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Purchasing Department

September 1, 2016
Memo #17-046

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF CITIZENS SELF-SERVICE MODULE - MUNIS (VALUE: $24,510)
DEPARTMENT: 122 INFORMATION TECHNOLOGY; FUND: CAPITAL PROJECTS
ERP SYSTEM FUND

Please see the attached communication from David G. Fredette, Treasurer/Tax Collector, for information
related to this purchase.

Pursuant to § 5-92 Information Technology Division participation in purchasing process. For major
purchases and contracts solicited in accordance with § 5-78 which include computers or communications
equipment or related software, including but not limited to workstations, servers, surveillance equipment
and wired and wireless transmission equipment, the Information Technology Division shall participate in
the purchasing process, providing advice, input and recommendations.

The Director of Emergency Management and the Purchasing Department recommend awarding this
purchase in an amount of $24,510 to Tyler Technologies — Munis of Merrimack, NH.

Respectfully,

thle

Dan Kooken

Purchasing Manager

Cc: D. Fredette B. Codagnone

229 Main Street « Nashua, New Hampshire 03061 e Phone (603) 589-3330 » Fax (603) 589-3344

aca en sm pom PT

City of Nashua
Office of The Treasurer

. 7 603) 589-3193
229 Main Street - Nashua, NH 03060 Fax (802)589. 3298

To: Dan Kooken, Purchasing Manager August 24, 2016

From: David G. Fredette, Treasurer/Tax Collector) G

A.

Re: Citizens Self-Service Module - Munis

As you are aware, the Treasurer/Tax Office has been involved for the past several years with the city’s
ERP project. This past May the city issued 28,000+/- property tax bills under the new Munis software
system after a two-year conversion project with a near 100% accuracy rate. To provide additional
services for our residences and businesses the next step is to purchase the Munis Self-Service Module
as planned. Listed below are the many benefits and services associated with this module:

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pete

k.

Actual (printable) property tax bill - amounts, due dates, account numbers
Payment history and status

Tax rate information

Assessment information and history

Exemption & Credit information

Additional online payment options (dependent on updating NRO)

Reduce the need for attaching duplicate bills via email

Reduce bill prints and payment history through faxes

Provide documentation needed for income tax filing

Assists lending institutions, title companies, prospective buyers, real estate
agents with more access to relative information

Eventual inclusion of Wastewater bills & information

The initial cost for the module is $24,510, which was included in the original ERP budget, In
conjunction with the CIO/IT Director I recommend awarding this contract in an amount of $24,510 to
Tyler Technologies - Munis.

Cc: Mayor James Donchess 16-008
John Griffin, CFO/Comptroller
Bruce Codagnone, IT Director

AMENDMENT

This amendment (“Amendment”) is made this day of , 2016 by and
between Tyler Technologies, Inc. with offices at One Tyler Drive, Yarmouth, Maine 04096 (“Tyler”) and the
City of Nashua, with offices at 229 Main Street, Nashua, NH 03060 (“Client”).

WHEREAS, Tyler and the Client are parties to an agreement dated June 7, 2014 (“Agreement”); and

WHEREAS, Tyler and Client desire to amend the Agreement;

NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and the Client agree
as follows:

1.

The Tyler Software and services in Sales Quotation 2016-20611, attached hereto as Exhibit 1, are
hereby added to the Agreement.

Payment for the items added to the Agreement pursuant this Amendment shall conform to the
following:

a.

Software License Fees. Tyler shall invoice Client $16,500 on the date when Tyler makes the
Citizen Self-Service Tyler Software available to Client for downloading (the “Available
Download Date”). Such amount equals 100% of the software fees for the Citizen Self-Service
Tyler Software.

Services & Expenses. Fees for professional services, along with applicable expenses, shall be
invoiced as provided and/or incurred.

Maintenance Fees. Client agrees to purchase, and Tyler agrees to provide, maintenance services
($3,960) for the Citizen Self-Service Tyler Software in accordance with the terms of the
Agreement. The initial maintenance term for such modules shall be prorated for a term
commencing on the Available Download Date and ending concurrently with Client’s current
annual maintenance term. Following the initial term, subsequent maintenance will be provided
in accordance with the terms of the Agreement.

