Search

#2) THE CITY OF NASHUA “The Gate City”

Financial Services

Purchasing Department

June 9, 2016

Memo #16-163

TO: MAYOR JIM DONCHESS
FINANCE COMMITTEE

SUBJECT: NASHUA CITY WIDE TELECOM PROJECT (VALUE: $2,200,000)
DEPARTMENT: 122 INFORMATION TECHNOLOGY; FUND: BOND
ACTIVITY CLASSIFICATION: 71 EQUIPMENT

Please see attached communication from Bruce Codagnone, CIO/IT Division Director dated June 7, 2016
for the information related to this contract award.

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 CIO/IT Division Director and the Purchasing Department recommend the award of this contract to
Custom Computer Specialists, Inc. of Lincoln, RI in the amount of $2,200,000.

Respecttully,

Dan Kooken
Purchasing Manager

Cc: BCodagnone J Graziano

i229 Main Street « Nashua, New Hampshire 03061 « Phone (603) 589-3330 « Fax (603) 589-3944

THE CITY OF NASHUA Thebes

Information Technology Division

Date: June 7, 2016

To: Dan Kooken, Purchasing Manager
From: Bruce Codagnone, CIO/IT Division Director

Re: Nashua City-Wide Telecommunications project
Mr. Kooken,

The City issued a Request for Proposal (RFP) with the aim of selecting a single vendor to deliver a City-
wide Telecommunications strategy for the City of Nashua.

The primary aim of the exercise was to identify available products and services in the market that would
satisfy any legal obligations and the commercial realities of all communications for a municipality. The
project team invited potential suppliers to provide information about their likely solution and service.

Creative solutions and the use of modern technology, parts of which need not have been previously used
in City government, were welcome. However, all aspects must use proven, robust and easily
maintainable components that integrate seamlessly with other relevant City systems and processes.

The current communications infrastructure is being supplied by a number of disparate suppliers, each
requiring effort to manage and maintain. In many areas, such as the Police Department and the Nashua
High schools, the systems are failing, adding risk to the operations of these critical services. City of
Nashua, NH is seeking economies of scale by combining all of the facilities into a single supplier
contract.

City of Nashua, NH sought information on what systems, services, products and suppliers that were
available for an integrated telecoms, data and messaging infrastructure offering a ftexible platform that
would allow for the introduction of new services and technologies as they arrive. Furthermore, providing
redundancy from both a switch and data circuit standpoint to ensure communications are uninterruptable
and critical services can be performed.

The goal of this project is for City of Nashua, NH to have a resilient, safe and secure messaging
infrastructure that has the following attributes:

e Diverse routing of voice connections
e Implementation of a fax solution (inbound and outbound) to replace all individual fax machines

e Maintenance and management of all direct extensions; from multiple locations and multiple
administrators; to include all outbound and inbound calls to the City of Nashua, NH site

« Full resilience of voice lines

« Redundant systems with fail over for high availability

*e Leverage the fiber optics network investment

*® Support required 24X7X365 with 2 hour response for complete data/voice loss and 4 hour
response times for less critical issues

229 Main Street | Nashua, New Hampshire OSO6C » Phone (603) 589-330C - Fax (603) 594-3494

The City received seven extensive proposals as a result of the RFP. The project team was composed of
representatives from Police, Fire, City !T, School District and Emergency Management. The team
reviewed the proposals in detail, narrowing their decision down to two vendors. These two vendors
performed site visits and made presentations to the tear.

As a result of an in-depth review, the project team selected Custom Computer Specialists, Inc. for the
Telecom solution.

The selection criteria and the weights associated with each criterion are in the chart below.

EMPHASIS

| Scala
0 !Fails ta Fit
Fit

4 Good Fit

The ranking is shown in the chart Delow.

