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Finance Committee - 02/19/2020 Page 6

ON THE QUESTION

Mayor Donchess

And Ms. Kleiner is here | believe.

Kim Kleiner, Director of Administrative Services

Good evening, Kim Kleiner, Administrative Services Director. So | tried to provide as much history in my
Memo as possible because | know it has been a while. So the bond was actually approved back in August by
the Board of Aldermen. We did go out to RFP for this project; we had four firms that submitted proposals. City
Committee very extensively reviewed each proposal and interviewed each firm. That Committee was from
Financial Services, Economic Development, Legal, Assessing; so it was a very well-rounded Committee from
the City.

After extensive review it was unanimous with the Committee that Vision Government Solutions would be the
choice. They were actually also the low bidder on the project. It is important to note that even after the City
had gone through this and we had chosen Vision, as many of you know, we were also issued a reassessment
order by the BTLA in October. So once the BTLA issued that order of reassessment, it was now not only that
the NH DRA had to review the contract, they actually had to approve the contract. So through most of
December and January we went back and forth between my office, Legal, Vision and the NH DRA. Finally, on
February 7", the DRA accepted the contract.

Also important to note is that March 2™ at 4:00 in the City Auditorium will be a Special Board of Assessors
Meeting and at that time the NH DRA, Vision Government Solutions and Assessing and the Board will hold a
start-up meeting. We are choosing to do this in a very public forum. They will talk about how the project will
proceed, what data collection looks like, what area of the City we will be starting in, who the staff will be on the
project and we will walk through the contract step-by-step. So we are holding that in a public forum so that
members of the public can come and be informed about the project and much more details will be given at that
time. But, of course, | am happy to answer any questions.

Alderwoman Kelly

Thank you and thank you for all the hard work that went into getting people in for the RFP and the work you did
around that. My question was just | guess | was surprised it wasn’t KRT because we have been working with
them now. So if maybe you could give us a quick synopsis as to you know why you picked Vision, | am just
interested.

Ms. Kleiner

So KRT certainly was one of the proposals submitted. Vision Government Solutions has done an awful lot of
work in New England, they have been around for a long time. They commonly do Manchester and very large
municipalities. They submitted a proposal that we felt best suit the City and what we were trying to accomplish

in this project. They had a very detailed marketing and public education plan which we felt was really
important given what we have been through. So it was really the quality of the proposal that Vision submitted.

Alderwoman Kelly

Thank you | appreciate that.

Finance Committee - 02/19/2020 Page 7
Alderman Klee

| think you’ve already answered this when you talked about the March 2" meeting. So at that point you will
discuss when everything is going to start up, when citizens can expect that knock on the door of the leaflet that
is left there that we want to assess and so on. So will that date be set there or do you already have an idea of
a date.

Ms. Kleiner

Well if everything goes well on March 2", Vision would like to start March 3%.

Alderman Klee

May | follow up? At that meeting though you will discuss what sections of the ...

Ms. Kleiner

Yes.

Alderman Klee

Just don’t come to my house until | clean it on March 3%.

Ms. Kleiner

So | can tell you that after conversation with Vision and the DRA, it was suggested that we went by Ward. That
is something that Vision was very interested in doing. It provides areas that our public is used to, that our
citizens pretty much know. So they are looking to proceed the project through Wards. So there will be in
actual Wards. We have a dedicated site, a page on the web site where we are putting information as we get it,
it is posted to that site. So | really urge residents to go there. The contract, everything is out there and we will
put additional information as we have it.

Alderman Klee

One comment and | have been to the web site and thank you very much, it has got a lot of information, | even
printed out the contract and so on. | was able to look at it and | appreciate it, thank you.

Alderwoman Lu

| probably should know this but | understand that we need to a list...
Alderman Klee

Full Measure & List.

Alderwoman Lu

Full Measure and List every 10 years. And is that why we are doing this because | just wasn’t sure it seems
like we have recently done a full City re-assessment like maybe in 2018?

Ms. Kleiner
So we are required to do a revaluation every 5 years. We are not required to do a Full Measure & List. It has

been a while since the City has gone through a Full Measure & List and now that it is BTLA ordered, that is the
order from the BTLA, for a Full Measure & List.

Finance Committee - 02/19/2020 Page 8

Mayor Donchess

The last one was 1991.
Alderwoman Lu
Thank you.

Alderwoman Kelly

| actually have quite a few questions but | am going to confirm that the questions that | have should probably
happen at the March 2™ Meeting in terms of like how we are doing the business assessment or is it just
residential and like which Wards we will be doing first and that kind of stuff.

Ms. Kleiner

All of that will be covered at the March 2"? meeting and certainly the commercial assessors from Vision will
also be there as well the residential.

