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THE CITY OF NASHUA "the Gate City”

Information Technology

August 24, 2020
TO: MAYOR Donchess

FINANCE COMMITTEE
SUBJECT: Annual Software Maintenance

This request is for the annual software maintenance required for the continued operation of Tyler Technologies MUNIS.

Bruce Codagnone
clo / IT Director

Ce: K, Kleiner

K. Parkinson

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

Remittance: Invoice

Tyler Technologies, Inc. ;

naaieenenees 045.313757 novo 1/2020 ‘ oft
: - Q

Dallas, TX 75320-3556

Questions:
Tyler Technologies - ERP & Schools

Phone: 1-800-772-2260 Press 2, then 1
Email: ar@tylertech.com

CANIM
Bill To: City of Nashua Ship To: = City of Nashua
229 Main Street 229 Main Sireet
P.O, Box 2079 P.O. Box 2019
Nashua, NH 03061-2018 Nashua, NH 03061-2019
Cust No.-BillTo-ShipTo Ord No PO Number Currency Terms Due Date
48638 - MAIN - MAIN 143875 USD NET30 10/01/2020
Date Description Units Rate Extended Price
Contract No.: NASHUA, NH
SUPPORT & UPDATE LICENSING - ACGTG/GL/BUDGETIAP 1 4,824.34 4,824.34
Maintenance: Start: 08/Oci/2020, End: 07/Oct/2021
SUPPORT & UPDATE LICENSING - ACCOUNTS RECEIVABLE 1 5,306.78 5,306.78
Maintenance: Stari: 08/Oct/2020, End: 07/Octi2021
SUPPORT & UPDATE LICENSING - CAMA BRIDGE 1 1,842.65 1,842.65
Maintenance: Start: 8/Oct/2020, End: O7/Ocv¥2021
SUPPORT & UPDATE LICENSING - GENERAL BILLING 1 2412.19 2,442.19
Maintenance: Stari: 08/Oct/2020, End: 07/Ocv¥2021
SUPPORT & UPDATE LICENSING - NH FAX BELLING 4 20,268.95 20,268.95
Maintenance: Start: 08/Oct/2020, End: 07/Oct/2021
SUPPORT & UPDATE LICENSING - NH TAX LIEN 1 §,862.92 5,862.92
Maintenance: Start: 08/OcV2020, End: 07/Oct/2021
SUPPORT & UPDATE LICENSING - TYLER CASHIERING 1 7,718.96 7,718.96
Maintenance: Start: 08/OcV/2020, End: O7/Oct/2021
SUPPORT & UPDATE LICENSING - TYLER FORMS PROCESSING 1 3,648.26 3,618.26
Maintenance: Start: 08/Ocv2020, End: 07/Oct/2021
SUPPORT & UPDATE LICENSING - MUNIS ANALYTICS & REPORTING 1 13,049.86 73,049.86
Maintenance: Start: 08/Ocl/2020, End: O7/Oct2021
SUPPORT & UPDATE LICENSING - UTILITY BILLING INTERFACE 1 1,895.27 1,895.27
Maintenance: Start: G8/Oct/2020, End: 07/Oct/2021
SUPPORT & UPDATE LICENSING - UTILITY BILLING CIS 4 5,283.81 5,283.81
Maintenance: Start: 08/Oct/2020, End: O7/Ocl/2021
SUPPORT & UPDATE LICENSING - TYLER CONTENT MANAGER SE 1 7,236.53 7,236.53
Mainienance: Start: 08/Oct/2020, End: O7/Ocv2021
SUPPORT & UPDATE LICENSING - CITIZEN SELF SERVICE 1 4,813.44 4,813.41

Maintenance: Start: 08/Oct/2020, End: G@7/Oct/2021

ak ak
ATTENTION Subtotal 84,133.93

Order your checks and forms from

Tyler Business Forms at 877-749-2090 or i Sales Tax

tylerbusinessforms.com te guarantee

100% compliance with your software. Invoice Total _ 84,133.93 J

REPORT OF THE FINANCE COMMITTEE

AUGUST 19, 2020

A meeting of the Finance Committee was held on Wednesday, August 19, 2020, at 7:00 p.m. via
teleconference.

Mayor Jim Donchess, Chairman, presided.

