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SPECIAL
REPORT OF THE FINANCE COMMITTEE

JULY 31, 2019

A meeting of the Finance Committee was held on Wednesday, July 31, 2019, at 7:00 p.m. in the Aldermanic
Chamber.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman Michael B. O’Brien, Vice Chair
Alderwoman -at-Large Shoshanna Kelly
Alderman Patricia Klee
Alderman June M. Caron

Members not in Attendance: Alderman-at-Large Brandon Michael Laws
Alderman Linda Harriott-Gathright

Also in Attendance: Kim Kleiner, Director, Administrative Services
John Griffin, CFO/Comptroller
Dan Kooken, Purchasing Manager

Mayor Donchess

Alderman Laws has a family commitment and said he wouldn't be here tonight, so he called in and talked to
me.

PUBLIC COMMENT - None

From: Mayor Jim Donchess
Re: Emergency PO Request — Emergency Bar Rack Repair for $137,660 at WWTF

MOTION BY ALDERWOMAN KELLY TO ACCEPT AND PLACE ON FILE
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Patriot Properties-Upgrade of AssessPro Classic to AssessPro AP5 (Value: $34,750)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO
PATRIOT PROPERTIES IN THE AMOUNT OF $34,750. FUNDS ARE AVAILABLE IN DEPARTMENT 132,
ASSESSING; GENERAL OPERATING FUND

ON THE QUESTION

Mayor Donchess

Ms. Kleiner is here to explain this item which she is going to proceed to do.

Finance Committee - 07/31/2019 Page 2

Kim Kleiner, Director Administrative Services

Good evening Mr. Mayor, Members of the Committee. | am Kim Kleiner, Administrative Services Director. So
back in April when we came to the Board of Aldermen and presented the Assessing Improvement Plan we
actually talked about this upgrade but we talked about having it in 2020. What we said at that time was that we
were going to work this summer on transferring our abatements and some other data from our old Admin
System to the current AssessPro System; that’s why we weren’t going to do the upgrade. That has changed.
So what we found when we were converting the Admin data was that there aren’t enough fields in our current
software to transfer it correctly. So we started to investigate in more depth the upgrade.

What we have found is that the upgrade will work very nicely with transferring over that data from Admins and
the increased functionality in the new upgrade is going to create efficiencies within the Assessing Department.
So | included those upgrades and those features. | am happy to answer any questions about them. | will tell
you that last week Patriot came in and gave the full assessing staff a demo, walked us through it. There will be
extensive training for all of our staff on the new system; that is part of the contract. A bit of good news, while
they were in giving us the demo they were working with us on the archive pro which is the software that we
purchased to put property cards on-line as is. So they were here and they came back yesterday and worked

with us again and as of today you can go on the City Website and you can look at property cards on-line for
every property; so that’s just a bit of news.

Mayor Donchess

And print them out correct.

Ms. Kleiner

And you can print them at home.

Mayor Donchess

We have had a little focus on property cards so this will enable people to gain immediate access to everything,
right?

Ms. Kleiner

Correct.

Mayor Donchess

Alright, so any discussions or questions?

Alderman Klee

Thank you actually | don’t have so much of a question you have answered my question, | was going to ask if

this was going to help with the on-line at home and so on. This is great, this is great news and thank you so
much Kim for doing this. | appreciate this thank you.

Mayor Donchess
And this started just today right, today was the first day, today was Day 1.
Ms. Kleiner

Today was Day 1 of the property cards on-line. | think of the important things that we’ve really noticed with this
is that there are so many updated tables and fields and note sections that are going to allow our assessors to

Finance Committee - 07/31/2019 Page 3

document more changes and more things that they could in our current software. They will also, a big plus, is
that they will be able to work in multiple tax years all within the same data base. So right now we don’t have
that capability. Once we start to move to File Capture to print bills and things, our assessors are kind of at a
standstill and can’t work within the data base. So there is going to be some real efficiency.

Alderman O’Brien

Yeah just a comment but | compliment you on doing this because a lot of people forget, being Chairman of the
Infrastructure Committee, but computer programming is infrastructure as well too. If we cannot do our job well
you know this is sort of like you know having a house and not painting it and wondering why the clapboards are
falling off. And you can get that with the computer system, particularly in this day and age where new
generations come out fairly quickly and different things. But | am sure with some of the Admin | worked on that
while | was on the Fire Department and it was thrilling then and | am sure it is wicked neat now. But | am glad
to see that the City is now adopting, as part of its infrastructure in replacing this. So well done and | support
this 100%, thank you.

Alderwoman Kelly

Thank you for your diligence, | Know there’s a lot of things that are happening in the Assessing Department
and | think that this makes a lot of sense. | have two questions; one was if | were a constituent who wanted to
find my property tax where do | go, or my property card, where would | go?

Ms. Kleiner

Sure. Go to the Assessing Web Site. You will see a box there that says “Web Pro”, click on that box, that will
bring up a search of the street and you can put in your street, pull up your house number. Then you will see a
tab that says “Assessor's Property Card” click on that and up comes your card.

