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City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

February 24, 2022
Memo #22-240

TO: Mayor Donchess
Finance Committee

SUBJECT: Landfill Engineering Services Contract Change Order #1 in the amount not to exceed
$66,000 funded from 53107 Architect & Engineering Services/Solid Waste Fund

Please see attached communications from Jeff Lafleur, Superintendent of Solid Waste, dated February 24,
2022 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Engineering services for landfill & solid waste related issues to include landfill gas
management, design & construction, groundwater, air and solid waste permitting,
capacity analysis, regulatory representation and general landfill operations.

Value: Amendment #2: $66,000

To Date: Approved 12/1/21: $270,000 (Finance Memo 20-013)
Amendment #1 3/2/21: S 31,000 (Finance Memo 21-081)
Total to Date: $301,000

Vendor: Sanborn Head

Department: 168 Solid Waste
Source Fund: 53107 Architect & Engineering Services/ Solid Waste Fund

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 Board of Public Works (2/24/22 BPW meeting), Division of Public Works: Solid Waste, and the
Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Cc: J Lafleur
C O'Connor

To:

From:

Re:

A. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 24, 2022
Jeff Lafleur, Superintendent, Solid Waste Department
Change Order #1 - Landfill Engineering Services Contract

To approve Change Order #1 to the engineering services contract for the City of
Nashua’s landfills with Sanborn Head & Associates of Concord, NH in the
amount of $66,000. Funding will be through: Department: 168 Solid Waste;
Fund: Solid Waste; Account Classification: 53 Professional and Technical
Services.

Sanborn Head and Associates February 14, 2022 Budget Increase Letter

Sanborn Head and Associates (SHA) is the City’s primary engineering consultant
for landfill and solid waste related issues, including landfill gas management,
design and construction; groundwater, air and solid waste permitting; capacity
analyses; regulatory representation; and general landfill operations.

In FY 2022 the Solid Waste Department has required more engineering services
than a typical year. An applicability determination was necessary to rule out the
need for new federal rules to supersede or be concurrently needed with the
existing, NHDES-issued Four Hills Landfill Title V Air Permit. The applicability
determination required updating of landfill design capacity and emission reports
including updating our air dispersion model to include the Phase III area.

Also, due to stresses to the Phase III landfill leachate management system from
more frequent and higher intensity precipitation events beginning in summer
2021, NHDES increased the frequency of groundwater testing, the number of
sampling locations, and the number of analytical parameters (including “PFAS”).

Because of the speed at which this extra work that must be completed for
NHDES, SHA proceeded with the necessary work under the approved FY 2022
contract and has provided an updated cost to complete remaining necessary
services in FY 2022. Asa result Solid Waste Department will need an additional
$66,000 to pay for the remaining work to be completed.

SHA has demonstrated a thorough understanding of the issues and requirements
of the Four Hills facility, and provide consistent, high quality engineering and
consulting services to the department in a timely manner. They have
demonstrated superior abilities relative to regulatory reporting, permitting, design
and construction oversight. Therefore, they are considered a sole source for these
services.

SANBORN HEAD

20 Foundry Street
Building Trust. Engineering Success Concord, NH 03301
Mr. Jeff Lafleur February 14, 2022
Superintendent File No. 3066.22
Nashua Division of Public Works, Solid Waste Department
840 West Hollis Street Sent via email

Nashua, NH 03062

Re: Budget Increase
FY 2022 General Engineering Services
City of Nashua Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

Sanborn, Head & Associates, Inc. (Sanborn Head) appreciates the opportunity to be of
continued service to the City of Nashua (City). As we recently discussed, the extent of
engineering services that were performed during Fiscal Year (FY) 2022 as required by the
New Hampshire Department of Environmental Services (NHDES) were not planned for in
our original budget. With this extra effort, coupled with carryover services from FY 2021, we
anticipate exceeding the approved FY 2022 general engineering services budget. This letter
presents our request for a change to the FY 2022 general engineering services budget.

Services Already Provided

Since the beginning of FY 2022, multiple requests were made by the NHDES that are beyond
that of a typical year, requiring the City and Sanborn Head to spend additional effort and
incur additional costs. Below is a list of the major scope items resulting from the NHDES
requests that were not reflected in our budgeted FY2022 scope of services that were either
completed or are in progress:

= Participated in numerous calls regarding 40 CFR Part 62 Subpart OOO requirements;

» Prepared Design Capacity and NMOC Emission Rate Reports per 40 CFR Part 62 Subpart
000 requirements;

= Prepared a Notice of Applicability Letter per 40 CFR Part 62 Subpart OOO requirements;
= Prepared the Phase III Air Dispersion Modeling Update;

« Performed additional tasks related to the Phase III Release Initial Response Action (IRA)
including: preparing a 10-day notification letter; preparing for, and attending a NHDES
site visit; performing soil sampling; and preparing, planning, providing quality
assurance/quality control (QA/QC), and reporting of the additional data;

« Coordinating with the City regarding the Phase III liner repair; and

s Coordinating with the City and preparing various documents related to the temporary
stormwater management infiltration practice area within Phase III.

