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Jim Donchess
Mayor e City of Nashua

To: Finance Committee
From: Jim Donchess
Date: April 28, 2021

Re: Change Order for Budgeting/Planning Software Implementation Change Order #1

In accordance with O-14-011, communication of amendments to contracts, this memo is to inform
the Finance Committee of a subsequent change order to the request from the Financial Services
Division for the implementation of budgeting/planning software.

The original contract price in the amount of $154,923 was approved by Finance Committee on
November 7, 2020.

The Financial Services Division has requested a contract change in the amount of $O (the actual cost
of $9,900 has been waived by the vendor) to cover additional hours needed to complete the
implementation and accommodate the unrealized complexity of the City’s collective bargaining
agreements on the complete project.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH. gov
www.NashuaNH. gov

THE CITY OF NASHUA “The Gate City’

Financial Services Division
Office of the Chief Financial Officer

TO: Mayor Jim Donchess

CC: Members of the Finance Committee

FROM: John L. Griffin, Chief Financial Officer/Comptroller
DATE: April 27, 2021

RE: Adaptive Insights - $0 Change Order

By way of background, during October 2020, the City of Nashua entered into an Agreement with
Adaptive Insights (“Adaptive”) for Professional Services related to the implementation of
Adaptive’s budgeting and planning software with an initial focus on the Nashua School District.
The original Scope of Work for professional services was for $92,923. The project has gone
well with the system scheduled to go operational during May 2021.

During the implementation process, Adaptive informed the City that additional hours would be
needed to complete the personnel portion of the original scope of work, resulting in a change to
the contract. The complexity of the City’s collective bargaining agreements made the additional
of hours of work necessary. Working with the City implementation team, Adaptive management
decided to treat the $9,900 associated with the additional effort as an investment and therefore
there was no additional charges proposed.

Attached to this memo is the $0 change order.

229 Main Street * Nashua, New Hampshire 03060 « Phone (603) 589-3173 * Fax (603)
589-3168

Wor K d Q y. Agreement #251067 — Confidential

CHANGE ORDER
Customer Name City of Nashua
Workday Entity Name Workday, Inc. 6110 Stoneridge Mall Rd., Pleasanton, CA 94588
Name of Agreement Professional Services Agreement
Agreement Effective Date November 10, 2020
SOW Effective Date / SOW # November 10, 2020 / SOW #232049
Change Order Effective Date The later of the dates beneath the parties’ signature below
Target Change Order Close Date | April 9, 2021
Currency USD
Fee Type Fixed Fee

Customer/Partner Project Manager Derek Danielson

Project Name Workday Adaptive Planning Deployment for Customer
Project Sponsor John Griffin
Workday Engagement Manager Al Menendez

Investment for additional effort to complete configuration of
critical functionality underestimated during quoting process

Impact Assessed by Dan Kiehl
Workday Region Education & Government

Summary of Change Type

Fees: Customer shall not be required to pay Professional Services Fees for the Services provided under
this SOW, representing a one-time Workday investment of $9,900 in Professional Services for this SOW
(the “Investment”). Project-related T&E are NOT included in the Professional Services Fees. Any
applicable T&E shall be reimbursed solely in accordance with the PSA. If the parties mutually agree to
reduce the scope of Professional Services provided hereunder, the Investment automatically shall be
reduced accordingly.

Workday’s Investment shall apply exclusively to the Professional Services described in this SOW and may
not be used towards: (i) any other Workday professional services outside the scope of work described in
this SOW, (ii) a credit for future services under any additional engagement with Workday, (iii) training, (iv)
fees or other amounts due under the MSA or any Order Form, or (v) [unless expressly provided herein,] as
a credit to be applied by Customer towards any professional services rendered by any third party. The
Investment is a “maximum cap” investment applied towards Professional Services provided by Workday
under this SOW. Any portion of the Investment not utilized hereunder shall expire upon the completion of
the Project. Customer shall not be entitled to any credit or refund for any expired or unused Investment.
The Investment does not apply to amendments or Change Orders to this SOW unless mutually agreed by
the parties therein.

Amendment:

This Change Order amends the SOW identified above. Except as expressly amended by this Change
Order, the terms of the SOW shall remain in full force and effect.

Change Order Reasor(s):

e §=©Add effort: no change in scope/timeline
Changes to Tasks in Scope:

e NA

Changes to Deliverables:

©Workday2020 (v20.3) Page 1 of 2
Change Order for SOW

Wor K d Q y. Agreement #251067 — Confidential
CHANGE ORDER

e NA
Changes to Project Schedule:

e This Change Order will not modify the project schedule set forth in the current project plan.
Changes to Go Live Date:

e This Change Order will not modify the Go-Live Date in the Original SOW.

