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To:

From:

Re:

C. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: December 16, 2021

Jeff Lafleur, Superintendent
Solid Waste Department

Change Order #1 — Design and Permitting Services for the Phase IV Landfill

To approve a change order to the contract with Sanborn Head and Associates Inc.
to complete the process of permitting the Phase IV lined landfill with NHDES,
prepare construction plans, specifications, and bid documents, and perform bid
phase services in the amount not to exceed $210,000. Funding will be through
Department 168 Solid Waste; Fund: Bond; Activity: Landfill Expansion Phase II]
& IV.

Sanborn Head and Associates Scope of work

The Superintendent of the Solid Waste Department and the Director of Public
Works recommend that the City complete the process of permitting the
conceptual Phase IV lined landfill with the New Hampshire Department of
Environmental Services (NHDES), prepare construction plans, specifications and
bid documents, and budget for bid-phase services. The Phase IV landfill is to be
sited at the Four Hills facility in the valley formed by the closed MSW landfill
and the Phase I lined landfill. It is projected to cover approximately 27 acres, will
provide the City with an estimated waste disposal capacity of 2.6 million cubic
yards, and extend the life of the landfill by about 30 years. Initial permitting work
for Phase IV began in 2017 with a budget of $300,000. At that time it was
estimated that the total permitting cost would be approximately $500,000 and take
several years to complete. Although the disposal capacity of this proposed phase
will not be needed for many years, it is recommended that the City complete the
permitting process now to avoid potential future changes to solid waste
regulations that could prohibit further landfill expansion.

SANBORN HEAD

20 Foundry Street
Building Trust. Engineering Success. Concord, NH 03301
Mr. Jeff Lafleur December 8, 2021
Superintendent File No. 3066.11
Nashua Division of Public Works, Solid Waste Department
840 West Hollis Street Sent via email

Nashua, NH 03062

Re: Updated Budget Opinion
Phase IV Permitting and Construction Documents
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 you are aware, on December 7, 2020,
Sanborn Head provided the City with a Revised Budget Opinion to provide permit support
tasks to be completed after the submission of the Phase IV Type I-A Permit Modification
Application (PMA) and the Alteration of Terrain Application. These tasks included:

=» Permit Support Services:
a Solid Waste Bureau completeness review letter*
a Solid Waste Bureau design review letter
a AoT Bureau design review letter*
a NHF&G general review letter*
a Support & meetings

=» Type II PMA and Construction Bid Documents

Sanborn Head recommended that the City budget $215,000 to complete the above-listed
tasks. To date, the City issued purchase orders for, and Sanborn Head completed, the tasks
denoted with an “*.” As discussed, the City requested that Sanborn Head provide an updated
cost opinion to address the remaining listed tasks above and include bid-phase services.
Based on our latest conversations, the City is planning to bond the remaining Permit Support
Services and the first Type I] PMA and Construction Bid-Phase Services.

Remaining Permit Support Scope Items

Sanborn prepared a response to comments letter, dated July 16, 2021, related to the NHDES’s
Phase IV Type I-A PMA completeness review letter. The City received a second completeness
letter from the NHDES, dated December 3, 2021, requesting additional information to
support the Phase IV PMA. Based on our last meeting with the NHDES and the City, which
occurred on November 10, 2021, the NHDES indicated that this would be their last request
for additional information. However, based on our experience preparing these permits for
similar projects within the State, and given the current permitting nature of these types of

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

December 8, 2021 Page 2
20211208 Updated Budget Increase Letter.docx

projects, we recommend that the City still budget for Sanborn Head to respond to a technical
review comment letter as well.

Additionally, a series of meetings and a public hearing will be required before the NHDES
issues a permit. Therefore, Sanborn Head is providing an updated budget for the following:

=» Prepare for and attend two (2) meetings with the NHDES Solid Waste Bureau to discuss
the project and their comments;

= Prepare for and attend a public hearing, which is required as part of a Type I-A PMA; and
=» Coordination with the City.

Bid-Phase Services

Based on the City’s request, Sanborn Head is also providing budgetary costs to provide bid-
phase services for the project, which will include the following:

» Preparing the bid documents (i.e., summary of work, schedule of values, and bid item
definitions);

s» Preparing for and attending/moderating the mandatory pre-bid meeting;
s Fielding and responding to contractor questions through written addenda;
s Assisting the City with any contractor interviews;

=» Reviewing contractor bids and provide selection recommendations; and

=» Coordinating with the City throughout the bidding process.