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

February 14, 2022 Page 2
20220214 Budget Increase Letter.docx

Remaining Scope Items

To complete our FY 2022 general engineering services scope and to maintain compliance
with the New Hampshire Solid Waste Rules, we still need to complete the following tasks:

= Prepare the Federal Greenhouse Gas Report;
= Prepare the Annual Air Emissions Inventory;

us Prepare the Annual NMOC Emission Rate Report;

=» Provide groundwater reporting services associated with the April Groundwater
Management Plan data transmittal;

«s Complete and submit monthly groundwater assessment/IRA status reports for the Phase
III leachate release including data QA/QC and data evaluation reports with figures as
appropriate;

s Prepare the Annual Waste Capacity Evaluation;

= Update the Financial Assurance Plan; and

=» Respond to general engineering requests.

As part of our general engineering task, the City recently requested that Sanborn Head

provide recommendations associated with the City’s current stormwater management

practices within the active landfill. As such, we will prepare a letter that: describes the
current practice; evaluates the factors impacting the effectiveness of managing runoff,
approximates the anticipated runoff rates and volumes; and provides recommendations on

how to better manage stormwater runoff moving forward. We recommend an allowance of
$15,000 for Sanborn Head to work collaboratively with the City on this matter.

Budget Adjustment

Sanborn Head recommends that the City budget $66,000 to complete the remaining scope
items in order to maintain compliance with the Solid Waste Rules. This budget adjustment is
broken down as follows:

a Air Permitting - $6,000

=» Groundwater Reporting - $35,000

a Financial Assurance Update - $5,000
= General Engineering - $20,000

The budget estimate is based on our Fiscal Year 2022 fee schedule with the City.

Acceptance

We understand that acceptance of this updated budget adjustment will be provided in a City
issued Purchase Order to Sanborn Head for these services.

SANBORN HEAD

February 14, 2022 Page 3
20220214 Budget Increase Letter.docx

Thank you for the opportunity to be of continued service to the City. We look forward to
continuing to work with you on this project. Please contact us should you require additional
information.

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

Yur P.E. Eric S. Steinhauser, P.E., CPESC, CPSWQ
Project Manager Senior Vice President and Principal

EAG/ESS:eag

P:\3000s\3066.22\ Project Control\ Budget Increase\20220214 Budget Increase Letter.docx

SANBORN HEAD

REPORT OF THE FINANCE COMMITTEE
FEBRUARY 16, 2022

A meeting of the Finance Committee was held on Wednesday, February 16, 2022, at 7:00 p.m. in the Aldermanic
Chamber and via Zoom. The meeting link information can be found on the agenda.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Mayor Jim Donchess
Alderman Patricia Klee, Vice Chair
Alderman Alex Comeau (via Zoom)
Alderman Tyler Gouveia
Alderman-at-Large Ben Clemons
Alderwoman-at-Large Gloria Timmons
Alderman-at-Large Melbourne Moran, Jr. (via Zoom)

Members not in Attendance:

Also in Attendance: Alderman Derek Thibeault
John Griffin, CFO/Treasurer/Tax Collector
Kim Kleiner, Administrative Services Director
Kelly Parkinson, Purchasing Manager
Robert Page, Police Captain
James Kirk, Deputy Fire Chief
Nick Miseirvitch, ClO, Information Technology
Tim Cummings, Economic Development Director

PUBLIC COMMENT - None

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager
Re: HVAC Project Change Order #1 in the amount not to exceed $25,840.39 funded from 81200 Buildings &
Improvements (Police Department)

MOTION BY ALDERMAN GOUVEIA TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #1 TO
UPDATE REQUIREMENTS FOR THE HVAC UPGRADE AT THE NASHUA POLICE DEPARTMENT WITH
TURNSTONE CORPORATION IN AN AMOUNT NOT TO EXCEED $25,840.39. FUNDING THROUGH DEPARTMENT:
150 POLICE DEPARTMENT; FUND: 81200 BUILDINGS & IMPROVEMENTS, BY ROLL CALL

ON THE QUESTION

Police Captain Robert Page

Good evening. | apologize if you can’t see us. We seem to be having a problem with our camera. | hope everybody can
hear us.

Mayor Donchess

Yes we can hear you fine.

Police Captain Robert Page

Okay, great.

Mayor Donchess

So could you tell us about the change order in the HVAC project?

Finance Committee — 02/16/2022 Page 2

Police Captain Robert Page

Sure. In speaking to the HVAC point Change Order #1 in the amount of $25,840.39, we’re not looking for additional
money. The money will be paid within the current bond. There are five changes specifically under this change order. The
first change is cooling in the data closets. These data closets give off a lot of heat from the IT equipment and they need
their own temperature control regulations.

