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Finance Committee - 03/03/2021 Page 7

Mayor Donchess

December is the final payment, but | don’t think we collected 100%. | mean we collected a high percentage but
not 100%. David ...

Alderwoman Lu

Well | think so according to the property taxes on December 31°. But, you know what, I’ve been wrong before
ll tell you that, in fact, in the last two meetings I’ve been in. So I'll go back and look.

Mayor Donchess

| can say we are usually in the 95% but never at 100% there’s always someone who does not pay.
Alderwoman Lu

And are we collecting, are we getting our rents from Court Street property regularly?

Mayor Donchess

Ms. Kleiner can probably answer that. We suspended the rents for the non-profits for a time because of
COVID; they really even couldn’t use the space. But where are we with that at this point, Ms. Kleiner? You’re
on mute; | don’t know if you can the answer the question now or you need to get back to us.

Director Kleiner

Yes, Mayor you are correct we did suspend rents due to COVID. Renters were not allowed to use the City
building. We issued that information in the Court Street report that we sent the Board about three weeks ago
and we included that on why we would have a shortfall for Fiscal ’21. They are back now and we are collecting
rents. The only issue now is that we have not allowed rental of the theater which we generally collect revenue
for. We estimate, hopefully, looking at resuming that in September.

Alderwoman Lu

OK thank you, | had not noticed that in the past. Just one last question, in terms of the monthly reports, | know
toward the end of last Fiscal Year the reports, well how frequently after the last month do they typically come

out, because we are into March and we don’t have January’s. And | was just trying to get a sense of the flow
that’s typical.

Mayor Donchess

Which report are you asking about?

Alderwoman Lu

The monthly reports, you know, the monthly financials?
Mayor Donchess

Ms. Kleiner or Mr. Griffin, are you on?

Director Kleiner

| do not believe Mr. Griffin was able to — Mr. Fredette may know.

Finance Committee - 03/03/2021 Page 8

Alderwoman Lu

It's something | came across this afternoon. | could shoot an email over to CFO Griffin. Thank you.
Mayor Donchess

That’s something we could get back to you on.

Alderwoman Lu

Thank you.

Mayor Donchess

Anyone else? If not, public comment. Is there any member of the public who would like to address the
Committee?

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN - None

POSSIBLE NON-PUBLIC SESSION

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE GO INTO NON-
PUBLIC SESSION BY ROLL CALL PURSUANT TO RSA 91-A:3,II

(A) THE DISMISSAL, PROMOTION, OR COMPENSATION OF ANY PUBLIC EMPLOYEE OR THE
DISCIPLINING OF SUCH EMPLOYEE, OR THE INVESTIGATION OF ANY CHARGES AGAINST
HIM OR HER, UNLESS THE EMPLOYEE AFFECTED (1) HAS A RIGHT TO A MEETING AND (2)
REQUESTS THAT THE MEETING BE OPEN, IN WHICH CASE THE REQUEST SHALL BE
GRANTED; and

(C) MATTERS WHICH, IF DISCUSSED IN PUBLIC, WOULD LIKELY AFFECT ADVERSELY THE
REPUTATION OF ANY PERSON, OTHER THAN A MEMBER OF THE PUBLIC BODY ITSELF,
UNLESS SUCH PERSON REQUESTS AN OPEN MEETING. THIS EXEMPTION SHALL EXTEND
TO ANY APPLICATION FOR ASSISTANCE OR TAX ABATEMENT OR WAIVER OF A FEE, FINE,
OR OTHER LEVY, IF BASED ON INABILITY TO PAY OR POVERTY OF THE APPLICANT

SECONDED BY ALDERMAN KLEE
A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Mayor Donchess, Alderman O’Brien, Alderwoman Kelly, Alderman Laws,
Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright 7

Nay: 0
MOTION CARRIED
The Finance Committee went into non-public session at 7:20 p.m.

The Finance Committee came out of non-public session at 7:42 p.m.

