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SANBORN HEAD

Building Trust. Engineering Success.

SANBORN, HEAD & ASSOCIATES, INC.
Schedule of Fees for Fiscal Year 2021

City of Nashua
Senior Vice President $224
Vice President $213
Project Director $201
Senior Project Manager $171
Project Manager $160
Senior Project Engineer/Geologist $140
Project Engineer/Geologist $132
Engineer/Geologist $120
Supervising Technician $107
Senior Engineering Technician $97
Engineering Technician $90
Support Staff $77
Subcontractors and Outside Services Cost plus 10%
Other Direct Expenses Cost plus 10%

Hourly rates will be charged for time worked on the project and for the time required for travel
between the office and the meeting or project site. Local travel will be at IRS allowed rates.

Overtime hours will be charged using the hourly rates listed above.
Hourly rates for expert witness testimony, including preparation time, and other special
services such as corporate acquisition due diligence studies that generally require a dedicated

commitment of senior staff, will be provided upon request.

This fee schedule applies for the City of Nashua for fiscal year 2021 (from July 1, 2020 to June
30, 2021).

P:\3000s\3066.11\ Project Control\Budget Increase\SWCSA Std- FY 2021 (Nashua).docx

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

Client#: 25254

ACORD.

CERTIFICATE OF LIABILITY INSURANCE

SANBHEAD

DATE (MMUDD/YYYY}
6/05/2020

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED

REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION ES WAIVED, subject to the terms and conditions of the polley, certain policies may require an endorsement. A statement on
this ceriificate does not confer any rights to the certificate holder in lleu of such endorsement(s).

PRODUCER
Greyling Ins. Brokerage/EPIC

3780 Mansell Road, Suite 370
Alpharetta, GA 30022

[FUGNG, nxn, 770.552.4225

CONTACT Katie Kresner

[FAX oy. 866.550.4082

EMAL... Katie.Kresner@greyling.com

INSURER(S) AFFORDING COVERAGE |

NAIC #
INSURER A: Twin City Flre Insurance Co. ‘29459
) INSURED . INSURER B : Hartford Casualty Ins. Co. "29424
Sanborn, Head & Associates, Inc. INSURER c: Continental Casualty Company 204423
20 Foundry St INSURER D :
Cencord, NH 03301-5419
INSURER E:
INSURER F : }
COVERAGES CERTIFICATE NUMBER: 20-21 REVISION NUMBER:

THIS 1S TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FCR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR GTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

ADDL 'SUBR

POLICY EFF : POLICY EXP .

hae TYPE OF INSURANCE ADDL SUPE POLICY NUMBER (MBDA) (MMOD YY) LIMITS
A |X| COMMERCIAL GENERAL LIABILITY i | 20SBWAJ8772 (06/12/2020 06/12/2021 each occURRENCE $7,000,000
| CLAIMS-MADE [ x’ OCGUR BATE ee ce $1,000,000
| | i | MED EXP (Any one parson) 31 0,000
|_| _ PERSONAL & ADV'NJURY $1,000,000
| GEN'L AGGREGATE LIMIT APPLIES PER: | : GENERAL AGGREGATE ‘$2,000,000
|_| poucy | x! iEer Lx | Loc f | | PRODUCTS - COMP/OP aaa '¢2,000,000
OTHER: |} | ‘$
A, | AUTOMOBILE LIABILITY 20UEGIB8152 06/12/2020 06/12/2021 aohea OM | 61,000,000
X] any auto | BODILY INJURY (Per person) | $
| SHIR owLy | SCHEDULED ! "BODILY INJURY (Per accident) | §
|_| Ruts OnLy | AUTOS ONLY {Ber neve) noe i$
'$
B | X| UMBRELLALIAB | X | occuR ; | 20XHGXU6001 06/12/2020 06/1 pa EACH OGCURRENGE $6,000,000
EXCESS LIAB CLAIMS-MADE : AGGREGATE $6,000,000
DED X_ RETENTIONS 10000 ! ‘3
A, | WORKERS COMPENSATION vn. |2OWEGABSOR2 joe/12/2020 06/12/2021. x [fine | Oe
ANY PROPRIETOR /PARTNEREXECUTIVE: NINA : | ' E.L. EACH ACCIDENT . $1,000,000
(Mandatory in NH} _E.L. DISEASE - EA EMPLOYEE’ $1,000,000
lf yes, describe under 1 : i
DESCRIPTION OF OPERATIONS below ; E.L. DISEASE - POLICY Lim _' $1,000,000
C |Professional Liab | AEH591889064 06/12/2020 06/1 2/2021: Per Claim $5,000,000
includ. Pollution | | Aggregate $7,000,000
Liability it |

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
The City of Nashua, New Hampshire is named as an Additional Insured on the above referenced liability

policies with the exception of workers compensation & professional liability where required by written

contract.

