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September 2, 2016 Page 4
20160902 Ph IV ltr - FY2017.docx 3066.08

Assumptions

Response to NHDES comments for all applications will occur sometime after FY2017.

Services required to prepare for/attend public hearings will be performed after
FY2017.

Services required for preparing/submitting the GMP and Title V renewal will not be
required until after FY2017.

The City will make available for use all historic engineering and hydrogeologic studies,
permit applications, reports, drawings, and calculations related to the Four Hills
Landfill site; additional subsurface explorations are not included.

The City will provide recent topographic survey (i.e., 2016) of the proposed Phase IV
area in a digital format that is compatible with AutoCAD Civil 3D. The survey will be
geo-referenced to the existing site benchmarks, and references the state plane
coordinate and vertical datum used. The resulting topographic map will be produced at
a scale of 1 inch equals 40 feet, with 2-foot contours.

The budget and schedule do not factor an allowance for delays caused by possible
opposition or litigation.

Potential changes to the NHDES rules are not accounted for.

Field sampling or testing (groundwater, stormwater, surface water, soil, or waste) are
not accounted for; Sanborn Head will rely on historic information to be provided by the

City.

Closing

We appreciate the opportunity to be of continued service to the City. Please contact me
should you require additional information.

Very truly yours,
SANBORN, HEAD & ASSOCIATES, INC.

Fy Coe Eric S. Steinhauser, P.E., CPESC, CPSWQ

Senior Project Engineer Senior Project Director

RLC/RLC/ESS:ess

Enclosure: Figure 1 - Conceptual Layout, Phase VI Expansion Area

P:\3000s\3066.08\ Project Control\ Phase IV\20160902 Ph IV ltr - FY2017.docx

SANBORN || HEAD

CLOSED M
LANDFIL
EXISTING

Soames
SES

ASS

LFG CONVEYANCE

— = PIPE TO BE
RELOCATED

a
=

ii
Ss

ELC

Wi

Z

NDFILL

CLOSED MSW LA

WELLS TO BE
‘DECOMMISSIONED
AND MAY BE
REPLACED

S\ THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Department

December 1, 2016
Memo #17-073

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR PHASE III DESIGN (VALUE: NOT TO EXCEED $200,000)
DEPARTMENT: 168 SOLID WASTE; FUND: BOND
ACTIVITY: LANDFILL EXPANSION PHASE III & IV

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
October 27, 2016 for the information related to this purchase.

Pursuant NRO § 5-83 Professional Services, which allows the purchase of professional services without
soliciting competitive bids, the Solid Waste Department intends to award this work directly to Sanborn
Head and Associates.

The Solid Waste Department Superintendent, Board of Public Works (October 27, 2016 meeting) and the
Purchasing Department recommend the award of this purchase in an amount not to exceed $200,000 to
Sanborn Head and Associates of Concord, NH.

YOR
Purchasing Manager

Ce: J Lafleur L Fauteux

229 Main Street e Nashua, New Hampshire 03061 ¢ Phone (603) 589-3330 e Fax (603) 589-3344

To:

From:

B. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: October 27, 2016

Jeff Lafleur, Superintendent
Solid Waste Department

To approve a contract with Sanborn Head and Associates Inc. to prepare and
submit a NHDES Type I Permit Modification and plans and specifications for the
construction of the Phase ITI lined landfill expansion in the amount not to exceed
$200,000. Funding through Department 168 Solid Waste; Fund: Bond; Activity:
Landfill Expansion Phase III & IV

Sole Source Memo, Sanborn Head and Associates scope of work

The Superintendent of the Solid Waste Department and the Director of Public
Works recommend that the City begin the process of designing and constructing
the Phase III lined landfill expansion. This is the final phase of the lined landfill
expansion permitted by the New Hampshire Department of Environmental
Services (NHDES) in standard permit #DES-SW-SP-95-002 issued on June 26,
1995. The Phase III landfill will be located adjacent to the southern boundary of
the Phase II landfill. It is anticipated to cover approximately 9.4 acres with an
estimated disposal capacity of 1.5 million cubic yards and a life expectancy of 10-
plus years. Work to be performed under this contract includes preparation of a
NHDES Type II Permit Modification application, construction plans and
specifications, an Alteration of Terrain (AoT) permit application, and an
evaluation of engineering alternatives to identify opportunities for improved
construction and operational methods and cost savings. The additional landfill air
space is not needed for several years; however, it is recommended that this Phase
be constructed within the next three years to ensure disposal capacity is available
when capacity in the Phase I/II landfill is exhausted.

ge) THE CITY OF NASHUA "The Gate City’