Firm Evaluation Matrix

Telephone Network Custom Computer CT. Communicettan Metroporiten
Reviewer Technotogres Spectailea Technologies cen ema Telephone Signet
School Deparrren| 24 [420 2.62 246 4
Civ IT Divielan 272 | 396 337 10 Ral
Fire 339 ad i35 3.40 [1.62
Police | 2 2 64 18 253 Sf
Clty IT Technical 22 | 376 57 338 04
oo [009 y_O.n0 ooo _0.00
oo oo 40 0.00 on
Average Rating 2.08 2.70 206 247 2.05 1.90 4.21
Regards,

besa b Cope

Bruce R. Codagnone
CIO/IT Division Director

229 Main Steet * Nashua, New Hampshire O3OGC | Phone (603) 589-330( « Fax (603) 594-3424

CONTRACT FOR PRODUCT AND PROFESSIONAL SERVICES

TITLE: RFP0909-020416 CITY-WIDE TELECOMMUNICATIONS

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, NASHUA, NH 03061-2019

AND

CUSTOM COMPUTER SPECIALISTS, INC., 6 BLACKSTONE VALLEY PLACE, SUITE 402, LINCOLN,
RI 02865

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire,
from time to time requires product and services for a City-wide Telecommunications project; and

WHEREAS, it is deemed that the product and services herein specified are both necessary
and desirable and in the best interests of the City of Nashua;

Now, THEREFORE, in consideration of the agreements herein made, the parties mutually
agree as follows:

1. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated
herein and are made part of this contract:

Exhibit A--General Conditions for Contracts
Exhibit B—Product and Scope of Services

The Contract represents the entire and integrated agreement between the parties and supersedes
prior negotiations, proposals, representations or agreements, either written or oral. Any other
documents which are not listed in this Article are not part of the Contract.

In the event of a conflict between the terms of the Proposal and the terms of this Agreement, a
written change order and/or fully executed City of Nashua Purchase Order, the terms of this
Agreement, the written change order or the fully executed City of Nashua Purchase Order shall
control over the terms of the Proposal.

2. WORK TO BE PERFORMED Except as otherwise provided in this contract, Custom Computer
Specialists, Inc. shall furnish all services, equipment, and materials and shall perform all
operations necessary and required to carry out and perform in accordance with the terms and
conditions of the contract the work described.

3. PERIOD OF PERFORMANCE. Custom Computer Specialists, Inc. shall commence work on a
mutually agreed upon date and complete all work within the time periods set forth and may only

AG 1 of 3

be altered by the parties by a written agreement to extend the period of performance or by
termination in accordance with the terms of the contract. Custom Computer Specialists, Inc.
begin the project upon receipt of an Executed Contract and a valid Purchase Order issued from
the City of Nashua.

4. COMPENSATION. Custom Computer Specialists, Inc. agrees to perform the work for a total

cost of
Dollars ($ )

Custom Computer Specialists, Inc. shall submit monthly requests for payment for product and
services delivered and performed under this agreement directly to:

City of Nashua

Attn: Accounts Payable
PO Box 2019

Nashua, NH 03061-2019
Atten:

To facilitate the proper and timely payment of invoices, the City of Nashua requires that all
invoices contain a valid PURCHASE ORDER NUMBER.

Requests for payment shall be submitted no later than fifteen (15) days after the end of each
month and must include a detailed summary of the expenditures reported in a form that supports
the approved budget. The forms shall include the project purchase order number, a listing of
equipment delivered, services and other expenditures for which payment is sought.

Product shall be invoiced upon receipt and acceptance of the equipment. Cabling Services and
Professional Services shall be invoiced upon completion and acceptance of services by the
designated representative of City of Nashua.

The City of Nashua will pay for work satisfactorily completed by Custom Computer Specialists,
Inc. The City of Nashua will pay Custom Computer Specialists, Inc. within 30 days of approval
by the City of Nashua of the submitted invoice forms. The City of Nashua will make no
payments until the invoice forms have been submitted and approved.

5, EFFECTIVE DATE OF CONTRACT. This contract shall not become effective until and unless
approved by the City of Nashua.

