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Hayner/Swanson, Inc,

Civil Engineers/Land Surveyors

EXHIBIT B

April 14. 2017

Ms. Lisa Fauteux
Director of Public Works
9 Riverside Street
Nashua, NH 03062

Dear Ms. Fauteux:

Hayner/Swanson, Inc. (HSI) is pleased to submit this proposal to provide professional services in
support of the City of Nashua’s paving program. We understand that the services we provide
will effectively be performed as an extension of the City Engineering Department.

HIST will work with City staffin a highly integrated effort. This effort will in part be similar to
services we provided previously during construction of the Harbor Avenue Sewer Separation
project where construction observation was staffed by both City Inspectors and HSI field
personnel. all working under HSI’s supervision.

We are proud that this unique arrangement was successful on that large, complicated project.
The work was completed with significant savings for the City and with the burden of
administration by City staff minimized.

More recently on the Broad Street Parkway, HSI and City staff often worked in close
coordination in a similarly integrated workflow.

We understand that the services to be provided on the paving program will be varied and will
include management, administration, design, bid phase support and construction observation, At
times, we will be directly responsible for tasks. At other times, we will work in direct support of
City staff. Our commitment to flexibility and to consistent and clear communication with the
City will be the key to success on this program, as it was key on past projects where such an
integrated approach was used.

We understand that our responsibilities may be adjusted by the City based upon the specific
needs and workload of the City staff. We anticipate that tasks which we may be called upon to
undertake include:

3 Congress St. Nashua, NH 03062-3301 « (603) 883-2057 /5057 (fax) + www hayner-swansan.com

e Overall coordination related to programming and scheduling project work

e Coordination with Stantec as the specification for pavement repairs is finalized for each
roadway segment

e Preparing, tracking and updating the overall program timeline

® Preparing budget updates as bids are received

¢ Coordination with privately owned utilities in advance of bidding. as well as in advance
of construction

® Assisting in preparation of bid documents including plans, specifications. estimates and
contract requirements

e Review of existing conditions to identify issues such as ADA concerns. existing
driveway or walk puddles, and utility concerns

e Review of bid results. analysis of unit prices and preparation of recommendations for
award

e Assistance during construction start-up including kick-off meetings and establishment of
working and reporting practices with contractors

e Construction observation including measuring and tracking quantities, as well as
preparation of comprehensive daily reports

e Supervision of the construction observation effort, whether performed by HSI or by City
staff

© Compilation of project records

e Admnunisiration and support of the construction contract closeout process

In performing these services we understand that our efforts will always be as directed by the City
Engineer. At times. we may perform services which the City’s standard General Conditions for
construction contracts assign to the “Engineer”. We note that performing these duties will not
bestow upon us the role and responsibilities of “Engineer” as defined in the construction
contract.

HSI will not be given the authority to stop the Contractor's work, nor to order the Contractor to
perform work beyond contract limits. If so directed by the City Engineer, we will deliver such
orders on the Engineer’s behalf.

On occasions when City staff may be working under the direct supervision of HSI. we
understand that the City staff will perform work with a standard of care equal to or exceeding the
standard we require of our own staff. City staff working under our supervision on construction
sites will be expected to always wear appropriate safety equipment and maintain detailed
records.

We understand that it is the City’s desire to establish a budget for HSI's services which will be
performed as directed by the City Engineer. On a monthly basis, we will prepare a report on the
status of our overall budget and submit the report with our invoice. We anticipate that as work
progresses, the spectfic tasks we work on will vary dependent upon the workload of City staff, as
well as the budget remaining for our support.

We anticipate that our work will fall under four categories:

I. Principal Level: Work under this category will be administrative and SUpeTVISOTY
support. We anticipate that these services will primarily be provided by John Vancor.
P.E. and Paul Hayner. P.E.

2. Engineering and Senior Construction Manager: Work under this category will include

utility coordination. review of technical concerns, preparation of bid documents and
contract coordination with contractors. We anticipate that these services will primarily
be provided by Scott Murphy. P.E. and Ray Gelinas.

3, Construction Observation and Technical Support: Work under this category will include
field and office work directly associated with construction observation. as well as plan
preparation. We will assign Ethan Holmes to the field effort and will supplement Ethan's
services with other staff as workload demands.

4. Administrative Support: Work under this category includes administrative efforts
including compilation of records and preparation of documents. This work will be

performed by Karen Blake.

