Search

600,000 Pages of Property Cards

Conversion Services

INCEPT

Ion

ECHNOL one Ing,

INCEPT-Prep

INCEPT-P2D

INCEPT INDEX

INCEPT. WIDEBW-
54

INCEPT-REPrep

|| [beser

Inception Technologies Document Prep Services

Document Prep Services for scanning Paper documents
including removing paperctips, staples and fasteners.
Document Prep may include inserlion of barcode or
separator sheets to identify naw documents.

Inception Technologies Document Scanning Services

Paper Document Scanning Services converting
Standard size documents to digital format. Pricing for
documents up to 11 x17 inches. Documents can be
converted to any standard Image format including Tiff,
PDF, Searchable PDF, JPG or other Format

inception Technologies Document Indexing Services

Oocument Indexing Services - tagging and indexing
documents to customer specifications and defined
fields. Customer can define as many fields as needed.
Pricing is by the keystroke or character captured,

Incaption Wide Format Scanning Services up toS4 in.
Bitonal

Document Scanning Services converting Wide Formal
or Engineering Drawings to digital format in bitonal
(black and white). Pricing for documents up to 54 inches
wide. Documents can be converted to any standard
image format including Tiff, PDF, Searchable POF, JPG
or other Format

Inception Technologies Document Re-Prap Services

Bacument Re-Prep Services for scanning Paper
documents, Documents will be reassembled into
original folders and boxes to the best of our ability. This
may include the removal of barcode or separator
shests,

$21.52

$0.032

$0.007

$0.95

$21.50

800000

1000000

1000

300°

$33, 988.00

$24,800.00

$7,000.00

$950.00

$6,450.00

The following services below are optional and can be added if desired.

incept-recstore

INCEPT-Shred

Inception Technologies Records Storage Sarvices

Record Storage services for long tarm archive of
documents in our secure facility. Price is per 1.2 cubic
feet minimum of 200 cubic feet per customer,

Inception Technologies Document Shredding Services

Inception Technologies provides Secure Document
Shredding Services with a full audit of the process and a
Certificate of Destruction. Pricing is by the pound.

$0.60

$0.15

1?

yg

$0.60

$0.15

e
INCEPTION 9°

ECHMNOLOGIES INC.

Conversion Services

inception Technologies delivery media on CO/OVD $25.00

Delivery media on CD/DVD of images captured and
processed. Price is per copy of the media.

INCEPT-DISC

INCEPT-HD inception Technologies delivery media an HO §99.00/ 1° $99.00
Delivery media on USB Hard Drive of images captured
and processed. Price is per drive

INCEPT-ENCHO Inception Technologies delivery of encrypted HD $299.00) 1° $299.00

Delivery media on USB Hard Drive of images captured
and processed. Price is per drive. Hard Drive utilizes
hardware encryption key with keypad.

Any additional project requirements identified may increase or decrease pricing based on the customer's
changes.

This is an estimate only final count will prevail.

Subtotal: $46,738.00
Hosted Services
DW CLD P2 DocuWare Cloud Professional I! $9,900.00 1 $9,900.00
DocuWare C'oud Professional ll -This package contains
+5 Named Client licenses and 50 GB storage available
for documents, One Year Subscription
covio29 Inception Relief Package for Organizations needing to ($4,200.00) 1 {$4,200.00}

Digitize

Due to the impact of the COVID 19 Virus, Inception
Technologies is offering a special discount for
customers that are trying to make that Digital
Transformation. When a customer contracts Inception
Technologies to converi analog documents to digital
files for $9,000 or more, Inception will provide a One
year cloud system as part of the package. This is a
value of $4,200 for the Base system with 3 Users, 1
Admin and 20 GB of storage

Quote HRFO01345 v3)

eal

oe
INCEPTION °e

ECHNGLOGIES INC

Hosted Services

DocuWare Base System inde ao DocuWare's softwa ah es incing ie eowing.

; -e Electronic Forms — erate sit a ant ee
« Search and Retrieve Documents etait?
* Multi-faceted ‘Security for Users, Groups and Roles
e ‘Document Workflow Engine
e MS Otfice and Quick Module

Subtotal: $5,700.00

SENET ae 1S OO ES PNP Mg | eee nant. 4-o al, aot initia
* 3 c r

INCEPT-PRFSRVHR | inception Professional cance Hourly Rate $3,500.00

20 Inception Technologies Professional Services Hourly
Rate for Block of 26 Hours

Subtotal: $7,000.00

©
INCEPTION &*

ECHNOLOGIES INC.

