Meeting colors

OPENPUBLICA · PUBLIC MEETING RECORD

Record of Proceedings

Mandatory Pre-Bid Meeting for Nashua ERP Software Solutions System - August 12, 2026

Board of Aldermen Meetings — Wednesday, August 12, 2026

BodyNashua, New Hampshire

SessionBoard of Aldermen Meetings

DateWednesday, August 12, 2026

StatusFILED

Video Record

0:00 / 41:02

Transcript — VerbatimClick a timed line to jump · ⧉ to share it

0:05

Thank you, everyone.

0:06

My name is Nick Meiswich.

0:08

I'm the chief information officer for the city of Nashua.

0:11

And we are here as our mandatory pre-bid meet prebid meeting for our ERP software solutions system.

0:22

So if you're not here for that, you're in the wrong spot.

0:27

So those online, uh, we're going to ask that you enter your information in the chat just as a double check against the attendance list.

0:38

So please do that.

0:40

We are recording this meeting as well for anyone who would like to copy afterwards.

0:47

Uh plus it's more for our information to make sure we don't miss any questions that get asked.

0:54

So uh I'm gonna turn it over to the purchasing manager, Amy Gerard, and she's gonna start by going over some things on how to submit the uh bid.

1:06

Yes, hi everyone.

1:07

Thank you for attending.

1:08

My name is Amy Gerard.

1:10

Um can't be seeing goodwill on the camera there.

1:14

Um, but as Nick mentioned, this is a mandatory meeting.

1:18

So please, if you are attending in person, make sure that you have signed in on the sign-in sheet.

1:23

If you're attending through Zoom, as Nick mentioned, use the chat feature and enter your name, the company you represent in your email address for attendance purposes.

1:32

Uh we will be cross-referencing that with the list of people that requested the Zoom to make sure that everyone actually attended.

1:42

Um represented on our attendance records, then your submission will not be accepted.

1:50

So it's incredibly crucial that we have that information.

1:54

There are two methods for submitting your proposal.

1:59

You only need to submit via one method.

2:01

So it's um at your discretion which method you choose.

2:05

Um, you can submit electronically through Bonfire.

2:09

There is no fee to submit electronically through Bonfire.

2:12

Um we do strongly suggest that you start the uploading process at least one business day before submissions are due in case you run into any technical issues.

2:24

You can reach out to their customer support to help you.

2:27

Um, they are normally pretty timely, but I would hate for you to not have it uploaded and have a technical issue and then your submission not be accepted.

2:36

Um, there are also bonfire tutorial documents on the city's website.

2:42

The other option is that you can submit a paper submission.

2:46

Um and you can drop it off here at City Hall.

2:50

We are located in the lower level uh basement of City Hall in room 11.

2:56

The door is locked.

2:57

You have a doorbell, just bring the doorbell and someone will give you a submission receipt.

3:02

Um there should be a USB in your paper submission.

3:09

Um, and that should have two files on it, one being your proposal and the second being your cost proposal.

3:15

I want them in separate envelopes that are clearly marked, one with the proposal and one being cost proposal.

3:22

And for those submitting through Bonfire, there will be two documents, one of your proposal and one being your cost proposal to submit on Bonfire.

3:31

And also the spreadsheet.

3:32

Yes, there's also spreadsheets and everything up there.

3:36

It is a quite extensive uh submission that we are looking for.

3:40

We gave what we believe to be a decent amount of time for you to go through all of it.

3:46

Um page 33 goes of the RFP, goes over the response format of how everything should be submitted.

4:01

And the very last page of the RFP, there is also a checklist, an RFP checklist that should be signed saying that you've certified that all the documents are included in the proposal.

4:15

Um the other thing to pay attention to is if any addendums are released for this project, they need to be signed and attached to your submission.

4:25

Uh, because that is required documentation because the information required in the addendum could change the pricing structure or necessary required information.

4:35

So that is uh a very important thing to be included.

4:40

If you have any questions regarding the RFP, please email them to purchasing at Nashua NH.

4:48

Please do not email it directly to me.

4:50

I've been out of the office.

4:52

Today's my first day back.

4:53

I don't want things to get missed.

4:54

So if I'm out again, I want my team to be able to cover it and it doesn't get missed.

5:00

Um so they need to be submitted by Friday, August 7th at 5 p.m.

5:06

We will have answers posted via an addendum on Wednesday, August 12th, 2026 at 1 p.m.

5:13

And that will be posted on the city's website and on Fonfire.

5:17

And submissions must be received no later than 3 p.m.

5:20

on Wednesday, September 30th in the purchasing department.

5:25

Does anyone have any questions either online or here in person about the submission process?

5:36

No.

Discussion Breakdown — Share of Meeting

Procurement Processes█████████████████████████████████████████████70%

Technology and Innovation███████████████24%

Public Works████6%

Summary of Proceedings

Mandatory Pre-Bid Meeting for City of Nashua ERP Software Solutions System - August 12, 2026

This was a mandatory pre-bid meeting conducted by the City of Nashua for its ERP software solutions system RFP. The meeting was led by Nick Meiswich, Chief Information Officer, and Amy Gerard, Purchasing Manager. Approximately 99 individuals attended via Zoom and in person. The session covered submission requirements and a lengthy Q&A addressing vendor questions.

Submission Process

Two submission methods accepted: electronic via Bonfire (no fee) or paper drop-off at City Hall. Both require separate envelopes/documents for proposal and cost proposal.
Attendance at this mandatory meeting is required; failure to sign in (in person or via Zoom chat) will disqualify submissions.
The RFP checklist must be signed and returned; any addendums issued must also be signed and attached.
Questions must be submitted by Friday, August 7, 2026 at 5:00 p.m. Answers will be posted in an addendum on Wednesday, August 12, 2026 at 1:00 p.m.
Proposals must be received no later than 3:00 p.m. on Wednesday, September 30, 2026.

