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Finance Committee Page 2
August 3, 2016

host it internally and in order to do that what we are going to do is buy the servers and the hardware here and
then install the ERP version 10 here and then migrate the application and the database to the site here. We
essentially only have four to six months to do this before the contract ends. It takes four to six months just to
do the upgrade. It’s a very tight timeframe. We have reviewed our contract with legal and we do have some
wiggle room where we can go month to month if we have to but I’d rather not. It’s all hands on deck from my
teams’ perspective. This request is three parts; one is to upgrade the ERP application from a version 9 to a
version 10 and that’s the $163,800 and the other is to procure hardware and software for the new servers to
replace in our server room and the third part is to have the company that is doing the upgrade do remote
managed services of the application. So rather than hosting externally and having someone manage it for us it
will be hosted here and they will remotely manage the application and that will be $90,000 per year. The good
part about that is it saves us $120,000 a year starting in year two.

Alderman Siegel

| appreciate what Director Codagnone is doing and it’s nice to be able to save the money but in reading the
contract I’m telling you that $210 an hour; | just feel like we have a gun to our head and we have no other
options and they know that and we are getting charged...I’ve never seen anything like that for software work. Is
there any way that we can get to the point where we are not a prisoner to that kind of charge?

Director Codagnone

When we actually went out for the upgrade we got three different quotes and they were all pretty much around
the same price as far as the same hourly rate. | also looked at other communities that are doing the same
thing and | looked at their quotes and they are right in line with what we got provided. INFOR charges that
same amount too; it is a high amount but it seems to be the going rate across the industry.

Alderman O’Brien

This is a substantial investment and | can appreciate the concerns of Alderman Siegel. Will this be a friendlier
product for our people who use the Lawson system as far as payroll?

Director Codaqnone

It's the same system; it’s an upgrade to a newer version of the same system. It has a better user interface and
some improvements in the applications for payroll and the human capital management component and the
financials. It’s the system that runs the internals of the city.

Vice Chairman Cookson

By bringing it in-house | want to ask if we have the necessary skillset in order to that to maintain it year over
year?

Director Codagnone

We have the necessary skillset for the hardware and the software platform. One of the things that we are
doing as part of this upgrade; the current system that was implemented years ago that is now at the ATOS
Data Center, is on an AIX platform, a UNIX platform with an Oracle database. Those skillsets we don’t have
in-house. With this version most people are migrating to more of a Microsoft platform. My department is
mostly a Microsoft shop so we have the database skills for Microsoft Sequel Server. We have the Microsoft
and the VM skills in house so we can’t maintain that going forward.

Finance Committee Page 3
August 3, 2016

Vice Chairman Cookson

So when we make this transition to this hardware and software we are going to be off the UNIX system and
going to be solely a Microsoft Sequel base?

Director Codagnone

That’s correct.

Alderman Siegel

So Microsoft has Cloud services and so that allows us to not buy it. When you say we are saving $120,000, is
that over the existing cost that we are paying?

Director Codagnone

It’s over the existing cost.

Vice Chairman Cookson

It’s more of a cost avoidance than...

Alderman Siegel

But instead of purchasing the hardware and you use the Microsoft Cloud services which is a hosting service,
what’s the cost savings, if any, compared to that service?

Director Codaqnone

We didn’t look at doing that kind of thing, I’m not sure many people are doing that with the Lawson ERP
application.

Alderman Siegel

Okay so we don’t want to be on bleeding edge?

Director Codagnone

Right.

Vice Chairman Cookson

One last aspect, you identified a group that is going to be remote managing, correct?
Director Codagnone

What do you mean by identified a group?

Vice Chairman Cookson

You have identified a vendor that we are going to be paying “X” amount of dollars annually to remote manage
the Lawson system.

Finance Committee Page 4
August 3, 2016

Director Codaqnone
Correct.
Vice Chairman Cookson

So my question to you is more about security and that is how you are going to maintain availability to this
system for this group and yet maintain; is it firewalled so that we don’t have to worry about...