Impact Assessment:

Project Activities Affected N/A
Tasks removed from Original SOW N/A
Tasks modified from Original SOW N/A
Project Schedule Impact N/A
Change Order Fees $0.00

Customer Contact

: Billing Contact Project Contact
Information
Contact Name John Griffin John Griffin
Street Address 229 Main Street 229 Main Street
City, State, Zip Code Nashua, New Hampshire 03060 Nashua, New Hampshire 03060
Country United States United States
Phone/Fax # (603) 589-3173 (603) 589-3173
Email griffinj}@nashuanh.gov griffinj}@nashuanh.gov

IN WITNESS WHEREOF, the parties’ authorized signatories have duly executed this Change Order as of
the later dates beneath the parties’ signatures below.

CITY OF NASHUA WORKDAY, INC.
KC Clove Kier
Signature Signature

Jim Donchess

Name Name

Mayor, City of Nashua

Title Title
04/26/21
Date Signed Date Signed
©Workday2020 (v20.3) Page 2 of 2

Change Order for SOW

Board of Aldermen — 11/14/17 Page 4
PETITIONS
Street Re-Numbering Petition: 25-27 New Searles Road

MOTION BY ALDERMAN DOWD TO ACCEPT THE STREET RENUMBERING PETITION, ASSIGN IT TO
THE COMMITTEE ON INFRASTRUCTURE AND THAT A PUBLIC HEARING BE SCHEDULED FOR
WEDNESDAY, DECEMBER 13, 2017, AT 7:00 PM IN THE ALDERMANIC CHAMBER

MOTION CARRIED

NOMINATIONS, APPOINTMENTS AND ELECTIONS — None
REPORTS OF COMMITTEE
Budget Review Committee.......0... ccc cccccccccccccccesteeeeeeeeeeecnssseeeeeeeseseeeetsseeeeeees 10/30/2017

There being no objection, President McCarthy declared the report of the October 30, 2017, Budget Review
Committee accepted and placed on file.

Finance Committee. ...... 0... ccecccccecccccececceceececeeeceeeeeseaueeeauecevaueseaaevevaneeraaereranes 10/18/2017

There being no objection, President McCarthy declared the report of the October 18, 2017 Finance
Committee accepted and placed on file.

WRITTEN REPORTS FROM LIAISONS — None
CONFIRMATION OF MAYOR'S APPOINTMENTS - None
UNFINISHED BUSINESS — RESOLUTIONS

R-17-141
Endorsers: Alderman Richard A. Dowd
Alderman June M. Caron
Alderman Ben Clemons
Alderman Tom Lopez
Alderman-at-Large Michael B. O’Brien, Sr.
Alderwoman Mary Ann Melizzi-Golja
Alderman-at-Large Lori Wilshire
APPROVING THE COST ITEMS OF A COLLECTIVE BARGAINING AGREEMENT BETWEEN
THE NASHUA BOARD OF EDUCATION AND THE NASHUA TEACHERS’ UNION, LOCAL #1044
AFT, AFL-CIO, UNIT B PARA-EDUCATORS FROM JULY 1, 2017 THROUGH JUNE 30, 2020 AND
AUTHORIZING RELATED TRANSFERS
Given its second reading;

MOTION BY ALDERMAN DOWD FOR FINAL PASSAGE OF R-17-141

ON THE QUESTION

President McCarthy

Before you speak to it, | will point out that | will be recusing myself as this is my wife’s bargaining unit.
Alderman Dowd

As you heard, there was a unanimous decision in favor of this contract at the Budget Committee. The para’s
fully deserve to try and catch up in their pay. They do a phenomenal job for the City of Nashua and the

City of Nashua

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

April 29, 2021
Memo #21-112

TO: Mayor Donchess
Finance Committee

SUBJECT: Nashua Police Department HVAC Repair Project in the amount of $3,601,767 funded from
accounts 81200 Buildings & Improvements

Please see attached communications from Karen Smith, Buisiness Office Manager, dated April 29, 2021 for project
specific details related to this purchase. Below please find a summary of the purchase approval request:

Item: NPD HVAC Repairs and System Upgrade Project
Value: $3,601,767
Vendor: Turnstone Corporation of Milford NH

Department: 150 Police Department

Source Fund: 81200 Buildings & Improvements

Ordinance: Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and contractual
services, except as otherwise provided herein, when the estimated cost thereof shall
exceed $10,000 shall be purchased by formal, written contract from the lowest responsible
bidder, after due notice inviting bids.