Mayor Donchess

As Chairman of the Finance Committee, | find that due to the State of Emergency declared by the
Governor as a result of the COVID-19 pandemic and in accordance with the Governor's Emergency Order
#12 pursuant to Executive Order 2020-04 and subsequent extensions, this public body is authorized to meet
electronically.

Please note that there is no physical location to observe and listen contemporaneously to this meeting, which
was authorized pursuant to the Governor’s Emergency Order. However, in accordance with the Emergency
Order, | am confirming that we are:

a) Providing public access to the meeting by telephone, with additional access possibilities by
video or other electronic means:

To access Zoom, please refer to the agenda or the City’s website for the meeting link.

To join by phone dial: 1-929-205-6099
Meeting [D: Meeting ID: 811 0177 1007
Password: 180024

The public may also view the meeting via Channel 16.
b) Providing public notice of the necessary information for accessing the meeting:

We previously gave notice to the public of the necessary information for accessing the meeting, through
public postings. Instructions have also been provided on the City of Nashua’s website at
www.nashuanh.gov and publicly noticed at City Hall and Nashua Public Library.

c) Providing a mechanism for the public to alert the public body during the meeting if there are
problems with access:

If anybody has a problem accessing the meeting via phone or Channel 16, please call 603-821-2049 and
they will help you connect.

d) Adjourning the meeting if the public is unable to access the meeting:

In the event the public is unable to access the meeting via the methods mentioned above, the meeting
will be adjourned and rescheduled. Please note that all votes that are taken during this meeting shall be
done by roll call vote.

Let’s start the meeting by taking a roll call attendance. When each member states their presence, please
also state whether there is anyone in the room with you during this meeting, which is required under the
Right-To-Know Law.

Finance Committee - 08/19/2020 Page 2

The roll call was taken with 5 members of the Finance Committee present: Alderman Patricia Klee, Alderman
Linda Harriott-Gathright, Alderwoman Shoshanna Kelly, Alderman Michael B. O’Brien, Sr., and Mayor Jim
Donchess. Alderwoman Elizabeth Lu and Alderman-at-Large Brandon Michael Laws were recorded absent.

Members not in Attendance: Alderman Elizabeth Lu
Alderman-at-Large Brandon Michael Laws

Also in Attendance: Alderman Skip Cleaver
Alderman Richard A. Dowd
John Griffin, CFO/Comptroller
Kelly Parkinson, Purchasing Manager
Tim Cummings, Economic Development Director
William Mansfield, Radio Systems Manager

Alderman Klee

| am here, | can hear everyone, | am currently alone in my home and | am social distancing per the
requirement to do so.

Alderman Harriott-Gathright

Alderwoman Elizabeth Lu? | don’t think | saw her.

Mayor Donchess

She contacted me to say that she’s out of town and unable to attend tonight.
Alderman Harriott-Clerk

Ok. | am away but | am alone, | can hear you and | am practicing social distancing.
Alderwoman Kelly

| am here, | am alone | can hear everyone and | am practicing social distancing.
Alderman Harriott-Gathright

Alderman Brandon Michael Laws? | think we did hear that he would not be here. Michael O’Brien Senior |
think is still out, correct?

Alderman O’Brien

No | am here and! am alone. News of my demise is greatly exaggerated, yes.
Alderman Harriott-Gathright

Hi Mike. That’s ok, good to see you. And Mayor Jim Donchess?

Mayor Donchess

| am not attending personally because of COVID-19 and | am alone here in the living room.

To:

From:

Re:

C. Motion:

Discussion:

City of Nashua, Public Works Division
Board of Public Works Meeting Date: June 16, 2022

David Boucher, Superintendent
Wastewater Department

Sodium Bisulfite

To approve the purchase of the chemical Sodium Bisulfite in the amount of $77,000 from
PVS Chemical Solutions. Funding will be through: Department: 169 Wastewater; Fund:
Wastewater; Account Classification: 61 Supplies & Materials.

The Wastewater Department again participated in the Northeast/Merrimack Valley
Chemical Consortium (NEMVCC) bid process. Sealed bids were due by June 3, 2022
electronically or on paper to the Groton Water Department.

PVS Chemical Solutions of Detroit, MI was the low for the FY23 bid. We have used
them previously and they have provided good, reliable service. Sodium bisulfite is used
at the Wastewater Treatment Facility to remove residual chlorine in the wastewater
before it is discharged.

#90 — Sodium Bisulfite 38%, Bulk, price/ wet Ib.