3. This Amendment shall be governed by and construed in accordance with the terms and conditions of the
Agreement.

4. All other terms and conditions of the Agreement shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set forth below.

Tyler Technologies, Inc. Nashua, NH
ERP and School Division

By: By:

Name: Name:
Title: Title:

Date:

Date:

Exhibit 1

e* Quoted By: Christine Lyden
*e° % t yl e ir Date: 5242016
[J -” ) s oe
9 technologies Quote Expiration: 11/192016
Quote Name: City of Nashua-ERP-Monis Citizen Self-Service Add-on
Quote Number: 2016-20611
Quote Description: Citizen Self-Service
Sales Quotation For
City of Nashua

238 Main Street P.O. Box 2019
Nashua, New Hampshire 03060
Phone (603) 389-3300

Tyler Software and Related Services

eee) Impl. Cost Data Conversion Module Total Year One Maintenance
Productivity:
Citizen Self Service $22,000.00 2@$1,276.00 $2,550.00 $0.00 $24,550.00 $3,960.00
Sub-Total: $22,000.00 $2,550.00 $0.00 $24,550.00 $3,960.00
Less Discount: $5,500.00 $0.00 $0.00 $5,500.00 $0.00
TOTAL: $16,500,00 2 $2,550.00 $0.00 $19,050.00 $23,960.00
Other Services
Bi srma ie) Quantity ei geie Unit Discount Extended Price;
Self-Service installation Fee - Client Hosted (Existing Customers) 1 $1,500.00 $0.00 $1,500.00
TOTAL: $1,500.00
Summary One Time Fees Recurring Fees
Total Tyler Software $16,500.00 $3,960.00
Total Tyler Services $4,050.00 $0.00

2016-26611 - Citizen Self-Service CONFIDENTIAL fofa

Summary One Time Fees Recurring Fees
Total ard Party Hardware, Software and $0.00 $0.00
Services

Summary Total $20,550.00 $3,960.00
Contract Total $24,510.00

Uniess olherwise indicated in the coniraci or Amendment thereto, pricing for optional items will be heid
for Six (6) months from the Quote date or the Effective Date of ine Contract, whichever is later.

Customer Approval: Date:
Print Name: PO. #

All primary values quoted in US Dollars
Tyler Discount Detail

Description License License Discount eres

Productivity:

Citizen Self Service $22,000.00 $5,500.00 $16,500.00
TOTAL: $22,000.00 $5,500.00 $16,500.00

2076-20611 - Citizen Self-Service CONFIDENTIAL

Maintenance
bate hit

$3,960.00
$35,960.00

Bo Oly aie lial
Discount

$0.00
$0.00

Exhibit 1

Year One Maint
tet

$3,960.00
$3,960.00

Exhibit 1

Comments
Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications. such as the MUNIS Web Client and the MUNIS Self Service applications if

hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public intemet. There are various vendors
who sell SSL Certificates, with all ranges of prices.

Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.

Unless otherwise noted, prices submitted in the quote do not incInde travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.

Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and
remitting.

In the event Client cancels services less than two (2) weeks im advance, Client is liable to Tyler for (0) all non-refundable expenses incurred by Tyler on Client's behalf: and (ii)
daily fees associated with the cancelled services if Tyler is unable fo re-assign its personnel.

Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.

Tyler's cost is based on all of the proposed products and services being obtained from Tyler. Should significant portions of the products or services be deleted, Tvler reserves the
right to adjust prices accordingly.

Client agrees that items in this sales quotation are, upon Client's signature of same. hereby added to the Agreement between the parties, and subject to its terms. Additionally, and
notwithstanding anything in the Agreement to the contrary, payment for said items shall conform to the following conditions: Licensee fees for Tyler and 3rd party products are
due whea Tyler makes such software available for download by the Client (for the purpose of this quotation, the ‘Availability Date’) or delivery (if not softwarey, Maintenance fees,
prorated for the term commencing when on the Availability Date and ending on the last day of the current anaval support term for Tyler Software currently licensed to the Client,
are due on the Availability Date; Fees for services, unless otherwise indicated. plus expenses, are payable upon delivery.

2016-20871 - Citizen Self-Service CONFIDENTIAL Saft 3

To:

From:

Re:

E. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: August 25, 2016

Stephen Dookran, P.E., City Engineer
Engineering Department

Change Order #17 Parkway South — Continental Paving

To approve Change Order #17 of the construction contract with Continental Paving,
Inc. for the Broad Street Parkway South in the amount of $22,627.50. Funding will be
through Department 160 Admin/Engineering; Fund: Bond; Activity: Broad Street
Parkway.

During Construction of the Parkway in the areas of the River Bridge and Millyard
several locations have been identified where additional chain link fence is
recommended to address possible fall hazards.

This Change Order will add to the quantity of chain linked fence in the contract so fence
can be installed at these locations.

The original contract value was $7,102,394 with the approval of this Change Order the
new contract value will be $7,245,608.20.

REPORT OF THE FINANCE COMMITTEE
AUGUST 17, 2016

A meeting of the Finance Committee was held on Wednesday, August 17, 2016, at 7:00 p.m. in the
Aldermanic Chamber.

Mayor Jim Donchess, Chair, presided.

Members of the Committee present: Alderman-at-Large Mark S. Cookson, Vice Chair
Alderman-at-Large Lori Wilshire
Alderman Benjamin M. Clemons
Alderman June M. Caron
Alderman Ken Siegel

Members not in Attendance: Alderman-at-Large Michael B. O’Brien

Also in Attendance: Alderman-at-Large Brian S. McCarthy
Mr. Dan Kooken, Purchasing Manager
Mr. Tim Cummings, Director of Economic Development
Mr. Brian Rhodes, Assistant Fire Chief
Mr. James Vayo, Downtown Specialist & OED Program Coordinator

PUBLIC COMMENT
Ms. Marylou Blaisdell, 32 Webster Street

| am here as a member of the Downtown Improvement Committee. We have two items that our committee has
set aside funds for you to approve. One is for the City Arts Feasibility Study which we all on the committee
unanimously support it and we hope you do also. The second one is for the Wayfinding Project which is to
fund a series of very nicely done sign package for around downtown and on the Broad Street Parkway area as
you get off. That's one of our biggest complaints from downtown business people and a lot of people who do
come downtown. Where do | park and signage? As you all know when the sidewalks went up in the last few
years a lot of the signs did come down and have not been replaced. We would like to put together a
wayfinding package that would encompass everything in a nice and attractive piece. | am here to speak in
support of those two items tonight. Thank you.

COMMUNICATIONS

From: Dan Kooken, Purchasing Manager
Re: Police Ammunition (Value: $31,537)

MOTION BY ALDERMAN SIEGELTO ACCEPT, PLACE ON FILE AND AUTHORIZE THE PURCHASE
FROM EAGLE POINT/TJ MORRIS & SON IN THE AMOUNT OF $31,537. SOURCE OF FUNDING IS
DEPARTMENT: 150 NASHUA POLICE DEPARTMENT; FUND: GENERAL FUND; ACCOUNT
DESCRIPTION: 61 SUPPLIES AND MATERIALS

MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Snow Plowing Contract — City Parking Lots (Value: Not-to-Exceed $26,000)

MOTION BY ALDERMAN SIEGEL TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO THE
DOTY GROUP NOT-TO-EXCEED $26,000. SOURCE OF FUNDING IS AVAILABLE IN DEPARTMENT: 183
ECONOMIC DEVELOPMENT; FUND: PARKING GENERAL FUND;

ACCOUNT CLASSIFICATION: 54 PROPERTY SERVICES

4. Not resume work after the effective date of a notice of suspension until receipt of
a written notice from the City of Nashua to resume performance.

In the event of a termination, abandonment, or suspension at will, DesignLAB shall receive
all amounts due and not previously paid to DesignLAB for work satisfactorily completed
in accordance with the contract prior to the date of the notice and compensation for work
thereafter completed as specified in the notice. No amount shall be allowed or paid for
anticipated profit on unperformed services or other unperformed work.

