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Finance Committee - 11/04/2020 Page 11
Mr. Boucher

I'll ask about that because | don’t recall many calls going out there to clean catch basins but that would be the
issue if there were plugged catch basins around there.

Mayor Donchess
Could it be that the pipe isn’t sufficient size to take in the flow?
Mr. Boucher

In a catch basin it can be, but usually just clogged, they are usually sized properly. And | would have to look at
the GIS to see if that ties into a nearby water body or if it goes into the sewer.

Mayor Donchess

Can you check it out?

Mr. Boucher

Yeah.

Alderman O’Brien

If | may, over the years I’ve dealt with that, | remember being on the Fire Department, if my memory serves me
as what Alderman Harriott-Gathright says it is by Belletetes Hardware and Murphy Drive and it goes right
across Northeastern Boulevard. | think it’s a remnant of an old brook and it basically swells up during severe
weather and there’s not much you can do with it. It’s been like the perineal problem; maybe it’s time to
readdress it and look at it again. But like | think it's more natural. And where it’s a brook, I’m sure maybe
Wastewater doesn’t want the brook going into their system, you know, constantly draining. So that may need
to be looked at to give it a better place to go or catch basin or something. | mean perhaps maybe an overflow
that it can go into.

Mr. Boucher

Yeah there is a brook that crosses that, | can see it on the GIS. | don’t know if it’s that end of the street you are
talking about. There’s not a lot of drainage as far as catch basins go on that end of the street.

Alderman O’Brien

If you’re looking around Murphy Drive, it is right about there and Belletetes.
Mr. Boucher

Yeah that’s the one | see.

Alderman O’Brien

And if | remember right, the brook has a name but | can’t think of it right now.
Mr. Boucher

But that’s a matter of making sure the culverts are clean, we would look at that too. And 12 inch, | don’t know if
12 inch is a large enough culvert for that area.

Finance Committee - 11/04/2020 Page 12

Alderman Harriott-Gathright

| Know when the water is there like that, it's usually anywhere from 50 to 100 yards, it’s pretty severe.
Mr. Boucher

Well let me look at that and | can get back to you to see if there’s something we can do or if that’s an
Engineering issue; | can talk to them.

Alderman Harriott-Gathright

OK.

Mayor Donchess

Alright, well thank you very much.

Alderman Harriott-Gathright

Thank you.

Mr. Boucher

Thank you.

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM OCTOBER 16, 2020 TO OCTOBER 29, 2020, BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 6

Nay: 0
MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

POSSIBLE NON-PUBLIC SESSION — None

Finance Committee - 11/04/2020 Page 13
ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:31 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

NOVEMBER 4, 2020
7:00 PM

To Join Zoom Meeting: https ://us 02web.zoom.us/j/87453158467? pwd=a0pZcEZnUzZSNTZt VIZ GM2M 1 VW V5dz09
Meeting ID: 874 5315 8467
Passcode: 548423

Join by telephone: 1-929-205-6099
Meeting ID: 874 5315 8467
Passcode: 548423

If there is a problem with the audio, please dial 603-821-2049 to advise.

ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Budgeting & Planning Software Funded from FY21 Escrows 71228 Computer Software totaling $154,923

From: Kelly Parkinson, Purchasing Manager
Re: Bulk Road Salt Funded from Budget Account 61514 Salt valued at $455,000

From: Kelly Parkinson, Purchasing Manager
Re: Water Pump Repair Funded from Budget Account 54487 Equipment Repairs & Maintenance valued at $27,530

From: Kelly Parkinson, Purchasing Manager

Re: CSO Flow Monitoring Services Funded from Budget Account 53107 Architect & Engineering Services valued at
$158,400

UNFINISHED BUSINESS

NEW BUSINESS — RESOLUTIONS

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

THE CITY OF NASHUA “The Cate City

Administrative Services
Purchasing Department

October 28, 2020
Memo #21-044

TO: Mayor Donchess
Finance Committee

SUBJECT: Budgeting & Planning Software Funded From FY21 Escrows 71228 Computer Software
Please see attached communications from John Griffin, Chief Financial Officer/Comptroller, dated

October 21, 2020 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Workday Adaptive Budgeting and Planning Software Subscription

Value: $62,000 in Software Subscription Costs & $92,923 in Implementation Costs
Totaling $154,923

Vendor: Workday

Department: 122 Information Technology & 191 School will be sharing the cost of this software
Source Fund: FY2021 Escrows, 71228 Computer Software

Ordinance(s): Pursuant to § 5-83. Professional services. 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. Competitive bidding is required in the
procurement of insurance agents and consultants.

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

A competitive bid opportunity was not issued for this purchase as we are utilizing a cooperative contract
that has been negotiated by National Cooperative Purchasing Alliance .

