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Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Mayor Jim Donchess

Date: September 9, 2021

Re: Multi-Year Contract Award — Postage Meter Lease

Pursuant to NRO: § 5-74/B: A contract that extends from the current fiscal year into succeeding

fiscal year(s) in which no funds have been appropriated nor otherwise designated for this purpose
shall be approved by the full Board of Aldermen before the contract shall become binding on the

City.

The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the September 15, 2021 meeting and as such | am requesting the full Board
of Alderman approve the following contract:

Item: Postage Meter Lease
Value: $100.01 per month for 5 years for a total of $6,000.60
Vendor: Pitney Bowes
Purchasing Memo#: 22-172 dated September 9, 2021
Contract Term: 60 months
Thank you.

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

=m Nashua
e@= Public

Gs «Library

September 2, 2021

To: Mayor Jim Donchess

Finance Committee
From: Jennifer McCormack, Director
RE: Lease agreement with Pitney Bowes

The library would like to enter into a new postage meter lease agreement with Pitney Bowes spanning
the fiscal years 2022-2024 in the amount of $6000.60, paid quarterly in the amount of $300.03. This

new meter replaces our obsolete postage meter and is used for postage on materials for our Books by
Mail and Interlibrary Loan services. Funding for the lease payments is included in the library’s regular

appropriations.

Sincerely, A

feniilhGe McCormack

2 Court Street | Nashua, NH 03060 | 603.589.4600 | www.nashualibrary.org

pitney bowes ©

State and Local Fair Market Value Lease

Your Business Information

Agreement Number

Full Legal Name of Lessee / DBA Name of Lessee

NASHUA PUBLIC LIBRARY

Tax ID # (FEIN/TIN)
26000581

Sold-To: Address
2 COURT ST, NASHUA, NH, 03060-3475, US

Sold-To: Contact Name

Elena Kolbenson

Sold-To: Contact Phone #
6035894622

Sold-To: Account #
0016963471

Bill-To: Address
2 COURT ST, NASHUA, NH, 03060-3475, US

Bill-To: Contact Name

Elena Kolbenson

Bill-To: Contact Phone #
6035894622

Bill-To: Account # Bill-To: Email

0016963471 elena. kolbenson@nashualibrary.org

Ship-To: Address

2 COURT ST, NASHUA, NH, 03060-3475, US

Ship-To: Contact Name

Elena Kolbenson

Ship-To: Contact Phone #
6035894622

Ship-To: Account #
0016963471

PO#

Your Business NCCC S Se

Qty Item Business Solution Description
1 SENDPROCSERIES4
SendPro C Series - Version 4
1 7HOO
C Series IMI Meter
1 8HO0O ;
C Series IMI Base
1 C425
SendPro C425
1 DM2RKL
Return Kit for DM200/225 - Large
F9S2 Co
SendPro C Install Training with Shipping
1 HZ80001 ;
SendPro C Series Drop Stacker
1 ME1A
Meter Equipment - C Series
1 MP81
C Series Integrated Scale
1 MP8110 .
C-Series 10lb/5kg Upgrade
1 PAB1
C Series Premium App Bundle
1 PTJ1
SendPro Online
1 PTJA
SendPro Basic 1 User
1 PTJN
Single User Access
US154402.5 2/20 Page 1 of 3 ¥102117291

©2020 Pitney Bowes Inc. All rights reserved.
Pitney Bowes Confidential Information

See Pitney Bowes Terms for additional terms and conditions

1 PTK1
Web Browser Integration
1 PTK2
SendPro C Series Shipping Integration
1 SJS1
C200 SoftGuard
1 STDSLA
Standard SLA-Equipment Service Agreement (for SendPro C Series - Version 4)
1 ZH24
Manual Weight Entry
1 ZH27
HZ02 65 LPM Speed
1 ZHC425
SendPro C425 Base System Identifier
1 ZHD5
USPS Rates with Metered Letter
1 ZHD7
E Conf Services for Metered LTR. BDL
1 ZHWM
10Ib/5kg Weighing Option for MP81
VOU Payee rit Pla mam
Initial Term: 60 months Initial Payment Amount: { ) Tax Exempt Certificate Attached
Number of Months Monthly Amount Billed Quarterly at” () Tax Exempt Certificate Not Required
60 $ 100.01 $ 300.03 ({X) Purchase Power® transaction fees included
{ ) Purchase Power® transaction fees extra

“Does not include any applicable sales, use, or property taxes which will be billed separately.