Director Codaqnone

It is firewalled and we provide a DTM tunnel to them. We allocate the credentials to them and we can audit
what they are doing.

Vice Chairman Cookson

Will there be any other systems that are going to be available to them when they remote in?
Director Codagnone

No.

Vice Chairman Cookson

It’s solely to Lawson then?

Director Codagnone

Yes, it’s solely to Lawson.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Approve Purchase of a 50 KW Generator for Shakespeare Tower Site (Value: $13,378)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM KOHLER CO., KOHLER POWER SYSTEMS IN THE AMOUNT OF $13,378. SOURCE OF FUNDING
IS DEPARTMENT 157, CITYWIDE COMMUNICATIONS; CAPITAL PROJECTS

ON THE QUESTION

Alderman Siegel

This should be just an automatic; | mean we don’t have a generator there and this is our citywide
communications. | can’t even believe the spit and chewing gum we have been using two years to keep that
system going so | don’t see any controversy with this.

Mr. Bill Mansfield, Radio Systems Manager

You are correct. It's been over two years since we’ve had a generator up there. We have a temporary one up
there now. The biggest problem that we have with that particular site is that it’s in the middle of the woods and
there are a lot of critters there and they have gotten into everything up at that site. We have done everything to
try to get rid of them. We intend on purchasing this generator and going out to bid and going out to bid ona

Finance Committee Page 5
August 3, 2016

building and house this generator inside a building. All of our other sites have generators inside the building
and we don’t have any issues with them whatsoever.

Vice Chairman Cookson

So we should foresee additional communications from you, Mr. Kooken, regarding that building.
Mr. Kooken

Yes, probably in the middle of September.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract Award for Climate and Health Adaptation Planning (Value: $38,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
NASHUA REGIONAL PLANNING COMMISSION IN THE AMOUNT OF $38,000. FUNDS ARE AVAILABLE
IN DEPARTMENT 171, COMMUNITY SERVICES; CLIMATE AND HEALTH ADAPTATION PLAN GRANT;
55, OTHER CONTRACTED SERVICES

Ms. Patty Crooker, Public Health Network Coordinator

This is the awarding of the grant based on the climate change and adaptation grant that we received from
DHHS in the spring that was before the Board.

Alderman Siegel

Just briefly, we’ve already fought over this, the contract is fine and we are not going to block things at the
Finance Committee level, it’s a pass through.

MOTION CARRIED
From: Dan Kooken, Purchasing Manager
Re: Contract Award for City Hall Elevator Modernization (Value: $184,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
STANLEY ELEVATOR IN THE AMOUNT OF $184,000. SOURCE OF FUNDING IS DEPARTMENT 126,
FINANCIAL SERVICES; TRUST FUND; 81, BUILDINGS AND IMPROVEMENTS

ON THE QUESTION
Mr. Kooken

| will comment that initially we were almost convinced that we should treat this as an emergency but since the
original time we started to look at that the elevator has been repaired and is functioning okay right now. We
did find out that there is a lengthy lead time and it’s a high cost.

Alderman Siegel

I’d like to thank Mr. Kooken for providing some questions | had in an e-mail. This is $184,000 but it didn’t go
out to bid so | am not sure that | agree that this is a sole source and | have a problem with that. Mr. Kooken
was kind enough to provide me with me some breakdowns of what this $184,000 entails. | am referring to a
list which states the elements; a machine, controller, door operator/door equipment, fixtures, cabin flooring,
roller guides and warranty & maintenance. If you look on the document you see in front of you, you will see

Finance Committee Page 6
August 3, 2016

that everything is rounded off the nearest thousand dollars and I’ve never seen a quote like that, especially
when it involves equipment replacement because just don’t cost even thousand amounts. Given that they
didn’t originally give us a breakdown and it was asked for and they threw this out and having done a number of
contracts in the past, | look at this as though they are just throwing numbers over the wall to us and that rings a
big red bell in my mind and it says we should go out to bid. We have a working elevator and there is no real
justification for sole source unless there is literally no other vendor that supplies these services. | can’t support
this now. What! see in front of me does not convince me that we are getting the best value for the city.

