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IN WITNESS WHERECF, the parties hereto have caused this contract to be signed and intend to be
legally bound thereby.

ee ee

City of Nashua, NH (signature) CONTRACTOR (signature)
_James Donchess, Mayor Domenic Armano, President
(Printed Name and Title) (Printed Name and Title)

September 25, 2020
Date Date

Page 12 of 12

"The Gate City’

2), THE CITY OF NASHUA

Administrative Services
Purchasing Department

October 14, 2020
Memo #21-039

TO: Mayor Donchess
Finance Committee

SUBJECT: Vehicle Purchase for Parks & Recreation funded from FY21 CERF
Please see attached communications from John Stewart, Fleet Manager, dated October 22, 2020 and

David Fredette, Treasure, dated September 22, 2020 for project specific details related to this purchase.
Below please find a summary of the purchase approval request:

Item: Vehicle: Ford F350 Truck, 2019
Value: $39,060
Vendor: MHQ Vehicles, Equipment & Gear

Department: 161 Streets
Source Fund: Capital Equipment Reserve Fund (CERF)

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 Parks and Recreation Department, and the Purchasing Department respectfully request your
approval of this contract.

Regards,

Kelly Parkinson
Purchasing Manager

Ec: C O'Connor
J Stewart

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

City of Nashua

Office of The Treasurer

. _ 603) 589-3193
299 Main Street - Nashua, NH 03060 ran (o0s)e89-3208

To: Board of Aldermen September 22, 2020
From: David G. Fredette, Treasurer/Tax Collector

Re: Purchase replacement for one (1) 2019 Ford F350 Pickup — Vehicle Id #638
From FY 2021 Capital Equipment Reserve Fund (CERF)

The purpose of this communication is to give additional information related needed to replace one (1)
2019 Ford Pickup that was not listed on the FY2021 vehicle replacement schedule. Unfortunately, this
vehicle was totaled in an accident on June 10, 2020. The cost to CERF will be $39,060. Funds are
available in CERF due to several cost savings on several items in FY 2020. It is also anticipated
additional escrows or supplemental appropriations will be used to transfer additional funds into CERF
during the first quarter of FY 2021. This vehicle was scheduled to be replaced in 2027.

Pursuant to NRO 5-127.1 D Capital Equipment Reserve Fund, which states: “During that fiscal year,
the city may purchase that equipment, or equipment that will serve the same stated purpose as the listed
equipment as long as the price does not vary by more than ten percent of the estimated replacement
value. All purchases from the Capital Equipment Reserve Fund must comply with the city’s purchasing

approval process. Any other requests to use funds from the Capital Equipment Reserve Fund must be
approved by the board of aldermen.”

I respectfully request the approval from the Board of Aldermen for the purchase of a 2020 Ford F350
AL 4WD Cab Pickup for the Park and Recreation department as requested. This vehicle will replace
the 2019 Ford 2019 Ford F-350 Ford Pickup Vehicle Id #638 which was totaled in a recent accident.

Cc: Mayor James W. Donchess
John Griffin, CFO/Comptroller
Nick Caggiano, Superintendent —Park/Recreation Dept.
Carolyn O’Connor, DPW Finance & Admin. Mgr.
Kelly Parkinson, Purchasing Department Manager
Legal Department

City of Nashua, Public Works Division

To: Board of Public Works Meeting Date: October 22, 2020
From John Stewart, Fleet Manager
Street Department

XX Informational: Park and Recreation Pickup Replacement.

Discussion: The Parks and Recreation Department pickup #20-638 was involved in an
accident on June 10, 2020. The vehicle was a total loss from the damages from
the accident. Some of the accessories that were installed by the city were
removed and will be reinstalled into the new pickup. The quote does not include a
plow as that was not involved. The replacement truck will be an exact make and
model as the pickup in the collision.