6. NOTICES. All notices, requests, or approvals required or permitted to be given under this
contract shall be in writing, shall be sent by hand delivery, overnight carrier, or by United States
mail, postage prepaid, and registered or certified, and shall be addressed to:

CITY OF NASHUA REPRESENTATIVE: REPRESENTATIVE:

AG 7 of 3

Any notice required or permitted under this contract, if sent by United States mail, shall be
deemed to be given to and received by the addressee thereof on the third business day after being
deposited in the mail. The City of Nashua or Custom Computer Specialists, Inc. may change the
address or representative by giving written notice to the other party.

IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed and intend to be
legally bound thereby.

City of Nashua, NH (signature) (signature)

James Donchess, Mayor
(Printed Name and Title) (Printed Name and Title)

Date Date

AG 3 of 3

N

= 2 7? -

2

10.
11.
12,
13.
14.
15.
16.
17.
18.
19.
20,
21.
22.
23.
24.
25.

EXHIBIT A
TABLE OF CONTENTS
GENERAL CONDITIONS

DEFINITIONS

PROVISION OF WORKERS’. COMPENSATION COVERAGE

STANDARD OF CARE

CITY OF NASHUA REPRESENTATIVE
CHANGES TO SCOPE OF WORK
CITY OF NASHUA COOPERATION

DISCOVERY OF CONFLICTS, ERRORS, OMISSIONS, AMBIGUITIES, OR

‘DISCREPANCIES

TERMINATION OF CONTRACT

DISPUTE RESOLUTION

INSURANCE

INDEMNIFICATION

COMPLIANCE WITH APPLICABLE LAWS
NONDISCRIMINATION

FEDERAL SUBCONTRACTING REQUIREMENTS
ASSIGNMENTS, TRANSFER, DELEGATION, OR SUBCONTRACTING
FINAL ACCEPTANCE

TAXES

Non- WAIVER OF TERMS AND CONDITIONS

RIGHTS AND REMEDIES

PROHIBITED INTERESTS

THIRD PARTY INTERESTS AND LIABILITIES

SURVIVAL OF RIGHTS AND OBLIGATIONS

SEVERABILITY

MODIFICATION OF CONTRACT AND ENTIRE AGREEMENT

CHOICE OF LAW AND VENUE

GC 1 of 13

GC--3
GC—3

GC--3
GC--4
GC--4
GC--4

GC--4
GC--4
GC--5
GC--6
GC--7
GC--7
GC--8
GC--8
GC--8
GC--8
GC--8
GC--9
GC--9
GC--9
GC--10
GC--10
GC--10
GC--10
GC--10

EDUCATION

* MS, Civil Engineering,
Georgia Institute of
Technology

» — BS, Civil Engineering,
University of California

CERTEFICATIONS

« GIS Certified

« Qlik Sense Business
Analyst Certification

ARIEL SIEGEL

SYSTEMS ENGINEER

Ariel currently serves on iParametrics' technology tearn as a Systems and Business Visualization
developer and engineer. She delivers the valuable insights our government clients need to efficiently
improve services and deliver on their mission. Ariel has extensive knowledge and experience in
developing Business Intelligence and Geospatial Visualizations to show data by its various
dimensions and multiple measures through dashboards and geospatial visualizations. She has
extensive experience modeling, evaluating, and visualizing data for the purposes of cause-and-effect
analysis and risk reduction. She has worked extensively on analytics modeling and visualizations for
the Federal Emergency Management Agency (FEMA), the Department of Defense (DoD), and the

Army Corps of Engineers (USACE), as well as numerous state and local agencies, Arnel has

extensive expenence with ESRI ArcGIS, is a Certified Olik Business Visualization Engineer, and is
experienced in using software such as ArcGIS, Quantum GIS, Tableau, Qlik, Python, and R to
automate geospatial data acquisition and processing and create visualizations to transform complex

data into easy-to-understand graphics. Ariel currently holds a Department of Homeland Security
Public Trust Security Clearance.

EXPERIENCE

Weld Hazard Mitigation Plan, Weld,
Colorado, Geospatial Engineer. Developed
a suitability model on Esri ArcGIS Pro to
identify areas of highest risk to Weld
County, Ingested and processed data from
over [0 different state and federal agencies
into continuous, hazard-specific raster
layers. Transformed the hazard-specific
ayers to a common hazard scale and
weighted the hazard types relative to one
another based on population likely affected
to generate a composite risk layer.
Disaster Response Planning and
Management Suite, Geospatial
Engineer/Developer. Developed a suite of
applications targeted at reducing the cost
burden and expediting the timeline of
multiple phases on the disaster
management process. Created scripts in R
to automate the scraping of data from
website pages. Created data load scnpts

in Olik Sense to request data from multiple
APIs and automated the process so that the
timeliness of the data Is maintained.
Processed, transformed and created
geospatial datasets using programming
languages, such as R and Python, and GIS
software, such as QGIS and Esn ArcGls.
Developed Olik Sense applications to allow
users to visualize and interact with the data
and machine learning model results.

Titus Human Performance Model.
Geospatial Engineer. Created the user
interface and visualizations for the SPEAR, a
Department of Defense program, project
that provided predictive and prescriptive
outcomes utilizing military healthcare data.
Created data load scnpts in Qlik Sense to
read in the resuits from the machine
leaming model and anonymize Personally
Identifiable Information (PIl}.

(te)

General Terms and Conditions

1. DEFINITIONS. Uniess otherwise required by the context, "Custom Computer
Specialists, Inc.”, and its successors, transferees and assignees (together “Custom Computer
Specialists, Inc’”} includes any of the Custom Computer Specialists, Inc.’s consultants, sub
consultants, contractors, and subcontractors

2. PROVISION OF WORKERS’ COMPENSATION COVERAGE. The parties agree
that Custom Computer Specialists., Inc. shall have the status of and shall perform all work under
this contract, maintaining control over all its consultants, sub consultants, contractors, or
subcontractors. The only contractual relationship created by this contract is between the City of
Nashua and Custom Computer Specialists, Inc., and nothing in this contract shall create any
contractual relationship between the City of Nashua and Custom Computer Specialists, Inc.’s
consultants, sub consultants, contractors, or subcontractors.

3. STANDARD OF CARE. Custom Computer Specialists, Inc., shall be responsible for the
professional quality, technical accuracy, timely completion, and coordination of all work
performed under this contract. Custom Computer Specialists, Inc. warrants that all work shall be
performed with the degree of professional skill, care, diligence, and sound practices and
judgment that are normally exercised by recognized professional firms with respect to services of
a similar nature. It shall be the duty of Custom Computer Specialists, Inc. to assure at its own
expense that all work is technically sound and in conformance with all applicable federal, state,
and local laws, statutes, regulations, ordinances, orders, or other requirements. In addition to all
other rights which the City of Nashua may have, Custom Computer Specialists, Inc. shall, at its
own expense and without additional compensation, re-perform work to correct or revise any
deficiencies, omissions, or errors in the work which result from Custom Computer Specialists,
Inc.’s failure to perform in accordance with this standard of care.

Custom Computer Specialists, Inc. shall furnish competent and skilled personnel to perform the
work under this contract. The City of Nashua reserves the right to approve key personnel
assigned by Custom Computer Specialists, Inc. to perform work under this contract. Custom
Computer Specialists, Inc. shall, if requested to do so by the City of Nashua, remove from the job
any personnel whom the City of Nashua determines to be incompetent, dishonest, or
uncooperative.

A, CITY OF NASHUA REPRESENTATIVE. The City of Nashua may designate a City of
Nashua representative for this contract. If designated, all notices, project materials, requests by
Custom Computer Specialists, Inc. and any other communication about the contract shall be
addressed or be delivered to the City of Nashua Representative.