Alderman O’Brien

Mr. Hunnewell, is this another gun to the head? We have a Stanley elevator so do we have to use Stanley
parts, which is part of the problem. If it were an Otis elevator then we would have to deal Otis. Am | correct in
assuming that?

Mr. Jay Hunnewell, Building Manager

No, | believe they are non-proprietary, we could have another elevator installed and Stanley elevator could still
service that elevator after the original warranty is up.

Alderman Siegel

In fact, in the documents that we were provided with the agenda you can see that they are providing a
controller which is specifically no proprietary. | assume that means that other vendors may have access to it. |
don’t know what the vendor situation is out there so | speak out of ignorance so | don’t want to just say no and
preclude us from fixing the elevator but this doesn’t smell right to me at all.

Mr. Kooken

| should clarify that the elevator that we currently have is not a Stanley elevator. We have Stanley contracted
to do any repairs on it.

Alderman Wilshire
Why was there a decision to sole source this?
Mr. Hunnewell

| believe it was not so much sole source as that they have a lot of knowledge with all of the elevators in the city
based on the maintenance that they provide. That was the justification.

Alderman Wilshire

| know they are a reputable company but there are other reputable companies out there too. | was just curious
why you went that way.

Alderman Siegel

| don’t want to stifle any discussion but | don’t see any specific reason why we need to act on this now. | would
like at least have information if there are other vendors out there. It might make sense to go out to bid because
we are talking about $184,000 and a breakdown in cost to me does not look right at all. | am not comfortable
with this.

Finance Committee Page 7
August 3, 2016

Mr. Kooken

There are other companies available to do this and | have some contacts in Concord and Manchester who
have experienced a lot of elevator work that | can reach out to and get some information.

Alderman O’Brien

| think | could | could go along with that but my question again to Mr. Hunnewell is do you agree with Mr.
Kooken that we do have some time with this elevator. | know that we have had people stuck and the fire
department has gotten involved. Are we in a safe margin where we can relook at this and try to get a better
price?

Mr. Hunnewell

Well, | was surprised that there was a 34-week lead time. If we were to sign Stanley elevator today it would be
34-weeks until the modernization would be complete. It’s conceivable that if we do go out to bid that another
company may be able to do it a little bit quicker but we have seen a trend up in entrapments in down time
having to send parts out for service because they are obsolete and they have to be repaired. We don’t know
but we could experience lengthy delays in elevator service between now and even 34 weeks from now. We
haven't had a problem since the parts were repaired and reinstalled in the last month but we have seen an
uptick in entrapments and down time.

Vice Chairman Cookson

We haven't had both elevators down at the same time though?

Mr. Hunnewell

Correct. The main elevator off of the rotunda provides access to the 3 floor and to the Mayor’s office for our
citizens with disabilities. They cannot get past the Chamber using the other elevator.

Alderman O’Brien

| want to say that | understand what Mr. Kooken said; that this was probably presented because of the
emergency in nature but we seem to have a little bit of breathing room. Can we look at this quickly to try to get
a feel for the bidding out there and then come back because this could turn into an emergency situation if the
parts don’t last as long as we hope; if it is that much of a lead time to try to get service and repairs.

Mr. Hunnewell

That’s correct, for example, we had two weeks down time in June and another week in July where the elevator
was out-of-service. Again, even if we sign today we are still 34 weeks away from modernization.

Vice Chairman Cookson

In response to your question, Alderman O’Brien, | believe that if there were which was deemed an emergency
then the Mayor would provide us with the opportunity to move forward and grant that repair work to be done.

Alderman Clemons

How much would it cost to build a ramp right there as opposed to fixing that elevator, at least until we get a
better bid or idea?

