would have to approved by the Board of Public Works anyway
and so the best cost estimate, if there was one, | would assume would come from that Board.

Mayor Donchess

As these things go out, if you would like me to investigate and determine how much city effort is going into
this, | would be glad to do that.

Alderman Cookson

| would certainly appreciate that.

Mayor Donchess

| can report back to you on that as this project develops.

Alderman Cookson

It's within Exhibit B in the contract and it indicates in the final paragraph that the city will be responsible for
installing anchors for mounting the public art to ensure that the public infrastructure is not damaged. The city

will consult with City Arts Nashua regarding the design and location of the anchors. So again, | would just like
to know if there will be a nominal cost to the city to do that.

Mayor Donchess

| can do that.

Alderman Siegel

Just for reference, this is pretty much identical to what happened last year except last year they really didn’t
have language about responsibility and it was agreed to put that in. If anything, we probably have a record of
what we spent last year which | know was nominal.

Finance Committee Page 4
June 1, 2016

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Contract Award for Single Stream Recycling (Value: Not-to-Exceed $249,925)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON APPROVAL
OF THE FY17 BUDGET, AWARD THE CONTRACT TO CASELLA RECYCLING, LLC, IN AN AMOUNT
NOT-TO-EXCEED $249,925. SOURCE OF FUNDING IS DEPARTMENT 168, SOLID WASTE; 55, OTHER
CONTRACTED SERVICES

ON THE QUESTION

Alderman Clemons

So the motion is contingent upon the budget passing?

Mayor Donchess

| suppose that is correct, yes.

Alderman Clemons

When does the contract that we have now expire?

Mayor Donchess

At the end of the fiscal year.

Alderman Clemons

So what happens if for some reason the budget doesn’t pass until after the 1° of July?

Mayor Donchess

That’s a good question. | think to operate the city we would have to pass that continuing resolution which, not
during my tenure on the Board of Aldermen but | think has happened. A continuing resolution being basically
that we continue to operate kind of at the same level. | really would need to ask; | mean we could store the
recycling for a while but | don’t know if there would be money under a continuing level funding situation to
execute the contract. How that would work | would really need to investigate with Director Fauteux.

Alderman Clemons

My only other question to that is why is it contingent upon the budget for next year? Was it something that
wasn’t thought of and put into the budget last year?

Mayor Donchess

| think I’ve revised my answer to say | don’t know if it is contingent but | need to talk to them about how they
would do this in the context of a continuing resolution but in previous years | don’t think there was a payment
because the value of recycling was much greater so there was no requirement of a payout. This year the
conditions are much worse so it’s going to cost under this proposal $249,000 per year to dispose of the
recycling. In the enterprise fund; this is technically an enterprise fund but it doesn’t support itself because

Finance Committee Page 5
June 1, 2016

garbage collection is (inaudible) so the city supports it to the tune of several million dollars per year so an
inflow of cash is required to operate the enterprise fund as a whole. | think the landfill is a stand-alone basis
without collection and does operate on a basically break even basis and maybe this could be covered in that
manner but to answer your question fully | would really need to think about it.

Alderman Clemons

Would it harm us to hold this until the next Finance Committee meeting?

Mr. Kooken

There wouldn’t be a problem holding it until the next meeting but that budget still won’t be...

Alderman Clemons

Yes, but my point is that we will have answers to my questions.

Mayor Donchess

Is there any indication that we would lose the bid by not awarding it now? I’m not sure that it is contingent but |
can talk through the situation so if you held it | don’t think it would be the end of the world.

Alderman Siegel

That’s where the money is coming from, next year’s budget. It’s a contract award anticipating the budget being
approved so it wouldn’t matter anyway. You can say it here or not but it has to be held until the budget is
approved because the money won't get freed up so there’s no harm in holding it.

Alderman O’Brien

| do have one concern, you said that we may be able to store this and that may very well be true but if the
recyclables had a form of (inaudible) product in it and it depends upon where the storage is, could we be
getting into another type of situation with the warm weather and having raw trash or vermin incidents that may
come with this as well.

Mayor Donchess

| was really just speculating about what we could do and | was thinking about a very temporary situation.
Long-term storage would not be optional but maybe short-term would.

Alderman Cookson

So we are tabling this until the June 15™ meeting?
Mayor Donchess

Correct.

