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City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

June 28, 2022
Memo #23-292

TO: Mayor Donchess
Finance Committee

SUBJECT: Bulletproof Vests in the amount not to exceed $26,240.50 funded from 61110 Protective
Clothing/BVP Grant

Please see attached communications from Karen Smith, Buisiness Office Manager, dated June 21, 2022 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: 26 Second Chance SX0O2 Level II Bulletproof Vests
Value: not to exceed $26,240.50
Vendor: Atlantic Tactical

Department: 150 Police Department
Source Fund: 61110 Protective Clothing/ BVP Grant

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

The Nashua Police Department, and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Smith

Wor k d Q y: Agreement # 232049 — Confidential

e Performance Metrics. Deploy the following:

Up to 10 performance metrics based on data with the model.

e Process Management.
- Review process manager functionality.

1.

As each Workday Adaptive Planning Service component is configured, Workday shall demo the
component for Customer to review and approve. The deployment shall include:

Revenue Model. Workday shall consolidate and integrate the Revenue Model into the Income
Statement, the Balance Sheet and Cash Flow Statement.

a) 1 Revenue Model to support up to 2 revenue streams with up to 4 dimensions per stream.
Operating Expense Model. Deploy the Operating Expense Model adhering to the following:

a) Upto 50 expense accounts using formulas;
b) Up to 2 supporting schedules;
c) The Operating Expense Model does not include the Personnel Model.

Workforce/Personnel Model. Deploy the Workforce/Personnel Model to account for
workforce/personnel planning (¢€.g. headcount, salaries and wages, overtime, incentive
compensation, hire/termination, taxes, benefits, raises, assumptions/drivers, allocations, skills,
etc.) adhering to the following:

a) Upto 2 Workforce/Personnel models to support the following:
a. Upto 3 Employee Types
b. Transfers, Splits, Allocations by Level (Single-Step)
c. Fringe Benefits and Tax Rates
d. Bonuses

Capital Model. Deploy the Capital Model including all sheets, depreciation logic and
assumptions.

a) Capital Model to budget using one method of depreciation.
Allocation Model. Deploy the Allocation Model including all required allocation logic and
assumptions and shall validate the allocation(s) are operating correctly.

a) Up to 10 Cost Center/Entity (Single-Step allocations)

7. ERP JDBC Import Scope:

Integration configuration shall include the following:

Functional Scope. Customer has requested that Workday’s deployment of the Workday Adaptive Planning
Service include the below process areas after having determined a set of desired functionalities. Customer
shall purchase these products that support such process areas. Workday shall work with Customer on the
configuration of the following standard Workday Adaptive Planning Service functional areas:

Functional Area In Scope
Automated Data Import Yes
Automated Data Export No

Instances. The following Instance(s) are included in the scope of this Project:

©2020 Workday

Production

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workday.

Workday Responsibilities.

Agreement # 232049 — Confidential

e Lead meetings and working sessions to design and build the integration.
e Assist Customer with completing the Business Requirements Document (BRD) and the Data

Mapping Document.

e “Adapter” refers to packaged integrations with certain specified vendors.
e Enable the following integrations (the “Integration Solution’):

# Source
System

Target
System

Integration
Point

Integration
Approach

Hours
Estimate

Notes

1 Lawson

Import GL
Account
Balance
(Actuals)

And

GL
Transactions
for up to five
transaction
types
(Transactions
types included
are related to
core GL data
only such as
Accounts
Payable,
Accounts
Receivable,
GL, and
Expense
Tracking data)

JDBC

2 Lawson

Import
employee
roster and
personnel
detail

JDBC

©2020 Workday

Install and configure the integration agent server on Customer-provided hardware compliant with

the requirements Workday provides to Customer — when required.

