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To:

From:

Re:

C. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: August 23, 2018

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

2018 Paving Program ~ Newport Contract
Change Order No. 2

To approve Change Order No. 2 to the paving contract for the FY18 Paving Program
with Newport Construction of Nashua, NH in the amount of $359,738. Funding will
be through Department 160 Admin/Engineering; Fund: Bond; Activity: Paving.

As the City is paving numerous residential, collector, and arterial streets, the City’s
paving contractor Newport Construction has to furnish 6 io 16 qualified flaggers to
direct traffic through or around the work zones, depending upon the number of side
streets and traffic on the paving street. At any given time, at least three to four
Newport crews are working on different streets. Therefore, Newport has to furnish at
least 8 flaggers on a daily basis. In the bid request, the City carried an allowance of
$100,000 and Change order#1, Engineering requested additional $50,000. Since
construction began in May, Newport has been billed by the flagger company at
elevated rates. Therefore, Engineering is requesting a change order for an additional
$100,000 to Newport’s contract to cover charges associated with increased demand of
flaggers at the paving projects.

Since construction began in May, paving treatment of few of the mill and overlay
streets has been changed to reclaim. Some of the streets where the treatment has
changed are Forest Street, Brickyard Lane, Shelley Drive (Scott Avenue to Keats
Street), sections of Southwood and North Southwood, and White Plains Drive. The
reason for change in treatment has been that these streets had low Pavement Condition
Index (PCD in 2017, but last year’s winter was rough which further caused
deterioration due to freeze and thaw cycle. To address the concern, the treatment
method was changed from mill and overlay to reclaim (10”). Total increase in cost of
reclaim item would be $70,568.

Allowance for liquid asphalt adjustment in the bid request was $70,000. It was based
on the base price of asphalt cement of $457.50 per ton (as of February 1, 2018). The
prices have increased to $540.00 per ton and it is based on the latest price published by
the NHDOT dated July 1, 2018. Therefore, DPW is requesting an increase in
allowance for liquid asphalt adjustment in the amount of $165,000.

A right turning lane will be added to Charron Avenue to address ongoing traffic back-
up issues. Therefore, Engineering is requesting $24,170 to widen the street by about
10 feet for a length of 255 feet.

CHANGE ORDER

No. 2
PROJECT: 2018 Paving Program
OWNER’S CONTRACT NO: IFB0660-040518
EXECUTED CONTRACT DATE: _ May 14, 2018
DATE OF ISSUANCE: July 5, 2018 EFFECTIVE DATE: Upon City Approval

OWNER: City of Nashua, NH

OWNER’s Purchase Order NO.: 141290

CONTRACTOR: Newport Construction Corp.

ENGINEER: DPW Engineering

You are directed to make the following changes in the Contract Documents:

Change Order #2 is for

2

An increase for charges associated with increased demand of Flaggers for the 2018 Paving
Program in the amount of $100,000

An increase for the treatment method change from mill and overlay to reclaim in the amount of
$70,658

An increase in Allowance for Liquid Asphalt Adjustment in the amount of $165,000

An increase to widen Charron Avenue to address ongoing traffic back-up issues in the amount
of $24,170

TOTAL NET CHANGE: $359,738

Change Order # 2 1 of 3
2018 Paving Program

Description:

e FLAGGERS:
Since construction began in May, Newport has been billed by the flagger company at elevated
rates due to the increased demand for Traffic Control. Newport Construction has to furnish 6 to
16 qualified as flaggers to direct traffic through or around the work zones, depending upon the
number of side streets and traffic on the paving street. At any given time, at least three to four
Newport crews are working on different streets.

e TREATMENT METHOD CHANGE FROM MILL AND OVERLAY TO RECLAIM:
Since construction began in May, paving treatment of a few of the mill and overlay streets has
been changed to reclaim. The reason for change in treatment has been that these streets had low
Pavement Condition Index (PCI) in 2017, but last year’s winter was rough which further
caused deterioration due to freeze and thaw cycle.

e ALLOWANCE FOR LIQUID ASPHALT ADJUSTMENT:
Allowance for liquid asphalt adjustment in the bid request was $70,000. It was based on the
base price of asphalt cement of $457.50 per ton (as of February 1, 2018). The prices have
increased to $540.00 per ton and it is based on the latest price published by the NHDOT dated
July 1, 2018.