Division of Public Works
Solid Waste Department

August 18, 2016

Re: Memo-— Sanborn Head & Associates Design, Permitting and Bid Document
Preparation — Phase III Landfill Construction

To: Daniel Kookan, Purchasing Manager
Carolyn O’Conner, DPW Financial Manager

This memo supports the Solid Waste Department’s request to issue a contract and purchase order to
Sanborn Head & Associates, Inc. (SHA) for $200,000 to prepare design, permitting and bid documents
for construction of the Phase III lined fandfill. This is the final phase of the lined expansion landfill
permitted by the New Hampshire Department of Environmental Services (NHDES) in standard permit
#DES-SW-SP-95-002 issued on June 26, 1995. The Phase II landfill will cover approximately 10 acres and
will be constructed adjacent to the southern boundary of the Phase II landfill.

Pursuant NRO § 5-83 Professional Services, which allows the purchase of professional services without
soliciting competitive bids, the Solid Waste Department intends to award this work directly to SHA. SHA
has served as the City’s consulting engineers for the Four Hills facility since approximately 2009,
providing expertise in environmental permitting, landfill gas design and construction, and other landfill
infrastructure projects. They have detailed knowledge of the site and the project requirements and
objectives. Retaining another engineering company to perform this work would result in duplication of
effort and delays. The construction of the Phase Ill lined landfill should commence within the next one
to two years to ensure the City’s waste disposal capacity is not interrupted when available capacity in
the Phase I/Il landfill is exhausted.

Respectfully Submitted,

Jeff Lafleur
Superintendent, Solid Waste Department

Cc: Lisa Fauteux, Director of Public Works

840 West Hollis Street » Nashua, New Hampshire 03062 e Phone (603) 589-3410 « Fax (603) 589-3448

SANBORN Hl; HEAD 20 Foundry Street

Building Trust. Engineering Success. Concord, NH 03301

Mr. Kerry Converse September 2, 2016
Landfill Engineer

Nashua Division of Public Works, Solid Waste Department

840 West Hollis Street

Nashua, NH 03062

Re: | Proposed Engineering Scope of Services
Type II Permit Modification Application and Construction Documents
Phase III Landfill Expansion, Four Hills Landfill, Nashua, New Hampshire

Dear Kerry:

Sanborn, Head & Associates, Inc. (Sanborn Head) is pleased to present our proposed
engineering scope of services to prepare a Type II Modification to Solid Waste Facility
Permit (Type II PMA) and construction documents for Phase III at the Four Hills Landfill.
Phase III is the third and final permitted expansion area associated with the lined landfill
approved by the New Hampshire Department of Environmental Services (NHDES) as
Standard Permit Number DES-SW-SP-002 issued on June 26, 1995, and modified on
February 27, 1998. Based on a review of available permitting documents, we understand
that the proposed Phase III expansion would consist of about 9.4 acres of lined area and
would provide about 1.0 million cubic yards (yd3) of airspace. Furthermore, we
understand that a portion of the 9.4-acre lined landfill expansion is located within the 500-
foot residential setback, and, as such, that portion of the expansion area would not be
eligible for waste placement and the projected airspace may be less than previously
calculated.

BACKGROUND

We understand the Phase | of the lined landfill began accepting waste in 2003 and that
Phase II began accepting waste in 2009. Construction permitting for each phase of the
lined landfill involved preparing a Type II PMA and an Alteration of Terrain (AoT) permit
application for NHDES review and approval. We anticipate that similar permit applications
will be required for Phase IIL.

According to the available permit documents, the design of the Phase III leachate collection
and transmission system is different than that constructed for the previous phases. While
Phases I and II incorporated a gravity leachate drain that includes a penetration through
the liner system at the north end of Phase I, the proposed liner base grading in Phase III
does not lead itself to continuing the gravity drain concept. Rather, a leachate collection
sump and pump system will be needed to remove leachate from the Phase III lined area.
We understand that the collected leachate will be pumped north to the leachate manhole
associated with Phase I, from which the leachate would drain by gravity to the City’s
wastewater treatment plant. Because a leachate pump system will be needed for the Phase
III expansion, Sanborn Head proposes to incorporate a supervisory control and data

SANBORN, HEAD & ASSOCIATES, INC. www.sanbornhead.com

September 2, 2016 Page 2
20160902 Nashua Ph Ill proposal.docx

acquisition (SCADA) system to automate the collection and recording of leachate
management system operating data.

The City has expressed an interest in evaluating a modification to the perimeter berm that
would honor the 500-foot setback, reduce the overall liner system construction cost, and
optimize airspace with the goal of maintaining the permitted airspace (i.e., 1.0 million yd3).
At present, the Phase III design includes a significant amount of lined area that would not
be usable for waste disposal. Recently, Sanborn Head worked with the City to modify the
vertical barrier that is required along the 500-foot setback, and one of the goals of this
project is to avoid the need to continue constructing the vertical barrier.

