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PRELIMINARY AND FINAL DESIGN PROPOSAL-PHASE 2, 3 & 4
Scope of Services, Tasks, and Fee
Structural Engineering Services
Retaining Wall Ramp at the Nashua Public Library, Nashua, NH
July 31, 2020

Scope of Services
Summary of Services:

Following is a summary of the professional engineering services required for Preliminary Design
(Phase 2), 90% Design (Phase 3), and Final Design (Phase 4). Note that conceptual design
(Phase 1) has been submitted to the City: so

1} Preliminary and Final Struciural Engineering Layout, Design and Detailing of a
pedesirian ramp supported by a retaining wall near the Nashua Public Library

2) Geotechnical explorations and Preliminary and Final Geotechnical Engineering
recommendations for the above-mentioned retaining wail.

The anticipated schedule is as follows:
e June 2020: Contract Executed/Notice-to-Proceed
© November 2020: Preliminary Plans and Estimate for review (assuming is survey provided prior to
September 1, 2020}
e January 2021: 90% Plans, Specifications and Estimate for review
e March 2021: Final Design Documents
e April 2021: Project Advertisement

Phase 2 - Preliminary Retaining Wall Design and Estimate

1. Address comments on Conceptual (Phase 1) recommendations.

2. Once survey is provided by the City, VHB will layout the proposed ramp and retaining wall. The
ramp will be ADA compliant.

3. VHB will coordinate with the Geotechnical Engineering subconsultant for geotechnical
axplorations and to provide preliminary and final geotechnical recommends for the retaining wall.

4, VHB will lay out and detail the retaining wall. The design of the retaining wall will be performed by
the wall manufacturer.

5. VHB will develop preliminary plans showing the proposed trail and retaining wall in plan and
elevation but will not include fully developed details of all elements. This phase will also identify
the proposed retaining wall type and identify three railing alternatives.

6. VHB will develop a construction cost estimate based on major item quantities and NHDOT
average unit bid prices.

7. The VHB Project Manager / Program Lead will perform a quality assurance review of the
preliminary plans and estimate.

8. VHB will prepare and submit preliminary plans and estimate for review.

Phase 3 - 90% Retaining Wall Design and Estimate

1. Address commenis on Preliminary (Phase 2} recommendations.

2. Final coordination with the geatechnicai engineers regarding their recommendations.

3. VHB will perform final design and detailing of the retaining wall.

4. VHB wili develop 90% plans. This plan set will include all details, notes, reinforcing stee! bar
marks and complete quantity sheet. The ramp will be constructed according to the latest edition
of the State of New Hampshire Department of Transportation Standard Specifications for Road
and Bridge Construction, unless otherwise amended by Ciiy details and specifications.

VHB will prepare a 90% construction cost estimate and quantities based on the 90% plan set.
VHB will develop draft specifications including any technical special provisions required for the
project that are not included in the NHDOT Standard Specifications.

O on

7. The VHB Project Manager / Program Lead will perform a quality assurance review of the 90%

8.

Plans, Specifications and Estimate
VHB will prepare and submit 0% Plans, Specifications and Estimate for review.

Phase 4~ 100% (Finai) Retaining Wall Design and Detailing:

1.
2.

3.

4.
5

Fee:

Address comments to 80% design (Phase 3) recommendations.

The cover sheet will be stamped by a licensed Professional Engineer, registered in the Staite of
New Hampshire.

The VHB Project Manager / Program Lead will perform a quality assurance review of the 100%
Plans, Specifications and Estimate

Final contract documents will be submitted to the City for advertisement.

Support for bid phase services including answering RFis and bid analysis.

VHB will provide Phase 2, 3 and 4 services for the following lump sum amounis: .

es 0 oo +t

Phase 2 — Preliminary Design: $16,380
Phase 3 - 90% Design: $15,040
Phase 4— 100% (Final) Design: $7,240
Direct Expenses: $500

Geotechnical Subconsultant — $8,000

Assumptions:

Preliminary plans and sketches are for review and comment only, they shall not be used as
bidding documents for construction.

Aitending project meetings is not required as part of this scope of services.

Attending, preparing for, and/or presenting at public meetings is not required as part of this scope
of services.

Survey (including base map), Right-oi-VWay, wetland and resource delineations by respective
Design Team Disciplines will be provided by the City for the purposes of designing and laying out
the ramp prior to the start of preliminary design.

All permitting for the project will be completed by the City.

The bottom of the retaining wall will be set at an elevation where na hydraulic analysis or scour
analysis will be required. The City will be responsible for addressing any right-of-way issues that
affect the project. Identifying and securing permission to use any property not owned by the City
for staging areas, access, or any other construction purpose will be the responsibility of the
Contractor.

Structural Design of the retaining wall will be performed by the wall manufacturer.

Plans will be developed in AutoCAD format.

