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@) THE CITY OF NASHUA “The Gate City’

Finanetal Services

Purchasing Department

September 29, 2016
Memo #17-055

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PURCHASE OF RADIO SYSTEM FIBER OPTICS INSTALLATION (VALUE: $14,550)
DEPARTMENT: 157 CITYWIDE COMMUNICATIONS; FUND: CITYWIDE
COMMUNICATIONS CAPITAL PROJECTS ACCOUNT

Please see the attached communication dated September 27, 2016 from William Mansfield, Radio
Systems Manager for the information related to this purchase.

Pursuant to § 5-84 Special purchase procedures A. The competitive bidding process shall not apply to
the following special purchase. (5) Purchases from a sole manufacturer, where it is determined to be

more efficient and economical to reduce costs of maintenance of additional repair parts, supplies or
services.

The Radio Systems Manager and the Purchasing Department recommend awarding this purchase in an
amount of $14,550 to Fiber Optic Splicing and Testing Inc. of Wakefield, MA.

Respectfully,

Dan Kooken

Purchasing Manager

Cc: W Mansfield J Griffin

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

City of Nashua, NH

Wireless Communications Division
C/O William Mansfield
PQ Box 785
Nashua NH 03061-0785
603-594-3521 Fax: 603-594-3615

September 27, 2016

Mr. John Griffin

Chief Financial Officer, City of Nashua
229 Main Street

Nashua, NH 03061-2019

Mr Griffin,

The Information Technology Division has solicited a quote for the Communications
Division to purchase and terminate fiber optic cable that would provide redundancy to the
City’s Radio Communication System as well as providing a connectivity to close fiber ring in
south Nashua.

As you know, the City’s Radio Communications System provides mission critical emergency
radio communications to every entity within the City. The System has multiple sites that
are currently linked together via a fiber network. Recently an automobile accident
occurred in the south end of Nashua. This accident damaged the current fiber network and
there was a loss of data communication to City entities in the South End. To ensure that the
City has the capability to continue operating its data communications as well as the radio
communications when this type of incident occurs again in the future, the Communications
Division and the Information Technology Division are proposing to connect fiber from East
Dunstable Road to Spit Brook Road to form a fiber ring. This ring would allow
communications to continue to flow in the future by rerouting the communications through

this ring.

The Communications Division worked with the Information Technology Division to solicit a
quote from Fiber Optic Splicing and Testing, the City’s preferred vendor. (See Attached
Quote}

The Communications Division, the Radio Committee, and the Information Technology
Division recommend awarding the work to Fiber Optic Splicing and Testing Inc. in the
amount of $14,550.00. Funding is available in Citywide Communications Capital Projects
account 57.5050 81300 Sub Account 2008.57.15.01 Activity 81300.

Sincerely,

William Mansfield

Radio Systems Manager
City of Nashua

ae yu Page 1 of 2

FIBER OPTIC

SPLICING & TESTING, INC.

September 26, 2016

Nick Miseirvitch

City of Nashua

IT Infrastructure Team Leader
229 Main Street

Nashua, NH 03061

RE: Nashua, NH — East Dunstable/Spit Brook Road

Dear Mr. Miseirvitch,

We are pleased to provide a quote to furnish the following items for the above referenced
project. Prices subject to change if quantities vary more than 15% from totals. Includes
the following based on a mutually satisfactory contract being reached between us and is
subject to the following scope, clarifications and exclusions. FOST will provide a proposal
including cost estimates for any additional work, as the need arises. Should any unforeseen
or physical latent conditions be encountered during the installations, an additional proposal
will be submitted. All payments are due within 30 days from receipt of an invoice.

Quote is valid for 30 days.

East Dunstable/Spit Brook Road, Nashua, NH

e Furnish and install 48F SM, overlashed to existing cable/messenger, from existing
splice enclosure outside of Spit Brook Road fire station to existing splice
enclosure at Shelley Dr & E Dunstable Rd.