Your Signature BelOW ue

Non-Appropriations. You warrant that you have funds available to make all payments until the end of your current fiscal period, and shall use your best efforts to obtain funds to make all
payments in each subsequent fiscal period through the end of your lease term. If your appropriation request to your legislative body, or funding authority ("Governing Body") for funds to
make the payments is denied, you may terminate the lease on the last day of the fiscal period for which funds have been appropriated, upon (i) submission of documentation reasonably
satisfactory to us evidencing the Governing Body's denial of an appropriation sufficient to continue the lease for the next succeeding fiscal period, and (ii) satisfaction of all charges and
obligations under the lease incurred through the end of the fiscal period for which funds have been appropriated, including the return of the equipment at your expense.

By signing below, you agree to be bound by all the terms of this Agreement, including the Pitney Bowes Terms (Version 2/20), which are available at http://www.pb.com/statelocalfmvterms
and are incorporated by reference. This lease will be binding on us after we have completed our credit and documentation approval process and have signed below. This lease requires
you either to provide proof of insurance or participate in the ValueMAX® equipment protection program (see Section 6 of the State and Local Fair Market Value Lease Terms) for an
additional fee. If software is included in the Order, additional terms apply which are available by clicking on the hyperlink for that software located at
http://www. pitneybowes.com/us/license-terms-of-use/software-and-subscription-terms-and-conditions.html. Those additional terms are incorporated by reference.

Not Applicable
State/Entity's Contract#

Lessee Signature

Pitney Bowes Signature

Print Name Print Name
Title Title
Date Date

Email Address

US154402.5 2/20 Page 2 of 3 Y102117291
©2020 Pitney Bowes Inc. All rights reserved. See Pitney Bowes Terms for additional terms and conditions
Pitney Bowes Confidential Information

Seales Urifr ry ati) me

Christopher Skiba christopher.skiba@pb.com

Account Rep Name Email Address PBGFS Acceptance

US154402.5 2/20 Page 3 of 3 102117291

©2020 Pitney Bowes Inc. All rights reserved. See Pitney Bowes Terms for additional terms and conditions

Pitney Bowes Confidential Information

City of Nashua

Purchasing Department (603) 589-3330
Administrative Services Division Fax (603) 594-3233
229 Main Street - Nashua, NH 03060 burchasina@nashuanh.aov
To: Mayor Donchess
Finance Committee
From: Kelly Parkinson, Purchasing Manager
Date: 9/9/2021
Re: Change Order for Public Health Renovation

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 Economic Development Division
for a project change order from Martini & Northern.

The original contract price in the amount of $2,825,625 was approved by Finance Committee on in 2020.
Subsequently, change order #1 for an additional $150,000 was approved on 5/5/2021 bringing the total to
date to $2,975,625.

The Economic Development Division has requested the additional $19,937.18 in funding to cover the final
project change orders bringing the approved total to $2,995,562.10.

THE CITY OF NASHUA “The Cate City"

Office of Economic Development

TO: Jim Donchess, Mayor

FROM: Tim Cummings, Economic Development Director

Date: September 2, 2021

RE: Communication to Approve-&- Place on File a Notice of Contract Change for

Martini Northern Relative to final costs.

In the summer of 2020 the Finance committee approved a contract with Martini Northern in the amount
of $2,825,625 for the renovation of Public Health Building. In May of 2021 an additional $150,000 for
unanticipated, but necessary costs were also approved.

I am seeking approval for an additional $19,937.18 for various cost(s) associated with the project that
were not anticipated, but are necessary to close out the project. This money is available and was part of
the overall project budget through the owner’s contingency, but not included in the original construction
contract figure. The overall project and the bond authorization always conceived of a $3.6M project and
this project should come in under budget and on time.

Itemized Justification

Replace Sprinkler Valve & Compressor $8068.86
Autoclave Condensate Venting $6899.31
Hardware & Signage Changes $4969.01

TOTAL $19,937.19

The new project total is $2,995,562.18. The source of funds will come from $3.6M bond authorization

THANK YOU.

229 Main Street, Suite 234 » Nashua, New Hampshire 03060 * Phone (603) 589-3106

MARTINI

Owner Change Order Description Subcontractors Change Orders

Estimatq Pending Approved
Added signage from Punch List Metro $1,273.05
Replace Dry Sprinkler Valve & Compressor Carter, Irish $8,068.86
Door/Hardware Punch - move lockset, add (3) locksets/hardware Winnicut $1,251.32
Autoclave condensate venting APH, Irish, All-Bright, M $6,899.31
Door Hardware Final Changes Winnicut $2,444.65

$19,937.19

REPORT OF THE FINANCE COMMITTEE
SEPTEMBER 1, 2021

A meeting of the Finance Committee was held on Wednesday, September 1, 2021, at 7:19 p.m. in the Aldermanic
Chamber and via Zoom. The meeting link information can be found on the agenda.