The project will not involve a federal action (agency funding or federal permitting) and therefore it
is assumed neither the National Environmental Policy Act nor Section 106 of the National Historic

'Preservation Act will apply.

Because this is a municipal project, local zoning and permitting applications will not be required.
An architect is not required for design and detailing of the ramp and retaining wall. If a specialized
structure is required, an architect can be engaged as needed under a future amendmeni.

A separate scope and fee will be submitted to the City for Construction Phase Services.

All utility coordination will be performed by the City.

if work is required in any of the above areas not previously described, VHB will prepare a
contract amendment to provide a separate description of service, fee, and schedule required to
complete the additional scope.

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Touloukian Touloukian Inc. Boston MA 02170
Acohitecture + Urban Desian T+1 547 528 0884

ww torch com

27 July 2020

Greg Bakos, Principal Engineer
VHB

99 High Street,

10th Flocr. -.

Bosion, MA 02710

Re: Nashua Riverfront Parc ce la Renaissance Pavilion Project
cc: Bob Uhlig — Halvorson Tighe & Bond Studio (HTB)

Piease find below an cutline of services and fees jor your review. Information provided is based
on limited understanding of the site and its requirements.

Part |: Existing Conditions and Proposed Site Flan:

e Client and its consultanis are to provide existing site plan with geo technical report, and
proposed site pian. Client to provide site files in CAD and pdf with urban context in 3D
skeich up.

« TT to review documenis, and include files in Part ll conceptual design studies.

Part li: Concepiual Design: (Estimated Schedule 2-3 mos’.

e First Meeting: Based on HTB March 2020, Site Plan A-Concept plan, TT will provide (2)
design variations for review with the City and design team. Presentation will include 3D
sketch up models, precedent images, and conceptual site plan.

e Second Meeting: Based on one preferred direction from the meeting above, TT to
develop (1) design option and provide revised presentation that Includes 3D sketch up
models, precedent images and conceptual site plan.

Part Ill: Desion Develooment/Consitruction Documents (Estimated Schedule 3-4 mos):
» Provide construction documents for the preferred design option above.
e include structural engineering drawings and speciiications with bid submission.
e Include (2} meetings with the Client io review progress. Include 100% DD set, 90% CD
progress sets, and Bid Set submission.

Part IV: Other:

e Design assumes conventional concrete spread footing and foundation wail structure set
max below grade at frost line and not submerged inte the water. Geo-technical report by
others.

Includes conventional ambient jighting. Does not include stage lighting or rigging. Lighting
design and electrical engineer by others.

Open air structure with no wails, and roof with louvers.

Front end specifications (conventionally Division 0 and 1} by others.

Construction Cost estimate by others. TT understands that the construction cost budget
is estimated at 500-550k max. Increase in approved costs may reflect a change in fee.

» LEED services not included and can be provided as an additional service.

e

Pari V: Fees
*» Fee is estimated ai $119,000 which includes $42,500 for Part | and ||, and $78,500 for
Part lll. Fee includes allowance of 12.5k for structural engineer and allowance of 3.0k for
CSI specifications. includes an allowance of 1.0k for reimbursables.
« Schedule is understoed to have work completed continuously within 6 mos.
» Fee is good for 30 days after date of submission.

Sincerely,
Touloukian Touloukian inc., Theodore Touloukian, AIA, As President

\ THE CITY OF NASHUA “the Cate City

Economic Development

To: L. Wilshire, President
From: T. Cummings, Director
Ce: Members of the Board of Aldermen

Date: July 27, 2020
Re: Communication —- Approval & Place on File A Contract Amendment for Professional

Engineering Services related fo the Nashua Downtown Riverfront Implementation Project
Hayner/Swanson, Inc.

The Tax Increment Financing Development Program and Financing Plan adopted by the Board
through the passage of O-18 -006, states that the City Economic Development Director shall be
the Administrator of the District and shall have the power to, inter alia, “negotiate and sign,
upon the approval of the Board of Aldermen, any contracts relative to the design, engineering,
construction, or operations of any phase or component of the activities proposed under this
Plan.”

On May 26, 2020, the Board approved the attached Professional Engineering Services Contract
related to the Nashua Downtown Riverfront Implementation Project with Hayner/Swanson, Inc.,
along with Exhibit B outlining the scope and basis for fees.(“HSI Contract”) The HSI Contract
is the City’s standard Professional Engineer services contract.

Hayner/Swanson is the project Surveyor and the work as described in the concept plan contract
with VHB needs to occur. The HSI Contract brought Hayner/Swanson on board with a limited
scope of work and fee to start assisting with the project separate from being a sub consultant to
VHB. Further work is required, however, and the proposed amendment transfers $86,205.00
from Purchase Order 154005, as the attached correspondence by VHB describes, and move the
scope of work described in the amendment from Hayner/Swanson as a sub to VHB to
Hayner/Swanson as a direct contractor for the City. The balance of the quote will come from
the TIF account created for the implementation of the downtown riverfront project.