Finance Committee - 03/03/2021 Page 9
MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE SEAL THE
MINUTES OF THE NON-PUBLIC SESSION BY ROLL CALL UNTIL SUCH TIME AS THE MAJORITY OF
THE COMMITTEE VOTES THAT THE PURPOSE OF THE CONFIDENTIALITY WOULD NO LONGER BE
SERVED, BY ROLL CALL

A Viva Voce Roll Call was taken, which resulted as follows:

Yea: Mayor Donchess, Alderman O’Brien, Alderwoman Kelly, Alderman Laws
Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright 7

Nay: 0
MOTION CARRIED

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN BY ROLL CALL

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderwoman Lu, Alderman Harriott-Gathright,
Alderwoman Kelly, Alderman Laws, Alderman O’Brien, Mayor Donchess 7

Nay: 0
MOTION CARRIED
The Finance Committee meeting was adjourned at 7:44 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

FINANCE COMMITTEE

MARCH 3, 2021
7:00 PM

To Join Zoom Meeting: https://usO2web.zoom. us//85176750841 ?pwd=V1hhUIl1eDBVQUQrSEpLZUJ3MkJGZz09
Meeting ID: 851 7675 0841
Passcode: 628446

Join by telephone: 1-929-205-6099
Meeting ID: 851 7675 0841
Passcode: 628446

If there is a problem with the audio, please dial 603-821-2049 to advise.

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From: Kelly Parkinson, Purchasing Manager

Re: General Engineering Service Contract Change Order in the amount of $31,000 funded from
account 53107 Architect & Engineering Services

From: Kelly Parkinson, Purchasing Manager

Re: Multi Year Software Maintenance Agreement in the amount of $4,860 funded from account General
Fund Prior Year Escrow, 54407 Software Maintenance

UNFINISHED BUSINESS

NEW BUSINESS — RESOLUTIONS

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN

POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

City of Nashua

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

February 24, 2021
Memo #21-080

TO: Mayor Donchess
Finance Committee

SUBJECT: General Engineering Service Contract Change Order in the amount of $31,000 funded
from account 53107 Architect & Engineering Services

Please see attached communications from Jeff Lafleur, Superintendent of Solid Waste, dated February 25,
2021 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Change Order #1 to contract for engineering services relating to finance memo
20-013 for $270,000

Value: $31,000

Vendor: Sanborn Head

Department: 168 Solid Waste
Source Fund: 53107 Architect & Engineering 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 Board of Public Works (2/25/21 BPW Meeting), the Solid Waste Department, and the Purchasing
Department respectfully request your approval of this change order.

Regards,

Kelly Parkinson
Purchasing Manager

Ce: C O'Connor
J Lafleur

To:

From:

Re:

A. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 25, 2021

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 active and closed landfills with Sanborn Head and Associates of
Concord, NH in the amount of $31,000.00 Funding will be through: Department:
168 Solid Waste; Fund: Solid Waste; Account Classification: 53 Professional and
Technical Services.

Sanborn Head and Associates updated scope of services

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. They review
and prepare documents required by the City’s Title V air emission permit. They
also prepare the annual Greenhouse Gas Emissions report that is required by the
USEPA.

This year the Solid Waste Department has required more engineering services
than a typical year. All of the City of Nashua landfill site groundwater
management permits need to be renewed as well as the Four Hills Landfill Title V
Air Permit including updating our air dispersion model to include the Phase II
area. Because of this extra work that must be completed for NHDES, Sanborn
Head has provided an updated scope of services for the rest of FY21. As a result
Solid Waste Department will need an additional $31,000.00 to pay for the
remaining work to be completed.

As such, they have a thorough understanding of the issues and requirements of the
Four Hills facility and other closed City landfills, 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 has provided the required certificate of insurance to accomplish
these services.

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Bullding Trust. Engineering Success.

Mr. Jeff Lafleur

Superintendent

Nashua Division of Public Works, Solid Waste Department
840 West Hollis Street

Nashua, NH 03062

Re: Change Order Request
General Engineering Services (FY 2021}
City of Nashua Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

20 Foundry Street
Concord, NH 03301

January 19, 2021
File No. 3066.20

Sent via email

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 required by the New Hampshire Department of Environmental Services
(NHDES} related to the City’s groundwater management and air permits in Fiscal Year (FY}
2021 is great that required in years past. Based on the level of effort already provided, we
anticipate exceeding the approved FY 2021 general engineering services budget. This letter
presents our request for a change to the FY 2021 general engineering services budget.