Q&A Discussion Items

Appendices and Forms: Vendor Dan Allen (M4) asked for clarification on required appendices. Amy Gerard confirmed Appendix D (DOE 25 reporting) is reference only and not to be completed. The checklist must be returned. Vendors also requested editable Word versions of Appendix C and the references document; the city agreed to provide them before the question deadline.
Eligibility & Resellers: Nick Meiswich clarified this is an open solicitation; resellers can submit with a corresponding manufacturer. The RFP's preference for ERP vendor as prime is not mandatory. The city will contract with only one prime entity, which may be a software vendor or services integrator.
Performance Bond: A performance bond equal to 100% of total proposal cost is required for the awarded vendor. This is non-negotiable at this point; the risk department is pushing for it. It is not a bid bond required with the submission.
Data Residency & AI: Data must reside on US soil; offshore development is acceptable. AI requirements apply only to AI features embedded in the ERP software; AI components must not broadcast data outside the software. All AI-generated outputs remain the vendor's responsibility.
Scope of Work: Data migration is preferred but not mandatory. References: five total implementations (cities and/or school districts) that are fully completed, preferably from the Northeast or New England. For functional areas not proposed, vendors should mark each line item as "not supported."
Utility & Tax Billing: Utility billing covers water and sewer only; current software is Munis. Tax billing will import assessed values from the existing assessing platform. The city seeks a fully integrated system, but proposals with separate modules will still be considered.
Timeline & Phasing: A phased approach is preferred with a 48-month timeline. The existing on-premise vendor support ends in 2030, driving the urgency.
School District Needs: Crystal DeGray (COO, Nashua School District) emphasized the district wants one database that covers all functions, including student activity accounting and substitute scheduling, if possible. The city and school district have equal voice in the project.
Timekeeping: The solution needs to communicate with on-prem time clocks; if a new timekeeping software is chosen, new time clocks may be needed.

Key Outcomes

The city will provide editable Word versions of the references document and other forms before the question deadline.
A written addendum will be issued by August 12, 2026 at 1:00 p.m. containing official answers to all questions raised; vendors should rely on that addendum rather than verbal responses.
The meeting recording will be made available but not emailed due to file size.
The performance bond requirement stands, though the city will check with legal for possible alternatives.
Data must remain on US soil at all times; AI components must not broadcast data externally.

Meeting Transcript

Thank you, everyone. My name is Nick Meiswich. I'm the chief information officer for the city of Nashua. And we are here as our mandatory pre-bid meet prebid meeting for our ERP software solutions system. So if you're not here for that, you're in the wrong spot. So those online, uh, we're going to ask that you enter your information in the chat just as a double check against the attendance list. So please do that. We are recording this meeting as well for anyone who would like to copy afterwards. Uh plus it's more for our information to make sure we don't miss any questions that get asked. So uh I'm gonna turn it over to the purchasing manager, Amy Gerard, and she's gonna start by going over some things on how to submit the uh bid. Yes, hi everyone. Thank you for attending. My name is Amy Gerard. Um can't be seeing goodwill on the camera there. Um, but as Nick mentioned, this is a mandatory meeting. So please, if you are attending in person, make sure that you have signed in on the sign-in sheet. If you're attending through Zoom, as Nick mentioned, use the chat feature and enter your name, the company you represent in your email address for attendance purposes. Uh we will be cross-referencing that with the list of people that requested the Zoom to make sure that everyone actually attended. Um represented on our attendance records, then your submission will not be accepted. So it's incredibly crucial that we have that information. There are two methods for submitting your proposal. You only need to submit via one method. So it's um at your discretion which method you choose. Um, you can submit electronically through Bonfire. There is no fee to submit electronically through Bonfire. Um we do strongly suggest that you start the uploading process at least one business day before submissions are due in case you run into any technical issues. You can reach out to their customer support to help you. Um, they are normally pretty timely, but I would hate for you to not have it uploaded and have a technical issue and then your submission not be accepted. Um, there are also bonfire tutorial documents on the city's website. The other option is that you can submit a paper submission. Um and you can drop it off here at City Hall. We are located in the lower level uh basement of City Hall in room 11. The door is locked. You have a doorbell, just bring the doorbell and someone will give you a submission receipt. Um there should be a USB in your paper submission. Um, and that should have two files on it, one being your proposal and the second being your cost proposal. I want them in separate envelopes that are clearly marked, one with the proposal and one being cost proposal. And for those submitting through Bonfire, there will be two documents, one of your proposal and one being your cost proposal to submit on Bonfire. And also the spreadsheet. Yes, there's also spreadsheets and everything up there. It is a quite extensive uh submission that we are looking for. We gave what we believe to be a decent amount of time for you to go through all of it. Um page 33 goes of the RFP, goes over the response format of how everything should be submitted. And the very last page of the RFP, there is also a checklist, an RFP checklist that should be signed saying that you've certified that all the documents are included in the proposal. Um the other thing to pay attention to is if any addendums are released for this project, they need to be signed and attached to your submission. Uh, because that is required documentation because the information required in the addendum could change the pricing structure or necessary required information. So that is uh a very important thing to be included. If you have any questions regarding the RFP, please email them to purchasing at Nashua NH. Please do not email it directly to me. I've been out of the office.

SUMMARIZED BY OPENPUBLICA AI

TRANSCRIPT VIA PUBLIC VIDEO
openpublica.com