Alderman Patricia Klee, Vice-Chairman, presided.

Members of the Committee present: Alderman Patricia Klee, Vice Chair
Alderman-at-Large Michael B. O’Brien
Alderwoman Elizabeth Lu (via Zoom)
Alderman Linda Harriott-Gathright

Members not in Attendance: Mayor Jim Donchess
Alderwoman-at-Large Shoshanna Kelly
Alderman-at-Large Brandon Michael Laws

Also in Attendance: Alderman-at-Large Lori Wilshire
John Griffin, CFO/Comptroller
David Fredette, Treasurer/Tax Collector
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Sarah Marchant, Community Development Director
Nick Miseirvitch, Deputy IT Director

PUBLIC COMMENT - None

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager

Re: Software Maintenance in the amount not to exceed $88,340.63 funded from accounts 54407 Software
Maintenance (IT Department)

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE AND APPROVE THE ANNUAL

SOFTWARE MAINTENANCE FOR MUNIS FROM TYLER TECHNOLOGIES, INC. IN AN AMOUNT NOT TO EXCEED

$88,340.63. FUNDING WILL BE THROUGH DEPARTMENT 122 INFORMATION TECHNOLOGY; FUND: 54407
SOFTWARE MAINTENANCE BY ROLL CALL

ON THE QUESTION

Kim Kleiner, Administrative Services Director

Good evening. | would ask that this item and the following item Clearsky be addressed by our Deputy Director Nick
Miseirvitch.

Chairman Klee
Okay. | did see that Nick was on line. Mr. Miseirvitch would you like to speak to this please? Thank you Director Kleiner.

Nick Miseirvitch, Deputy IT Director

Absolutely Madam Chairman. This is the annual software maintenance and licensing for our financial software
that the Tax Department uses to send out the tax notices. It is approximately five percent increase from last
year.

Chairman Klee

Thank you. Are there any questions among the members?

Finance Committee — 09/01/2021 Page 2
Alderman O’Brien

Thank you Madam Chair. | just want to bring up a parliamentary inquiry. As seen when the roll was taken, Alderman
Wilshire’s name wasn’t called and due to the rules of this chamber when we do not have a quorum, an Alderman-at-Large
is allowed to come in and to fill in in that capacity. If it’s okay with permission of the Chair, she is recognized by the Clerk
as a voting member of this body.

Chairman Klee

Thank you Alderman O’Brien. | completely missed it myself after thanking her for coming in and then ignoring her during
roll call. Doing good today aren’t I? Thank you so much Alderman O’Brien.

Alderwoman Lu

Thank you Madam Chairman. You know we didn’t make it easy for you beginning the meeting, not showing up. So it’s
hard to get back on track after that.

Point of order. Just for clarification, it sounds like Alderman O’Brien was citing a proposal that we voted down | thought
where any alderman-at-large could sit in. It was my understanding that the President of the Board can always sit in and
vote and | assume that’s why Alderman Wilshire is here. Am | mistaken that the vote to allow an at-large to vote at any
meeting is currently in effect?

Alderman O’Brien

Thank you Alderman Lu for your question but | bring the proposal to parliamentary inquiry forward and in good faith. It is
my interpretation without the presence of legal counsel here that it’s been a long-standing tradition as being an Alderman-
at-Large where that particular position is a city-wide election. That that particular Alderman-at-Large can be asked in
situations that were before us this evening where a quorum isn't present in the room that that Alderman-at-Large can
come in and sit down and vote on the particular matter.

It is my interpretation also as well the reason that rule exists is because I’m sure Alderman Lu you agree before us this
evening are a lot of pressing materials that need to be addressed that really goes to the benefit of the citizens. Like
everything else, people do get busy. | completely understand that. There may be a whole host of reasons why a
particular alderman cannot make the meeting. So I’m glad we do have this rule where alderman-at-large can come in and
backfill in the emergency situation that presented us this evening to vote. | hope that answers your question.
Alderwoman Lu

It absolutely — well it answer the question whether | thought you were in good faith but | certainly did. | was just trying to
understand a detail. So I’ll just go on to...thank you for that clarification. | do understand that we do have a lot of pressing
business so let’s get to it.

My question for Mr. Miseirvitch is just would you help me out here. Did we just recently approve another Tyler Tech.
contract? | remember you said you'll see me next year because this is annual.

Nick Miseirvitch, Deputy IT Director
No. That was for Kronos.
Alderwoman Lu

Okay. Thank you very much.

Nick Miseirvitch, Deputy IT Director
You're welcome.

Alderwoman Lu

I’m all set.