5. CHANGES TO SCOPE OF WORK. The City of Nashua may, at any time, by written order,
make changes to the general scope, character, or cost of this contract and in the services or work
to be performed, either increasing or decreasing the scope, character, or cost under the contract.
Custom Computer Specialists, Inc. shall provide to the City of Nashua within 10 calendar days, a
written proposal for accomplishing the change. The proposal for a change shall provide enough
detail for the City of Nashua to be able to adequately analyze the proposal. The City of Nashua
will then determine in writing if Custom Computer Specialists, Inc. should proceed with any or
all of the proposed change. If the change causes an increase or a decrease in Custom Computer

GC 2 of 13

Specialists, Inc.’s cost or time required tor performance of the contract as a whole, an equitable
adjustment shall be made and the contract accordingly modified in writing. Any claim of
Custom Computer Specialists, Inc. for adjustment under this clause shall be asserted in writing
within 30 days of the date the City of Nashua notified Custom Computer Specialists, Inc. of the
change.

Except as provided in this paragraph, Custom Computer Specialists, Inc. shall implement no
change unless the City of Nashua in writing approves the change. Unless otherwise agreed to in
writing, the provisions of this contract shall apply to all changes. The City of Nashua may
provide verbal approval of a change when the City of Nashua, in its sole discretion, determines
that time is critical or public health and safety are of concern. Any verbal approval shall be
confirmed in writing as soon as practicable. Any change undertaken without prior City of
Nashua approval shall not be compensated and is, at the City of Nashua's election, sufficient
reason for contract termination.

6. CITY OF NASHUA COOPERATION. The City of Nashua agrees that its personnel will
cooperate with Custom Computer Specialists, Inc. in the performance of its work under this
contract and that such personnel will be available to Custom Computer Specialists, Inc. for
consultation at reasonable times and after being given sufficient advance notice that will prevent
conflict with their other responsibilities. The City of Nashua also agrees to provide Custom
Computer Specialists, Inc. with access to City of Nashua’s systems, as needed, in order to
complete the project within the timeline agreed upon. The City of Nashua and Custom
Computer Specialists, Inc. also agree to attend all meetings called by the City of Nashua or
Custom Computer Specialists, Inc. to discuss the work under the Contract.

He DISCOVERY OF CONFLICTS, ERRORS, OMISSIONS, AMBIGUITIES, OR DISCREPANCIES,
Custom Computer Specialists, Inc. warrants that it has examined all contract documents, has
brought all conflicts, errors, discrepancies, and ambiguities to the attention of the City of Nashua
in writing, and has concluded that the City of Nashua's resolution of each matter is satisfactory to
Custom Computer Specialists, Inc. All future questions Custom Computer Specialists, Inc. may
have concerning interpretation or clarification of this contract shall be submitted in writing to the
City of Nashua within 10 calendar days of their arising. The writing shall state clearly and in full
detail the basis for Custom Computer Specialists, Inc.’s question or position. The City of Nashua
representative shall render a decision within 15 calendar days. Any work affected by a conflict,
efror, omission, or discrepancy which has been performed by Custom Computer Specialists,
Inc.’s prior to having received the City of Nashua's resolution shall be at Custom Computer
Specialists, Inc.’s risk and expense. At all times, Custom Computer Specialists, Inc. shall carry
on the work under this contract and maintain and complete work in accordance with the
requirements of the contract or determination of the City of Nashua. Custom Computer
Specialists, Inc. is responsible for requesting clarification or interpretation and is solely liable for
any cost or expense arising from its failure to do so.

8. TERMINATION OF CONTRACT

A. TERMINATION, ABANDONMENT, OR SUSPENSION AT WILL. The City of Nashua,
in its sole discretion, shall have the right to terminate, abandon, or suspend all or part of the
project and contract at will. If the City of Nashua chooses to terminate, abandon, or suspend all
or part of the project, it shall provide Custom Computer Specialists, Inc.’s 30 day’s written notice
of its intent to do so.

GC 3 of 13