Lastly, as part of this project, Sanborn Head will include the following design modifications
that, in combination with other project factors, should decrease construction costs,
improve the performance of the liner and leachate collection systems, and optimize the
overall airspace:

= Modify the base liner system by:

uo eliminating the geosynthetic clay liner component of the primary liner except in the
leachate collection sump;

o replacing the single-sided geonet, geocomposite drainage materials proposed for
the base liner system with a double-side geonet, geocomposite drainage materials;
and

uo consider using tubular, geocomposite drainage materials rather than geonet,
geocomposite drainage materials to reduce or eliminate the need for leachate
collection piping;

=» Consider lowering the proposed base grades based on an evaluation of recent
groundwater and bedrock data;

= Increase the inclination of the final cover sideslopes from the permitted 3.5 horizontal
to 1 vertical (3.5H:1V) to 3H:1V;

= Increase the inclination of the liner sideslopes from permitted 4H:1V to no steeper than
2H:1V (see Env-SW 805.05(h)); and

= Incorporate a mechanically stabilized perimeter berm.
Because modifications to the permitted design are anticipated, a Type IB PMA will need to
be prepared and submitted to the NHDES for review and approval. Furthermore, to avoid

the need for a Type IA PMA, the design modifications will be such that there will not an
increase to the permitted airspace.

SCOPE OF SERVICES
Task 1 Engineering Alternatives Evaluation

Considering the City’s interest in revising the design of the perimeter berm and separation
wall, Sanborn Head will work with the City to evaluate alternative perimeter berm designs.
To kick off this task, Sanborn Head proposes having a brainstorming meeting during which
the logistical, operational, technical, and regulatory issues associated with the perimeter

SANBORN ||| HEAD

September 2, 2016 Page 3
20160902 Nashua Ph III proposal.docx

berm and other potential design modifications can be discussed. Action items from the
meeting are anticipated to include preparing:

=» Aconceptual design of an alternative perimeter berm;

= Arevised liner and leachate collection system design;

= Aconceptual design of a leachate pumping and transmission system;
=» Aconceptual liner and final cover grading plan;

= Calculations of the estimated airspace volume, construction materials quantities, and a
comparison between the proposed and alternative designs;

= Calculations of slope stability, leachate collection transmissivity; and

=» An opinion of the construction costs of the permitted design versus the alternative
design.

We anticipate preparing for and attending one meeting with the City to present the
alternative design and the engineering comparison. The desired outcome of the meeting is
direction on how to proceed with the Phase II] PMA and AoT documents.

Task 2 Solid Waste Permit Modification Applications

Sanborn Head will prepare two Solid Waste PMAs (a Type IB and a Type IJ) for the City’s
signature and submittal to the NHDES. The Type IB PMA will specifically address the
design modifications accepted by the City under Task 1. The Type II PMA will provide the
construction documents. Based on our experience working with the NHDES on similar type
projects, we anticipate submitting both PMAs simultaneously.

The PMAs will include a completed form, a brief summary of the project, and references to
supporting documentation. In addition to completing the application form, we will prepare
a cover letter for the City’s use in transmitting the application to the NHDES. Also included
under this task is the reproduction of the PMAs. In accordance with current NHDES
preferences, we plan on submitting an electronic copy of each PMA so only one paper copy
of the application package will be prepared. Likewise, we will provide the City with an
electronic copy as well as one paper copy.

Prior to submitting the PMAs, we propose having a pre-submittal meeting with the NHDES.
We anticipate that this meeting would be held in Concord at the NHDES office and would
serve to assist the NHDES in their review of the documents. Our services would also
include preparing responses to the NHDES review comments to the PMAs. At this time, the
extent of review comments, if any, is not known. For purposes of this proposal, we carried
an allowance of $5,000 to respond to comments. We will notify you if it appears that the
effort to respond to comments is greater than we assumed.

For your convenience, we estimated the fees associated with submitting the PMAs. The fee
for a Type IB PMA is $100. For the Type II PMA, the fee is dependent upon the life
expectancy of the area being constructed, and was calculated using the formula provided in
Env-Sw 310.08(a) of the Solid Waste Rules. We estimate that permit application fee will be
$17,000. Please note that we assume that the City will pay the fees directly to the NHDES at

SANBORN |||) HEAD

September 2, 2016 Page 4
20160902 Nashua Ph III proposal.docx

the time the PMAs are submitted, and, as such, we did not include the fees in our budget
estimate.