Configure the integration as defined in the BRD and the Data Mapping document using the
standard available functionality for each in-scope Integration adhering to the following guidelines:
Up to 10 business rules & transformations (e.g. concatenation of two fields) can be applied to
the data extracted from each source.
Rules for determining which accounts to exclude and account sign reversal from import are
account ranges or list of accounts;
For any system that does not store balances, data must be loaded by Delta (change in activity);
Data is imported into up to two sheets;
Data import into cube sheet(s) is not included
Currency conversion in the integration itself is not included
Three months of history shall be loaded into the Workday Adaptive Planning Service using
the Workday Adaptive Planning Service Integration from above source system(s) for
Integration setup validation purposes;
Document the Solution Configuration;
Support data validation for three months of history that is imported into the Workday Adaptive
Planning Service from Customer's source system(s).

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Wor k d Q y: Agreement # 232049 — Confidential

e Conducta user walkthrough of the Workday Adaptive Planning Instance as built and demonstrate
how to run/schedule Integration jobs.
e Integration shall be built against the Production Instance of the source Customer system unless
otherwise noted.
e Specific inclusions and exclusions
- On-Premise JDBC — Specific integration details
= Only database views (a.k.a. queries or selects) are supported
= Customer is to prepare the views in the system for use by the Integration
= Up to three views total for GL Balances, Transactions, or Personnel
- Agent server is located within the network (e.g. not behind a separate firewall, or in the cloud,
no proxy server is required)

Customer Responsibilities.

e Complete the Integration Framework Fundamentals course in the Learning Management
System (LMS) prior to the Project Kickoff.

e Atechnical resource with understanding of the source system data model and extract technology
must be available during the Project to develop or enhance the source system extracts (i.e.,
review SQL queries or web service calls).

e Complete the Business Requirements Document (“BRD”) with assistance from Workday.

e Provide business rules for extraction and transformation of source data for the Workday Adaptive
Planning Service.

e Provide a subject matter expert with knowledge of the planning model to provide information on
data expected by the sheets and to assist in data validation.

e If applicable, coordinate with third party vendors or consultants. Workday is not required to
provide or have access to any third party application or system. Customer assumes sole
responsibility for access, management, payment and use of any third party systems, applications,
services or technology.

e If account names are different between Customer source system and the Workday Adaptive
Planning Service, the mapping of accounts must be provided in Microsoft Excel format.

e Hosted Integration (Hosted Service data source(s)).

- Ensure source system APIs are licensed and available to the Workday Adaptive Planning
Service (hosted data source(s)).
- Provide access to and credentials for database or API access to the source.

e Develop a test plan for User Acceptance Testing (UAT).

e Lead the testing and validation of each Integration - validate Customer Data within Customer's
Workday Adaptive Planning Instance loaded through the Integration. Workday Consultant
supports Customer during data validation phase validating three months of history.

Workday Deliverables.
e Updated BRD, to capture any change requests approved, as necessary.
e Acompleted integration solution that meets the requirements defined in the BRD.
e Solution Documentation;
e A Customer user walkthrough of the integration solution built and how to run/schedule integration

jobs (session shall be recorded in order to be available for future reference).
Completion Criteria.

e Customer has reviewed and signed off on the final Deliverables or begins using the Workday
Adaptive Planning Service in production.

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Wor k d Q y: Agreement # 232049 — Confidential

Integrations Scope Assumptions.

The Integration stage scope of work is based on the following assumptions:

Integration Project start is contingent on data structures (Chart of Accounts, Organizational Levels and
Dimensions) being stable in both the source system(s) and the Workday Adaptive Planning Service.
All supporting structures (including accounts and sheets) that hold the information to be imported
through the Workday Adaptive Planning Service Integration under this scope are fully built out and
verified by Customer through initial manual data load prior to the Integration Project kickoff.

Training shall be conducted in English.

Customer shall actively participate and provide the required resources to complete this Project
Workday shall configure the system using the currently available functionality within the Workday
Adaptive Planning Service. No customizations are included in the Project.