Pursuant to NRO §5-91 relative to Contract Amendments and in conforming with the Tax
Increment Financing Development Program and Financing Plan, I am requesting the approval of

the Board of Aldermen for the award of the attached contract amendment of $118,730.00.

Following is a table to better show the sources of funds:

Release/Transfer of VHB PO 154005 | $86,205.00

Riverfront TIF Account | $32,525.00

Total | $118,730.00

Exhibit A

DeRoche, Amy ~

From: Bakos, Greg <gbakos@VHB.com>
Sent: Friday, July 10, 2020 2:09 PM

To: Cummings, Tim

Cc: DeRoche, Amy; Bussiere, Louise
Subject: HSI Release

CAUTION: This email came from ouiside of the organization, Do not click links/onen altachments if source is

ubknown

Hi Tim,

Pursuant to our conversation today Iam providing this email to formally release funds in our Nashua Riverfront Project
contract (P.O. 154005) that were intended to cover survey services by Hayner/Swanson, Inc. (HSI. Our understanding is
that HSI will contract directly with the City and therefore their scope is also removed from our contract.

The amount of the released funds = $82,100 + 5% administration fee = $86,205.

Regards,

-Greg

Gregory L. Balcos, PE, NCICS
Principal

? Bedford Farms Drive

Sune 200

Engineers | Scientists | Planners | Designers
www,vhb,coem

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BANLOILOC 5

CONTRACT FOR PROFESSIONAL SERVICES

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060
AND

Hayner/Swansen, Ine.
and its successors, transferees and assignees (together “Professional Engineer’)
NAME AND TITLE OF PROFESSIONAL ENGINEER

3 CONGRESS STREET
NASHUA, NH 03062

ADDRESS OF PROFESSIONAL ENGINEER

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire, from time
to time requires the services of a Professional Engineer ; and

WHEREAS, it is deemed that the services of a Professional Engineer herein specified are both
necessary and desirable and in the best interests of the City of Nashua: and

WHEREAS, Professional Engineer represents they are duly qualified, equipped, staffed, ready,
willing and able to perform and render the services hereinafter described;

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—March 6, 2020 Proposal from Hayner/Swanson, Inc. describing scope and basis of fee

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, Professional Engineer 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.

AG 1 of3

3, PERIOD OF PERFORMANCE. Professional Engineer shall perform and complete all work by December
31, 2020 which date shall only be altered by mutually approved written agreement to extend the period of
performance or by termination in accordance with the terms of the contract. Professional Engineer shall
begin performance upon receipt of an Executed Contract and a valid Purchase Order issued from the City
of Nashua.

4. COMPENSATION, Professional Engineer agrees to perform the work for a total cast not to exceed
Twenty Four Thousand Dollars ($24,000 }

The Contract Sum shall include all items and services necessary for the proper execution and completion
of the Work.

Uniess Professional Engineer has received a written exemption from the City of Nashua, Professional
Engineer shall submit monthly requests for payment for services performed under this agreement in
accordance with the values stated in the Agreement. Such requests shall be supported by such data
substantiating the Professional Engineer's right to payment as the City of Nashua may reasonably require.
Professional Engineer shall submit monthly requests for payment for services performed under this
agreement shall be submitted as follows:

» Electronically via email to VendorAPInvaicesiaNashuaNH ov
OR

> Paper Copies via US Mail to:

City of Nashua, City Hall
Accounts Payable

229 Main Street

Nashua, NH 03060

Please do not submit invoices both electronicaily and paper copy.

In addition, and to facilitate the proper and timely payment of applications, the City of Nashua requires
that all submitted 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. Specifically, Professional Engineer agrees to provide the following with each request for
payment:

1. Appropriate invoice forms. The forms shall include the project purchase order number, a
listing of personnel hours and billing rates, and other expenditures for which payment is sought.

of the work accomplished, problems experienced, upcoming wark, any extra work carried out,
and a schedule showing actual expenditures billed for the period, cumulative total expenditures
billed and paid to date under the contract, and a comparison of cumulative total expenditures
billed and paid to the approved budget.

2. A progress report: The report shall include, for each monthly reporting period, a description

The City of Nashua will pay for work satisfactorily completed by Professional Engineer. The City of
Nashua will pay Professional Engineer within 30 days of approval by the City of Nashua of the submitted
invoice forms and progress reports. The City of Nashua will make no payments until the invoice forms
and progress reports have been submitted and approved.

AG 2 of 3

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

6. NOTICES. All notices. requesis. 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:

Tim Cummings John C. Vancor, P.E., Vice Pres.
Director of Economic Development Hayner/Swanson, Inc.

City of Nashua

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 Professional Engineer 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)

“ - CK AS |
we a LW

Tun Cummings, Dir. Econ, Dev, John C. Vancor, PEL, Vice President
(Printed Name and Title) (Printed Nanie and Title)
Date Date

AG 3 0f3