The Financial Services Division, and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J Griffin
J Graziano

229 Main Street * Nashua, New Hampshire 03061 ¢ Phone (603) 589-3330 « Fax (603) 589-3233

THE CITY OF NASHUA “The Gate City’

Financial Services Division
Office of the Chief Financial Officer

TO: Mayor Jim Donchess
Members of the Finance Committee
FROM: John L. Griffin, Chief Financial Officer/Comptroller
DATE: October 21, 2020
RE: Budgeting and Planning Software - Workday Adaptive Planning

During the past several months, a team comprised of members of the School District Finance
Department and the City’s Financial Services Division have been working together to explore a
software solution to assist with budgeting and planning initiatives.

For the past several years, the School District and the City Departments have utilized a
combination of downloaded information from the InFor/Lawson ERP system, Excel worksheets,
Word documents and PowerPoint slide decks to create and present their respective annual
budgets. The School District also utilizes an Access database for personnel information as an
integral part of their budgeting process. The Access database is no longer reliable and requires
extra work to ensure accuracy.

At this time, the team recommends that we enter into a one year software subscription with
Workday Adaptive Planning ($62,000). We also recommend that we enter into a Professional
Services Agreement to assist with the implementation ($92,923). The Workday Adaptive
Planning solution is a stable, Cloud Based software solution that will not require much, if any,
internal School and City IT involvement.

As we move forward, our approach will be to focus the initial implementation for the School
District for the upcoming FY2022 budget. The School District budget team will run their current
budget process parallel with the Workday Adaptive Planning solution to verify and test the new
system in a live environment. The members of the City’s finance team will be part of the initial
implementation to learn the solution and plan for the FY2023 budget.

The subscription will be purchased using the City of Nashua’s membership in the National
Cooperative Purchasing Alliance “NCPA” contract vehicle. This vehicle provides the City with
a 20% discount off of the subscription price. The $154,923 in required funding for the
subscription and professional services is available in the FY2021 Escrows.

229 Main Street * Nashua, New Hampshire 03060 « Phone (603) 589-3173 * Fax (603)
589-3168

>) Nashua

NEW HAMPSHIRE'S GATE CITY

Budgeting and Reporting for
The City of Nashua

Exhibit B
0249-040522 Commissioning Agent

BID FORM

Project Identification — : 0249-040522

Bid Identification Number: Commissioning Agent

This Proposal is submitted to: City of Nashua Purchasing Department

229 Main Street, City Hall
Nashua, NH 03061-2019

The undersigned Vendor proposes and agrees, if this Bid is accepted, to enter into an agreement with the City in
the form included in the Bidding Documents to perform all Work as specified or indicated in the Bidding Documents
for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of
the Bidding Documents.

Vendor accepts all of the terms and conditions of the Advertisement or Request for Proposal and Instructions to
Vendors, including without limitation those dealing with the disposition of Bid security. The Bid will remain subject
to acceptance for ninety (90) days after the day of proposal opening, or for such longer period of time that Vendor
may agree to in writing upon request of the City.

In submitting this Proposal, Vendor represents, as set forth in the Agreement, that:
e Vendor has examined and carefully studied the Bidding Documents and the following Addenda,
receipt of all which is hereby acknowledged.

Addendum No. Addendum Date

Vendor is familiar with and is satisfied as to all federal, state and local Laws and Regulations that may affect cost,
progress and performance of the bid.

The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions
for performance of the Work for which this Bid is submitted.

Vendor further represents that this Bid is genuine and not made in the interest of or on behalf of any undisclosed
individual or entity and is not submitted in conformity with any agreement or rules of any group, association,
organization or corporation; Vendor has not directly or indirectly induced or solicited any other Bidder to submit a
false or sham Bid; Vendor has not solicited or induced any individual or entity to refrain from bidding; and Vendor
has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City.

Submitted by:

a. Fitzemeyer and Tocci Associates, Inc.
Name of Organization

Name & Title of Authorized Representative

300 Unicorn Park Dr, 5th Floor, Woburn, MA 01801
Address:

617-485-6591, NFanning@F-T.com

Telephone/Email:

1 of 2

Nathaniel Fanning, Energy and Infrastructure Service Leader

Workday Adaptive Planning Investment for The City of Nashua

$62,000 for a 1 year agreement, net 30 on receipt of signed order form and initial anniversary date

$92,923 implementation with 3 installment payments over the length of the project

This Agreement Reflects NCPA Discounting

Proposed Subscription and Implementation Costs

Annual Software Subscription

Planning & Analytics, 4 Administrators, 10 View Only & Integration

Annual Subscription = $62,000

One-Time Implementation (See Statement of Work for detail)

Planning, Reporting & Integration to Lawson

Implementation = $92,923

Challenges Today

¢ Nashua school budget is a subset of the city’s budget

¢ Schools have a very manual budgeting process today—download
from Lawson, update in spreadsheets and then transfer into an
Access database

¢ Too much time is spent rolling up financial figures using Excel

¢ Too much time is spent doing state reporting—takes a lot of time to
download data, slice and dice data in another Excel spreadsheet

Workday Confidential