As a basis for establishing the budget for the first year of the City’s five year paving program, we
have estimated an annual work effort by each category:

Principal Level

' Estimate 8 hours/week for 52 weeks = 416 hours
416 hours x $16G/hour = $66,560
Engineering and Construction Manager
Estimate 10 hours/week for 52 weeks = 320 hours
624 hours x $120*/hour = $62,400

*Composite rate used

Construction Observation Support

Estimate 40 hours/week for 32 weeks = 1,280 hours
1,280 hours x $82*/hour 7 $104,960
*Composite rate used
Administrative Support
Estimate 2 hours/weck for 52 weeks = 104 hours
104 hours x $68/hour = $6.760
Total Labor Budget = $240,680
Allowance for Expenses = $4,320

(including possible material testing)
Program Budget $245,000

We understand that the actual work performed will be as directed and that the split of work
between categories may vary significantly, We also understand that actual work performed will

be only as directed and may be less than the budget presented.

We further understand that the City will review the services provided and workload ahead at the
end of each year and may choose to establish a budget for similar services for following years in
the five year program.

If you have any questions or comments regarding this proposal, please contact me.
Sincerely,

\ .
AL Bare

Naat Vancor, P.E.
Vice President/Principal Engineer

THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Department

May 11, 2017
Memo #17-115

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CASTINGS PURCHASE FOR THE 2017 STREET PAVING PROGRAM (VALUE:

$58, 104)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACTIVITY: SEWER STRUCTURES

Please see the attached communication from Stephen Dookran, P.E., City Engineer, dated April 20, 2017
for information related to this purchase.

Pursuant to § 5-78 Major purchases (greater than $10,000) A. All supplies and contractual services,
except as otherwise provided herein, when the estimated cost thereof shall exceed $10,000 shall be
purchased by formal, written contract from the lowest responsible bidder, after due notice inviting bids.

The City Engineer, Board of Public Works (April 20, 2017) and the Purchasing Department recommend
the award of this contract to EJ PRESCOTT, Inc. of Concard, NH in an amount of $58,104.

Respectfully, »'/
gepectuly,

. fg Ag fo
oT bord
. iDan Kooken

Purchasing Manager

Ce: S Dookran L Fauteux

229 Main Street e Nashua, New Hampshire 03061 Phone (603) 589-3330 e Fax (603) 589-3233

To:

From:

Re:

B. Motion:

Discussion:

City of Nashua, Public Works Division
Board of Public Works Meeting Date: April 20, 2017

Stephen Dookran, P.E., City Engineer
Engineering Department

2017 Street Paving Program — Castings

To approve the purchase of manhole and catch basin castings from EJ Prescott, Inc.
of Concord, NH in the amount of $58,103.70. Funding will be through: Department:
169 Wastewater; Fund: Wastewater; Activity: Sewer Structures

The 2017 Paving Program includes the work of replacing all broken and obsolete
manhole and catch basin castings. In order to keep costs low, the paving contract
specifies that the castings will be supplied by the City. This approval is for the
purchase of 170 catch basin frames, 150 catch basin grates, 100 manhole frames, and
130 sewer manhole covers meeting DPW specifications to be installed under the 2017
Street Paving Program contract awarded to EJ Paving Company, Inc.

Three bids were received with results as follows:

EJ Prescott, Inc. of Concord, NH $58,103.70
Vellano Corporation of Raymond, NH $64,891.05
EJ USA, Inc. of Brockton, MA $84,307.65

EJ Prescott, Inc. is the qualified, low bidder for this purchase.

{tem No.

Quantity

156

130

100

60

100

City of Nashua

DPW - Engineering Department
2017 Street Paving Program

Units DESCRIPTION

Catch Basin Grates

Drain Manhole Covers with Raised Letters
"DRAIN".

Sewer Manhole Covers with Raised Letters
“SEWER’.

4 Flange Catch Basin Frames with 4° Rise
3 Flange Catch Basin Frames with 4" Rise
3 Flange Catch Basin Frames with 8" Rise

4 Flange Catch Basin Frames with 8" Rise

Sf § F§ Fee Ss

Manhole Frames with 6" Rise

*All units shall be US products.

*All units shall be Heavy Duty.

REFERENCE NO.

532031
200627
200628
§32111
532113
§32013
532011

200611

TOTAL BID PRICE

$58,103.70
Dollars and Cents

nit Pri Total Price
$73.68 $11,052.00
$0.00 $0.00
$136.84 $17,789.20
$105.26 $10,526.00
$105.26 $6,315.60
$115.79 $576.95
$115.79 $578.95
$112.63 $11,263.00
$58,103.70

“Prices are to be quoted FOB delivered to the City of Nashua laydown yard at 6 Riverside St, Nashua, NH 03062.