Change Order # 2 2 of 3
2018 Paving Program

Summary

CHANGE IN CONTRACT PRICE:
Original Contract Price

$6,727,834

CHANGE IN CONTRACT TIMES:
Original Contract Times

Substantial completion: October 15, 2018
Ready for final payment: October 31, 2018

Net changes from previous Change Orders

$50,600

Net change from previous Change Orders

NONE

Contract Price prior to this Change Order

$6,777,834

Contract Times prior to this Change Order

Substantial completion: October 15, 2018
Ready for final payment: October 31, 2018

Net Increase decrease} of this Change Order

$359,738

Net Increase decrease} of this Change Order

60 calendar days

Contract Price with all approved Change Orders

$ 7,137,572

Contract Times with all approved Change Orders

Substantial completion: December 15, 2018
Ready for final payment: December 31, 2018

RECOMMENDED: ACCEPTED: APPROVED:
By: By:
By:
DPW Contractor Mayor Jim Donchess
Engineer Owner
(Authorized Signature) (Authorized Signature) (Authorized Signature)

Date: Date: Date:

Change Order # 2 3 of 3

2018 Paving Program

2018 Paving - Newport (CO#2 Estimate}

203.112 Road Excavation and
Excavation and
Reclaim Stabilized Base Processed in
Crushed for Shoulders
Pavernent Joint Adhesive -
Hot Bituminous Machine Method 14,700.00
Hot Bituminous Hand Method -

SY Cold of Bituminous Surfaces s -

SY Cold Transitions 5 £ -

VF of Structures

EA to Grade

EA

EA and Plate for Reclaim

LF Granite

LF Reset Granite

LF Bituminous

EA Local Traffic 6'X50' 2 Turn -
Allowance |Uniformed Officers

100,000 Allowance

Sum {Maintenance of Traffic

A Tn fin

100,000.00

LF Retroreflective Paint Pavement 4" Line 660.00

50 LF Retroreflective Pavement 12" Line 100.00

SF Retroreflective
30 EA Pavement Markers
TON Loam and Seed

165000 Allowance {Liquid Asphalt Adjustment
EA Asphalt Testing, 6" Core (Subsidiary To Item 403.11)
EA Testing, Loose {Subsidiary To item 403.14)
EA Asphalt Core, 6" Diameter (Subsidiary To Hem 417)
EA Sacks (Subsidiary To Item 304.112)
EA Sacks (Subsidiary To Item 417)

30.00

165,000.00

te btn [tn [in bin tn fin [in fon Ln [in [tn
Te 1A FA [OPH PH TO PD 1s fn

TOTAL CONTRACT VALUE 359,738.00

Plan Membership

At June 30, 2020, the following employees were covered by the benefit terms:

Inactive employees or beneficiaries

currently receiving benefit payments 835
Active employees 2,554
Total 3,389

Funding Policy

The City’s funding policy includes financing the implicit subsidy on a pay-as-you-go basis,

as required by statute.

Actuarial Assumptions and Other Inputs

The total OPEB liability was determined

by an actuarial valuation as of June 30, 2020, using

the following actuarial assumptions, applied to all periods included in the measurement,

unless otherwise specified:

Actuarial cost method
Inflation
Projected salary increases

Discount rate
Heaithcare trend rates

Retirees’ share of benefit-related costs
Participation rate

Entry Age Normal

2.00%. per year

2.75% for general wage inflation, plus merit and
productivity increases which are based on those used
in the New Hampshire Retirement System actuarial
valuation as of June 30, 2019

2.19% (previously was 2.66%)

7.50% for 2022, decreasing 0.50%, to an ultimate
rate of 4.50% as of 2028 and later years

100%

90% of active employees with current coverage
100% of mactive employees with no coverage

The discount rate was based on the Bond Buyer GO 20-Year Municipal Bond Index at

June 30, 2021.

Mortality rates were based on the following:

® General employees: SOA Pub-2010 General Total Dataset Headcount Weighted
Mortality Table fully generational using scale MP-2019

e Teachers: SOA Pub-2010 Teacher Total Dataset Headcount Weighted Mortality
Table fully generational using scale MP-2019

*® Police and fire: SOA Pub-2010 Public Safety Total Dataset Headcount
Weighted Mortality Table fully generational using scale MP-2019

e Surviving spouses: SOA Pub-2010 Contingent Survivors Total Dataset
Headcount Weighted Mortality Table fully generational using scale MP-2019

91

) THE CITY OF NASHUA “The Cate Chey"

Financial Services

Purchasing Department

August 30, 2018
Memo #19-047

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR DESIGN/BUILD AWARD — FUEL ISLAND UPGRADE (VALUE:
$259,488)
DEPARTMENT: 161 STREET; FUND: GENERAL AND ESCROW

Please see the attached communication from Jon !barra, Superintendent Street Department, dated
August 23, 2018 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 jowest responsible bidder, after due notice inviting bids.

The Superintendent of Street Department, Board of Public Works (August 23, 2018 meeting) and the
Purchasing Department recommend the award of this contract in an amount of $259,488 to Envirotrac
Environmental Services Ltd. of North Andover, MA.

