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CITY OF NASHUA, NEW HAMPSHIRE
CENTRAL PURCHASING DEPARTMENT
CITY HALL, 229 MAIN STREET / P.O. BOX 2019
NASHUA, NEW HAMPSHIRE 03061-2019
TEL. # (603) 589-3330
FAX # (603) 599-3344

PURCHASE ORDI
NUMBER

C77957
LE GeAPOD sone:

T

ON ALL INVOICES, SHIPPING
PAPERS, PACKAGES ANT
CORRESPONDENCE,

06-02-2010
TO: ATTN: THOMAS LINGE ero. CITY OF NASHUA
LAWSON SOFTWARE INC INFORMATION TECHNOLOGY
380 ST PETER STREET 229 MAIN ST
SAINT PAUL MN 55102 NASHUA NH 03080
YES NO [REQUISITIONNO. [FY DEPARTMENT DATE REQUIRED
conriamine LJ LX] | 32,273 GEETA (MEMO #10-115)

EASE SHIP AT ONCE THE FOLLOWING ARTICLES AT PRICES AND TERMS STATED. NOTIFY PURCHASING iF DATE REQUIRED CANNOT BE MET

CS ALE a Pee Le arr

1 7.00

LOT

SOFTWARE CONTRACT AWARD PER
LAWSON AGREEMENT NO 00004247.0
& ORDER FORM NO 00004343.0
SCHEDULE 2 TOTAL: $687,084.00
LAWSON LICENSE FEE $644,584
THIRD PARTY LIC FEE $42,500

FOR INTERNAL USE ONLY
722-64040-0~3735~0000-00-nn

tro be Ci lod
NA Ae

{AD 1

Con OCT aoe

Sent fo yee 7”

Linda puvat

faxecl G:
tte, GS

Seat eee

587 , 084.00

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$687,084.00

$687 ,084.60

> PRICE INCREASES ALLOWED WITHOUT PERMISSION OF DEoi NATION DEPT. ALL TRANSPORTATION GHARGES MUST BE PREPAID,
1E CITY (S EXEMPT FROM THE PAYMENT OF TAXES IMPOSED BY THE FEDERAL AND/OR STATE GOVERNMENTS.
PORTANT: ADDITIONAL TERMS AND CONDITIONS ARE CONTAINED ON THE REVERSE SIDE OF THIS DOCUMENT. YOUR PROVISION

* ANY ARTICLE OR SERVICE AS STATED HEREIN tS EXPRESSLY DEEMED TO BE YoUR ACCEPTANCE OF ALL TERMS AND CONDITIONS
‘LATIVE HERETO,

BY

ORIGIAA!

CENTRAL PURCHASING DEPT.

QR. Kyhca

CITY PURCHASING MANAGER

w MELANSON

h.

For maintaining adequate records, selecting and applying accounting principles, and safe-
guarding assets;

For informing us of any known or suspected fraud affecting the entity involving management,
employees with significant role in internal control and others where fraud could have a
material effect on the financials;

For the accuracy and completeness of all information provided; and

For confirming your understanding of your responsibilities as defined in this letter to us in
your management representation letter.

Single audit —

For identifying, in its accounts, all federal awards received and expended during the
period and the federal programs under which they were received;

For maintaining records that adequately identify the source and application of funds
for federally funded activities;

For preparing the Schedule of Expenditures of Federal Awards (including notes and
noncash assistance received) in accordance with the Uniform Guidance;

For designing, implementing, and maintaining effective internal control over federal
awards that provides reasonable assurance that the entity is managing federal awards
in compliance with federal statutes, regulations, and the terms and conditions of the
federal awards;

For identifying and ensuring that the City complies with federal laws, statutes,
regulations, rules, provisions of contracts or grant agreements, and the terms and
conditions of federal award programs, and implementing systems designed to achieve
compliance with applicable federal statutes, regulations, and the terms and conditions
of federal award programs;

For disclosing accurately, currently, and completely the financial results of each federal
award in accordance with the requirements of the award;

For identifying and providing report copies of previous audits, attestation
engagements, or other studies that directly relate to the objectives of the audit,
including whether related recommendations have been implemented;