MOTION BY ALDERMAN CLEMONS TO TABLE UNTIL THE NEXT FINANCE COMMITTEE MEETING
MOTION CARRIED

Mayor Donchess

The next item regarding the Wildlife Management Service Agreement has been withdrawn for the time being.

Finance Committee Page 6
June 1, 2016

From: Dan Kooken, Purchasing Manager
Re: Contract Award for Renewal of USDA Wildlife Management Service Agreement
(Value: Not-to- Exceed $67,696)

From: Dan Kooken, Purchasing Manager
Re: ToApprove a Professional Services Contract with Sanborn, Head & Associates, Inc. for
Gas Collection and Control Services (Value: $45,000);

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE CONTRACT TO
SANBORN, HEAD & ASSOCIATES, INC. IN THE AMOUNT OF $45,000. SOURCE OF FUNDING IS
DEPARTMENT 168, SOLID WASTE; 81, CAPITAL IMPROVEMENTS

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Castings Purchase for the 2016 Street Paving Program (Value: $57,536)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO EJ
PRESCOTT, INC. IN THE AMOUNT OF $57,536. FUNDS ARE AVAILABLE IN DEPARTMENT 169,
WASTEWATER; SEWER STRUCTURES

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — None

DISCUSSION - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN SIEGEL THAT THE FINANCE COMMITTEE HAS COMPLIED WITH THE CITY
CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES FOR THE PERIOD
MAY 13, 2016, TO MAY 26, 2016

MOTION CARRIED

PUBLIC COMMENT — None

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

MOTION BY ALDERMAN WILSHIRE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:22 p.m.

Alderman Ken Siegel
Committee Clerk

REQUEST FOR PROPOSALS RFP1058-022616

DIVISION OF PUBLIC WORKS SOLIDWASTE DEPARTMENT
CITY OF NASHUA NEW HAMPSHIRE

ATTACHMENT A-PROPOSAL COSTS

PROCESSING COST perton

(estimated annual tonnage: 5000 - 5500 tons)

TRANSPORTATION COST per load

(estimated annual # loads. 333)

Name of Hauling company, F drfferent from vendor

Formula that would reduce Processing
Costs of produce revenue

{List indexes used to calculate recycling costs)

$35.00 fton

$225.00 iat

Casella Recvclina . LLC

CASELLA'S ACR (AVERAGE COMMODITY REVENUE) LESS
THRESHOLD OF $60.00 WITH A 50% REVENUE SHARE
WHEN ACR IS ABOVE THRESHOLD. DOLLAR FOR DOLLAR
CHARGE TO CUSTOMER WHEN UNDER THE THRESHOLD.
CURRENT CHARGE TO NASHUA, SASED ON THIS “ACR
FORMULA PRICE” CALCULATION 15;

$22.10 PER TON / FEBRUARY

CURRENT CASELLA ACR LESS $60.00 PER TON = $22.10 PER TON CHARGE FOR FEBRUARY 2016

Vendor Name &Address

CASELLA RECYCLING, LLC. 24 BUNKERHILL INDUSTRIAL PARK CHARLESTOWN, MA 02129

Phone: (617) 275-6276
Fax: (617) 241-3806

ii
Email lark evans@Gasgella-cen
a Co
/ ff —
/ A f-J / i
Low AL {_. ‘\
A — ‘ ~ f
Authorized Signature}
Mr. MARK S, EVANS SENIOR

(Printed/Tyned Name & Title)

: ate

RIICINE Se ncyeci SRALITNIT AAANIACED
BUSINESS DEVELOPMENT MANAGER

a

SURETY SYSTEMS
STAFFING SERVICES AGREEMENT

This Agreement is made on June 2 ,2016 by and between Surety Systems, Inc., a North Carolina Corporation
(Surety"), jointly with its back-office staffing partner, RK Payroll Solutions, Inc., a North Carolina Corporation
("RKPS"), jointly referred to as "Surety and RKPS", and City of Nashua referred to as ("Client")

WHEREAS, the Client desires that Surety and RKPS provide it the services of personnel ("Contractors") on the
terms and conditions herein and the Addendum attached hereto ("Addendum").

