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From: Kooken, Daniel

Sent: Tuesday, August 02, 2016 4:46 PM

To: Siegel, Ken

Subject: RE: Finance Committee meeting question on Stanley Elevator contract, etc

The thinking was that Stanley Elevator is familiar with the equipment and has a long history of high
quality on the services on previous and current contracts. There is an urgency for these repairs but the
lead time quoted for the repairs is 34 weeks so it would be late 2016 or early 2017 before they would be
completed. Jay Hunnewell, Building Manager is attending Wednesday evening’s Finance Committee
Meeting and can help answer additional questions.

Below is additional information we were provided by Stanley today. |’ll have copies available for all
tomorrow evening:

Here is an approximate breakdown of the costs for each major portion of the project. Keep in mind that
this proposal is based on performing this entire scope at one time {i.e. one mobilization). This makes it
more cost-effective because we can order all of the equipment at once and go through the entire
modernization with the same team of men. As you know it costs more to back out certain items and
complete them separately. This would be our recommended scope for the job given the age and
condition of the equipment. If you are looking for savings, | would say the areas we could reduce would
probably be the cab (aesthetics).
Budget proposal of elevator scope: $184,000.00

1. Machine (also includes motor, sheaves, rope brake, governor, etc.): $50,000.00

2. Controller: $60,000.00

3. Fixtures: $20,000.00

4. Caband flooring: $21,000.00

5. Door operator and door equipment: $17,000.00

6. Roller Guides: $8,000.00

™

Warranty / Maintenance after job is complete: $8,000.00

Also please note the numbers above do not include “work by others” such as new disconnects, HVAC,
etc. as required. This is typically handled by a general contractor, For example, right now we are doing
5 elevator modernizations with the Nashua Housing Authority. DL King is the general contractor and
they have the main contract, and they are using Stanley as a subcontractor

The GIS software is a 3 year commitment So you are correct that it will have to be approved by the full
Board of Aldermen if it passes at the Finance Committee meeting on 8/3/16. The City is paying $25K
yearly and not $75K all up front which is half of the total. Pennichuck Corp. is paying the other half. The
GIS software will be presented by the Mayor for approval at the BOA Meeting on 8/9/16 which is the
next meeting after the 8/3/16 Finance Committee meeting. Thank you,

8/3/16 PROPOSED AMENDMENTS TO O-16-015

ORDINANCE

PROVIDING FOR CONFIDENTIAL REDACTIONS ON THE RECORD OF
EXPENDITURES

CITY OF NASHUA

In the Year Two Thousand and Sixteen

The City of Nashua ordains that Part I “Administrative Legislation”, Chapter 5
“Administration of Government’, Part 7 ‘“‘Taxation and Finance”, Article XX VI “Accounts and
Warrants”, Section 5-129 “Record of accounts or claims allowed” of the Nashua Revised
Ordinances as amended, is hereby further amended by adding the new underlined language as
follows:

Ҥ 5-129. Record of accounts or claims allowed.

The Chief Financial Officer shall keep a record of expenditures, in which he or she shall
enter:

A. The amount and date paid of every account or claim to be examined and audited
the Finance Committee.

B. The name of the person to whom the account or claim was allowed.
Notwithstanding the foregoing, the name of the person or entity to whom the
account or claim was allowed may be redacted in the following situations:

(1) wage garnishments;

(2) workers’ compensation payments; and

(3) payments where disclosure could endanger or compromise police
department personnel. Redactions in this situation may be overridden by a
vote of the Finance Committee.

C, The fund or appropriation from which the account or claim was allowed.

D. The certificate of the Finance Committee examination and audit of the account or
claim.”

All ordinances or parts of ordinances inconsistent herewith are hereby repealed.

This legislation shall take effect upon passage.

7:00 PM

FINANCE COMMITTEE

AUGUST 3, 2016
Aldermanic Chamber

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

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Dan Kooken, Purchasing Manager

Purchase Lawson Upgrade on In-House Hosting (Value: $326,163)

Department: 122 Information Technology Fund: Escrow $236,163 and IT Software Maintenance
$90,000

Dan Kooken, Purchasing Manager

Approve Purchase of a 50 KW Generator for Shakespeare Tower Site (Value: $13,378)
Department: 157 Citywide Communications; Fund: Citywide Communications Capital Projects
Account

Dan Kooken, Purchasing Manager

Contract Award for Climate and Health Adaptation Planning (Value: $38,000)
Department: 171 Community Services; Fund: Climate and Health Adaptation Plan Grant
Accounting Classification: 55 Other Contracted Services