Updated Budget Adjustment

As previously mentioned, Sanborn Head recommended that the City budget $215,000 to
complete the permitting of Phase IV as well as the construction-related items for the first
stage of Phase IV (i.e. Type I] PMA and bid documents). Considering the City issued
individual purchase orders for the completed tasks listed above, our revised opinion of cost
for the remaining services is $210,000, broken down as follows:
=» Permits Support Services

a Second Solid Waste Bureau completeness review letter - $20,000

ao Solid Waste Bureau design review letter - $70,000

o Support & meetings - $15,000

= Type II PMA and Construction Documents - $80,000
a Bid Phase Services - $25,000
The budget estimate is based on our Fiscal Year 2022 fee schedule with the City and may

need to be adjusted for specific tasks (e.g., bid-phase services) based on the start date of the
services.

SANBORN HEAD

December 8, 2021 Page 3
20211208 Updated Budget Increase Letter.docx

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.

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.

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

EAG/ESS:eag

P:\3000s\3066.11\ Project Control\ Budget Increase\20211208 Updated Budget Increase Letter.docx

SANBORN HEAD

City of Nashua

Purchasing Department

Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233
December 30, 2021
Memo #22-222
TO: Mayor Donchess
Finance Committee
SUBJECT: Solid Waste Equipment Storage Structure in the amount not to exceed $352,375 funded

from 54210 Construction Services/Bond

Please see attached communications from Jeff Lafleur, Superintendent of Solid Waste, dated December
16, 2021 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Open-ended truss building 65’ wide, 220’ long for Solid Waste vehicle storage
Value: not to exceed $352,375
Vendor: ClearSpan Fabric Structures International

Department: 168 Solid Waste
Source Fund: 54210 Construction Services/ Bond

Ordinance: Pursuant to § 5-84 Special purchase procedures A/(3) Purchases which can be
procured through cooperative intergovernmental purchase agreements with
other governmental jurisdictions

The Board of Public Works (12/16/21 BPW meeting), Division of Public Works: Solid Waste, and the
Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

To:

From:

Re:

A. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: December 16, 2021

Jeff Lafleur, Superintendent
Solid Waste Department

Collection Equipment Vehicle Parking Area Roof

To approve a contract with ClearSpan Fabric Structures International of
Glastonbury, CT in the amount of $352,375.00 to construct a 65’ wide by 220’
long truss building to park the Solid Waste Department’s collection trucks under.
Pricing is through Sourcewell Contract # 091319-CSS. Funding for this contract
is through Department: 168 Solid Waste; Fund: Bond; Activity: SW Equipment
Coverage/Storage.

ClearSpan Fabric Structures International Quote #1035248.

In order to reduce the exposure of the Solid Waste Department’s collection trucks
to the elements and to prevent snow and ice buildup on the trucks during the
winter months the Solid Waste Department is seeking to have a large, open ended
truss building constructed by ClearSpan.

ClearSpan Fabric Structures International has been selected for this task because
of their competitively awarded Sourcewell Contract, #091319-CSS and their
previous work installing the roof over the recycling area.

'

ClearSpan S,

Corporate
703 Hebron Avenue, Floor 3, Glastonbury, CT 06033

Sourcewell Ext

p: 1.860.760.0046 « f: 1.888 958.1393 - www.clearspan. com
Customer ID: 8818814 Sourcewell Contract #:091319-CSS
QUOTE
Quote Number: 1035248 Page: 1 of 2
Quote To: Ship To:
JEFF LAFLEUR
CITY OF NASHUA CITY OF NASHUA
229 MAIN ST 229 MAIN ST
PO BOX 2019 PO BOX 2019
NASHUA NH 03061-2019 NASHUA, NH 03061-2019
UNITED STATES

Phone: 6035893422
lafleurj@nashuanh.gov

Fax: 860-760-0210

Sales Person: BRAD WILLIAMS

Date: 11/30/2021

Valid for 10 Days

BWILLIAMS@CLEARSPAN.COM Quote Total 352,375.00
USD
Line Part Description Expected Qty Unit Price — Ext. Price
1 100106 65W RK BY 220L TRUSS BLDG 10'OC 60/98 1.00 163,804.00 163,804.00
CAT1 FR
2 700001 CUSTOM DESIGN AND ENGINEERING 1.00 5,000.00 5,000.00
BUILDING
3 100106 HELICAL PILE FOUNDATION INSTALLED 1.00 77,790.00 77,790.00
4 700014 FOUNDATION ENGINEERING-TRUSS 1.00 6,000.00 6,000.00
HELICALS
5 700000 STANDARD WAGE INSTALLATION 1.00 81,349.00 81,349.00
6 100007 SALE OF FREIGHT 3.00 6,144.00 18,432.00

Please Note:

Additional Sales Tax will apply for materials and installation if the project is not tax exempt.

Proposal reflects Sourcewell Pricing. Only available through the purchasing CoOp. PO must state Sourcewell contract # to qualify.