JCI Jones Chemical Sarasota, FL $0.2157
PVS Chemical Solutions Detroit, MI $0.2020
Holland, Co Adams, MA $0.2500
Univar U.S.A., Inc Morrisville, PA | $0.2950

Finance Committee - 08/19/2020 Page 3
Alderman Harriott-Gathright

We have a quorum.

Mayor Donchess
Oh, thank you.

PUBLIC COMMENT - None

Mayor Donchess

Alright, we will go to Communications but before that we also | see have Alderman Cleaver. We have Chief
Rhodes and Assistant Chief Walker. We have Alderman Dowd, we have Kelly Parkinson, the Purchasing
Manager, Tim Cummings, Economic Development Director, there’s Alderman Dowd. We have John Griffin,
CFO and maybe others that | cannot see.

In any event the first Communication is from Kelly Parkinson, Purchasing Manager.
COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: Scheduled Replacement Mechanic/Fleet Vehicle

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
REPLACEMENT OF A 2009 FORD F350 4 X 4 PICKUP TRUCK AND PURCHASE A 2020 FORD 4 X 4
SDR/CRS F350 PICKUP TRUCK IN THE MECHANICS DIVISION IN THE AMOUNT OF $58,302.96 TO
HILLSOBORO FORD, LIGHT AND GRAPHIC, AND ADAMSON INDUSTRIES. FUNDING WILL BE
THROUGH THE CAPITAL EQUIPMENT RESERVE FUND (CERF), BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Now | believe Chief Rhodes is here on this, | presume?
Brian Rhodes, Nashua Fire Chief

| am, good evening. Thank you Mr. Mayor and thank you to the Honorable Board Members who are here and
glad to see Alderman O’Brien is up and taking nourishment, that’s good to see sir. So this replacement
actually is a vehicle for our mechanics division that we deferred last year. It should have been replaced in last
year’s Fiscal CERF Budget. It is truly needed. Our mechanics, well it’s an F-350 and it is a heavy duty truck
based upon the needs and the requirements that we have for it. Our mechanics plow all seven of our locations
of snow in the winter. They haul heavy duty truck parts around. They move, as you can imagine, the tires for
our apparatus are extremely heavy, so this is again it is a planned replacement, it’s one year overdue and we
did come in under the amount that was authorized for us to spend.

Mayor Donchess

Ok very good. Any questions or comments; yes, Alderman O’Brien.

Finance Committee - 08/19/2020 Page 4
Alderman O’Brien

Thank you Mr. Mayor. My question is to the Chief, what | noticed on your Purchase Order, you didn’t have
anything stipulated for MHQ as far as tricking it out with lights and sirens. | imagine that this vehicle will be
used at times for emergency purposes. So are the lights going to be included and everything with this.

Chief Rhodes

Mr. Chairman, may | answer?

Mayor Donchess

Of course, please.
Chief Rhodes

Thank you. Alderman, yes, what we have done is, our mechanical division is very talented, so what we have
done is they have specked out this vehicle with what is called the up-fitters package in it already so it comes
with all of the factory installed additional switching. So therefore we don’t need to send it to an up-fitter like
MHQ to do the work. Our mechanics will install the different components of this vehicle, the smaller
components themselves, therefore saving us money.

Alderman O’Brien

Just a follow up. Well thank you for doing that, that’s a good way to save a buck and! am sure the citizens
appreciate it. Thank you.

Mayor Donchess

Any other questions or comments? Would the Clerk please call the roll?
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

From: Kelly Parkinson, Purchasing Manager
Re: 2020 Ford Police Interceptor Utility Vehicle

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
REPLACEMENT OF A 2019 FORD POLICE INTERCEPTOR UTILITY VEHICLE WITH THE PURCHASE OF
A 2020 FORD POLICE INTERCEPTOR UTILITY VEHICLE IN THE AMOUNT OF $49,516.55 FROM M-H-Q,
INC. FUNDING WILL BE THROUGH THE CAPITAL EQUIPMENT RESERVE FUND (CERF). CURRENTLY
FUNDS ARE AVAILABLE DUE TO COST SAVINGS THROUGHOUT 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 FY2021, BY ROLL CALL

Finance Committee - 08/19/2020 Page 5
ON THE QUESTION

Mayor Donchess

Now we have, | think Karen Smith is here? Someone from the PD, | saw someone?