NOW, THEREFORE, the parties agree as follows:

1. Contractor. Surety shall provide the Client with the services of Contractors identified in the Addendum
("Contractor"). The Contractor shall provide the services the Client requests of the Contractor in connection with
the job description set forth in the Addendum. Services provided by the Contractor hereunder shall be under the
direction, supervision and control of Client, and shall be provided at the Client's work site, or as otherwise set forth
in the Addendum, or at such other place as directed by Client. The Client has had the opportunity to interview the
Contractor and has selected the Contractor based upon the Client's determination that the Contractor possesses the
requisite skills, experience, background and education to satisfy the requirements of the Client. Surety and RKPS
make no representation or warranty as to the skills, experience, background or education of the Contractor, it being
the sole responsibility of the Client to determine that the same are acceptable, and Client shall hold Surety and
RKPS harmless from any liability as the result of the same.

2. Billing. The Client, on a weekly basis, shall approve the Contractor's weekly time sheet. The total hours on
the Contractor's time sheet, approved by both the Contractor and a representative of the Client, shall constitute a full
and complete acceptance of the accuracy of the time sheet.

The Client will be invoiced by RKPS, our back-office staffing partner, weekly for all amounts payable by the Client
pursuant to the terms hereof. Invoices are payable to:

RK Payroll Solutions, Inc. c/o Surety Systems, Inc.
8081 Arco Corporate Drive, Suite 200, Raleigh, NC 27617

3. Payment. As consideration for the services to be provided by Surety and RKPS and the Contractor
hereunder, the Client shall pay the applicable hourly bill rate for each hour worked by the Contractor for the Client,
together with all applicable state, county or local sales tax, as required by law but not payroll taxes and
governmental insurance such as federal income tax, medicare, social security or state or federal unemployment. .
The Client shall pay the hourly billing rate, as set forth in the Addendum, for all hours worked by the Contractor for
the Client. All invoices shall be paid by the Client. Invoices not paid within thirty (30) days from the date thereof
may cause Surety or RKPS to terminate the services, in which case the Client agrees to not receive services from a
terminated Contractor either directly or indirectly until all overdue amounts are paid to RKPS.

4, RKPS Responsibilities. RKPS, as the employer of the Contractor, shall be solely responsible, at its own
expense, for paying all amounts due to or for the benefit of the Contractor; to pay and withhold all benefits, payroll
taxes, workers compensation premiums or taxes and unemployment taxes required to be paid and/or withheld in
connection with the Contractor's services provided hereunder; and to otherwise comply with all laws and regulations
imposed on RKPS as the employer of the Contractor. The Client shall have no liability to pay any amounts to the
Contractor, or otherwise provide the Contractor with benefits and/or pay or withhold any payroll taxes imposed on
amounts earned by the Contractor. In the event that the Contractor is a subcontractor to Surety and RKPS, the
Client will be notified in the Addendum to this Agreement.

5. At-Will Services. Contractors’ work will be provided to the Client on an “at will” basis. This means that any
Contractor may be terminated with or without cause at any time. In the event of a termination of services of any
Contractor assignment, the Client is responsible for payment for all hours worked up to the point of termination, and
will provide a signed time sheet to RKPS identifying the hours worked up to the point of termination.

6. Representation rights. Without Surety's prior written approval, Client will not solicit for employment or
hire in any capacity (or knowingly assist a third party to do so) any Contractor for the period of twelve (12) months
following (i) the last date of services provided by Contractor to Client or (ii) the date the Contractor was presented

by Surety to Client for consideration, whichever is later. If Client breaches this Section 6, then Client immediately
shall pay to Company the Contractor's hourly rate multiplied by the number of hours worked.

7. Relationship of Parties. Neither this Agreement nor the services to be provided hereunder shall be
construed to create any relationship of employment, agency, partnership or joint venture between Surety and RKPS
and the Client or between the Contractor and the Client.

8. Amendment. This Agreement may not be amended, except by a writing or an additional Addendum
executed by Surety, RKPS and the Client.

9. Surviving Sections. Notwithstanding termination and/or completion of and payment of the services hereunder,
Client shall remain obligated under all those provisions of this Agreement which by their nature and effect obligate
Client for a time period beyond termination and/or completion.

10. Entire Agreement. This Agreement, and accompanying Addendums, sets forth the entire agreement of the
parties and supersedes all other oral or written agreements between the parties.