VEHICLES EQUIPMENT @ GEAR

CUSTOMER

Contact Name: Mr, John Stewart

Company/Dept: Nashua Parks and Recreation Dept
Street Address: 9 Stadium Drive

City, State, Zip: Nashua NH 03062

Phone:

E-Mail: stewartj@nashuanh.gov

20 Ford F350 XL 4WD Regular Cab Pickup
.2L V8 w/10sp Auto Trans.
y! seats and Floors
/Fm Radio with hands Free Phone U-Connect
Conditioning
railer Hitch receiver { Class ill }
reen Gem
” Wheels
erain Tires
r group ( Windows, Lacks, & Mirrors}
fitter Switches
Plow Prep, Package
Dual Batteries ( Required w/Snow Plow Prep)
40 Amp Alt. ( Required w/Snow Plow Prep }
trailer Brake Controller
Running Boards
EQUIPMENT
Steel Cab Guard (Back Rack}

Back Rack Mounting plates for Beacons
Whelen Super LED Roof Beacon
Whelen TAN85F Traffic Advisor

Whelen Vertex LED Hideaway Warning Lights
Rhine Spray on Bedliner

Fisher Truck Side Only Plow Hitch wirring Harness and Plow
Control

Date: July 29, 2020
Valid for:
Customer #:
Contract: MAPC/GBPC
Sales Rep: = Brian Fleming

$28,995,

60.0
7?

162,

$245.
206,00
.00
265.00

314,

eEePeP edge degre] el rir

$550,
$70.0
$1,020
$980,
$525
$595.00

$2,800.

$39,060.00

TERMS AND CONDITIONS

“This quate is valid for 60 days from the date of quote, Any purchase orders or approved quotes received outside of the 60 day quote period will be subject to
price adjustments. By signing this quate, the customer is agreeing to pay, in full, for all items listed above. Any requests for changes, modifications,

replacements, removals or additional items may be subject to additional fees and/or adjusted delivery dates.

Nashua Parks Rec F350 Pickup Page 1 of 2

Company 0010 - CITY OF NASHUA Cost Default Vendor 14471-MHQ INC

Requesting Location C-352 - STREET Requisition Description
DEPARTMENT
Requisition 67569 - Unreleased Requester befumos - STEPHANIE
BEFUMO
Purchase From Deliver To
Buyer
Item item Type Quantity WOM Unit Cast Extended Distributions Activity / Distribution Requested Sourcing
Ordered Cost Account Allocation Delivery Date Event
Category Required
2020 FORD ~~ Special 1.00 EA 39060.00 38060.00 TF18.7026-081500- CERF77.21 100.0% No
F350 co00 81500

2020 Ford F350 XL 4WD regular
Vendor : MHQ ING
2026 Ford F350 XL 4WD regular cab pickup

Tofals: 1 Lines 1.00 $9660.00 USD

_ Page: 4 Requisition: 67569 Status: Unreleased Printed: Oct 14, 2020 10:05:37 AM

Administrative Services
Purchasing Departarent

as) THE CITY OF NASHUA "The Cate City"
ey,

October 14, 2020
Memo #21-040

TO: Mayor Donchess
Finance Committee

SUBJECT: Software Maintenance for Hyland Onbase (annual) from funding source Software
Maintenance

Please see attached communications from Bruce Codagnone, CIO/IT Director, dated October 1, 2020 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:

Item: Hyland Onbase Annual Software Maintenance
Value: $50,154.47
Vendor: Hyland Software

Department: 122 Information Technology
Source Fund: 54407 Software Maintenance

Ordinance: Pursuant to NRO : § 5-84 Special purchase procedures A. (4) Sole-source
procurements, where the proposed purchase is manufactured by only one
company.

The Information Technology Department and the Purchasing Department respectfully request your
approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: J Graziano
B Codagnone

229 Main Street » Nashua, New Hampshire 03061 © Phone (G03) 589-3330 « Fax (603) 589-3233

y\ THE CITY OF NASHUA “The Cate City"

Information Technology

October 1, 2020

TO: MAYOR Donchess
FINANCE COMMITTEE
SUBJECT: Annual Software Maintenance

This request is for the annual software maintenance required for the continued operation of Hyland Onbase.

