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Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Mayor Jim Donchess

Date: May 25, 2022

Re: Multi-Year Contract Award — Single Stream Recycling

Pursuant to NRO: § 5-74/B: A contract that extends from the current fiscal year into succeeding

fiscal year(s) in which no funds have been appropriated nor otherwise designated for this purpose
shall be approved by the full Board of Aldermen before the contract shall become binding on the

City.

The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the June 1, 2022 meeting and as such | am requesting the full Board of
Alderman approve the following contract:

Item: 3-year contract to transport and process the City’s single stream
recyclables
Value: $400,000 per year for 3-years to total $1,200,000
Vendor: Casella Recycling LLC
Purchasing Memo#: 22-282 dated May 25, 2022
Contract Term: 3 years -7/1/22-6/30/25
Thank you.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH. gov
www.NashuaNH. gov

To:

From:

Re:

A. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: May 26, 2022

Jeff Lafleur, Superintendent
Solid Waste Department

Single Stream Recycling Contract

To award a three year contract for the transportation and processing of the City of
Nashua’s single stream recyclables at an annual cost of $400,000 to Casella
Recycling LLC of Charlestown, MA pending approval of the FY23 operating
budget and subject to annual budget approvals. The term of this contract will be
from July 1, 2022 through June 30, 2025. Funding through Department 168 Solid
Waste; Fund: Solid Waste; Account Classification: 55 Other Contracted Services.

Analysis of bids

The City’s current contract for single stream recycling ends on June 30, 2022,
therefore the City of Nashua need’s to secure a vendor for these services.

The Solid Waste Department put out an RFP and solicited bids for Single Stream
Recycling Services from seven potential vendors. We received bids from Casella
Recycling LLC, Waste Management and ecoMaine. All three submitted proposals
that provided for a ceiling price, costs for transportation and a formula for potential
revenue back to the City of Nashua for improving market prices.

After reviewing the bids, Casella had the best cost structure in comparison with the
other bidder’s proposals.

Casella has provided the required certificate of insurance to accomplish these
services.

The Solid Waste Department has worked with Casella Recycling for over eleven
years and they have consistently provided the City of Nashua with excellent service.
Therefore the Solid Waste Department Superintendent and Recycling Administrator
have determined that Casella Recycling LLC of Charlestown, MA should be
awarded the contract.

Proposal Costs Breakdown

Casella Waste Management ecoMaine
S$S0.00/ton
Ceiling Price (w/o Adjustable annually
contamination) $150.00/ton $200,00/ton based on May CPI
$200.00/load plus
Transportation $403.75/load plus adjustable fuel
Cost/per load with fuel adjustable fuel formula. | |formula. Annual 3%
surcharges and other Annual 4% increase in increase in years 2
annual increases. $310.00/load years 2 and 3. ard 3.
Commonwealth Waste | |Troiano Waste
Hauling company Casella Transportation Services

Formula that would
reduce processing
costs.

Casella ACR (Average
Commodity Revenue) less
Threshold of $90.00 per ton
with 50% Revenue Share
when ACR above Threshold.
Dollar to dollar charge when
under Threshold. EX Current
charge based on March 2022
formula is $17.43 per ton.
Indexes: PPI- Fiber,
RecycleMarkets.net-Plastics
and actual sale price for

others.

Blended Value Formula with
City’s value share being 70%
when the value is greater then
the processing and residual
fees charged and the City
paying the difference between
the charged fees and the
Blended Value when the fees

are higher.

ACR rebate calculated as
dezailed in attached
Appendix 1. With 80%
rebated to municipality at
the end of each quarter on
a cumulative YTD basis.

Cost Breakdowns Based on Avg Tonnage and Number of Loads Per Month and Example Pricing Provided by Bidders from March 2022

Ave Fonnage 420
Ave # Loads 25
Casella Waste Management ecoMaine
Cost per ton $17.43 | $7,320.60 $26.63 | $11,184.60 $4.06 | $1,705.20
Transport Fee/Load $310.00 | $7,750.00 $403.75 | $10,093.75 $800.00 | $20,000.00
$15,070.60 $21,278.35 $21,705.20
Costs With Potential Fuel Surcharges or Credits
Casella Waste Management ecoMaine
Surcharge based on
difference when fuel
charge exceeds $4.50
Baselire of $3.662 per gallan and based
w/Fuel Surcharge agains« difference of on5 miles per gallon
based on formula index multiplied by fixed over distance of approx
with diesel at $5.00 15 gallan amount per 111 mile from Nashua
per gallon. No Surcharge $0.00 | [oad. $501.75 | |to Maine facility. $277.50
$15,070.60 $21,780.10 $21,982.70
Surcharge based on
difference when fuel
charge exceeds $4.50
Baselire of $3.662 per gallon and based
w/Fuel Surcharge agains: difference of on 5 miles per gallon
based on formula index multiplied by fixed over distance of approx
with diesel at $4.00 15 gallon amount per 111 mile from Nashua
per gallon. No Surcharge $0.00 | {load. $126.75] Ito Maine facility. $0.00
$15,070.60 $21,405.10 $21,705.20
Surcharge based on
difference when fuel
charge exceeds $4.50
Baselire of $3.662 per gallon and based
w/Fuel Surcharge agains: difference of on5 miles per gailon
based on formula index multiplied by fixed over distance of approx
with diesel at $3.00 15 ga.lan amount per 111 mile from Nashua
per gallon. No Surcharge $0.00 | fload. $248.25 |to Maine facility. $0.00
$15,070.60 $21,030.10 $21,705.20