Task 3 Hydrogeologic Services

According to the 1992 Solid Waste Facility Permit, as part of the final design of Phase III,
the Type II PMA is to include documentation of the elevation of the groundwater table
beneath the Phase III area. Specifically, piezometers need to be installed in the Phase III
area to evaluate the groundwater elevation with respect to the overall landfill liner system
design and the requirements of the NHDES solid waste rules. As noted in the permit, a
detailed work plan is to be prepared and submitted to NHDES for approval prior to
installing the piezometers. As part of the work plan preparation, Sanborn Head proposes
to visit the Phase III area to observe the existing topography and, if feasible, assess the
condition of groundwater monitoring wells that may be in the area. Using the information
from the site visit and the design intent for the liner system, Sanborn Head will prepare a
work plan, which will include a site map indicating the proposed piezometer locations with
respect to the proposed liner design. A draft work plan will be submitted to the City for
review and comment. Once the work plan is finalized, Sanborn Head will provide the City
with paper and pdf versions for submission to the NHDES. We anticipate addressing one
round of NHDES review comments. Once the work plan is approved by NHDES, Sanborn
Head will mark out the piezometer locations, contact DigSafe, retain a driller, supervise and
log the piezometer installation (including sampling of the soils encountered), and retain a
licensed professional land surveyor to locate the piezometers. Sanborn Head will select
representative soil samples for geotechnical laboratory testing. The information from
these activities will be summarized in a report. A draft report will be submitted to the City
for review and comment. Once the report is finalized, Sanborn Head will include it with the
Type II PMA.

Task 4 AoT Permit Application

Consistent with other land disturbing construction projects at the Four Hills Landfill, an
AoT permit application will be prepared along with the Type II PMA. Sanborn Head will
prepare the AOT permit application form and supporting documentation, including: (i) a
narrative describing the proposed stormwater management system and associated erosion
and sedimentation control features; (ii) an evaluation of the existing and proposed
hydrology; (iii) pre- and post-development runoff models and relevant design calculations
supporting the selection of proposed BMPs; and (iv) support figures illustrating the
evaluation and proposed design.

The application and supporting documents will be prepared in accordance with the
requirements of the AoT Rules (Env-Ws 1500) and will be signed and sealed by a
Professional Engineer licensed to practice in the State of New Hampshire. Our services will
also include reproducing the application and supporting information as a package to be
submitted to the NHDES. One hard copy and one electronic copy of the application will be
submitted to the NHDES, and one hard copy will be provided to the City.

SANBORN ||| HEAD

September 2, 2016 Page 5
20160902 Nashua Ph III proposal.docx

For your convenience, we estimated the AoT Permit Application fee according to the fee
schedule provided on the NHDES website, which is based upon the proposed area of
disturbance. Although the exact proposed area of disturbance is not known at this time, we
believe it will be somewhere between 400,000 and 800,000 square feet, which corresponds
to a fee of $2,750 to $4,750, the maximum fee. Please note that we assume that the City will
pay this fee directly to the NHDES at the time the application is submitted, and, as such, did
not include the fee in our budget estimate.

Task 5 Construction Documents

Sanborn Head will prepare Construction Documents that will be included with the Type II
PMA. We anticipate that the Construction Documents will include the following
components:

= General and Technical Specifications;
= Construction Drawings; and

= Construction Quality Assurance Plan.

Sanborn Head will prepare general specifications for the project (Division 1), and technical
specifications for the various components required. Typically, solid waste cell construction
projects like Phase III include Site Work (Division 2), Concrete (Division 3), Pumps
(Division 11), Mechanical (Division 15), and Electrical (Division 16).

Sanborn Head will prepare Construction Drawings for the project. The Construction
Drawings will be based upon the drawings included with the Type IB PMA.

Task 6 Project Management and Meetings

We assume that we will meet with the City three times at the site during the development
of the Phase III project. We expect that an initial meeting would be held within two weeks
of our receipt of authorization to proceed to review major design issues and establish a
project schedule. Subsequent meetings would be held to review the draft documents and
incorporate the City’s comments as the design progresses. The meetings will be
particularly useful in resolving issues regarding site access, construction sequencing,
material management, landfill gas management, stormwater management, and leachate
system design and should serve to keep the project on track from a schedule standpoint.
We expect that the meetings would involve Sanborn Head’s project staff involved in
preparation of the construction documents, and that each meeting wouid require up to 4
hours.

ASSUMPTIONS

= The City will provide recent topographic survey (i.e., 2016) of the Phase III area ina
digital format that is compatible with AutoCAD Civil 3D. The survey will be geo-
referenced to the existing site benchmarks, and references the state plane coordinate
and vertical datum used. The resulting topographic map will be produced at a scale of 1
inch equals 40 feet, with 2-foot contours.

SANBORN ||) HEAD