Bruce Codagnone
clo / IT Director

Ce: ‘K. Kleiner

K. Parkinson

229 Main Street » Nashua, New Hampshire 03060 e Phone (603) 589-3300 * Fax (603) 594-3434

ESS Eyeweor 14.00%
Fechheimer - Flying Cross 21.00%
Haich 32.00%

High Speed Gear 8.00%
Inova - Nite-lze 14.00%
Night Vision Devices 3.00%
Magpul 12.40%
Monadnock 22.60%

MSA 18.30%

Mustang Survival 16.90%
Nightstick 24.30%

Peerless 32.40%

Premier Crown 8.50%
Princeton Tec 14.40%
Pro-Gard 11.00%

Propper 12.00%

Salomon 12.00%
Streamlight 19.00%

Surefire 18.60%

T3 Trident Tactical 16.40%
Trijicon 21.80%

Uncle Mike's 36.30%
UnderArmour 28.50%
Fechheimer - VERTX 21.00%
Vortex 12.00%

BALANCE OF PRODUCT LINE ITEMS
During the term of contract, the state may purchase other items in relation to the Safariland™ Body Armor from
the successful Contractor's Balance of Product Line. All items ordered will include all shipping/charges.

RFB #2377-21 Page 5

28500 Clemens Road
Westlake, OH 447145
United States of America

Hyland Hyland Software, Inc. MAINTENANCE INVOICE LEQ1-173148

BILLTO City of Nashua, NH SEP 3 6 2020 INVOICE DATE 09/23/2020
aa PONUMBER NONE |4-20-20
Nashua, NH 03061-2019 DUE DATE 12/31/2020
United States of America FEDERAL TAX ID 34-1699247
sHip To City of Nashua, NH BILL TO CUSTOMER NO. |13625
Accounts Payable
PO Box 2019

Nashua, NH 03061-2019
United States of America

Customer No. Customer Name Version Salesperson
13625 City of Nashua, NH

Maintenance Period: 01/01/2021 - 12/31/2021

Product Code Description Quantity Unit Price Extended Price
1 Maintenance Fees 1 43,612.58 43,612.58
Produet:CnBase

2 EXSUP1 Extended Support Fee 1 6,541.89 6,541.89

Extended Support has been added 1o your invoice
because our records currently indicate you are
running a version that has been designated as an
Extended Support version by Hyland Software. if
you upgrade from your current version on or before
the invoice due date, you will not be required to pay
Extended Support. H you upgrade from your current
version after the invoice due date, you will be
required to pay Extended Support. For your current
version and a list of Extended Support versions,
please visit the My OnBase page on the Community
website, The Extended Support versions are
located on the General information tab under Hyland
Sottware’s OnBase Version Support Lifecycle.

This proforma invoice is for maintenance fees which cover technical support and the latest software updates and enhancements for the billing
period. If you have any questions regarding this invoice or you elect to discontinue maintenance coverage please contact your account
manager or email accountsreceivable@nyland.com. To continue maintenance coverage, please process this invoice for payment.

“A 10% reinstatement fee will be charged for maintenance lees received more than 30 days after the due date.

These items are controlled by the U.S.gavernment and authorized for export only to tha equnity of ultimatadestination for use by the ultimate consignee or end-user{s} herein
identified. They may not be resold, transferred, or otherwise disposed of, to any otharcountry of to any parson other than the authozized ullimate consignee orend-user(s), either in their
ofginal torm or after being incorporated inteother items, without first obtaining approval from the U.S. government oF agotherwise authorized by U.S. faw and regutations.

Further, if you are located in a European UnionMember State, Nonway or Switzerland, The software is also subject to CouncilRegulation (EC) No 428/2009. The galtware must not be
transmitted outside othe European Union, Norway or Switzerland without a licence or authorisationbeing issued by the export control authority of the relevant Member State onhe
applicable authorities in Norway or Switzerland of ag olherwise authodzedby law or regulations in the rolovant Member State or applicable authorities in Norway or Switzeriand.

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