Brian Sojka, Nashua Police Department

Yes it’s Brian Sojka, Police Supervisor.

Mayor Donchess

Ok thank you Officer.

Alderman Harriott-Gathright

Brian, can you spell your last name?
Supervisor Sojka

S-O-J-K-A.

Alderman Harriott-Gathright

Thank you.

Mayor Donchess

Can you fill us in on this item?

Supervisor Sojka

The reason we are replacing this vehicle, the past vehicle that we had got totaled, so it was total loss. So we
are replacing a vehicle that we just had. It was a total loss and we are just replacing that vehicle with a newer
version because the new vehicles are 2020’s and of course that is a redesigned vehicle now for a marked unit.

Mayor Donchess

What was the year of the one that got totaled?
Supervisor Sojka
That was a 19 ... sorry give me one quick second.

Alderman Harriott-Gathright

It said 2019.

Supervisor Sojka

Yes, it was a fairly new vehicle.

Mayor Donchess

Ok any questions or comments? Alderman Klee?

Finance Committee - 08/19/2020 Page 6

Alderman O’Brien
Mr. Mayor, may |?
Mayor Donchess

Alderman O’Brien
Alderman O’Brien

My question is to the Police Supervisor, did we get any insurance money with that particular total vehicle and is
it being applied to this new vehicle or is it going to the General Fund or back into CERF.

Supervisor Sojka

| believe Karen Smith will be able to help you with that answer, I’m sorry.
Mayor Donchess

Ms. Smith.

Karen Smith, Nashua Police Department

Yes.

John Griffin, CFO

| can help out Mr. Mayor too.

Mayor Donchess
Oh CFO Griffin then.

Mr. Griffin

In direct response to Alderman O’Brien, the Risk Department has provided funding for this vehicle because of
the newness of the vehicle. We felt that instead of tying things up with a Supplemental Appropriation, we
would simply as Treasurer Fredette if there was enough funds to pay for the vehicle. And as the reading of the
Motion indicates, we plan on putting monies into CERF through either the escrow process, appropriations not
spent or a supplemental appropriation for revenues that exceed budget. So the money will be going back into
CERF but you can’t spend revenue in the City; you have to have an appropriation. So this is the most
expeditious way of handling this matter. In addition to that, the most recent Board of Aldermen Meeting
referred this vehicle to Budget and Budget recommends full passage for your next meeting on September 9".
So the plan is to replace the vehicle in September with the vote of the Full Board upon passage. Thank you.

Alderman O’Brien
Thank you Mr. Mayor.

Mayor Donchess

Thank you Alderman O’Brien. Anyone else; Alderman Klee?

Finance Committee - 08/19/2020 Page 7
Alderman Klee

Thank you Mr. Mayor, actually what Alderman O’Brien had asked was the question that | wanted to ask. Mr.
Griffin the question | have is this the same item that we had that was going to be, that we did get some
insurance money for but we have to put that in as a revenue and then we just file this? Is this how this is
working.

Mr. Griffin

That’s a great question Alderwoman Klee. The other vehicle, the transit vehicle, because of the magnitude
and size of that vehicle we actually got insurance money that you folks will be, | think you’ve already done it,
you have appropriated as a supplemental appropriation, the money back into CERF. But both Treasurer
Fredette and | feel comfortable that there’s enough funds available and there will be more funds available
based on our strategy to put more money in, in September through the escrow process.

Alderman Klee

Mr. Mayor, follow up.

Mayor Donchess

Yes, of course.

Alderman Klee

Pardon my —| feel like | am not quite understanding and | apologize Mr. Griffin. So this does not go through
insurance so there is no insurance or was it that it wasn’t completely paid off or how did this work, I’m sorry.

Mr. Griffin

Mr. Mayor maybe | can be clearer. Basically it was self-funded through the Risk Department. So when the
Board of Alderman appropriate over $3 million dollars to the Risk Department every Budget year, there’s
money there to pay for accidents.

Alderman Klee

Ok now | get it, thank you.

Mr. Griffin

When we bring it out the Risk Department it becomes a revenue to the City and | as mentioned you can’t
spend revenue, you have to spend an appropriation. But we thought because of the fact that we have saved
money in Fiscal 20 we have enough to fund this without going through the process of the supplemental
appropriation at this time.

Alderman Klee

Thank you, now | understand it, thank you very much.

Mayor Donchess

Any other questions or comments? Could the Clerk please call the roll?