Mayor Donchess

So it is all properties.

Alderwoman Kelly

Can | follow up?

Mayor Donchess

Yes.

Alderwoman Kelly

| guess that was my question because | know there are some Wards that are much more commercial, so |
don’t know how they are going to handle that timeline.

Ms. Kleiner

One of the items that we are working on right now is a data collection guidelines both residential and
commercial. Those documents will be available at that meeting.

Alderwoman Kelly

Can | follow up?

Mayor Donchess

Yes.

Alderwoman Kelly

Beyond March 2", what will be maybe this is again their marketing plan, will there be any additional public
meetings so people can come and understand what is going on?

Finance Committee - 02/19/2020 Page 9
Ms. Kleiner

Yes so like | said, one of the interesting things that really drove us to Vision’s proposal was their public
marketing and their public education. So Vision is open to do as many meetings public meetings as we'd like.
They are willing to go out and do them by Ward. They are willing to come to the Board of Aldermen or any
other Governmental Meeting that we have to update. With the BTLA Reassessment order, we will be required
to do a monitor report to the DRA and the BTLA so we will be putting together the percentage of completion
and any relevant information and reporting that to the State and to BTLA each quarter.

Alderwoman Kelly
OK thank you.

Mayor Donchess

Any other questions or comments? Now this is going to have to go to the Full Board on Tuesday. Any other
questions or comments?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Aldermanic Chamber Upgrades (Value: $58,835) Department: 129 City Buildings; Fund: PEG

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
ALDERMANIC CHAMBER UPGRADES IN THE AMOUNT OF $58,835 TO ACCESS AV. FUNDS ARE
AVAILABLE IN DEPARTMENT 129 CITY BUILDINGS; FUND: PEG

ON THE QUESTION

Mayor Donchess

Any questions or comments on this item?

Alderwoman Kelly

Is that outside of the initial budget to do walls and desks etc. | am looking at the Memo, it seems that way, |
just want to make sure that | am clear.

Bruce Codagnone, IT Division Director

So for the record, Bruce Codagnone, IT Director for the City. Yes it is a separate budget for the technology
upgrades not included in the furniture and all those things. So this is handled out of the PEG Budget, the
Cable TV Budget.

Alderwoman Kelly

Follow up?

Mayor Donchess

Yes.

Alderwoman Kelly

What kind of fancy tools are we getting?

Finance Committee - 02/19/2020 Page 10

Mr. Codagnone

Fancy tools? The presentation stuff is the really big improvement, there are going to be four 75 inch TV’s put
in; one on the east wall, one on the west wall and on the south beam there will be one angled up near the
ceiling facing the audience, another one up at the ceiling facing towards the President’s desk. So from any
area in the room you would be able to see the TV as well as the audience can see it. And also all new
microphones are going in. In the last Chamber, we had difficulty with the set-up where if somebody brought in
their own device — laptop to do presentations, sometimes it worked, sometimes it didn’t. If we called the
vendor, we pay this hefty fee. So we were adamant that we weren't going to use any of the equipment and we
are getting all new equipment just to do those presentations.

Alderwoman Kelly

Just to follow on to the presentation thing, are you going to do something that’s like a Bluetooth or airplay or
something that’s easy without having to have multiple ...

Mr. Codagnone

Right now it’s HDMI. The difficulty is we really don’t know what people are going to bring in for device. They
could bring in an antique lap top that only have a VGA connector or they could bring in something state of the
art. You know, we have adapters that will work with [Pads and Android Tablets and things like that. It’s very

difficult to know what somebody is going to bring in.

Alderwoman Kelly
Yeah | appreciate that thank you.
Alderwoman Lu

Just being new to this, | was a little surprised that this was being presented in the middle of the process. Is this
just something that doesn’t have to be completed?

Mr. Codagnone

No it has to be completed.
Alderwoman Lu

During the renovations?

Mr. Codagnone

This one took longer mainly because we had to go out to rebid, a second bid with the vendors. We were fairly
clear on what we wanted and what we did not want. We made it clear that we weren’t going to reuse a lot of
the old equipment that was not working well. Two of the vendor’s proposals included re-using the old
equipment.

And then one of the vendors proposed using wireless microphones which would be problematic, they would
have to be taken out every night, recharged and then brought back in before every meeting. There is the
potential that the batteries could go dead half-way through a meeting. So we basically had to tell them all “go
back and figure it out and re-bid”. Vhen we got the new proposals | think they understood what we were
looking for at that point.

Finance Committee - 02/19/2020 Page 11
Alderwoman Lu

Thank you.
MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM FEBRUARY 1, 2020 TO FEBRUARY 13, 2020

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderwoman Lu
| thought your address last night was very inspiring.