© Splice 36 strands @ Spit Brook Road enclosure (orange, green, and brown tubes)
and splice 12 strands @ Shelley Dr enclosure (orange tube) (spliced diagrams to
be provided by City)

e OTDR test 36 strands from inside Spit Brook Road station (orange, green, and
brown tubes) and supply results

Price for ADOVE........0cccccececcscecccccesccccscccnconserscecescesess $14,550.00

PLEASE NOTE: This quote assumes the following:

Work to be done with one mobilization.

Splicing and fiber testing shall be per EIA/TIA criteria.

Quote does not include utility pole make ready work.

Quote does not include sales tax.

Quote does not include a performance/payment bond.

Quote does not include the cost of major traffic control, lane closure setups or
police details/flaggers.

AWPwWN

A WBE/ DBE Certified Company 50 New Salem Street, Wakefield, MA 01880

Page 2 of 2

If this agreement is acceptable, please have a duly authorized official of your
company/organization sign below and return a copy for our files. Your signature will
constitute formal authorization to proceed with the work program according to the terms
outlined. If you have any questions, regarding this written proposal, please do not hesitate
to contact me at (781) 246-0017. We look forward to working with you.

Sincerely,

Andrew Rist

Fiber Optic Splicing and Testing, Inc.
The foregoing offer is hereby
accepted, and work is authorized to
begin under the terms of the above
agreement.

Customer/Agency

Name (Printed)

Signature

Title

’ Date

A WBE/ DBE Certified Company 50 New Salem Street, Wakefield, MA 01880

\ THE CITY OF NASHUA “The Gate City"

Financtal Services

Purchasing Department

September 29, 2016
Memo #17-060

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: INFOR/LAWSON LICENSE PURCHASE (VALUE: $50,820)
DEPARTMENT: 122 INFORMATION TECHNOLOGY
FUND: TECHNOLOGY OPERATIONS

Please see the attached communication from Bruce Codagnone, CIO/IT Division Director, dated
September 26, 2016 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, which are so noted on the
attached memo from Bruce Codagnone.

The CIO/IT Division Director and the Purchasing Department recommend this purchase in an amount of
$50,820 to Infor USA, of Shoreview, MN.

Respectfully,

Ye Ge,

“t Dan Kooken

Purchasing Manager

Cc: B. Codagnone_ J. Graziano

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

12.

13.

14.

15.

> If aggregate limits of less than $2,000,000 are imposed on bodily injury and
property damage, Independent Contractor must maintain umbrella liability
insurance of at least $1,000,000. All aggregates must be fully disclosed on the
required certificate of insurance.

> The specified insurance requirements do not relieve Independent Contractor of its
responsibilities or limit the amount of its liability to the City of Nashua or other
persons, and Independent Contractor is encouraged to purchase such additional
insurance, as it deems necessary.

>» — The insurance provided herein is primary, and no insurance held or owned by the City
of Nashua shall be called upon to contribute to a loss.

>» — Independent Contractor is responsible for and required to remedy all damage or loss to all
property, including property of the City of Nashua, caused in whole or part by Independent
Contractor or anyone employed, directed, or supervised by Independent Contractor.

INDEMNIFICATION Regardless of any coverage provided by any insurance, Independent Contractor
agrees to indemnify and shall defend and hold harmless the City of Nashua, its agents, officials,
employees and authorized representatives and their employees from and against any and all suits,
causes of action, legal or administrative proceedings, arbitrations, claims, demands, damages,
liabilities, interest, attorney's fees, costs and expenses of any kind or nature in any manner caused,
occasioned, or contributed to in whole or in part by reason of any negligent act, omission, or fault
or willful misconduct, whether active or passive, of Independent Contractor or of anyone acting
under its direction or control or on its behalf in connection with or incidental to the performance of
this contract. Independent Contractor’s indemnity, defense and hold harmless obligations, or
portions thereof, shall not apply to liability caused by the sole negligence or willful misconduct of
the party indemnified or held harmless.