Property Card Scanning Proposal

Prepared by: Prepared for: Quote Information:
Inception Technologies Inc. City of Nashua, NH Quote #: RFOO1345
Raymond Feoli City of Nashua, NH Central Purchasing Version: 3
603-703-0223 Department P Delivery Date: 06/18/2020
Fax 603-625-1262 Nashua, NH Expiration Date: 07/17/2020
rfeoli@inceptiontech.com Bruce Codagnone

Codagnoneb@nashuanh.gov

(603) S89-3304

Conversion Services

Hosted Services

Professional Services

Subtotal: $59,438.00

Shipping: $200.00
Totat: $59,638.00

Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors,

Signature Date

Quote #RF001345 3 Weage 10 of 10

ab

Ry %)\ THE CITY OF NASHUA "The Gate City"

Administrative Services
Purchasing Department

July 8, 2020
Memo #21-007

TO: Mayor Donchess
Finance Committee
SUBJECT: Purchase of Assessing Contractor
Please see attached communications from Kim Kleiner, Director of Administrative Services dated July 7,

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

Item: Consultant — Assessing Supervisor
Value: $124,800
Vendor: Rex A Norman CAE of Windham NH

Department: Assessing
Source Fund: General Fund

Ordinance: Pursuant to NRO § 5-83 Professional Services (A) 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.

Administrative Services, Assessing Department and Purchasing respectfully request your approval of this
contract.

Regards,

Kelly Parkinson
Purchasing Manager

Ge: K Kleiner
J Graziano

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

ges THE CITY OF NASHUA "The Gate City’

Administrative Services Division

To: Mayor Donchess
Finance Committee
From: Kim Kleiner, Director of Administrative Services

Date: July 7, 2020

Subject: | Consultant -Assessing Supervisor

The City of Nashua has been searching for a Chief Assessor for approximately a year
with few qualified applicants. The contract with Mr. Norman will bring a qualified,
experienced professional with assessing supervisor certification issued by the NH
Department of Revenue, to provide oral and written technical assistance and guidance
to the department. In addition, Mr. Norman will provide accurate and concise reports on

municipal appraisal procedures and advise management of questionable techniques.

Mr..Norman is familiar with the department and our CAMA system having worked in
Nashua from 1995 to 1999 and serving on the Nashua Board of Assessors from 2000-
2003. A well respected Certified General Real Estate Appraiser, Mr. Norman is also a

member of the International and NH Association of Assessing Officials.

Also as part of the scope of the agreement, Mr. Norman will supervise the staff’s
assessment activity, abatement review analysis, and provide technical advice to the

assessing staff, municipal officials and city counsel.

We ask for the committee’s approval of the contract with Mr. Norman, CAE in an amount
not to exceed $124,800.

1|Page

CONTRACT FOR PROFESSIONAL SERVICES

MUNICIPAL APPRAISAL WORK — ASSESSING SUPERVISOR
A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060
AND
REX A. NORMAN, CAE
and its successors, transferees and assignees (together “Professional
Consultant”)

PROFESSIONAL CONSULTANT

Po Box 4222,
Windham, NH 03087
ADDRESS OF CONSULTANT

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire, from time
to time requires the services of a Professional Consultant ; and

WHEREAS, it is deemed that the services of a Professional Consultant herein specified are
both necessary and desirable and in the best interests of the City of Nashua; and

WHEREAS, Professional Consultant represents they are duly qualified, equipped, staffed,
ready, willing and able to perform and render the services hereinafter described;

Now, THEREFORE, in consideration of the agreements herein made, the parties mutually agree as
follows:

1. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated herein and
are made part of this contract:

Exhibit A--General Conditions for Contracts
Exhibit B--Scope of Services, Contract Time, Fee Schedule

The Contract represents the entire and integrated agreement between the parties and supersedes prior
negotiations, proposals, representations or agreements, either written or oral. Any other documents which
are not listed in this Article are not part of the Contract.

In the event of a conflict between the terms of the Proposal and the terms of this Agreement, a written
change order and/or fully executed City of Nashua Purchase Order, the terms of this Agreement, the written
change order or the fully executed City of Nashua Purchase Order shall control over the terms of the
Proposal.

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Professional Consultant
shall furnish all services, equipment, and materials and shall perform all operations necessary and

AGiof3

required to carry out and perform in accordance with the terms and conditions of the contract the work
described.

3. PERIOD OF PERFORMANCE. Professional Consultant shall perform and complete all work within the
time periods set forth and may only be altered by the parties by a written agreement to extend the period
of performance or by termination in accordance with the terms of the contract. Professional Consultant shall
begin performance upon receipt of an Executed Contract and a valid Purchase Order issued from the City
of Nashua.