The second change is for shaft fire dampers. We need to upgrade to meet code and we currently needed two more to be
installed.

The third change was for ceiling tiles and grid. The grid is the metal supports that hold the ceiling tiles. The original tiles
are from 1979. As they're being taken out so they can work in the ceiling, they're falling apart. So we need new tile and
grid for these.

The fourth change is for lighting at the firing range. We're replacing old original halogen lighting with new green energy
efficient LED lights.

The final change is for the roll call room HVAC extension. In this case, we are converting two rooms into one expanding
our current roll call room to address COVID concerns and growth within the department. This directly affects the HVAC
system in terms of vents, thermostats, and other HVAC components that are installed.

Mayor Donchess

Allright, good. Thank you. So does anybody have any questions or comments?

Alderman Clemons

Thank you. So just to be clear, all of those changes that you had mentioned are included in this line item for $25,840?

Police Captain Robert Page

Yes.

Alderman Clemons

Okay, great. Thank you.

Mayor Donchess

Anyone else? When do you expect the project to be completed?

Police Captain Robert Page

We don’t have the exact end date. | did speak to Turnstone themselves and they stated that they're about approximately
40 to 45 percent done. They've almost completed all the work in the second floor of the building which is our top floor and
that is the longest part of the project. So they’re approximately 40 to 45 percent done. It’s just kind of the unknown
unknowns that we could hit between now and the end. The next phase change order is due to be completed in the next
few weeks and we'll be moving into the first floor at the point with the basement still to follow after that.

Mayor Donchess

Allright. Any other questions, comments? All right, could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Comeau, Alderman Gouveia, Alderman Clemons,
Alderwoman Timmons, Alderman Moran, Mayor Donchess 7

Nay: 0

MOTION CARRIED

Finance Committee — 02/16/2022 Page 3

From: Kelly Parkinson, Purchasing Manager
Re: Personal Protective Clothing in the amount not to exceed $32,580.17 funded from 61110 Protective Clothing (Fire
Department)

MOTION BY ALDERMAN GOUVEIA TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE OF A TEN (10)
SETS OF PERSONAL PROTECTIC EQUIPMENT (PPE) FROM BERGERON PROTECTIVE CLOTHING OF EPSOM,
NH, IN AN AMOUNT NOT TO EXCEED $32,580.17. FUNDING THROUGH DEPARTMENT: 152 FIRE RESCUE;
FUND: 61110 PROTECTIVE CLOTHING, BY ROLL CALL

ON THE QUESTION

Assistant Fire Chief Steve Buxton

Good evening. Assistant Chief Steve Buxton, Nashua Fire. With me Deputy Chief James Kirk and Deputy Chief Robert
Barrows. This is responsibility falls under Deputy Kirk. As many of you know, our department is in a period of transition

right now. So Deputy Barrows is here just to kind of observe the process and see what's all about but Deputy Kirk will be
doing the speaking this evening.

Deputy Fire Chief James Kirk

Thank you for having us here tonight. This request is to purchase ten sets of full complement of firefighting protective
clothing for new hires that will be set to take the line sometime around May 2". I've listed it out there — it’s jackets, pants,
boots, reflective parka, helmet, and vest. As the communication says, it’s coming from Bergeron Protective Clothing
which is a New Hampshire company right here in New Hampshire.

Mayor Donchess

Questions?
Alderman Klee

Thank you Mr. Mayor. This always is more for the public than anything is within the budget and you're not asking for
additional funds, correct?

Deputy Fire Chief James Kirk

Correct. It’s within our budget.
Alderman Klee
Thank you.

Alderwoman Timmons

| just have one quick question. How many new people are you servicing for this equipment?

Deputy Fire Chief James Kirk

This is for ten people. Ten new hires. These are hires that are replacing people that have retired or left the job.

Mayor Donchess

Anyone else? Could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Comeau, Alderman Gouveia, Alderman Clemons,
Alderwoman Timmons, Alderman Moran, Mayor Donchess 7

Nay: 0

Finance Committee — 02/16/2022 Page 4
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: Command Vehicle with Fit-up in the amount not to exceed $74,292.24 funded from 81500 Vehicles/ CERF (Fire
Department)

MOTION BY ALDERMAN GOUVEIA TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE OF A 2022
FORD F250 PICKUP TRUCK WITH CUSTOM BED CAP AND EQUIPMENT THROUGH MCGOVERN MUNICIPAL HQ
& EQUIPMENT TO BE PURCHASED FROM GLOBAL PUBLIC SAFETY IN AN AMOUNT NOT TO EXCEED
$74,292.24. FUNDING THROUGH DEPARTMENT: 152 FIRE RESCUE; FUND: 81500 VEHICLES/CERF, BY ROLL
CALL

ON THE QUESTION

Deputy Fire Chief James Kirk

Thank you Mr. Mayor. This is a CERF expenditure that is the normal replacement of the command vehicle that the on
duty shift commander Deputy Chief uses. Currently that vehicle is a 2018. The normal life cycle of that vehicle is four
years. The one that we have now will go into reserve and the new vehicle will take its place. You have two pieces of
documentation. One is from McGovern HQ who will supply the 2022 F250 — Ford F250 pickup truck and then Global
Public Safety, a company right here in Hudson, will be doing the upfitting with the custom cap and additional lighting and
sirens that you'd see on that type of vehicle.