B. TERMINATION FOR CAUSE This agreement may be terminated by the City of Nashua on
10 calendar day’s written notice to DesignLAB in the event of a failure by DesignLAB to
adhere to any or all the terms and conditions of the contract or for failure to satisfactorily,
in the sole opinion of the City of Nashua, to complete or make sufficient progress on the
work in a timely and professional manner. DesignLAB shall be given an opportunity for
consultation with the City of Nashua prior to the effective date of the termination.
DesignLAB may terminate the contract on 10 calendar days written notice if, through no
fault of DesignLAB, the City of Nashua fails to pay DesignLAB for 45 days after the date
of approval by the City of Nashua of any Application for Payment.

Upon receipt of notice of termination for cause, DesignLAB shall:

1. Immediately discontinue work on the date and to the extent specified in the notice.

2. Provide the City of Nashua with a list of all unperformed services.

3. Place no further orders or sub-contracts for materials, services, or facilities, other
than as may be necessary or required for completion of such portion of work
under the contract that is not terminated.

4. Immediately make every reasonable effort to obtain cancellation upon terms
satisfactory to the City of Nashua of all orders or sub contracts to the extent they
relate to the performance of work terminated, abandoned, or suspended under the
notice, assign to the City of Nashua any orders or sub contracts specified in the
notice, and revoke agreements specified in the notice.

5. Not resume work after the effective date of a notice of termination unless and
until receipt of a written notice from the City of Nashua to resume performance.

In the event of a termination for cause, DesignLAB shall receive all amounts due and not
previously paid to DesignLAB for work satisfactorily completed in accordance with the
contract prior to the date of the notice, less all previous payments. No amount shall be
allowed or paid for anticipated profit on unperformed services or other unperformed work.
Any such payment may be adjusted to the extent of any additional costs occasioned to the
City of Nashua by reasons of DesignLAB's failure. DesignLAB shall not be relieved of
liability to the City of Nashua for damages sustained from the failure, and the City of
Nashua may withhold any payment to the DesignLAB until such time as the exact amount
of damages due to the City of Nashua is determined. All claims for payment by the
DesignLAB must be submitted to the City of Nashua within 30 days of the effective date
of the notice of termination.

GC 5 of 13

Finance Committee Page 2
August 17, 2016

ON THE QUESTION
Alderman Clemons

Parking in the garages on the top levels... what happens is because we have a snow emergency a lot of people
will park in the garages and the lower floors will get filled up. | know that people pay for the under parking but
what happens is that those that pay for the parking in the morning can’t get in there a lot of times because
there is not enough space. So if you are going to work and your company or you have paid for those parking
spaces you can’t park underneath because it’s full and then when you get to the top it’s not plowed. | don’t
see it on the list but | am wondering if the top of the garages are going to be included or how that problem is
going to be addressed going forward.

Mayor Donchess
So the issue is during the snow emergency when the garages are open people who do not lease spaces use

the garage and thereby forcing the people with monthly passes or whatever to move up to the top where there
is no snowplowing. Mr. Cummings, do you have any thoughts on that?

Director Cummings
The contract before you today does not speak to that very issue. This is for the surface lots. There is exhibit A
in your packet which outlines the areas which will be covered under this contract. The garages, as |

understand it, are handled separately and | will make note of it so we can address that going forward. My
understanding is that it is done internally.

Mayor Donchess

Okay, can you please look into that and report back to the committee and Alderman Clemons as to how that it
is handled and how maybe it can be done better?

Director Cummings

Yes.

Alderman Cookson

Why are these funds coming out of economic development?

Director Cummings

Just to quickly clarify, it’s not coming out of economic development’s general fund. Economic Development is
now the overseer, a higher level of the umbrella if you will; this is coming out of the parking funds.

Mayor Donchess

A short time ago we approved a change to put the parking function under economic development; hence this
becomes an economic development responsibility.

Alderman Siegel

Traditionally the DPW has only used this as a last resort but that was when they had control. Now that it’s not |
am hoping that we will still have that level of coordination because the hourly rates for this equipment are really
high, like crazy high. Can we all be assured that this is really a last resort and we are not going to be using this
unless we really have to?