Finance Committee Page 8
August 3, 2016

Mr. Hunnewell

| would have to ask a lift company to come in and provide a cost proposal for a platform lift to negotiate four
steps for access only to the 2™ floor. It would only provide access to the Mayor’s office and not the 3” floor
auditorium where as you know, you have public meetings. Those may have to be rescheduled to
accommodate our citizens with disabilities.

Alderman Clemons

Isn't that the hallway the reason why there are two elevators? Downstairs there is a ramp; you can get from
one side to the other, right?

Mr. Hunnewell

No, there is no ramp; there are steps that you need to negotiate.

Alderman Clemons

| guess | would be interested to see versus the cost of that...| mean that’s something that we should probably
invest in anyway because it’s kind of embarrassing that you can’t get from one side of City Hall to the other
without having to go through a maze if you are in a wheelchair. I’d like to also see the cost of a ramp or
something very simple just to negotiate those stairs would be in addition to anything that comes back.

Vice Chairman Cookson

Mr. Hunnewell, can you get an estimate that would allow a person to enter from the rear of City Hall and
navigate the first and second floors to have access to all areas of the first and second floor of City Hall when
you do that estimate for lifts and stairs.

Alderman Clemons

That’s what | just asked.

Vice Chairman Cookson

That’s correct, | was just reiterating it.

Mr. Hunnewell

Okay, just so | understand the request, it’s to provide access to the second floor? We have the elevator over
here that provides access to all levels with the exception of the 2™ floor which is the Mayor’s office and the 3”
floor which is the auditorium.

Vice Chairman Cookson

Right, so If that elevator is going to be out of service for any extended period of time and we want to provide
access to all areas within City Hall then somebody would have to navigate from the back of City Hall near the
City Clerk’s office, navigate some steps in the middle, get to the rotunda elevator and then have access to all
three floors. Also, they would have to navigate these steps in order to access the Aldermanic Chamber as well
as the other areas on the 2" floor.

Mr. Hunnewell

Thank you for clarifying that, | understand.

Finance Committee Page 9
August 3, 2016

Alderman Caron

| was going to ask the same question that Alderman O’Brien asked. | think it’s important that we get the best
that we can. My concern is the 34-week turn-a-round and in the meantime if we have any major breakdowns
then it’s going to cost us even more money. | also understand Alderman Siegel’s concern but my concern is
having staff being stuck in the elevator for two or three hours.

MOTION BY ALDERMAN SIEGEL TO TABLE
MOTION CARRIED

MOTION BY ALDERMAN SIEGEL TO SO FAR SUSPEND THE RULES AS TO ACCEPT
COMMUNICATIONS REVCEIVED AFTER THE AGENDA WAS PREPARED
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Finance Committee Meeting Question on Stanley Elevator Contract, etc.

MOTION BY ALDERMAN SIEGEL TO ACCEPT AND PLACE ON FILE THE COMMUNCIATION RECEIVED
FROM MR. KOOKEN REGARDING THE STANLEY ELEVATOR CONTRACT
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: ESRI Software License Renewal (Value: $25,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD OF
ALDERMEN APPROVAL, AWARD THE CONTRACT TO ESRI IN THE AMOUNT OF $25,000 PER YEAR.
FUNDS ARE AVAILABLE IN DEPARTMENT 134, GIS; GENERAL FUND; 54, PROPERTY SERVICES

ON THE QUESTION
Mr. Angelo Marino, GIS Manager

This is the renewal of the, at the same price, for the software that we have been paying for the last three years.
It allows for us to provide licenses to anyone in the city who wants one as well as allows us to publish
information to be placed in all of the web maps that we create.