Respectfully
D

an Kooken
Purchasing Manager

Cc: J Ibarra L Fauteux

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

To:

From:

Re:

B. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division
Board of Public Works Meeting Date: August 23, 2018

Jon Ibarra, Superintendent
Street Department

Design /Build of Fuel Island upgrade at the Street Department

To award the contract for the Design/Build of the Fuel Island located at the Street
Department Facility to Envirotrac Environmental Services Ltd. of North Andover,
MA. Funding will be through Department: 161 Street; Funds; General and
Escrow; Activity: Fuel Depot Rehabilitation.

Scope of work

The City of Nashua, Division of Public Works, Street Department solicited
Design/ Build bids under IFB0465-080118 from qualified Vendors for the
Design/Build for the upgrade of the fuel island located at the Street Department.
The Street Department crews will be working together with the vendor and
providing the necessary excavation to complete the project to keep the cost of the
project down. The Bidders attended a pre bid meeting on site to evaluate the
existing fuel island and to discuss the scope of work as well as what the City of
Nashua Division of public works would commit to doing. Three vendors
submitted bids for the project. Bids were opened on August 1, 2018. A summary
of the bids received is noted below.

Summary of Bids for IFB0465-080118
Design/Build of Fuel Island

Company Bid

Envirotrac environmental services Ltd. $259,488.00

Stephens- Marquis Associates, Inc. $270,000.00

DL King & Associates $298,000.00

STANDARD FORM OF AGREEMENT
BETWEEN OWNER AND CONTRACTOR

This agreement is made:

BETWEEN the OWNER: City of Nashua, New Hampshire
229 Main Street
Nashua, NH 03060-2019

And the CONTRACTOR: Envirotrac Environmental Services Ltd.
800 Turnpike Street, Suite 300
North Andover, MA 01845

and its successors, transferees and assignees
(together “CONTRACTOR’”)

For the following Project. | DESIGN/BUILD FUEL ISLAND UPGRADE
IFB0465-080118

ARTICLE 1 —- THE CONTRACT DOCUMENTS

The CONTRACTOR shall complete the WORK described in the Contract Documents for this
project. The documents consist of:

1. This Agreement signed by the OWNER and CONTRACTOR, including the General
Terms and Conditions;

Exhibit A — IFB0465-080118 , Contractor Scope of Work;

Exhibit B - Envirotrac Environmental Services Ltd. Revised Bid Submission, dtd 8-14-18;
Payment and Performance Bonds, if applicable;

Insurance Certificate;

Written change orders for minor changes in the WORK issued after execution of this

Agreement; and
7. Fully Executed OWNER Purchase Order

AwWPWDd

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 Proposals and the terms of this Agreement, a
written change order and/or fully executed OWNER Purchase Order, the terms of this Agreement,
the written change order or the fully executed OWNER Purchase Order shall control over the
terms of the Proposals

Page 1 of 12

ARTICLE 2 — DATE OF COMMENCEMENT AND SUBSTANTIAL COMPLETION
DATE

CONTRACTOR shall perform and complete all WORK within the time periods set forth and
may only be altered by the parties by a written agreement to extend the period of performance or
by termination in accordance with the terms of the contract. CONTRACTOR shall begin
performance upon receipt of an Executed Contract and a valid Purchase Order issued from the
City of Nashua.

ARTICLE 3 — CONTRACT SUM

Subject to additions and deductions by Change Order, the OWNER shall pay CONTRACTOR,
in accordance with the Contract Documents, the Contract Sum of:

TWO HUNDRED FIFTY-NINE THOUSAND FOUR HUNDRED EIGHTY-EIGHT DOLLARS

($259,488.00)

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

ARTICLE 4 — INSURANCE AND INDEMNIFICATION

CONTRACTOR shall carry and maintain in effect during the performance of services under this
contract:
> General liability insurance in the amount of $1,000,000 per occurrence; $2,000,000
aggregate;
» Motor Vehicle Liability: $1,000,000 Combined Single Limit;
*Coverage must include all owned, non-owned and hired vehicles,

Workers’ Compensation Coverage shall be in compliance with the State of NH Statutes,
$100,000/$500,000/$100,000.

The parties agree that CONTRACTOR shall have the status of and shall perform all WORK
under this contract as an independent CONTRACTOR, maintaining control over all its
consultants, sub consultants, or subcontractor’s. The only contractual relationship created by this
contract is between the OWNER and CONTRACTOR, and nothing in this contract shall create
any contractual relationship between the OWNER and CONTRACTOR’s consultants, sub
consultants, or subcontractor’s. The parties also agree that CONTRACTOR is not an OWNER
employee and that there shall be no:

1. Withholding of income taxes by the OWNER:

2. Industrial insurance coverage provided by the OWNER;

3. Participation in group insurance plans which may be available to employees of the
OWNER;

4. Participation or contributions by either the independent CONTRACTOR or the OWNER

to the public employee’s retirement system;

Accumulation of vacation leave or sick leave provided by the OWNER;

6. Unemployment compensation coverage provided by the OWNER.

a

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