A competitive bidding RFP for this project was issued on 1/7/2021 where only one bid was received from which
was rejected due to non-conformance with RFP required documentation. A second competitive bidding RFP for
this project was issued on 2/15/2021 and the following bids were received:

Vendor Location Amount Note
Final pricing was reduced by unnecessary
Turnstone Corporation Milford, NH $3,614,287 line items removed from the final quote
Meridian Construction Gilford, NH $3,720,018
North Branch Construction | Concord, NH $3,799,990
Martini & Northern Newfields, NH | $4,030,050 | Bid withdrawn due to lack of
subcontractor availability

We recommend this bid to be awarded to the lowest total cost vendor who met the RFP specified requirements.
The Nashua Police Department, and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Smith , D Mederos

NASHUA POLICE
DEPARTMENT Date: 29 April 2021

Intradepartmental Communication

To: Kelly Parkinson, Purchasing Manager
From: Karen Smith, NPD Business Manager

Subject: NPD HVAC Upgrade Project

The Nashua Police Department solicited proposals (RFP0292-021121) from professional general
contractors for the Nashua Police Departments HVAC Upgrade project. Bids were received from the
following vendors:

VENDOR ADDRESS AMOUNT
MARTINI & NORTHERN NEWFIELDS, NH $4,030,050
MERIDIAN CONSTRUCTION GILFORD, NH $3,720,018
NORTH BRANCH CONCORD, NH $3,799,990
CONSTRUCTION

TURNSTONE CORPORATION MILFORD, NH $3,601,767

The Nashua Police Department recommends the bid to Turnstone Construction in the amount of

$3,601,767 for contracting services quoted for the NPD HVAC Repairs and System Upgrades. Funding is
available in the NPD HVAC Capital Project account.

Sincerely,

Kia fT

Karen Smith
Business Manager

CONTRACT FOR INDEPENDENT CONTRACTOR

NASHUA POLICE DEPARTMENT HVAC

A CONTRACT BETWEEN
THE CITY OF NASHUA, 229 MAIN STREET, CIFY HALL, NASHUA, NH 03060
AND
and its successors, transferees and assignees (together “Independent Contractor”)

TURNSTONE CORPORATION
NAME AND TITLE OF INDEPENDENT CONTRACTOR

479 Nashua Street
Milford, NH 03055
ADDRESS OF INDEPENDENT CONTRACTOR

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire, from time to time
requires the services of an Independent Contractor ; and

WHEREAS, it is deemed that the services of an Independent Contractor herein specified are both necessary
and desirable and in the best interests of the City of Nashua; and

WHEREAS, Independent Contractor 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, Independent Contractor shall furnish
all services, equipment, and materials and shali perform all operations necessary and required to carry out and
perform in accordance with the terms and conditions of the contract the work described.

3. PERIOD OF PERFORMANCE. Independent Contractor shall perform and complete all work by 1 weeks after Notice
to Proceed which date shall only be altered by mutually approved written agreement to extend the period of
performance or by termination in accordance with the terms of the contract. Professional Engineer shall begin
performance upon receipt of an Executed Contract and a valid Purchase Order issued from the City of Nashua.

4, COMPENSATION. Independent Contractor agrees to perform the work for a total cost not to exceed
Three Million Six Hundred and One Thousand Seyen Hundred and Sixty Seven DOLLARS and
Zero cents

The Contract Sum shall include all items and services necessary for the proper execution and completion of the
Work.

Unless Independent Contractor has received a written exemption from the City of Nashua, Independent Contractor
shall submit an itemized Application for Payment for operations completed in accordance with the values stated in
the Agreement. Such applications shall be supported by such data substantiating the Independent Contractor’s right
to payment as the City of Nashua may reasonably require. Independent Contractor shall submit requests for payment
for services performed under this agreement directly to:

> Electronically via email to VendorAPInvoicesi@/NashuaNH.gov
OR
>» 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.

The City of Nashua will pay for work satisfactorily completed and accurately invoiced by Independent Contractor
within thirty (30) days from the time of approval by the City of Nashua.

5, EFFECTIVE DATE OF CONTRACT. This contract shall not become effective until the date of execution by the
City of Nashua.

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 Contractor Representative
Captain Daniel Mederos Stacy J. Clark, President
Chief Michael Carignan Turnstone Corporation
Nashua Police Department 479 Nashua Street
Services Bureau Milford, NH 03055

28 Officer James Roche Drive

Nashua, NH 03062

Any notice required or permitted under this contract, if sent 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 Independent Contractor 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.

City of Nashua, NH (signature)

James W Donchess, Mayor
(Printed Name and Title)

Date Dat