Alderwoman Kleiner

Great and thank you probably have already answered this before but it’s been a little bit. This brings us up to
industry standard in terms of software.

Ms. Kleiner

Correct, it does so this software hasn’t been upgraded since it was installed in 2004. But this does bring us up
to the latest version of AssessPro.

Alderwoman Kelly

Thank you.
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: ESRI (GIS) Enterprise License Agreement and ArcGIS GeoEvent Server (3 Year)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON BOARD
OF ALDERMEN APPROVAL, AWARD THE THREE-YEAR CONTRACT TO ENVIRONMENTAL SYSTEMS
RESEARCH INSTITUTE IN AN AMOUNT NOT TO EXCEED $28,000 PER YEAR. SOURCE OF FUNDING
IS DEPARTMENT, 134 GIS; GENERAL OPERATING FUND

Finance Committee - 07/31/2019 Page 4

ON THE QUESTION

Mayor Donchess

Ms. Kleiner?

Ms. Kleiner

Good evening. So this is a contract, it is a renewal, this is for our GIS Software. It is a multi-year contract so it
will require approval by the Board. But we have a license, we have an Enterprise License that we carry. That
Enterprise License also enables Pennichuck Corporation to use our software license as well. So we split the
cost, the yearly cost with Pennichuck. So that’s why you will see that | said in the Memo it is an annual cost to
the City and to Pennichuck of $28,000.00.

We've done a lot of work in GIS; our Infrastructure team in IT has really been working hard working with a
gentleman from CDM Smith and they have moved a lot of the software and the data over to a new server in IT.
That project is going very well. We also have a final report on recommendations that CDM Smith would make
for how we move forward with GIS and we will be bringing those to the PEDC Committee on September 3”.
MOTION CARRIED

ADJOURNMENT

MOTION BY ALDERMAN O’BRIEN TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:11 p.m.

Alderwoman-at-Large Shoshanna Kelly
Committee Clerk

SPECIAL
FINANCE COMMITTEE

JULY 31, 2019
7:00 pm Aldermanic Chamber

ROLL CALL
PUBLIC COMMENT
COMMUNICATIONS

From: Mayor Jim Donchess
Re: Emergency PO Request — Emergency Bar Rack Repair for $137,660 at WWTF

From: Dan Kooken, Purchasing Manager
Re: Patriot Properties-Upgrade of AssessPro Classic to AssessPro AP5 (Value: $34,750)
Department: 132 Assessing; Fund: General

From: Dan Kooken, Purchasing Manager
Re: ESRI (GIS) Enterprise License Agreement and ArcGIS GeoEvent Server (3 Year)
(Value: $28,000 per year); Department: 134 GIS; Fund: General

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

ADJOURNMENT

Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

Filed With: Patricia Piecuch, City Clerk

From: Jirm Donchess
Date: July 25, 2019
Re: Emergency PO Request — Emergency Bar Rack Repair for $137,660 at WWTF

Pursuant to 5-90 (G) of the NRO, | have authorized an Emergency Purchase Order to
Huber Technology of Huntersville, NC to perform repairs.

Included is a copy of a memo dated July 24, 2019 from David Boucher, Wastewater
Superintendent to Lisa Fauteux, Director of Public Works explaining the cause and
the need for this emergency work, a copy of the quote from Huber Technology for
repairs costing $137,660 and a Field Service Report from Huber Technology of
Huntersville, NC that details the damage and repairs needed.

Once filed with the City Clerk’s office a Requisition will entered and a PO
generated that will allow these repairs to be implemented and completed as soon

as possible.

Thank you,
CC: DPW Administration

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

(2 THE CITY OF NASHUA “the Gate Cy

Division of Public Works
Wastewater Department

DATE: July 24, 2019

Lisa Fauteux, Director of Public Works

TO:

Carolyn O’Connor, Finance Manager
FROM: David Boucher, Wastewater Superintendent
RE: Headworks Bar Rack

The Wastewater Facility had logs and damaging debris
enter into the wet well of the Facility on May 13, 2019.
This debris caused significant torque on the equipment,
bending the scraper arms and rakes on both bar racks. We
replaced the scraper arms and straightened the rakes,
thinking this was the extent of the damage.

On July 6, 2019, the Facility experienced a failure of
the short channel bar rack. We called the manufacturer
who sent a technician out to inspect the equipment and
determine what had happened. The tech reported that the
chain appeared to have come free of the sprockets at the
bottom of the channel when the equipment had reversed
itself. Once the chain was free of the sprockets, the bar
rack continued to run, with no indication on our SCADA
computer system of any alarms. This caused the chains to
kink, the rakes to bend, and damage to the sprockets and
other components.

When discussing why this happened, the technician did ask
if we had anything abnormal come up the bar rack. We told
him about the logs from May and he said that could
absolutely have had an effect on the stretching of the
chains.

This equipment is pivotal to the operation of the
Wastewater Facility. We currently have a redundant
screen; however, if the second screen were to fail, the
Wastewater Facility would not be able to take flow into
it. The Facility currently takes an average of 11 million
gallons of sanitary sewer waste each day. This waste
would not be able to get to the Facility for treatment.
During a rain event, the Facility can take 50 million

2 Sawmill Road « Nashua, New Hampshire 03060 e Phone (603) 589-3560 e Fax (603) 589-3474

gallons per day of combined sanitary sewer waste and
storm water flow. This flow would not be able to get to
the Facility for treatment. The flow would back up in the
City’s collection system and eventually trigger the
combined sewer overflows that discharge directly to the
Merrimack and Nashua Rivers with no treatment. This could
result in major negative environmental impacts as well as
fines from the NH Department of Environmental Service and
US Environmental Protection Agency.

We are requesting an emergency PO be issued in the amount
of $137,659.56 to Huber Technology, Inc for the parts and

installation to repair the short channel bar rack.

Please contact me if you have any further questions.

2 Sawmill Road * Nashua, New Hampshire 03060 e Phone (603) 589-3560 Fax (603) 589-3474

HUBER Technology, Inc. - Huntersville, NC

Billing Address

City of Nashua

PO Box 2019

229 Main Street
Nashua, NH 03061-2019

UNITED STATES
OFFER: 71006086 / V1
Project: Nashua NH 13003670

Your Letter/Your Reference:

All parts in stock unless otherwise indicated below.

Customer is responsible for the following prior to Huber’s technician arrival:

BRemevaletubenmacsinefrars-chaarel—
{2)Pressure washing of machine, and
(3)Providing lifting equipment.

WASTE WATER Solutions

Delivery Address
City of Nashua

2 Sawmill Road
Nashua, NH 03060

UNITED STATES

Date printed: Jul 17, 2019

Our Reference: — Lindsay Barnes

Phone: +1-704-990-2050

Fax:

Email: lindsay. barnes@hhusa.net

113976
+1-603 589-3181
+1-(603) 589-3168

Customer No:
Phone:
Fax:

Failure te do so will result in additional charges of $1,000 per day Huber is onsite.

Pos Qty Unit Item Country of origin Price USD Total USD
Description HS-Code Tax (%)

10/1 2.00 pcs 507142 1,166.32 2,332.64
chain wheel MC112 D70 d140 28 p125 t28,8 0%
6xbo13

20/1 2.00 pcs 507164 1,187.19 2,374.38
chain wheel split MC112 D70 d140 z8 p125 0%
t28,8 6xbo13

30/1 2.00 pes 703985 7,102.77 14,205.54
chain DIN 8168 MC112 p125 D70 bl 32 0%
L6250

40/1 10.00 pcs 703983 2,340.89 23,408.90
chain DIN 8168 MC112 p125 D70 b1 32 0%

L2000

HUBER Technology, Inc.

Huber Technology, Inc. - 9735 NorthCross Center Court Suite A » Huntersville, NC 28078
Phone (704) 949-1010 - Fax (704) 949-1020 * huber@hhusa.net » www-huber-technology.com

A member of the HUBER Group

HUBER Technology, Inc. - Huntersville, NC

Bis)

WASTE WATER Solutions

Quotation Ne: 71006086
Date: Jul 17, 2019
Page: 2 (8)
Pos Qty Unit item Country of origin Price USD Total USD
Description HS-Code Tax (%)
50/1 4.00 pcs 703982 8,813.37 35,253.48
chain DIN 8168 MC112 p125 D70 bl 32 0%
L750
60/1 2.00 pcs 700795 68.00 136.00
bellows d 75 D108 L 50-350 t0,8-1 40169300 0%
70/1 =2.00 pcs 10124634 6,729.57 13,459.14
RakeMax/EscaMax Lower Bearing Assembly 0%
80/1 2.00 pcs 703405 147.27 294,54
flange bearing UCFC212 ZP 60 d60 bo135 0%
BC160
90/1 1.00 pcs 10000001 27,134.94 27,134.94
Nashua NH Crash Parts Kit (Rakes, Tracks, 0%
Beams, Sprocket Covers, etc)
100/1 80.00 HOUR 40001 145.00 11,600.00
Labor 0%
110/1 16.00 HOUR 40003 110.00 1,760.00
Travel Time 0%
120/1 2.00 pcs 10000002 800.00 1,600.00
Flight 0%
120/2 8.00 pcs 10000002 125.00 1,000.00
Hotel 0%
120/3 5.00 pcs 10000002 100.00 500.00
Car Rental 0%
120/4 10.00 pcs 10000002 60.00 600.00
Per Diem 0%
120/5 1.00 pcs 10000002 500.00 500.00
Misc Fieid Materiais 0%
130/1 1.00 pcs 410500 1,500.00 1,500.00
Freight 0%

Lead Time: 7-8 Weeks

HUBER Technology, inc.
Huber Technology, Inc. - 9735 NorthCross Center Court Suite A » Huntersville, NC 28078

Phone (704) 949-1010 « Fax (704) 949-1020 - huber@hhusa.net « www.huber-technology.com

A member of the HUBER Group