Mayor Donchess

Thank you very much.

Alderwoman Kelly

| just came from Empty Bowls and it has the potential to be the last one, so | just wanted to say thank you. It is
such an amazing community event that we have done for like 26 years and it was packed this year. So
hopefully we will find somebody to pick it up but it has been such a great event.

Mayor Donchess

It has been. It always is on the night of the Finance Committee.
Alderwoman Kelly
Always, I’m always running to get here.

NON-PUBLIC SESSION - None

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:28 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

7:00 pm

FINANCE COMMITTEE
FEBRUARY 19, 2020

City Hall — Room 208

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:
Re:

From:
Re:

From:
Re:

From:
Re:

From:
Re:

Dan Kooken, Purchasing Manager
Renewal of Software for Dispatch and Records System (Value: $66,795) Department: 150 Police;
Fund: Software Maintenance

Dan Kocken, Purchasing Manager

Purchase of NPD Bulletproof Vests (Value: $27,625) Department: 150 Police; Fund: 2018
Bulletproof Vest Partnership Grant $5,688; 2019 Bulletproof Vest Partnership Grant $8,125 and
Protective Clothing Account $13,813

Dan Kooken, Purchasing Manager
FY21 Biodiesel Fuel — City of Nashua (Value Estimated $24,263) Department: 186 Transportation;
Fund: FTA Grant

Dan Kooken, Purchasing Manager
2020-22 Cyclical Revaluation Contract (Value: $1,125,000) Department: 132 Assessing; Fund:
Bond

Dan Kooken, Purchasing Manager
Aldermanic Chamber Upgrades (Value: $58,835) Department: 129 City Buildings; Fund: PEG

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION - None

ADJOURNMENT

Exhibit B
0249-040522 Commissioning Agent

Fee Summary
A. Limited Preparation Phase S 2,900.00
B Construction Phase $10,000.00
C. System Performance Testing S 5,700.00
D. Mechanical Systems Training S§ 1,000.00
E. Project Closeout and Post Occupancy S 5,900.00
Total Lump Sum Fee: (estimated) $25,500.00
Estimated Reimbursable Costs (mileage, printing, copying, etc.) § 2,050.00
Commissioning Services Fee Schedule Attach your standard fee schedule

Acknowledgement is made of receipt of the following bid documents: Request for Proposal, Exhibit A (Scope of
Work}, Exhibit B (Bid Form), Appendix A (Contract, Terms & Conditions)

Fitzemeyer and Tocci Associates, Inc. Nathaniel Fanning, Energy and Infrastructure Service Leader

(Name of Bidding Vendor)

(Signature)

Immigration Reform and Control Act of 1986: The undersigned certifies that it does not and will not during the
performance of this Contract violate the provisions of the Federal Immigration Reform and Control Act of 1986,
which prohibits employment of illegal aliens.

Disqualification of Bidders: By signing this bid or proposal, the undersigned certifies that this
person/firm/corporation is not currently barred from bidding on contracts by any Federal Agency or Agency of the
State of New Hampshire, nor is this person/firm/corporation a part of any firm/corporation that is currently barred
from bidding on contracts by any Federal Agency or Agency of the State of New Hampshire. We have attached an
explanation of any previous debarment(s) and copies of notice(s) of reinstatement(s).

Bidding Organization Fitzemeyer and Tocci Associates, Inc.

Name & Title of Authorized Representative Nathaniel Fanning, Energy and Infrastructure Service Leader
Signature Date 4/5/2022

2 of 2

| THE CITY OF NASHUA “The Gate City

Financial Services

Purchasing Department

February 13, 2020
Memo #20-080

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: RENEWAL OF SOFTWARE FOR DISPATCH AND RECORDS SYSTEM (VALUE:
$66, 795)
DEPARTMENT: 150 POLICE; FUND: SOFTWARE MAINTENANCE

Please see attached communications from Karen A. Smith, Business Manager dated January
30, 2020 for the information related to this purchase.

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.

The Nashua Police Department and the Purchasing Department recommend the renewal of this product
from Tritech Software Systems of Lake Mary, FL in the amount of $66,795.

Re Fit,

oken
Purchasing Manager

Cc: K Smith M Carignan

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

NASHUA POLICE
Date: 36 January 2020

Intradepartmental Communication

To: CFO Dan Kooken
From: Karen A. Smith, Business Manager

Subject: Tritech Public Safety Software Maintenance

The Nashua Police Department recommends renewing the maintenance for software with Tritech
Software for the Dispatch and Records System for the twenty-one items included in the enclosed itemized

invoice totaling $66,795. Funding is available in the department's software maintenance budget for this
purpose.

Sincerely,

Fino IN

Karen A. Smith
Business Manager