_CERTIFICATE HOLDER

CANCELLATION

City of Nashua, New Hampshire
840 West Hollis Street
Nashua, NH 03062-0000

SHOULD ANY OF THE ABOVE \opeene one BE CANCELLED BEFORE
THE EXPIRATION DATE " F, ILL BE DELIVERED IN
ACCORDANCE WITH THE

AUTHORIZED REPRESENTATIVERIGK, Wat “" e

LAG. ign

ACORD 25 (2016/03) 1 of 1
#52243655/M2243442

© 1988-2015 ACORD CORPORATION. All rights reserved.

The ACORD name and logo are registered marks of ACORD

KKRE1

THE CITY OF NASHUA

December 29, 2020
Memo #21-071

Adwunistrative Services
Purchasing Department

TO: Mayor Donchess
Finance Committee

"The Gate City"

SUBJECT: City Hall Building Renovation Change Orders #1, 2 & 3 in the amount of $26,552.21

funded from account Goferr Grant

Please see attached communications from Kimberly Kleiner, Director of Administrative Services, dated
December 29, 2020 for project specific details related to this purchase. Below please find a summary of
the purchase approval request:

Item:

Value:

Vendor:
Department:
Source Fund:

Ordinance:

Change orders #1, #2 & #3 for City Hall Motor Vehicles, City Clerk, Tax &
Assessing Departments for social distancing renovations

Original Contract Approval Amount: $913,343.24

Change Value

Project Total

Change Order #1 S 5,953.59 $919,296.83
Change Order #2 $11,538.32 $930,835.15
Change Order #3 S 9,060.30 $939,895.45

DL King
129 City Buildings
Goferr Grant

Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and
contractual services, except as otherwise provided herein, when the estimated
cost thereof shall exceed $10,000 shall be purchased by formal, written contract
from the lowest responsible bidder, after due notice inviting bids.

The Administrative Services Division, and the Purchasing Department respectfully request your approval
on these contract changes.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Kleiner
J Graziano

229 Main Street * Nashua, New Hampshire 03061 ¢ Phone (603) 589-3330 « Fax (603) 589-3233

foes) THE CITY OF NASHUA “The Gate City’

Administrative Services Division

To:

From:

Cc:

Date:
Subject:

Mayor Donchess

Finance Committee

Kim Kleiner, Director of Administrative Services
John Griffin, CFO

Jennifer Deshaies, Risk Manager

Sue Lovering, City Clerk

David Fredette, Treasurer

December 29, 2020
RFP0285-081820 City Hall Building Renovations

In September, the Finance committee approved a contract with DL King & Associates

in the amount of $913,343.24 for the renovation of Motor Vehicles, Tax, Assessing and
the City Clerk offices.

It was determined that in order to comply with CDC social distancing protocols

significant building modifications would be required within the Motor Vehicle, Tax,

Assessing and City Clerk departments.

We are asking for the Finance committee’s approval of the following project change

orders:
CO #1
CO #1

CO #1

Justification:

Credit for Substitute Lighting Package (7,000.00)
Flooring and Pipe Insulation Abatement Work By DecTam $41,453.59

Less Allowance in original Contract ($25,000.00)
Credit Floor outlet in Assessing (3,500.00)
Total CO#1 $5,953.29

An abatement report was supplied to DL King by Risk Management and a $25,000

allowance was built into the RFP.

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CO #2 Added Smoke-Heat Detectors $2,322.54

CO #2 Change Tax Office Entrance ($4,963.20)
CO #2 Firestop Assessing Firewall $4,443.32
CO #2 Install Pipe Insulation in Assessing $2,925.46
CO #2 Drywall Changes in Assessing $4,229.60
CO #2 Access Control Changes _ $2,580.60

Total CO #2: $11,538.32
Justification:

All of the above changes were as of a result of unforeseen structural items discovered

during construction.

CO #3 Skim Coat Assessing Area Walls $4,840.27
CO #3 Rooftop Equipment Rails _ $4,220.03

Total CO #3: $9,060.30
Justification:

All of the above changes were as of a result of unforeseen structural items discovered
during construction.

The total of the project as of December 28, 2020 is $939,895.45

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Summary

CHANGE IN CONTRACT PRICE:
Original Contract Price

$913,343.24

CHANGE IN CONTRACT TIMES:
Original Contract Times

Substantial completion: NONE

Ready for final payment:

Net changes from previous Change Orders

$0.00

Net change from previous Change Orders

NONE

Contract Price prior to this Change Order

$913,343.24

Contract Times prior to this Change Order

Substantial completion: NONE

Ready for final payment:

Net Increase (deereasejof this Change Order

$5,953.59

Net Increase (decrease} of this Change Order

Contract Price with all approved Change Orders

Contract Times with all approved Change Orders

$919,296.83 Substantial completion: NONE
Ready for final payment:
RECOMMENDED: ACCEPTED: APPROVED:
By: By: By:
Kim Kleiner, Director DL King Mayor Jim Donchess
(Authorized Signature) (Authorized Signature) Owner
(Authorized Signature)
Date: Date:
Date:

