Board of Aldermen 02-08-2022 Page 4
against the original contract. They also have another 55 boxes which they will need to have put on a new quote and we
will need to bring Finance a change order. We also have 98 boxes within the Assessing Department ready for scanning.
These 153 boxes plus an additional 20 gigabytes of storage have been quoted for $44,000. The Assessing Department
has funds currently within their existing budget. We are working with Inception to bring the quotes to the Finance
Committee. This does not include the public interface that would be required so that the public could access the
documents which is quoted at an additional $7,500.
As we stated back in July of 2020 at that Finance Committee meeting, the files uploaded to docuware remain in a private
status until they are reviewed by the Assessing staff. Files will then have to be reviewed, private information redacted,
and then saved as public documents. We are currently working to arrange the training of our staff. The current
revaluation in preparation for the July tax bills must take priority. This was a huge undertaking for the Assessing
Department. Twenty-nine thousand plus property record files. I’m proud of their accomplishments on this project and
many others in the midst of many, many challenges.
Last week Chief Vincent and | received several e-mails on the project from a resident who also coped the State DRA and
the Nashua Police Department. Information and misinformation in those e-mails caused me to reach out to the vendor.
During our conversation with Ray Feoli, President of Inception Technologies, he informed me that a city employee named
Ms. Ortolano had also reached out to him regarding the project and indicated that she could expedite payment on the
remaining project. | informed Mr. Feoli she was not employed by the city and for many reasons which was concerning to
him. | informed him that | would update the Board on the project, especially with a quote going to Finance. He indicated
that he would be happy to speak with you should you request he do so.
Sunday | received the e-mail from Mr. Feoli that is on your desk this evening. Today | was contacted by Mr. Feoli again
and he had expressed that his office received four calls this morning which he had not returned. Mr. Feoli and Inception
Technologies have been a pleasure to work with and provide the city with exceptional service. We certainly hope that that
will continue into the future. Thank you.
President Wilshire
Thank you Director Kleiner.
MOTION BY ALDERMAN O’BRIEN TO ACCEPT THE COMMUNICATION FROM KIMBERLY KLEINER AND PLACE
IT ON FILE
ON THE QUESTION
Alderman Moran
What are we going to do to make sure our contractors know they’re speaking to a city employee?
President Wilshire
Well that’s a good question for the Legal Department | guess or for the Mayor.
Alderman Moran
This is very, very concerning.
President Wilshire
Very concerning.
Steve Bolton, Corporation Counsel
We've discussed that today at some length. We’re going to recommend some provisions be inserted in contracts
essentially warning our vendors and contractors that they should exercise caution and make sure that if they received
unsolicited phone calls, they should take care not to accept on face value if someone represents themselves as calling
from the City of Nashua that that may not mean they are employed by the City of Nashua. We'll be investigating how best
to incorporate such provisions into contracts, and purchase orders, and other arrangements.