City of Nashua

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

May 24, 2022
Memo #22-283

TO: Mayor Donchess
Finance Committee

SUBJECT: Pavement Surveying Management Services in the amount not to exceed $31,700 funded
from 81704 Paving Bond/Bond

Please see attached communications from Daniel Hudson, City Engineer, dated May 25, 2022 for project
specific details related to this purchase. Below please find a summary of the purchase approval request:

Item: Evaluation of 101 miles of roadway along the southern third of the City utilizing
Cartegraph’s pavement condition assessment software to update the PCI rating
for each segment of roadway

Value: not to exceed $31,700

Vendor: Stantec Consulting Services

Department: 160 Admin/Engineering

Source Fund: 81704 Paving Bond/ Bond

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 (5/25/2022 BPW meeting), Division of Public Works: Engineering, and the
Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: D Hudson
C O'Connor

To:

From:

Re:

C. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: May 25, 2022

Daniel Hudson, P.E., City Engineer
Engineering Department

Pavement Management Support Services

To approve the engineering contract for pavement management services with
Stantec Consulting Service, Inc. of Burlington, MA in an amount not to exceed
$31,700. Funding will be through Department: 160 Admin/Engineering; Fund:
Bond; Activity: Paving.

The City has contracted with Stantec Consulting Services, Inc. since 2016 to
provide assistance in evaluating the pavement condition of our 300 mile road
network and to make recommendations on rehabilitation and preservation methods.
Using their expertise, Stantec has provided assistance in developing the necessary
protocols for preventative maintenance, including updating costs and decision trees
for selecting prioritized lists of roadways to pave. This request is for $31,700 to
survey 33 percent of the City’s roadway network.

Last year Stantec satisfactorily performed a condition survey of the northern-third
of the City, this year it is proposed to survey the southern-third. Stantec will
continue to use Cartegraph’s pavement condition assessment software while
evaluating approximately 101 miles of roadway, and updating the Pavement
Condition Index (PCI) rating for each road segment. This information enables the
City to assess the paving program’s performance over time, monitor conditions,
and select appropriate treatments in an objective and transparent way.

CONTRACT FOR PROFESSIONAL SERVICES

Pavement Management Support Services
A CONTRACT BETWEEN

The City of Nashua, 229 Main Street, City Hall, Nashua, NH 03060
AND

Stantec Consulting Services, Inc.

and its successors, transferees and assignees (together “Professional Engineer”)

Name and Title of Professional Engineer

5 Burlington Woods Drive Suite 210, Burlington MA 01803-451

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-- Stantec Pavement Management Support Services Proposal dtd May 4, 2022

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 of 4

Description of Work:

Professional Engineer to maintain the City’s Cartegraph Pavement Management System (PMS) in
Cartegraph’s Navigator. Professional Engineer will update work history, conduct pavement
conditions surveys, and perform data modeling and analysis on behalf of the City. Professional
Engineer will maintain the City’s pavement management database and provide exports compatible
with the City’s GIS. (the “WORK”)

3. Period of Performance. Professional Engineer shall perform and complete all work by November
21,2022 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 cost not to exceed

Thirty-One Thousand and Seven Hundred and 00/100 Dollars ($31,700)

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

Unless 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 VendorAPInvoices@NashuaNH.gov

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 electronically 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.

2. A progress report. The report shall include, for each monthly reporting period, a description
of the work accomplished, problems experienced, upcoming work, any extra work carried out,

AG 2 of 4

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.

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.

5. Effective Date of Contract. This contract shall not become effective until executed by the City of
Nashua.

6. Notices. All notices, requests, 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: Professional Engineer Representative:
Mark Saunders, P.E., Senior Staff Engineer William Scarpati, Senior Project Manager
Division of Public Works Stantec Consulting Services, Inc.
Engineering Department 5 Burlington Woods Drive, Suite 210

9 Riverside Street Burlington, MA 01803-4511

Nashua, NH 03062

Email: SaundersM@NashuaNH.gov Email: William.Scarpati@Stantec.com

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.

AG 3 of 4

Stantec Consulting Service, Inc.({signature) Stantec Consulting Service, Inc.(signature)

William P. Scarpati, Senior Proj. Mgr. Frederick A. Moseley, P.E., Principle Engineer
(Printed Name and Title) (Printed Name and Title)
Date Date

City of Nashua, NH (signature)

James W. Donchess, Mayor- City of Nashua
(Printed Name and Title)

Date

AG 4of 4