FISCAL CONTINGENCY All payments under this contract are contingent upon the availability to the
City of Nashua of the necessary funds. This contract shall terminate and the City of Nashua’'s
obligations under it shall be extinguished at the end of any fiscal year in which the City of Nashua
fails to appropriate monies for the ensuing fiscal year sufficient for the performance of this contract.

Nothing in this contract shall be construed to provide Independent Contractor with a right of
payment over any other entity. Any funds obligated by the City of Nashua under this contract that
are not paid to Independent Contractor shall automatically revert to the City of Nashua’s
discretionary control upon the completion, termination, or cancellation of the agreement. The City
of Nashua shall not have any obligation to re-award or to provide, in any manner, the unexpended
funds to Independent Contractor. Independent Contractor shall have no claim of any sort to the
unexpended funds.

COMPENSATION Review by the City of Nashua of Independent Contractor's submitted monthly
invoice forms and progress reports for payment will be promptly accomplished by the City of
Nashua. If there is insufficient information, the City of Nashua may require Independent
Contractor to submit additional information. Unless the City of Nashua, in its sole discretion,
decides otherwise, the City of Nashua shall pay Independent Contractor in full within 30 days of
approval of the submitted monthly invoice forms and progress reports.

COMPLIANCE WITH APPLICABLE LAWS Independent Contractor, at all times, shall fully and
completely comply with all applicable local, state and federal laws, statutes, regulations,
ordinances, orders, or requirements of any sort in carrying out the obligations of this contract,
including, but not limited to, all federal, state, and local accounting procedures and requirements,
all immigration and naturalization laws, and the Americans With Disabilities Act. Independent

GC-7

City of Nashua

Central Purchasing
229 Main Street
Nashua NH 03060
603-589-3330 Fax: 603-589-3344

September 26, 2016

TO: MAYOR Donchess
FINANCE COMMITTEE

SUBJECT: | ADDITIONAL SOFTWARE, LICENSING & MAINTENANCE FOR FINANCIAL SYSTEM
(VALUE: $50,820)
DEPARTMENT: 122 INFORMATION TECHNOLOGY
ACTIVITY DESCRIPTION: TECHNOLOGY OPERATIONS

Background

The City issued a Request for Proposal (RFP) and received proposals for an integrated Financial
Management software system referred to as Enterprise Resource Planning (ERP), and related services
for implementation in its $7.5 million capital project entitled Nashua Government Innovation (NGIN). The
funding of the project for the replacement and modernization of the city-wide systems that include
financial and other business process systems were through the sale of bonds approved by the Board of
Aidermen in July 2009 through Resolution R-09-203.

A formal Business Case for the City’s new NGIN project was presented to City administration and the
Board of Aldermen. The Business Case concluded that the existing system’s obsolescence and
limitations posed an unmitigated threat to the City’s financial data and would leave the City unprotected
and vulnerable. Furthermore, there were significant gaps between what the current systems could do in
comparison to the features of anew ERP system that represented best government practices and
features that City staff identified as requirements. In light of these compelling conclusions, replacement
of the old systems with commercial-off-the-shelf (COTS) software solutions was the best viable solution
for the City. The NGIN project was envisioned to address all three major components of a legacy
replacement program: ERP financials; Licensing, Permitting and Code Enforcement, and ECM (electronic
content management).

In July 2009, the City’s Budget Review Committee of the Board of Aidermen approved the bonding of
$7.5 million for the City’s entire systems modernization projects (NGIN), which included approximately
$5.5 million for the ERP Financials System implementation that was part of — the ERP financials was the
first and largest component of NGIN.

The City’s ERP Project Management Team and other appropriate staff coilaborativeily recommended the
selection of the Lawson (now Infor) financial management application as their software product of choice.
Final pricing and contract terms & conditions with Infor Software included all modules, software
maintenance and also included further discounts for fixed price future purchases of software, licenses,
services, and training.