4. COMPENSATION. Professional Consultant agrees to perform the work for a total cost not to exceed

One Hundred Twenty Four Thousand Fight Hundred Dollars ($124,800.00)

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions of
Exhibit B or unless Professional Consultant has received a written exemption from the City of
Nashua. Professional Consultant shall submit monthly requests for payment for services performed
under this agreement shall be submitted as follows:

ZA Electronically via email to VendorAPInvoices(@NashuaNH.gov

OR
2 Paper Copies via US Mail to:
City of Nashua, City Hall
Accounts Payable
229 Main Street
Nashua, NH 03060

Please do not submit invoices both electronically and paper copy.

In addition, and to facilitate the proper and timely payment of applications, the City of Nashua requires
that all submitted invoices contain a valid PURCHASE ORDER NUMBER.

Requests for payment shall be submitted no later than fifteen (15) days after the end of each month and
must include a detailed summary of the expenditures reported in a form that supports the approved
budget. Specifically, Professional Consultant agrees to provide the following with each request for
payment:

1. Appropriate invoice forms. The forms shall include the project purchase order number, a
listing of personnel hours and billing rates, and other expenditures for which payment is sought.

2. A progress report. The report shall include, for each monthly reporting period, a description
of the work accomplished, problems experienced, upcoming work, any extra work carried out,
and a schedule showing actual expenditures billed for the period, cumulative total expenditures
billed and paid to date under the contract, and a comparison of cumulative total expenditures
billed and paid to the approved budget.

The City of Nashua will pay for work satisfactorily completed by Professional Consultant. The City of
Nashua will pay Professional Consultant within 30 days of approval by the City of Nashua of the submitted
invoice forms and progress reports. The City of Nashua will make no payments until the invoice forms
and progress reports have been submitted and approved.

5. EFFECTIVE DATE OF CONTRACT, This contract shall not become effective until and unless approved
by the City of Nashua.

AG 2 of 3

Xerox Financial Services LLC XefOxX mS \

Norwalk, CT 06851 Ys
NON-APPROPRIATIONS AMENDMENT

This is an amendment, dated and effective as of , to that certain Agreement #

(“Agreement”) between City of Nashua , (“Customer”) and

Xerox Financial Services LLC. All capitalized but undefined terms used in this Amendment shall have the

meanings set forth in the Agreement.

For good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by the parties,
the parties agree to amend the Agreement as follows:

Non-Appropriation. Your obligation to remit the Payments and any other amounts due is contingent upon
approval of the appropriation of funds by your governing body. In the event funds are not appropriated for any
forthcoming fiscal period equal to amounts due under the Agreement, and you have no other funds legally
available to be allocated to the payment of your obligations hereunder, you may terminate the Agreement
effective on the first day of such forthcoming fiscal period (“Termination Date”) if: (a) you have used due
diligence to exhaust all funds legally available, and (b) XFS has received written notice from you at least 30 days
before the Termination Date. At XFS’s request, you shall promptly provide supplemental documentation as to
such non-appropriation. Upon the occurrence of such non-appropriation, you shall not be obligated for any
Payment for any forthcoming fiscal period for which funds have not been so appropriated, and you shall
promptly return the Equipment as set forth in the return provisions of this Agreement.

ACKNOWLEDGED AND ACCEPTED:

Customer: City of Nashua

Authorized Signor:

Name/Title:

Date:

Xerox Financial Services LLC

Accepted by:

Name/Title:

Date:

XFS-Non Appropriations addendum-04.05.2018

6. NOTICES. All notices, requests, or approvals required or permitted to be given under
this contract shall be in writing, shall be sent by hand delivery, overnight carrier. or by
United States mail, postage prepaid, and registered or certified. and shall be addressed to:

CITY OF NASHUA REPRESENTATIVE:
REPRESENTATIVE:

Kim Kleiner Rex. A Norman,

. _ . . CAE
Director of Administrative Services

PO Box 4222,

229 Main Street Windham, NH 03087

Nashua, NH 03060

Any notice required or permitted under this contract, ifsent by United States mail, shall be
deemed to be given to and received by the addressee thereof on the third business day after
being deposited in the mail. The City of Nashua or Professional Consultant may change the
address or representative by giving written notice to the other party.

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

By signing the contract, Contractor attests that pursuant to RSA 21-J:I | and Rev 602.01 (c) & (d):
(1) The contract, any revised contract, and the names and DRA-certified level of all personnel to be
employed under the contract has been first submitted to the DRA for examination; and, (2) No
appraisal work shall begin until a copy of this executed contract and the names and DRA-certified
level of all personnel to be employed under this contract, has been summited to NH DRA.

(signature) (signature)

James Donchess, Mayor

Mayor Rex A. Norman, CAE
City of Nashua

Date:
Daie: ue

AG34of3