Alderman Siegel

| am in favor of this purchase but | want to note that this is actually a three-year contract. The $25,000 is per
year and it’s half of the $50,000 that we actually pay as a licensing fee and the other half is going to be paid by
Pennichuck and we will be able to share the data back and forth which is good. | just want to be clear that this
is not a one-time purchase of $25,000 and that’s why we need to get the full Board’s approval.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract Award for Roadside and Trail Mowing (Value: Not-to-Exceed $26,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
KOHL FARMS IN AN AMOUNT NOT-TO-EXCEED $26,000. SOURCE OF FUNDING IS DEPARTMENT 177,
PARKS AND RECREATION; GENERAL AND TRUST FUNDS, PROFESSIONAL SERVICES ($22,000) AND
DEPARTMENT 169, WASTEWATER; WASTEWATER; 55, OTHER PURCHASED SERVICES ($4,000)

Finance Committee Page 10
August 3, 2016

ON THE QUESTION

Alderman Clemons

Is this something that we have done in the past?
Mr. Kooken

Yes, | believe that the rate that it is being done at is the same as it was a year ago.

Alderman Siegel

Just a brief comment, it is the same rate but | would also like to note that unlike in the past, the breakdown
between Parks & Rec and Wastewater is correct this time. We are not trying to soak the wastewater fund and
that used to happen so it’s Kosher.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Approve Purchase of a Replacement Toro Groundmaster 3505-D Mower (Value: $27,627)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM TURF PRODUCTS CORP IN THE AMOUNT OF $27,627. FUNDS ARE AVAILABLE IN
DEPARTMENT 177, PARKS AND RECREATION; CERF

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Approve Purchase of an Integration Carousel for Labine Park (Value: $50,715)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM GORIC MARKETING GROUP IN THE AMOUNT OF $50,715. SOURCE OF FUNDING IS
DEPARTMENT 177, PARKS AND RECREATION; GENERAL FUND; LABINE PARK

ON THE QUESTION

Alderman Caron

| Know that there has been some talk about this carousel but | am really pleased that Park & Rec is able to get
the money for this because it is going to be the highlight of that park for our disabled community. Roby Park
was our star and now | think Labine Park will be an added bonus to our park system.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Rail Trail Lighting (Value: $87,288)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
CONSOLIDATED ELECTRICAL DISTRIBUTORS IN THE AMOUNT OF $87,288. FUNDS ARE AVAILABLE
IN DEPARTMENT 177, PARKS & RECREATION; CAPITAL IMPROVEMENT PROJECTS; RAIL TRAIL
LIGHTING

ON THE QUESTION

Finance Committee Page 11
August 3, 2016

Alderman Clemons

What exactly are we replacing, the whole light fixture itself or just the lights?
Mr. Kooken

It’s the mounting post and the actual lights themselves.

Alderman Siegel

Are we using 4,000K lights in this?

Mr. Kooken

They are using the same as on the Main Street sidewalk so | don’t believe those are 4,000K; | would have to
follow-up and provide you with that information.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: DW Highway Vehicle Detection from Poisson Avenue to Graham Drive (Value: $69,700)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
ELECTRIC LIGHT COMPANY IN THE AMOUNT OF $69,700. SOURCE OF FUNDING IS DEPARTMENT
160, ADMINISTRATION AND ENGINEERING; TRUST FUND; 55, OTHER SERVICES ($51,300) AND
DEPARTMENT 161, STREET; GENERAL FUND; PAVING ($18,400)

ON THE QUESTION

Alderman Wilshire

Didn’t we rename Poisson Avenue to Venture Way?
Alderman Siegel

Yes, we did it two years ago.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: NWTF Air Handler Replacement Project (Value: $67,093)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT WRIGHT
PIERCE IN THE AMOUNT OF $67,093. FUNDS ARE AVAILABLE IN DEPARTMENT 169, WASTEWATER;
CONTROL BUILDING HVAC UPGRADES

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Water Booster Station Upgrades — Study and Evaluation Phase (Value: $17,500)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
WOODARD & CURRAN IN THE AMOUNT OF $17,500. SOURCE OF FUNDING IS DEPARTMENT 169,
WASTEWATER; WATER BOOSTER STATION UPGRADES; 53, PROFESSIONAL AND TECHNICAL
SERVICES