11. This Agreement shall be governed and construed in accordance with the laws of the State of New Hampshire
and any action brought relating to said Agreement or the work performed or to be performed thereunder shall be
brought in the Hillsborough County (New Hampshire) Superior Court Southern Judicial District or in the New
Hampshire 9" Circuit Court situate in Nashua, New Hampshire and not elsewhere.”

IN WITNESS WHEREOF, the Agreement has been executed as of the date and year set forth
above.

For Client:
Name:

Title:

Signature:

Date:

For Surety Systems:
Name:

Title:

Signature:

Date:

For RK Payroll Solutions:
Name:

Title:

Signature:

Date:

ADDENDUM TO STAFFING SERVICES AGREEMENT

CLIENT COMPANY NAME: City of Nashua

WORK SITE ADDRESS: 229 Main Street, Nashua, NH 03060
CONSULTANT NAME: Tim Kraynak

JOB TITLE OR DESCRIPTION: Lawson HR/PR Consultant
PROJECT DETAILS:

Consultant will be responsible for providing Lawson HR/Benefits/Payroll support.

Will work with the Compensation Manager and Analysts to document and streamline the current payroll
process. The desired result is to transition documented knowledge to a new Payroll Manager so that
he/she is able to process routine payrolls, and more importantly, to conduct a wide variety of Lawson
functions related to collective bargaining agreement implementations, pension and employment tax
payments and reporting, etc.

Will review and assess the City’s implementation of Lawson’s Human Capital Management (HCM)
module, create documentation of current processes, and make recommendations for improvement.

Will provide Lawson training to new Benefits and HR employees so that they can perform routine
processing, perform varied system queries, set up benefits plans, implement pay scale changes, set up and
process CY16 Affordable Care Act reporting, etc., and begin a path of incremental improvements in the
use of Lawson’s HCM capabilities.

EXPECTED START DATE: June 6, 2016

HOURLY BILLING RATE: $142/hour plus expenses

FOR CLIENT: FOR SURETY SYSTEMS, INC:
Name: Name:

Title: Title:

Signature: Signature:

Date: Date:

FINANCE COMMITTEE

JUNE 1, 2016

7:00 PM Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
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Dan Kooken, Purchasing Manager

Financial (Lawson/Kronos ERP) System Consulting Services Contract (Value: NTE $90,000)
Department: 122 Information Technology; Fund: Capital Projects — Technology; Activity
Description: “NGIN” ERP System

Dan Kooken, Purchasing Manager
Contract Award to Purchase a Riskmaster Upgrade for the Risk Department (Value: $42,975)
Department: Information Technology; Fund: Bond NGIN Project

Dan Kooken, Purchasing Manager
Purchase Award for City Hall Firewall Replacement (Value: $64,490)
Department: Information Technology; Fund: Bond NGIN Project

Dan Kooken, Purchasing Manager
Award Purchase of Microfilm Scanner (Value: $12,982); Department: Library; Fund: General
Fund; Account Classification: 71 Equipment

Dan Kooken, Purchasing Manager

City Arts Nashua Contract (Value $20,000); Department: 109 Civic and Community Activities;
Fund: General Fund; Account Classification: 56 Human Service Agencies — Downtown
Improvement Fund

Dan Kooken, Purchasing Manager
Contract Award for Single Stream Recycling (Value: Not-to-Exceed $249,925); Department:
168 Solid Waste; Fund: Solid Waste; Account Classification: 55 Other Contracted Services

Dan Kooken, Purchasing Manager

Contract Award for Renewal of USDA Wildlife Management Service Agreement
(Value: Not-to- Exceed $67,696); Department: 168 Solid Waste; Fund: Solid Waste
Account Classification: 53 Professional & Technical Services

Dan Kooken, Purchasing Manager

To Approve a Professional Services Contract with Sanborn, Head & Associates, Inc. for
Gas Collection and Control Services (Value: $45,000); Department: 168 Solid Waste;
Fund: Solid Waste; Account Classification: 81 Capital Improvements

Dan Kooken, Purchasing Manager
Castings Purchase for the 2016 Street Paving Program (Value: $57,536)
Department: 169 Wastewater; Fund: Wastewater; Activity: Sewer Structures

UNFINISHED BUSINESS — None

NEW BUSINESS — None