“Delivery will be required within ten (10) days after issuance of Purchase Order.

“Shop Drawings and Certificates of Compliance will be required.

eJ Poe scot - Tegan dP

Supplier:

Authorized Signature:

Date:

fe Loni
/i/1

Quotation

ejco.com
800 626 4653
Account Name City of Nashua - NH Quote Number 00141789
Ship to City of Nashua Division of Public Works - Engineering Department 9 Quote Name Nashua ~ DPW 2017
Riverside Street, Nashua, NH, US, 03062 Street Paving Program
Bill to City of Nashua Division of Public Works - Engineering Department 9 Created Date 3/20/2017
Riverside Street, Nashua, NH, US, 03062 Expiration Date 4/19/2017
Full Name Todd Welch Prepared by John Macaione
Business Phone (603) 589-3126 Email john.macaione@ejco.com
Email welcht@nashuanh.gov Phone 508-586-3130
Business Fax (603) 589-3169 Fax
Close Date 3/24/2017

ProduchN’ Line Item Description its

150 00532031 NH DOT Type B Grate 97.43 14614.50
NH DOT Standard 32” Sewer Manhole

130 00200628 C 216.22 28108.60

Over

100 00532111 NH DOT Type B 4° 4-Flange Frame 151.33 15133.00

60 00532113 NH DOT Type B 4” 3-Flange Frame 145.14 8706.60

5 00532013 NH DOT Type B 8" 3-Flange Frame 468.26 841.30

5 00532011 NH DOT Type B &" 4-Flange Frame 181.73 908.65
NH DOT Standard 32” X 6" Manhole

100 00200611 Frame 159.95 15995.00

Subtotal 84307.65 USD
Grand Total 84307.65 USD

Notes and Comments

QUOTATION - EJ USA, Inc. Terms and Conditions apply, which are located al http://r.ejco.com/ustc. Material takeoff quantities not

P.
age 1 of 1 guaranteed. Price subject to change.

City of Nashua

DPW - Engineering Department
2017 Street Paving Program
item No. Quantity Units DESCRIPTION RENCE NO. Unit Price Total Price
1 150 EA Catch Basin Grates 532031 77.4 £ [652 ot
Drain Manhole Covers with Raised Letters
2 0 EA "DRAIN". 200627
Sewer Manhole Covers with Raised Letters
3 130 EA “SEWER". 200628 (9S. %4 Jb E52. %
4 100 EA 4 Flange Catch Basin Frames with 4" Rise 532111 /2y, % 7 12425 es
5 60 EA 3 Flange Catch Basin Frames with 4" Rise 532113 / 24.24 PY5y yO
6 5 EA 3 Flange Catch Basin Frames with 8" Rise 532013 /¥ PI 72 7 e&
7 5 EA 4 Flange Catch Basin Frames with 8” Rise 532011 /Y¥s. 7? 725%
8 400 2=—O«EA Manhole Frames with 6" Rise 200611 130.8? [Zoso
- oy
TOTAL BID PRICE 64,371.

Dollars and Cents

*All units shall be US products.
*All units shall be Heavy Duty.

“Prices are to be quoted FOB delivered to the City of Nashua laydown yard at 6 Riverside St, Nashua, NH 03062.

“Delivery will be required within ten (10) days after issuance of Purchase Order. Vaan Loven
*Shop Drawings and Certificates of Compliance will be required. Wdvel Ge TRE
Same CosT AS
Supplier: V ELAR Corr THE SWE.
le AEA FT Writs 8 lork
Authorized Signature: y Cat tt fA ag er
Date: 3 / 2 Ga ?
Uf Vellano

309 STATE ROUTE 27
RAYMOND, NH 03077
603-895-9730

2) THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Department

May 11, 2017
Memo #17-116

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CHANGE ORDER #1 RETAINING WALL BLOCK FOR SKATEBOARD PARK (VALUE:

$9,281)
DEPARTMENT: 161 STREET; FUND: GENERAL

Please see the attached communication from Stephen Dookran, P.E., City Engineer, dated April 20, 2017
for information related to this purchase.

The City Engineer, Board of Public Works (April 20, 2017) and the Purchasing Department recommend
the award of this Change Order #1 to Michie Corp. of Henniker, NH in an amount of $9,281.

Pe De

On

b AZ je a

Purchasing Manager

Ce: S Dookran L Fauteux

229 Main Street e Nashua, New Hampshire 03061 * Phone (603) 589-3330 e Fax (603) 589-3233