Mayor Donchess

Questions? Comments?
Alderman Klee

Thank you again Mr. Mayor. Just for the record, you said this goes into the old one will go into reserve. Is there one
currently in reserve and if so, what will happen to that one?

Deputy Fire Chief James Kirk

So there is currently a vehicle that was actually repurposed from another division from our Training Division that has been
placed in the reserve for the Deputy’s vehicle. In addition to being a reserved vehicle to be used when the vehicle that we
currently have is in for repair, it’s also used for personnel that come in off duty and respond and cover the city in the Shift
Commander role. So the one that we currently have is actually in good shape and it potentially could be repurposed.
We've had some new roles. For example, the K4 position — the investigator and inspector position that we just filled last
week. He could actually use this particular vehicle but we don’t have anything slated for it specifically. Definitely a need
within the Fire Department that this vehicle will take.

Alderman Klee
Thank you very much.

Deputy Fire Chief James Kirk

You're welcome.

Alderman Gouveia

Thank you Mr. Mayor. Just a quick question. Say the one we have now is good shape. Is it needed to do another
purchase of one now? | know we say the shelf life is about 4 years but if the one we have is in good shape, is it
absolutely needed that we purchase a new one?

Deputy Fire Chief James Kirk

It is absolutely needed and that’s a great questions Alderman. One of the things that | would point to is that keeping up
with the life cycle keeps the vehicles because at some point they will be no longer in good shape. What's really important
about this vehicle is as | had mentioned, it’s not only a reserve piece but it’s also a piece that when we have multiple

Finance Committee — 02/16/2022 Page 5

alarm fires and we need coverage for the city, the Deputies like myself would come back from off duty and use this vehicle
to cover the city. Then potentially if another fire were to happen, we would even need another vehicle for the subsequent
Deputies to come back and respond as well. So to call it a “reserve” is really not the best explanation of what this vehicle
does. So we do have to keep vehicles that are in good condition and able to be used.

Alderman Gouveia

Thank you.

Mayor Donchess

Anyone else? All right, could the Clerk please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Comeau, Alderman Gouveia, Alderman Clemons,
Alderwoman Timmons, Alderman Moran, Mayor Donchess 7

Nay: 0
MOTION CARRIED

From: Kelly Parkinson, Purchasing Manager
Re: DPW Facility Design Services Change Order #2 in the amount not to exceed $37,000 funded from 53107
Architect & Engineering Services/Bond (Admin./Engineering)

MOTION BY ALDERMAN GOUVEIA TO ACCEPT, PLACE ON FILE AND APPROVE CHANGE ORDER #2 FOR
UNFORESEEN MISCELLANEOUS COSTS AND ADDITIONAL WORK THAT WAS NOT PART OF THE ORIGINAL
SCOPE OF WORK WITH HKT ARCHITECTS, INC. IN AN AMOUNT NOT TO EXCEED $37,000. FUNDING THROUGH
DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: 53107 ARCHITECT & ENGINEERING SERVICES/BOND, BY
ROLL CALL

ON THE QUESTION

Mayor Donchess

| believe Mr. Cummings is here on this. Could you give us an overview?

Tim Cummings, Economic Development Director

Yes happy to. For the record, Tim Cummings, Director of Economic Development. What you have before you this
evening is a change order for $37,000 for miscellaneous unanticipated expenses that came up during the design process
for the DPW administrative office building. All these expenses are contemplated and anticipated in the total project
budget which we're staying within but they weren’t originally counted for in the original contract scope. Most of the work
are small housekeeping type matters like $3,000 for an existing conditions compilation plan, moving of the building after
we had one of our committee meetings lately from where it was original proposed, some additional comments and
questions that came from the State permitting office that needed to be address. So all these miscellaneous items in total
add up to $37,000 in design changes.

Mayor Donchess

All right. Questions, comments?
Alderman Klee
Thank you again Mr. Mayor. Director Cummings | did hear you correctly. You said that although they weren't anticipated

and weren't part of the original project scope but they are within the budget. So you’re not asking to come in for any
additional monies. You’ve already had budgeted for this as unanticipated costs is that correct? Did | hear that correctly?