Agenda

ia) THE CITY OF NASHUA “the Gate City”

Division of Public Works

Street Department

To: Board of Public Works Meeting Date: February 24, 2022

From: Jonathan Ibarra, Superintendent
Street Department

Re: FY22 Winter Road Salt Change Order #1 (Value: $75,000)

A. Motion: To approve Change Order #1 to the contracts with Eastern Mineral and Granite
State Mineral for a net change in an amount not-to-exceed $75,000. Funding will
be through Department 161 Streets; Fund: General; Account Classification: 61
Supplies & Materials.

City of Nashua

Purchasing Department

Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233
February 23, 2022
Memo #22-241
TO: Mayor Donchess
Finance Committee
SUBJECT: Salt Change Order #1 in the amount not to exceed $75,000 funded from 61514

Salt/General Fund

~e
INCEPTION @ Quote

SOW will be processed in the agreed upon timeframe. If the customer does not provide input or instruction on how to
address the noncompliant work within 30 days of the completion of the rest of the job, then the noncompliant work
(boxes) will be placed in storage and billed at a minimum rate of $1 per box per month.

Cloud Hosting Service

*e
]
INCEPTINN “@ Quote

SERVICE AGREEMENT

Inception Technologies shall perform the Services in a timely and professional manner and in accordance with the
SERVICE AGREEMENT

1. SERVICES

&
INCEPTION “@

Summary

t Non-taxable item

Please contact us if you have any questions.

Comments

Volume estimates are based on past volumes and box count provided.

Customer will be billed based on Actual Work. Additional Storage for
DocuWare will most likely be needed and is quoted in this proposal.

Cost Breakdown

Quote
One-Time Subtotal $504.00
Total One-Time $30,190.25 USD

ACCEPT QUOTE

Category One-Time Fees
Product $30,190.25
Total

*e
INCEPTION “e

Inception Technologies Inc.
77 Sundial Ave Suite 403W ote
Manchester, NH 03103

Date
United States

Expiration
T: 877-475-2580 Date

Contact

Prepared for City of Nashua, NH
Kimberly Kleiner
229 Main Street

Quote

1385 v3
February 23, 2022

March 18, 2022

Raymond Feoli

Nashua, NH 03060
United States ACCEPT QUOTE

T: 603.589.3025
E: kleinerk@nashuanh.gov

103 Box Scanning Proposal

%e
69
INCEPTIVWN | @ Quote

Security Controls

Security

All of Inception Technologies employees are focused on maintaining the highest level of physical and digital security
possible. We constantly review and test our physical security procedures and network vulnerability to ensure that all
documents and data are safe and highly secure. Below are the processes and security controls we incorporate.

Production Site Physical Security

*e
INCEPTIVWN “@ Quote

Document Indexing/Verification:

Inception Technologies will manually tag each document/folder. Customer has specified that the documents will need
to be tagged/indexed. The indexing structure will be based on customer specified naming values with an estimate of
32 characters per record.

Document Load/Ingest:

®

©
6¢
INCEPT1 N @ Quote

Statement of Work

This Statement of Work contains the tasks and responsibilities required for completion of the conversion/capture
processes to be performed by Inception Technologies for the customer .

Client Obligations:

¢ Boxing of documents

e Provide Manifest of documents or folders

¢ Preparation of documents as described below
* Provide a Point of Contact for the Project

INCEPTION “eo

Quote

*e
INCEPTI+*N “@

Vendor Capacity, Capability and Qualifications

Company Introduction

Founded in 1996 and based in Manchester NH, Inception Technologies Inc. has provided document scanning services

to public agencies and private corporations for over 18 years. Our experience, reputation, security, and dedication to quality are second to none
in the New England region. In 2012-14, Inception Technologies Inc. processed over 35 million pages for a wide range of public and commercial
clients.