The Workday Adaptive Planning Service Integration extracts data from one (1) Instance of the source
application(s) and imports data into one Instance of the Workday Adaptive Planning Service.

Project Scope Exclusions.

This Project is solely focused on the deployment of the Workday Adaptive Planning Service.

Any feature or functionality not explicitly identified in the scope section of this Appendix 4 above, is considered
out of scope for this Project.

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THE CITY OF NASHUA “The Cate City

Administrative Services
Purchasing Department

October 28, 2020
Memo #21-041

TO: Mayor Donchess
Finance Committee

SUBJECT: Bulk Road Salt Funded From Budget Account 61514 Salt
Please see attached communications from Jon Ibara, Superintendent of the Street Department, dated

October 22, 2020 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Salt for Winter Snow & Ice Operation
Value: $455,000
Vendor: Eastern Minerals Inc & Granite State Minerals Inc

Department: 161 Streets
Source Fund: 61514 Salt

Ordinance: 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 contract with Granite
State Minerals Inc that has been negotiated by the State of New Hampshire and Eastern Minerals Inc has
agreed to offer the same pricing for dual source consideration.

The Superintendent of the Streets Department, The Board of Public Works (10/22/20 BPW Meeting) and the
Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J Ibara
C O'Connor

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

To:

From:

Re:

B. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: October 22, 2020

Jonathan Ibarra, Superintendent
Street Department

Winter Road Salt

To approve the purchase of winter road salt from Granite State Minerals of
Portsmouth, NH and Eastern Minerals, Inc. of Chelsea, MA in the amount of
$455,000. Funding will be through Department: 161 Streets; Fund: General;
Account Classification: 61 Supplies and Materials.

State of NH Notice of Contract for Salt.
Quote from Eastern Minerals / Quote from Granite State Minerals

Granite State Minerals has been awarded the State of NH salt contract with a price
of $49.50 a ton delivered. Eastern Minerals has agreed to supply salt to the City
of Nashua at the State Bid price of $49.50 per ton, this is the same price per ton as
last year. Both Eastern Minerals and Granite State minerals have been contracted
with the City in the past years and have a good track record of on time salt
deliveries. For this reason the Superintendent recommends we continue to do
business with Granite State Minerals and Eastern Minerals.

PLANT:
99 Marginal Street
Chelsea, MA 02150
Phone: 617 ® 884-0027

OFFICE:

134 Middle Street, Suite 210
Lowell, MA 01852
Phone: 978 ® 458-6420
Fax: 978 8 251-8244

Fastern Minerals, Inc.

September 23, 2020

Jon Ibarra, Supt. Of Streets
City of Nashua

Division of Public Works
9 Riverside Street

Nashua, NH 03062

Dear Mr. Ibarra:
The following quote on Bulk Road Salt is offered for your consideration.

Delivery of Bulk Salt: minimum truckloads of 25 to 30 tons delivered to the City of Nashua,
NH at: $49.50 per ton.

To arrange for delivery call our salt terminal in Chelsea, Massachusetts:
1-800-331-0131 OR 1-617-884-0027

Payment terms are Net 30 days.

Prices quoted will remain firm until June 30, 2021, if accepted and acknowledged within 30
days. We would also ask you to provide an estimate of the tonnage you may order to help us
plan our inventory accordingly. Please sign and fax back to 978-251-8244 at your earliest
convenience.

Sincerely,
J Meres hulle
Thomas F. Sullivan @

Sales Representative

Estimated Tonnage:
Accepted by: Date:
Jon Ibarra
Supt of Streets

OFFICE:

134 Middle Street, Suite 210
Lowell, MA 01852
Phone: 978 = 251-8553
Fax: 978 = 251-8244

PLANT:

227 Market Street
Portsmouth, NH 03801
Phone: 603 = 436-8505

Fax: 603 = 436-2458

——

Granite State Minerals, Inc.

September 21, 2020
Nashua Public Works
9 Riverside St.
Nashua, NH 03061

Dear Dear Sir or Madam,

Based on the award of the NH Department of Transportation, Granite State Minerals, Inc. is pleased to
extend the delivered price of $49.50 per ton of bulk road salt for the 2020-2021 season.

To arrange for delivery 24 hours a day, call, email or fax our salt terminal in Portsmouth, New
Hampshire:

Phone: 603-436-8505, email: jharrington@gsmsalt.com; fax: 603-436-2458

Payment terms are Net 30 days from invoice date. Billing questions, please contact Amanda Cavanaugh
at (978) 251-0320 or acavanaugh@easternsalt.com.

Prices quoted will remain firm until April 30, 2021, if accepted and acknowledged by October 30, 2020.
Please provide a tonnage estimate to help us plan our inventory accordingly. If agreeable please sign

and return a copy of this form via mail, fax 978-251-8244, or email info@gsmsalt.com .

Kind regards,

Tle

Jason Archambault
Sales Manager

Estimated Tonnage:

Accepted by:

Phone/Email:

Signature: Date:

INITIAL FILL-UP DEADLINES

Completion daies for the ‘initial fill-ups' of sali have been established to ensure that all Dept. of Transportation
salt sheds, other state agencies and Eligible Participants are filled before the onset of freezing weather
conditions. All locations with initial fill requirements including all NHDOT sheds in Districts 1, 2, 3 shall be
completed no later than October 28, 2020. Districts 4, 5, 6 and the central and eastern turnpikes shall
complete no later than November 11, 2020.

Failure to complete the required initial fil-ups by the required dates will result in penalties as outlined in the
section of this RFB fitled ‘PENALTIES AND PRICE ADJUSTMENTS '.

SCHEDULE FOR BALANCE OF SEASON REQUIREMENTS

State agency location contacts, Eligible Participants location contacts as well as NHDOT District Engineers, or
their designated agents, shall be responsibtte for placing additional orders, prioritized by district location during
the remainder of the contract period. Contractor shall be responsible for providing the location contact /
district engineer with a weekly delivery schedule. Said schedule shall be sent no later than Wednesday of the
week preceding scheduled deliveries.

Primary Contractor

Orders shall be delivered within FIVE (5) business days after notification to Contractor. Requested deliveries
shall not be required to exceed 3,000 tons per week per cistrict. This requirement is in eifect even if Primary
Contractor did not supply the initial fill at a specific location.

Secondary Contractor
Orders shall be_delivered within TWENTY (20) business days after notification to Contractor. Requested
deliveries shall not be required to exceed 3,000 tons per week per district.

Source Specifications:

Contractor is required to provide the source of where the salt is being produced. If the source of tine salt
changes, the Contractor is required to contact the purchasing agent prior to sali being delivered. The
State has the right to reject any salt that comes from a different source without prior approval.

Storage Specifications:

Contractor is required to provide location of where the salt is to be stored at prior to being delivered to
NHDOT. If the location of the salt storage changes at any time throughout the contract, or if deliveries
come from a different location, the Contractor is required to contact the NHDOT Winter Maintenance
Program Specialist prior fo salt being delivered. Salt piles are required to be covered at all times while at the
Contractor's storage areas, except during active loading of delivery vehicles. Salt that is not covered could
be considered cause for rejection. NHDOT has the right to reject any salt that comes from a different
storage area without prior approval.

PRICING:
Highway District Rock Salt/ion Solar Salt/ton
Hwy District 3 $56.50/ton NA
Hwy District 4 $55.65/ton $56.25/ton
™ Hwy District 5/Central Tumpikes $49.50/ton $53.40/ton
Hwy District 6/Eastern Tumpikes $46.75/ton $50.75/ton
QUESTIONS: Laura Ingram, Purchasing Agent

Tel: 603 271-2009
Email: laura.ingram@nh.gov