Summary

CHANGE IN CONTRACT PRICE:
Oniginal Contract Price

$913,343.24

CHANGE IN CONTRACT TIMES:
Original Contract Times

Substantial completion: NONE
Ready for final payment:

Net changes from previous Change Orders

$5,953.59

Net change from previous Change Orders

NONE

Contract Price prior to this Change Order

$919,296.83

Contract Times prior to this Change Order

Substantial completion: NONE
Ready for final payment:

Net Increase (deerease}of this Change Order

$11,538.32

Net Increase (decrease) of this Change Order

Contract Price with all approved Change Orders

Contract Times with all approved Change Orders

$930,835.15 Substantial completion: NONE
Ready for final payment:
RECOMMENDED: ACCEPTED: APPROVED:
By: By: By:
Kim Kleiner, Director DL King Mayor Jim Donchess
(Authorized Signature) (Authorized Signature) Owner

Date: Date:

(Authorized Signature)

Date:

Summary

CHANGE IN CONTRACT PRICE:
Original Contract Price

$913,343.24

CHANGE IN CONTRACT TIMES:
Original Contract Times

Substantial completion; NONE
Ready for final payment:

Net changes from previous Change Orders

$17,491.91

Net change from previous Change Orders

NONE

Contract Price prior to this Change Order

$930,835.15

Contract Times prior to this Change Order

Substantial completion: NONE
Ready for final payment:

Net Increase (decreasejof this Change Order

Net Increase (deerease} of this Change Order

$9,060.30
Contract Price with all approved Change Orders Contract Times with all approved Change Orders
939,895.45
Substantial completion: NONE
Ready for final payment:
RECOMMENDED: ACCEPTED: APPROVED:
By: By: By:
Kim Kleiner, Director Mayor Jim Donchess
(Authorized Signature) (Authorized Signature) Owner
{Authorized Signature)
Date: Date:
Date:

THE CITY OF NASHUA

Adwunistrative Services
Purchasing Department

"The Gate City"

December 30, 2020
Memo #21-072

TO: Mayor Donchess
Finance Committee

SUBJECT: Dependent Eligibility Verification Audit in the amount not to exceed $33,000 funded from
Benefits Self Insurance Fund Account 53999 Other Professional Services

Please see attached communications from Kimberly Kleiner, Director of Administrative Services, dated December
29, 2020 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Audit to validate dependents covered under city health/dental plans are eligible.
Value: $33,000
Vendor: Health Decisions/PDA

Department: 113 Administrative Services - HR/Benefits
Source Fund: 53999 Other Professional Services

Ordinance: Pursuant to NRO § 5-83 Professional Services (A) In the purchase of accounting,
architectural, auditing, engineering, legal, medical and ambulance services and purchases
of independent professional consultant services for personnel, data processing, actuarial,
planning, management and other comparable purchases competitive bidding shall not be
required.

The City, through our benefit consultant, has received the following proposals for this project:

Vendor Location Amount Note

BMI Audit Services South Bend, IN $43,657

Health Decisions/PDS Livonia, MI $33,000

Health Management Services (HMS) | Irving, TX $39,769

Secova Wall Township, NJ | $31,266* | *Postage will be an additional cost with
this proposal.

We recommend this bid to be awarded to the lowest total cost vendor who met the specified requirements.

The Human Resources/Benefits Department, and the Purchasing Department respectfully request your approval
of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: K Kleiner
J Graziano

229 Main Street * Nashua, New Hampshire 03061 ¢ Phone (603) 589-3330 « Fax (603) 589-3233

igses\ THE CITY OF NASHUA

Administrative Services Division

"The Gate City"

To: Mayor Donchess
Finance Committee
From: Kim Kleiner, Director of Administrative Services

Date: December 29, 2020
Subject: Dependent Eligibility Verification Audit

In October, the city requested bids for proposal thru our consultant, Workplace Benefit
Solutions (WBS), for firms to conduct a Dependent Eligibility Verification Audit on our
medical and dental plans.

A dependent eligibility audit will allow the city to validate that dependents covered under
the city health and dental plans are eligible. This is accomplished by requesting that
employees provide additional information or documentation for their enrolled
dependents.

Proposals were received from four firms:

1. BMI Audit Services Estimated cost of $43,657
2. Health Decisions/PDA Estimated cost of $33,000
3. Health Management Services (HMS) Estimated cost of $39,769
4. Secova Estimated cost of $ 31,266 + postage

After careful review of all proposals, the evaluation team chose Health Decisions/PDA

for the following reasons:

1. PDA has the highest employee response rate in the industry, achieving an average of
98% over the past 15 years.

2. In the past 30 years of audits, PDA has never experienced a single employee appeal.

3. PDA uses customized communications, a multi-letter process, unlimited outbound

calls, an interface with a secure web portal and tracks calls received by their call center.

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