Customer ID: 8818814

Corporate
703 Hebron Avenue, Floor 3, Glastonbury, CT 06033

p: 1 860.760.0046 » f: 1.888.958.1393 » wwwclearspan.com

Aaya Ca gae, ie

Sourcewell Contract #:091319-CSS

QUOTE
Quote Number: 1035248 Page: 2 of 2
Lines Total 352,375.00
Line Miscellaneous Charges 0.00
Quote Miscellaneous Charges 0.00
Quote Total 352,375.00
Quote Accepted By: Date:

Signature

Proposal reflects Sourcewell Pricing. Only available through the purchasing CoOp. PO must state Sourcewell contract # to qualify.

wg “

as
ACORED
ae

CERTIFICATE OF LIABILITY INSURANCE

ENGISER-CL

PATRA2

DATE (MMIDDIVYYY)
12/1/2021

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(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsementi(s).

PRODUCER
Smith Brothers Insurance, LLC.
68 National Drive

Glastonbury, CT 06033

gauract Kristen D. Kane

(AiG, No, Ext): (B60) 430-3258 (AIG, No):

| EMA ss, kkane@SmithBrothersUSA.com

INSURER(S) AFFORDING COVERAGE NAIC #
InsuRER A: Phoenix Insurance Company 25623
INSURED iNsuRER B: Charter Oak Fire Insurance Co 25615
Clear Span Fabric Structures International, Inc. INSURER C: Travelers Property Casualty Co of Amer 25674
1395 John Fitch Boulevard INSURER D:
South Windsor, CT 06074-1029
INSURER E:
INSURER F :
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER 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.

INSR TYPE OF INSURANCE Ape |suBR POLICY NUMBER Mab Oey) | dieeo ey) LIMITS
A | X ] COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
| crams-maoe | X ] occur x | [6308P621994 6/1/2021 | 6/1/2022 | DAMAGE TO RENTED 5 500,000
|__} MED EXP (Any one person) $ 15,000
|__J PERSONAL & ADVINJURY _| $ 1,000,000
| GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE s 2,000,000
POLICY Sect Loc PRODUCTS - COMP/OP AGG | $ 2,000,000
OTHER: 5
B | AUTOMOBILE LIABILITY | FE QMBINED SINGLE LIMIT $ 1,000,000
| X | ANY AUTO 810-8P624290 6/1/2021 6/1/2022 | BooiLy INJURY (Per person) | $
OWNED SCHEDULED
AUTOS ONLY AUTOS BODILY INJURY (Per accident) | $
PROPERTY DAMAGE
|__| AUER ONLY AgtS veNii (Per accident) $
$
C |X| umerevtavias | X| occur EACH OCCURRENCE $ 10,000,000
EXCESS LIAB CLAIMS-MADE CUP8P720634 6/1/2021 6/1/2022 | .ccreGate 5 10,000,000
peo |X| retentions 10,000 5
WORKERS COMPENSATION PER OTH-
8 AND EMPLOYERS ABILITY YIN X {Eure | 1 OF
ANY PROPRIETOR/PARTNER/EXECUTIVE UB8P646780 6/1/2021 | 6/1/2022 | c cacH ACCIDENT $ 1,000,000
OFFICER/MEMBER EXCLUDED? NIA 7,000,000
{Mandatory in NH) E.L. DISEASE - EA EMPLOYEE! § 00;
If yes, describe under 7,000,000
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT | $ us

Re: Q #1035248, City of Nashua.

DCSCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additlonal Remarks Schedule, may be attached If more space Is required)

CERTIFICATE HOLDER

CANCELLATION

Four Hills Landfill
840 West Hollis Street
Nashua, NH 03062

|

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN

ACCORDANCE WITH THE POLICY PROVISIONS.

AUTHORIZED REPRESENTATIVE

Ciel Koma

ACORD 25 (2016/03)

© 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD

City of Nashua

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

December 30, 2021
Memo #22-223

TO: Mayor Donchess
Finance Committee

SUBJECT: Design & Permitting Services for Phase Ill, Stage 2 Landfill Change Order #1 in the amount
not to exceed $91,000 funded from 81650 Land Improvements/ 81100 Capital
Improvements /Bond

Please see attached communications from Jeff Lafleur, Superintendent of Solid Waste, dated December
16, 2021 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Change Order #1 to prepare and submit a NHDES Type II Permit Modification,
prepare plans, specifications and bid documents/perform bid-phase services for
the construction of the Phase Ill, Stage 2 lined landfill expansion

Value: not to exceed $91,000

Vendor: Sanborn Head

Department: 168 Solid Waste

Source Fund: 81100 Capital Improvements - $37.231.73
81650 Land Improvements - $53,768.27
Fund: 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 (12/16/21 BPW meeting), Division of Public Works: Solid Waste, and the
Purchasing Department respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager