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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 Phase III, Stage 2 Landfill

To approve a change order to the contract with Sanborn Head and Associates Inc.
to prepare and submit a NHDES Type IJ Permit Modification, prepare plans,
specifications and bid documents, and perform bid-phase services for the
construction of the Phase III, Stage 2 lined landfill expansion in the amount not to
exceed $91,000. Funding through Department 168 Solid Waste; Fund: Bond;
Activity: Landfill Expansion Phase III & 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 begin the process of designing and constructing
the Phase III, Stage 2 lined landfill expansion. This is the final phase of the lined
landfill expansion permitted by the New MHampshire Department of
Environmental Services (NHDES) in standard permit #DES-SW-SP-95-002
issued on June 26, 1995. The Phase III, Stage 2 landfill will be a vertical
expansion of the existing Phase III, Stage 1 landfill. It will provide an additional
270,000 cubic yards of waste capacity and an additional two years of landfill life
expectancy. Work to be performed under this change order includes preparation
of a NHDES Type II Permit Modification application, construction plans,
specifications and bid documents, and performing bid-phase services.

The additional airspace is needed given the constraints and concerns regarding the
permit approval process with NHDES. This process is a lengthy one that we
anticipate will take a long period of time to complete which is why we wish to be
proactive by moving forward now. It is recommended that this Phase be
constructed within the next two years to ensure the landfill has adequate disposal
capacity available.

SANBORN HEAD 20 Foundry Street

Building Trust. Engineering Success. Concord, NH 03301

Mr. Jeff Lafleur December 8, 2021
Solid Waste Superintendent

Nashua Division of Public Works, Solid Waste Department

840 West Hollis Street

Nashua, NH 03062

Re: Budget Update to Provide Design and Permitting Services
Phase III Stage 2
Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

Sanborn, Head & Associates, Inc. (Sanborn Head) is pleased to provide the City of Nashua
(City) with this budget update to our original April 7, 2021 proposal (enclosed) to provide
design and permitting services associated with the Phase III Stage 2 (Stage 2) expansion at
the Four Hills Landfill in Nashua, New Hampshire. As described in our September 13, 2021
correspondence, the City partially funded this project by issuing a $20,000 purchase order
(PO 166533) for Sanborn Head to get started providing initial Stage 2 services. As described
in the original proposal, the total fee to complete these services is $86,000.

Based on the City’s request, Sanborn Head is providing additional budgetary costs with this
update to provide bid-phase services related to the project. As part of these services, Sanborn
Head’s bid-phase services shall include the following:

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

=» Preparing for and attending/moderating the mandatory pre-bid meeting;
» 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.

Based on recent discussions, we understand that City intends to bond the remaining funds
needed to complete the scope of the project.

BUDGET ESTIMATE AND BASIS OF BILLINGS

The estimated budget for Sanborn Head to complete the remaining scope of services
described above is $91,000. This fee represents the original fee estimate, less $20,000 for
the purchase order already issued to Sanborn Head plus an additional fee of $25,000 to
provide the requested bid-phase services. Billings for our services will be based on actual

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

December 8, 2021 Page 2
20211208 Nashua Phase Ill Stage 2 Budget Update.docx

accrued labor and expenses in accordance with the enclosed fee schedule. We will not invoice
in excess of the budgeted amount without your approval.

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.

SCHEDULE

Sanborn Head is already working on this project under the issued purchase order and will
update our budgets to complete the project following written authorization to proceed from
the City.

ACCEPTANCE AND TERMS OF ENGAGEMENT

We understand that the City will issue a new Contract for Professional Services and a
Purchase Order to Sanborn Head for the scope of services and budget estimate described
herein.

CLOSING

Thank you for the opportunity to submit our proposal for design and permitting services.
We look forward to working with you on this project. Please do not hesitate to call us should
you require additional information.

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

im - Fah a. TZ So ae

Edward A. Galvin, PE Eric S. Steinhauser, PE, CPESC, CPSWQ
Project Manager Senior Vice President

ENN

EAG/ESS:eag
Enclosure: _ Revised Proposal for Design & Permitting Services, dated April 7, 2021

Copies to: Kerry Converse, City of Nashua
Darrin Santos, City of Nashua

P:\3000s\3066.2 4\ Project Control\ Budget Update\20211208 Nashua Phase III Stage 2 Budget Update.docx

SANBORN HEAD

SANBORN HEAD 20 Foundry Street

Building Trust. Engineering Success. Concord, NH 03301

Mr. Jeff Lafleur April 7, 2021
Solid Waste Superintendent

Nashua Division of Public Works, Solid Waste Department

840 West Hollis Street

Nashua, NH 03062

Re: — Revised Proposal for Design and Permitting Services
Phase III Stage 2
Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

Sanborn, Head & Associates, Inc. (Sanborn Head) is pleased to provide the City of Nashua
(City) with this proposal to provide design and permitting services associated with the Phase
II] Stage 2 expansion at the Four Hills Landfill in Nashua, New Hampshire. As you are aware,
the City received permit approval for Phase II] on December 5, 2018 from the New
Hampshire Department of Environmental Services (NHDES). The approval included several
conditions related to Stages 1 and 2 of the proposed design. Sanborn Head worked with the
City to meet the Stage 1-specific permit conditions to complete construction and obtain
operating approval of the new phase. Now that Stage 1 is operational, the City requested that
Sanborn Head prepare a proposal to satisfy the Stage 2 conditions.

For clarity, the permit conditions included in the December 5, 2018 NHDES approval letter
specific to the design and permitting of Phase II] Stage 2 are reproduced below:

(10) Prior to filing the notice of intent to construct for Phase III Stage 2, the permittee shall
obtain approval from NHDES of final design plans submitted in accordance with Env-Sw 315.
The final design plans shall be prepared based on the approved preliminary plans identified in
Condition (7)(a), with the following changes and additional information:
(a) Revised design calculations, and construction documents as appropriate, for the
zigzag liner anchor trench design based on ultimate settlement;
(b) Revised construction documents to include the following:
1. Design details for transition from the zigzag liner to Phase II; and
2. Design details and other construction drawings as needed to show how the
zigzag liner system and associated landfill components will be constructed at the
reflex angles between Phase II and Phase III.
(c) A zigzag liner inspection, monitoring and maintenance plan, to be appended to both
the operating plan and closure plan in accordance with Conditions (18) and (19) herein,
that includes:
1. Protection protocols during construction and filling operations;
2. Inspection and testing protocols prior to causing any part of the zigzag liner
system to become inaccessible for inspection and repair;

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

April 7, 2021

Page 2

20210407 Nashua Phase III Stage 2 Proposal-Rev1.docx

3. Instrumentation monitoring requirements to monitor strain and settlement of
the zigzag liner relative to its design tolerance;

4, Monitoring parameter action levels; and

5. Procedures for investigating and providing a response action plan for
approval if monitoring parameter action levels are reached.

(19) Prior to filing the notice of intent to operate for Phase III Stage 2, the permittee shall obtain
approval from NHDES for the following plans submitted in accordance with Env-Sw 315:
(a) An updated operating plan, including the following changes:

1. Add information to reflect approval of Phase III Stage 2;

2. Add the zigzag liner inspection, monitoring and maintenance plan prepared
in accordance with Condition (10)(c); and

3. Add fill sequencing plans for Phase Ill Stage 2, as required by Env-Sw
805.11(e), prepared pursuant to Env-Sw 805.11(f), to address provisions of Env-
Sw 806.02(a) and (d).

(b) An updated closure plan, including the following changes:

1. Revise Section 2 closure dates to reflect approval of Phase III Stage 2;

2. Add the zigzag liner inspection, monitoring and maintenance plan prepared
in accordance with Condition (10)(c); and

3. Revise the closure cost estimate, including the cost of post-closure activities, to
reflect approval of Phase III Stage 2.

(c) An updated financial assurance plan that includes Phase III Stage 2, prepared in
accordance with Env-Sw 1400. The financial assurance plan shall:

1. Identify the financial assurance mechanism(s) by stating each type of
mechanism, the institution or entity holding each mechanism, the account or
policy number of each mechanism, the obligation for which each mechanism
shall be used {i.e closure, post closure), and the current balance of each
mechanism; and

2. The closure cost estimate, including the cost of post-closure activities,
prepared pursuant to Condition (19)(b)3.

Please note that there are other conditions of the Phase III permit that do apply to Stage 2
that are not specific to design and permitting. These conditions are, but not limited to, related
to construction, operations, closure, financial assurance records, etc. The two (2) conditions
provided above are the focus of the following scope of services and must be satisfied to
receive construction approval from the NHDES.

In addition, we note that this project still qualifies for coverage under the Alteration of
Terrain (AoT) Permit issued April 24, 2018. As such, no additional AoT permitting is
required, but, depending on when Stage 2 goes to construction, a permit extension may be
required. Costs to renew the AoT permit are not included in this proposal

SANBORN HEAD

April 7, 2021 Page 3
20210407 Nashua Phase III Stage 2 Proposal-Rev1.docx

SCOPE OF SERVICES
Task 1 Design Documents

Sanborn Head will prepare Design Documents that will be included with an application fora
Type II Modification to Solid Waste Management Facility Permit (see Task 3). We anticipate
that the Design Documents will include the following components:

=» Technical Specifications;
=» Construction Drawings (Drawings);
=» Supporting Calculation; and

=» Construction Quality Assurance Plan.

The Drawings will be based on the “Phase II] Construction Drawings,” approved by the
NHDES on December 5, 2020. Plan sheets and details related to the construction of Phase III
Stage 1 will be eliminated, and the existing conditions will be updated to include the Stage 1
as-built information. As required by Permit Condition 10, Sanborn Head will prepare the
following under this task:

« Additional details related to the construction and connection of the zigzag liner system;
and

» A calculation package specific to the anchor trench pullout and zigzag liner system
settlement calculations based on ultimate settlement.

Sanborn Head will prepare technical specifications related to the Phase II] Stage 2
construction materials. Because the majority of the Phase II] operating components were
installed as part of Stage 1 (i.e, power, pumps, riser building, etc.) the Phase II] Stage 2
technical specifications will be limited to Site Work (Division 2), Concrete (Division 3), and
Mechanical (Division 15).

Sanborn Head included budget to prepare for and attend an online teleconference (i.e.,
Microsoft Team meeting) with the NHDES soon after we receive authorization to proceed
from the City to discuss our understanding of the Phase II] Stage 2 permit conditions. This
meeting will serve as a kick-off to the project and to inform the NHDES of the City’s timeline.

Following the NHDES meeting, Sanborn Head will prepare an Opinion of Probable
Construction Cost for Phase II] Stage 2 based on the costs associated with the construction
of Phase II] Stage 1. Please note that Sanborn Head is not a professional cost estimator,
therefore, our opinion should not be considered equivalent to the nature and extent of the
service a professional cost estimator would provide.

Task 2 Operating, Closure, and Financial Assurance Plans

In accordance with Permit Conditions 10 and 19, the current Operating, Closure, and
Financial Assurance Plans need to be updated specific to the addition of Phase III Stage 2.
This task will focus on developing an Inspection, Monitoring, And Maintenance Protocol
(Protocol) that will be included in the updated Operating and Closure Plans. As detailed in
Permit Condition 10, this Protocol will identify:

SANBORN HEAD

April 7, 2021 Page 4
20210407 Nashua Phase III Stage 2 Proposal-Rev1.docx

=» Protection methods during construction and filling;
= Inspection and testing methods prior to filling;

s» Instrumentation monitoring requirements for strain and settlement of the geosynthetics
relative to their design tolerances;

= Action levels; and

=» Procedures for evaluating and responding to said action levels.

Sanborn Head will also prepare fill sequence plans specific to Phase III] Stage 2 that will be
included in the updated Operating Plan. Additions to the updated Operating Plan and Closure
Plan will be reflected in the updated Financial Assurance Plan. Because the extents of Phase
III do not change as part of the design, we do not anticipate a large increase in closure and
post-closure costs due to Phase III Stage 2.

Task 3 Type II Modification to Solid Waste Management Facility Permit
Application

Sanborn Head will prepare an application for a Type II Modification to Solid Waste
Management Facility PMA (Type II PMA) in accordance with Env-Sw 315 for the City’s
signature and submittal to the NHDES. The Type IJ PMA will include documents to be used
for construction.

The Type IJ PMA will include a completed form, a brief summary of the project, and
references to supporting documentation. In addition to completing the application form, we
will prepare a cover letter for the City’s use in transmitting the application to the NHDES.
Also included under this task is reproduction of the Type II] PMA. In accordance with current
NHDES preferences, we plan on submitting an electronic copy of the Type II PMA so that only
one paper copy of the application package will be prepared. Likewise, we will provide the
City with an electronic copy as well as one paper copy.

Prior to submitting the Type II] PMA, we will schedule a pre-submittal meeting with the
NHDES. We anticipate that this meeting would be held in Concord, NH at the NHDES office
and would serve to assist the NHDES in their review of the documents. Alternatively, this
meeting could also be held over a web-based meeting. Our services would also include
preparing responses to the NHDES review comments to the PMAs. At this time, the extent of
review comments, if any, is not known. For purposes of this proposal, we carried an
allowance of $5,000 to respond to comments. We will notify you if it appears that the effort
to respond to comments is greater than we assumed.

Task 4 Project Management and Meetings

This task includes routine communications with the City as well as design review related
meetings. We assume that we will meet with the City two times in Nashua during the course
of the Phase III Stage 2 project. We expect that an initial meeting would be held within two
weeks of our receipt of authorization to proceed to review major design issues and establish
a project schedule. A subsequent meeting would be held to review the draft documents and
incorporate the City’s comments as the design progresses. The meetings will be particularly

SANBORN HEAD

April 7, 2021 Page 5
20210407 Nashua Phase III Stage 2 Proposal-Rev1.docx

useful in resolving issues regarding site access, construction sequencing, material
management, landfill gas management, stormwater management, and leachate system
design and should serve to keep the project on track from a schedule standpoint. We expect
that the meetings would involve Sanborn Head’s project staff involved in preparing the
design and permit documents, and that each meeting would require up to 4 hours. We
assume that these meetings will be held online.

ASSUMPTIONS

Based on our experience and our understanding of the Project components, we assume the
following:

=» Neither an AoT application nor approval is required for this project. In addition, we note
that this project still qualifies for coverage under the Alteration of Terrain (AoT) Permit
issued on April 24, 2018. As such, no additional AoT permitting is required, but,
depending on when Stage 2 goes to construction, a permit extension may be required.

= There is no solid waste permit fee as the fee was paid with the December 29, 2017 Type
I-B/II PMA. As such, we did not include the fees in our budget estimate.

=» The budget and schedule do not factor an allowance for delays caused by possible
opposition or litigation.

= All meetings will be held online.
=» Potential changes to the NHDES rules and fees are not accounted for.

= Field sampling or analytical testing (e.g, groundwater, stormwater, surface water, soil,
or waste) are not accounted for; Sanborn Head will rely on historic information to be
provided by the City.

=» Sanborn Head will be requested to provide the City with a proposed scope of services
and fee to perform Bid Phase Services (i.e., bid item definitions, pre-bid meeting
preparation/attendance, contractor selection, etc.) and Construction Phase Services (i.e.,
construction quality assurance, RFIs, submittal review, etc.) when construction of Phase
II] Stage 2 approaches. These services are not included in this proposal.

BUDGET ESTIMATE AND BASIS OF BILLINGS

The estimated budget for Sanborn Head to complete the scope of services described above
is $86,000. A breakdown of cost is presented below. Billings for our services will be based
on actual accrued labor and expenses in accordance with the enclosed fee schedule. We will
not invoice in excess of the budgeted amount without your approval.

Task Description Estimated Cost
1 Design Documents $36,000
2 Operating, Closure, and Financial Assurance Plans $26,000
3 Solid Waste Permit Modification Application $11,000
4 Project Management and Meetings $13,000
Total Estimated Cost $86,000

SANBORN HEAD

April 7, 2021 Page 6
20210407 Nashua Phase III Stage 2 Proposal-Rev1.docx

SCHEDULE

Sanborn Head is available to begin working on this Project following written authorization
to proceed from the City.

ACCEPTANCE AND TERMS OF ENGAGEMENT

We understand that the City will issue a new Contract for Professional Services and a
Purchase Order to Sanborn Head for the scope of services and budget estimate described
herein.

CLOSING

Thank you for the opportunity to submit our proposal for design and permitting services.
We look forward to working with you on this Project. Please do not hesitate to call us should
you require additional information.

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

Yun Aral _ 09S. Faden.

Edward A. Galvin, PE Eric S. Steinhauser, PE, CPESC, CPSWQ
Project Manager Senior Vice President

EAG/ESS:eag

Enclosure: Schedule of Fees

P:\Opportunities\City of Nashua, Four Hills Landfill, Ph lI Stage 2 Permitting, Nashua, NH\Proposal\20210407 Nashua Phase III Stage 2 Proposal-Rev1.docx

SANBORN HEAD

SANBORN HEAD

Building Trust. Engineering Success.

SANBORN, HEAD & ASSOCIATES, INC.
Schedule of Fees for Fiscal Years 2020 through 2022

City of Nashua
Fiscal Year

2020 2021 2022
Senior Vice President $217 $224 $230
Vice President $207 $213 $220
Project Director $195 $201 $207
Senior Project Manager $166 $171 $177
Project Manager $155 $160 $165
Senior Project Engineer/Geologist $136 $140 $144
Project Engineer/Geologist $128 $132 $136
Engineer/Geologist $117 $120 $124
Supervising Technician $104 $107 $110
Senior Engineering Technician $94 $97 $100
Engineering Technician $87 $90 $93
Support Staff $75 $77 $80

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 fiscal years 2020 (from July 1, 2019 to June 30,

2020), 2021 (from July 1, 2020 to June 30, 2021), and 2022 (from July 1, 2020 to June 30,
2021).

P:\ Opportunities \ City of Nashua, 3-Yr LF General Eng Service Contract, FY2020-2022, Nashua, NH\Proposal\SWCSA Std-2020-2022 (Nashua ).docx

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