For taking prompt action when instances of noncompliance are identified;

For addressing the findings and recommendations of auditors, for establishing and
maintaining a process to track the status of such findings and recommendations and
taking corrective action on reported audit findings from prior periods and preparing a
summary schedule of prior audit findings;

800.282.2440 | melansoncpas.com

Page 1 of 1

Sanchez, Mary

From: Duval, Linda

Sent: Friday, May 28, 2010 12:04 PM

To: Sanchez, Mary

Subject: Lawson Software - Copy of Signed Agreement

impertance: High
Atiachments: _Lawson Customer Agreement-Cornbined-Signed pdf

Mary:

Here is a copy of the final, signed agreement documents for Lawson for your files. The following documents are
contained in the PDF,

7. Lawson Customer Agreement — Master Terms and Conditions

2. Lawson Addendum to Master Customer Agreement Terms and Conditions
3. Lawson Product Order Form

4. Exhibit B to Master Terms and Conditions

A signed original was sent via UPS, Next Day, to Lawson, and a signed original was hand delivered to the City
Clerk's office along with the Records Transfer Form.

Thanks,

Linda L. Duval

ERP Coerdinator
information Technology
City of Nashua

229 Main Street
Nashua, NH 03064
(603) 589-3302

Fax: (603) 594-3434
duvall@nashuanh.gov

5/28/2010

City of Nashua

Central Purchasing

229 Main Street
Nashua NH 03060

603-589-3330 Fax: 603-589-3344

May 13, 2010
Memo #10-115

TO: MAYOR LOZEAU
FINANCE COMMITTEE

SUBJECT: CONTRACT AWARD FOR FINANCIAL (ERP) SYSTEM SOFTWARE, LICENSING &
MAINTENANCE (VALUE: $687,084)
ACCOUNT: 722-64040 COMPUTER SOFTWARE -— CITY-WIDE ERP SYSTEM
ACCOUNT BALANCE REMAINING AFTER PURCHASE: $6,213,892

The City issued a Request for Proposal (RFP) and received proposals for an integrated Financial
Management software system referred to as ERP (Enterprise Resource Planning), and related services
for implementation in its $7.5 million capital project entitled “NGIN" (Nashua Government iNnovation). The
funding of this project for the Teplacement and modernization of the city-wide systems that inciude
financial and other business process systems through the sale of bonds was approved by the Board of

Aldermen on July 14, 2009 through Resolution R-09-203.

Background
Over the past 28 years, the City of Nashua has created and maintained a highly customized municipal

software system based on decades old development tools and platformed on the OpenVMS operating
system. These tools have been utilized for all financial applications in the City; and custom applications
have also been created for almost every department.

The City has recognized that the migration and upgrade of these applications is necessary due to system
absolescence with the operating system and servers which are past end of life, as well as maintenance
limitations including lack of programmers, increased difficulty, expense, and risk in maintaining and
enhancing City applications, and a growing obsolescence of functionality,

In 2008, the City issued a RFP for Financial (ERP) Systems consulting services to define requirements,
solicit, and select a new financial system. An Executive Steering Committee {ESC) was appointed by the
Mayor to assist with the evaluation of bids and to operate as the oversight and advisory body for the

duration of the project.

The ESC consists of representation from key departments/divisions within the City, including Finance,
Information Technology, Schools, Purchasing, Police and Board of Aldermen as well as three community
members who have had experience with similar financial system migration projects. Contractor Schafer
Consulting assisted the City in conducting needs assessments and to gather functional requirements for
the software selection and migration process, developed a business case, and wrote an RFP,

A formal Business Case for the City’s new NGIN (Nashua Government Innovation) project was presented
to City administration and the Board of Alderman. The Business Case concluded that existing system
obsolescence and limitations pose an unmitigated threat to the City's financial data and leaves the City
unprotected and vulnerable. Furthermore, there are significant gaps between what the current systems
can do in comparison to the features of a new ERP system that represent best government practices and
features that City staff identified as a requirement. in light of these compelling conclusions, reptacement
of the current systems with commercial-off-the-shelf (COTS) software solutions was the best viable

recommendation for the City. The NGIN project was envisioned to address all three major components of
a legacy replacement program: ERP financials; Licensing, Permitting and Code Enforcement; and ECM

(electronic conient management).

In July 2009 the City’s Budget Review Committee of the Board of Alderman approved the bonding of $7.5
million for the City’s entire systems modernization projects (NGIN), which includes approximately $5.5
miltion for the ERP Financials System implementation that this is part of ~ the ERP financiats is the first

and largest component of NGIN,

Financial Management Software (ERP) System Bid

The City initiated RFPO619-100109 for an integrated municipal financial management system (ERP) and
implementation services on September 1, 2009 with the bid opening on October 1st. The RFP was issued
by the City to solicit and select one or mare vendors to provide software, implementation, and operations

services to develop a system that meets the objectives of:

+ Implementation of comprehensive ERP solution with out-of-the-box functionality (often referred to
as “vanilla”) which embeds best business practices in the software

« Potential point solutions for Utility Billing and Timekeeping & Scheduling

* Internally or externally hosted solution

« A commercial off the shelf (COTS) ERP solution that has been successfully implemented in at
least 5 cities and 5 school districts within the past three years, who are similar in size,
requirements and complexity

* Solutions that require no modification to base code, but are highly configurable to meet the needs

of the City
* A web based architecture or client-server using a thin or smart client solution

While the RFP included the optional request for proposals on paint solutions for Utility Billing and
Timekeeping & Scheduling, this funding request does not include those solutions, and any such
request which would be submitted subsequent to this approval.

Request for Proposals (RFP} were solicited via email from over forty-six (46} potential firms with the
solicitation and specifications posted in addition on the City’s web site under reference document
RFP0619-100109. Twenty-seven (27) firms participated in the September 14” mandatory pre-bid
conference, and addendums of questions and responses on this RFP were developed and sent to each

participant as well as posted on the City’s web site.

Thirteen (13) responses were received and opened on October 1, 2009. Two of the proposals were for
Timekeeping & Scheduling software only, and therefore are not relevant to this ERP financial

management sofware request,

As noted above, the mandatory pre-bid information session was held on September 14". Eleven (11)
bidders submitted a proposal by the deadline of October 1° 2009.

The eleven (11) bidders are listed below. Where the implementation bidder was nof the same as the
software OEM, two names appear of which the implementer is the first.

Pricing submitted is noted, but it is important to note that each bidder structured pricing differently - each
incorporated a varying scope of services and functions, divergent components and licensing models, and
individualized discounting methods. So pricing submitted was used by the RFP review team for
comparative purposes, and solely to assist with selecting a short-list of finalist for greater due diligence.

AMX Int./JJD Edwards Cap Gemini/Oracle Ciber/Lawson
Rexburg, ID New York, NY Greenwocd Village, CO
$3,116,416 $3,514,592 $4,977,059

Coggsdale Corp/Great Plains MS Govern Strategic Information
Charlottetown, PE St. Louis, MO Solutions/Oracle
$2,716,284 $3,305,625 Chicago, IL
$5,579,863

. SmartSoft/SAP SunGard Public Sector Tyler Technologies/Munis
Suwanee, GA Lake Mary, FL Fatmouth, ME
$4,869,920 $3,707,414 $3,029,863
Velocity/Lawson Zanett/Oracle
New York, NY Burlington, MA
$2,790,207 $5,685,595

Initial review of the proposals was undertaken by a review team led by the City’s contracted consultants
Schafer Consulting of Ladera Ranch, Ca, and City staff participants composed of CFO Michael Gilbar, IT
Director John Barker, and the members of the City’s project management team. Additional input was
solicited from the City’s ERP Executive Steering Committee (ESC).

As part of the RFP development, the City and Schafer Consulting created a 124 page Functional
Requirements Matrix, which required bidders to identify if specific and detailed functional requirements of
City staff and services could be provided by the proposed system ‘out of the box’ or was unsupported or
required customizations or third-party software. A numeric value was assigned for each response, with
‘out of the box’ functionality being the highest score. Each bidder submitted a completed matrix as an

appendix to their submission.

Initial team review was conducted using a requirements scorecard which quantified a bidder's proposed
solution based on their functional matrix responses, as well as quality of proposal, scope and quaiity of
services, company background and financial stability, bidder resources, demonstrated project
understanding, etc. From this analysis a ranking of the eleven bidders was performed. During the
evaluation process, two of the eleven (11) bidders withdrew their bids; SunGard Public Sector, and MS
Govern, Of the remaining nine (9), the review team selected a short-list of three (3) bidders whose
proposals offered the best match to City functional requirements, and best balance of scope, quality of
services and resources, and understanding and commitment to City project objectives,

Short-listed bidders were:

» Tyler/Munis
e = ©Velocity/Lawsen
e AMX/JD Edwards

Finalists were invited to participate in mandatory on-site product demonstrations, which were held from
November 30" — December 18" 2009. This extensive demonstration process included participants from
all impacted and relevant areas of the City’s administration including Finance, IT, City Clerk, Community
Development and Planning, Fire, Library, Police, Public Health, and Schools. Each participant was asked
to raie fhe bidders based on their product and participation, and these scares were aggregated by Schafer

Consulting to create a ranking of the finalists.

Following the demonstrations, the City and Schafer Consulting performed extensive due-diligence on the
finalist bidders, including a reference and customer interview of both bidder-supplied and unsolicited
references. These references were aggregated to highlight areas of strength and weakness, and to
identify appropriate follow-up questions and issues for the City to present to the bidders. During this
further due diligence, each finalist was requested to provide on-site demonstrations of specific functionality

to address questions and concerns of the City.

At the conclusion of this reference checking and further product investigation, two final bidders were
selected for customer site visits; Tyler/Munis, and Velocity/Lawson. Between January through Apri! 2010
City staff performed bidder reference site visits to five municipalities (Providence RI, Newport RI,
Springfield MA, High Point NC, Charlotte NC}, and attended one bidders annual user conference to solicit
non-reference customer feedback. During site visits, City staff observed or participated in hands-on
evaluation of the use of that system in actual daily municipal operations.

Finalists were:

e = Tyler/Munis
e Velocity/Lawson

The City’s ERP Project Management Team and other appropriate staff consensually selected the Lawson
financial management application as their software product of choice, and project co-sponsors CFO Gilbar
and IT Director Barker began direct contract and finai-pricing negotiations with representatives of Lawson -
Software. Assisting in negotiations were staff frorn the City’s Legal Department, and contracted legal staff
from Orr & Reno of Concord NH. Negotiations with Lawson Software were concluded on May 12", 2010,
and all agreements and addendums were finalized and approved by the City’s Legal and Risk

Management departments.

To realize a further negotiated discount of approximately $120,000 offered by Lawson Software for orders
submitted before the end of Lawson's fiscal year of May 31", 2010, the City has expedited this agreement,
and our submission fo the Mayor, and the Finance Committee of the Board of Aldermen.

IT Director Barker and CFO Gilbar negotiated final pricing and contract terms & conditions with Lawson

Software for a total net product cost of $687,084, and an annual maintenance price of net product
approximately $139,300. Further discounts far fixed price future purchases of software, licenses,

services, or training were also negotiated.

The Velocity/Lawson proposal dated October 1, 2009 is in the Aldermanic Office for your review, The
proposed contract is receiving final review by both our Legal and Risk Management Departments.

The IT Division, Financial Services Division, and this Office recommend awarding the contract in the
amount of $687,084 to Lawson Software Americas, St. Paul, MN.

Funding will be through account 722-64040 Computer Software — City-Wide "ERP" System,

Respectfully,

Robert Gabriel
Purchasing Manager

Co: M. Gilbar J. Barker

THE CITY OF NASHUA “the Cate City’

Administrative Services Division

TO: Mayor Deonchess

Finance Committee
From: Kim Kleiner, Director of Administrative Services
Date: March 10, 2020

Subject: D.L. King & Associates, Chamber Renovations, Change Order

On December 18, 2019, the D.L. King & Associates contract was approved by Finance
Committee in the amount of $134,900 for upgrades to the Aldermanic Chamber.

Once construction of the upgrades began, it was discovered that the current existing
aisle vinyl composition tite (VCT) contained asbestos. Based on this finding, a change
order for additions to the contract needed to be added to include the removal,
abatement and air clearance testing of the current tile and replacement with new vinyl

flooring.

Attached is Change Order #1 in the amount of $12,358.06 which in addition to the
above work includes drawers to be added to the aldermanic desks along with strip
lighting. The new contract total is $147,258.06. These additional improvements are
needed to upgrade the current space into a more functional space for Aldermanic

meetings. The source of funds for this change order is the Building Trust Fund.

1|Page

CHANGE ORDER
No. 1

PROJECT: _ Chamber Renovations

DATE OF ISSUANCE: 02.18.2020 EFFECTIVE DATE: 02.18.2020

OWNER: City of Nashua

OWNER's Contract No. 1

CONTRACTOR: DL King ENGINEER: N/A

You are directed to make the following changes in the Contract Documents.

Description: Hygienist Asbestos Testing, Hazmat Testing, Supply/Install Flooring, Drawer to Desks and Strip
Lighting/Desks.

Reason for Change Order: Increased scope of work to include flooring upgrade and improved desk design.

Attachments: (List documents supporting change)

CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES:
Original Contract Price Original Contract Times
Substantial Completion:03.20.2020
$134,900 Ready fer final payment: At Completion
days or dates
Net changes from previous Change Orders Net change from previous Change Orders
No. Ota No. 1 No. ta No. :
$12,358.06
days
Contract Price prior to this Change Order Contract Times prior to this Change Order
Substantial Completion: 03.20.2020
$134,900 Ready for final payment: At Completion

days or dates

Net Increase (decrease) of this Change Order | Net Increase (decrease) of this Change Order

$12,358.06
days
Contract Price with all approved Change Contract Times with all approved Change
Orders Orders
Substantial Completion: 03.20.2020

$147,258.06 Ready for final payment: At Completion

days or dates
RECOMMENDED: APPROVED: ACCEPTED:
By: By: By:
Engineer (Authorized Signature} Owner (Authorized Signature) Contractor (Authorized Signature)

Date: Date: Date:

CO-1 of 2

2? Tanglewood Dr.
Nashua, NH 03062
CH¥ice: 603-883-5850
Fant 603-883-3061

Counter Drawers and Strip Lighting

Feburary 13, 2020

Dan Kooken
229 Main Street
Nashua NH 03060

Mr. Kooken

D.L. King & Associates, Inc, is pleased to submit the enclosed proposal for Nashua Aldermanic
Chambers Project. Our proposal includes replacing the existing VCT aisle with new LVT
flooring, add drawers to aldermanic desks and add striping lighting to aldermanic desks,

The existing VCT flooring was tested and found to contain asbestos. Our proposal includes
proper removal, abatement and air clearance testing of existing aisle VCT. New LVT Flooring
will be installed including all necessary floor prep. New VT flooring will be “Interface, Walk
of Life™ | LVT. Collection: Look Both Ways™, Style #: AQ12,Color: AO1202 Pumice”.

Pricing for work is as follows.

Flooring Replacement

Hygienist Asbestos Testing $ 490.00
Removal, abatement and air clearance testing $ 2,900.00
Supply and Install new LVT Flooring $ 2,300.00
Credit for Bench Seat Cushions -- Removed from scope ($5,500.00 )
Add Drawers to Aldermanic Desks $ 6,090.06
Add Strip Lighting to Aldermanic Desks $4,255.43
2% Bond and Insurance: $210.71

Subtotal: $ 10,746.14
1S% OHE&P: §$ 1,611.92

Grand Total: $ 12,358.06
Attached are the subcontractor quotations for the work listed above.

Cut sheets on the new strip lighting is attached for review.
Feel free to contact us with any questions.

Yours truly,

Arthur E King: PE; CEO

nate
ot fthLS fe

DL King & Associates, Inc. 2 fi A
Li

Me UU»,

General Contractor & Construction Manager. EDWOSR. NE DROT DRE