Dan Kooken, Purchasing Manager
Contract Award for City Hall Elevator Modernization (Value: $184,000); Department: 126
Financial Services; Fund: Trust Fund; Accounting Classification: 81 Buildings and Improvements

Dan Kooken, Purchasing Manager
Esri Software License Renewal (Value: $25,000); Department: 134 GIS; Fund: General Fund
Accounting Classification: 54 Property Services

Dan Kooken, Purchasing Manager

Contract Award for Roadside and Trail Mowing (Value: Not-to-Exceed $26,000); Department: 177
Parks and Recreation; Funds: General and Trust Account Category: Professional Services $22,000
Department; 169 Wastewater; Fund: Wastewater; Account Category: 55 Other Purchased Services
$4,000

Dan Kooken, Purchasing Manager
Approve Purchase of a Replacement Toro Groundmaster 3505-D Mower (Value: $27,627)
Department: 177 Parks And Recreation; Fund: Trust Activity: CERF

Dan Kooken, Purchasing Manager
Approve Purchase of an Integration Carousel for Labine Park (Value: $50,715); Department: 177
Parks and Recreation; Fund: General Activity: Labine Park

Dan Kooken, Purchasing Manager
Rail Trail Lighting (Value: $87,288); Department: 177 Parks & Recreation; Fund: CIP
Activity: Rail Trail Lighting

From: Dan Kooken, Purchasing Manager

Re: DW Highway Vehicle Detection from Poisson Avenue to Graham Drive (Value: $69,700)
Department: 160 Admin & Engineering; Fund: Trust; Activity: 55 - Other Services $51,300
Department: 161 Street; Fund: General; Activity: Paving $18,400

From: Dan Kooken, Purchasing Manager
Re: NWTF Air Handler Replacement Project (Value: $67,093); Department: 169 Wastewater
Fund: Wastewater; Activity: Control Building HVAC Upgrades

From: Dan Kooken, Purchasing Manager

Re: Water Booster Station Upgrades — Study and Evaluation Phase (Value: $17,500)
Department: 169 Wastewater, Fund: Wastewater; Activity: Water Booster Station Upgrades
Account Classification: 53 Professional and Technical Services

From: Dan Kooken, Purchasing Manager

Re: FY17 Engineering Services - Landfill (Value: Not-to-Exceed $80,000)
Department: 168 Solid Waste; Fund: Solid Waste; Account Classification: 53 Professional
and Technical Services

UNFINISHED BUSINESS — None
NEW BUSINESS - None
TABLED IN COMMITTEE

From: Dan Kooken, Purchasing Manager
Re: CodeRED Contract (Value: $22,000); Department: 156 Emergency Management
Fund: General; Accounting Category: 54 Property Services
e Tabled 7/6/16

From: Dan Kooken, Purchasing Manager
Re: Purchase of 2016 Ford Fusion SE Hybrid
Department: 173 Environmental Health
Account Description: 2016 CERF - Vehicles and 2017 CERF — Vehicles
e Replacement of the 2002 Chevy Malibu Tabled Pending Additional Information — 7/20/16

O-16-015
Endorsers: Alderman-at-Large Lori Wilshire
Alderman Richard A. Dowd
Alderman-at-Large Michael B. O’Brien, Sr.
PROVIDING FOR CONFIDENTIAL REDACTIONS ON THE RECORD OF EXPENDITURES
e Tabled — 7/20/16

DISCUSSION
RECORD OF EXPENDITURES
PUBLIC COMMENT

NON-PUBLIC SESSION

ADJOURNMENT

\ THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

July 14, 2016
Memo #17-015

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE LAWSON UPGRADE IN IN-HOUSE HOSTING (VALUE: $326,163)
DEPARTMENT: 122 INFORMATION TECHNOLOGY
FUND: ESCROW $236,163 AND IT SOFTWARE MAINTENANCE $90,000

Please see the attached communication from Bruce Codagnone, CIO/IT Division Director for information
related to this purchase.

Pursuant to § 5-92 Information Technology Division participation in purchasing process. For major
purchases and contracts solicited in Accordance with § 5-78 which include computers or communications
equipment or related software, including but not limited to workstations, servers, surveillance equipment
and wired and wireless transmission equipment, the Information Technology Division shall participate in
the purchasing process, providing advice, input and recommendations, which are so noted ‘on the
attached memo and spreadsheets from Bruce Codagnone.

The CIO/IT Division Director and the Purchasing Department recommend awarding this contract in an
amount of $326,163 to TeamAbsolute of Roseville, MN.

Respecttully,

Dan Kooken

Purchasing Manager

Ce: B. Codagnone J. Graziano

229 Main Street « Nashua, New Hampshire 03061 « Phone (603) 589-3330 « Fax (603) 589-3344 |