Services Already Provided

Since the beginning of FY 2021, multiple requests were made by the NHDES that are beyond
that of a typical year. Below is a list of the major scope items that were not reflected in our

proposal that have either been completed or are in progress:

=» Preparing the Four Hills July 2020 Letter Report;

=» Renewing the Old Nashua Groundwater Management Permit (GMP);

=» Managing data associated with the Old Nashua, Shady Lane, and Roussel Park sites;

=» Renewing the Shady Lane GMP;
=» Renewing the Roussel Park GMP;

=x Completing NMOC Tier 2 sampling and preparing the NMOC Tier 2 Test Report;

« Renewing the Four Hills Title V Air Permit;

s Participating in discussions and conference calls related to proposed changes in the

NHDES RTAP regulations; and

« Updating the air dispersion model to include Phase III.

SANBORN, HEAD & ASSOCIATES, INC.

ww wsanbornhead.com

January 15, 2021 Page 2
20210119 Budget Increase Letter.docx

Remaining Scope Items

To complete our FY 2021 general engineering services scope and to maintain compliance
with the Solid Waste Rules, we still need to complete the following tasks:

® Renew the Four Hills GMP;

a Prepare the Four Hills Annual Groundwater Report;

« Prepare the Four Hills April 2021 Data Transmittal;

« Prepare the Federal Greenhouse Gas Report;

m Prepare the Annual Air Emissions Inventory;

= Prepare the Annual NMOC Emission Rate Report;

=» Review/comment on the draft Title V Operating Permit;
s Update the Financial Assurance Plan; and

« Update the facility Stormwater Pollution & Prevention Plan.

Budget Adjustment

Based on the remaining scope items, we propose that the City increase the FY 2021 general
engineering PO by $31,000. This increase to the budget is based on the estimated time
commitment required to complete the remaining services described above in addition to
expenses.

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

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.

YWi-d A P>rcber AS, ovdbette.

Edward A, Galvin, P.E. Eric S. Steinhauser, P.E., CPESC, CPSWQ
Project Manager Senior Vice President
EAG/ESS:eag

P:\3000s\3066.20' Project Control\ Budget Increase\20210119 Budget Increase Letter.docx

SANBORN i HEAD

AMENDMENT NO. 1
TO
AGREEMENT BETWEEN

CITY OF NASHUA, NEW HAMPSHIRE
AND
SANBORN, HEAD & ASSOCIATES, INC.FOR

PROFESSIONAL ENGINEERING SERVICES

This AMENDMENT No.1 made the day of , 2021,
by and between The City of Nashua, New Hampshire, (hereinafter called OWNER),
and Sanborn, Head &Associates, Inc. (hereinafter called ENGINEER).

WHEREAS, an AGREEMENT was entered into on September 11, 2019 between the OWNER
and ENGINEER, which AGREEMENT is entitled “Engineering Services for the Four Hills
Landfill.”

hereinafter referred to as AGREEMENT.

WHEREAS, the ENGINEER is requesting supplementary funds to perform additional
engineering services due to additional requests made by NHDES that included City of Nashua
permits expiring and some testing which must be done every five years. Scope of Work in
accordance with attached EXHIBIT A Sanborn, Head, and Associates, Inc. proposal
dated January 19, 2021, and as OWNER'S budget appropriations allow.

Payment will be made in accordance with the original agreement based on hours and rates by

labor category with mark-up and incidental expenses in accordance with the attached fee, as
modified for this amendment.

NOW, THEREFORE, in consideration of said AGREEMENT and other good and valuable
considerations, it is hereby agreed and acknowledged by and between OWNER and ENGINEER
to amend the AGREEMENT, as follows:

The AGREEMENT shall be amended to include this Amendment, a copy of which shall be
attached thereto and made a part thereof.
COMPENSATION:

Professional Engineer agrees to perform the work, in accordance with attached EXHIBIT A,
for a total cost not to exceed

THIRTY-ONE THOUSAND and 00/100 DOLLARS ($31,000)

IN WITNESS WHEREOF, the parties hereto have made and executed this AMENDMENT to
said AGREEMENT as of the day and year first above written.

City of Nashua, NH (signature) Sanborn Head and Associates
(signature)

James Donchess, Mayor

Date Date