Modules for the Infor ERP application were implemented in a phased approach. User's licenses were
purchased on a limited basis initially to cover only the users that needed them. The core components of
the financial system were implemented on April 12, 2012 and the core modules of the Human Capital
Management system were implemented on January 1, 2013.

Our contract with Infor requires us to purchase the appropriate number of licenses for each module and
provide a report to them on how we are using the licenses.

The chart below represents the additional licenses that are required:

List price Additional Discounted Total
Ls ISU, |.-PerUser |. Licenses | price [45%) :
License Pricing Nethas lemoner ae :
Project Accounting (MBAC) - Inquire $ 625 33 S 343.76 | S$ 11,344
Financial Procurement (FinPro) - Inquire $ 1,025 55 S 563.75 | § 31,006
S 42,350

| Maintenance | S$ 8,470

| Total | $ 50,820

The IT Division, Financial Services Division and this Office recommend the purchase in the amount of
$50,820 to Infor USA, Shoreview, MN.

Respectfully, ,
i. ; 2

Bruce Codagnone
CIO/T Division Director

Ce: J. Griffin

Order Form

As it relates to the Component Systems specified herein, this Order Form is subject to the terms of the Software Customer
Agreement between Infor (US), Inc. ("Infor") and City of Nashua (“Licensee”) with an effective date of 5/18/2010 (the "License
Agreemeni"). As it relates io Support for the Component Systems, this Order Form is subject to the applicable terms of the
License Agreement (to the extent it concerns Support) or, if Support is the subject of a separate Support agreement related to
the License Agreement, the terms of such Support Agreement (the “Support Agreement”). The License Agreement and related
Support Agreement (if any) are referred to herein as the “Agreement”. All terms of the Agreement are incorporated herein by
reference. Capitalized terms not defined in this Order Form are defined in the Agreement. In the event of a conflict, the terms
of this Order Form control over the terms of the Agreement.

In the event the capitalized terms in this Order Form differ from the terminology used in the Agreement, references herein to:
“Component Systems” means the software products that are being licensed (and may be referred to in the Agreement as
Products, Software Products, Software, Programs or Licensed Programs); “Support” means Infor's current standard
maintenance and support services (and may be referred to in the Agreement as Maintenance and Support, Annual Support,
Support Services, On-Going Support or One Point Support); “Order Form” means a mutually agreed upon ordering document
(and may be referred to in the Agreement as Schedule, Supplement or Supplemental Schedule); “User Restriction” means the
license restriction applicable to the Component System in addition to any license restrictions in the Agreement; “Annual
Escalation Percentage Cap” means the maximum percentage increase in the annual Support Fee on an annual basis. In
addition, based on the applicable Agreement, listed Component Systems herein owned by a third party may also be referred to
in the Agreement as “Additional Software” or “Third Party Software”.

L. Component Systems
PROD Nashua: L1 (6226072)

Part # Component Systems User Restriction* Support
(if applicable) Level*™*
Quantity Type
1 S3F-MRBACI Project Ledger Inquiry - 33 NU XTP
2 S3F-FINPROI Infor Lawson Financial Procurement Package Inquiry 55 NU XTP
Total License Fee: $42,350.00

* If specified in the User Restriction field:

“NU” = Named Users - Allows access to the Component System up to the stated maximum number of individual named
users, irrespective as to whether any such user is actively logged on to the Component Systems at a given point in time;
The Licensee agrees to assign to each Named User a unique identification profile, it being agreed that to the extent
Licensee uses generic user profiles as a means to access the Component System, each separate log-on accessing the
Component System will be counted as a separate user.

** Support Level:

Infor Xtreme (“XT”) Support unless otherwise indicated. Descriptions of the Support levels can be found at
http://www. infor.com/content/brochures/inforxtremesupportplanfeatures.pdf/. If Applicable, “XTP” = Infor Xtreme
Premium (24x7) and “XTE”= Infor Xtreme Elite (24x7) Plus.

Order Form (CPQ-English-US May 2016) OP-02209361 RCC SQB015027_1-3 v4 9/15/2016 Page 1 of 3