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1-32/RRV PAGE: 7
DATE: 07/16/2018 11:37 a.m.

DPW FLEET MAINTENANCE CITY OF NASHUA, NH

VEHICLE REPAIR HISTORY REPORT
FACILITY: 00002

DATE: FIRST
DATE: LAST

STARTING VMRS CODE: 000-000-000
ENDING

VEHICLE:: 047

VMRS CODE: 999-999-999 VEHICLE: 047

METER: STANDARD SUBTOTALS OF VMRS CODES FOR DIVISION > AL PERIOD: CURRENT

TOT COST

QUANTITY

LABOR HRS

LABOR COST

eRe as

TOTAL COST

PERCENT

aa xd

002. CAB/SHEET METALS 5 12.00 299.76 339.41 639.17 1.21% 0.10651
013. BRAKES 2 9.00 221.16 280.91 502.07 0.95% 0.08366
014. FRAME 1 48.00 1186.08 0.00 1186.08 2.24% 0.19765
017. ~=TIRES 3 4.50 98.44 1086.49 1184.93 2.24% 0.19746
026 TRANSMISSION MANUAL 1 12.00 279.84 2649.17 2929.01 5.54% 0.48809
032. CRANKING SYSTEM 4 13.00 336.94 750.32 1087.26 2.06% 0.18118
034 LIGHTING SYSTEM 9 10.90 267.75 70.71 338.46 0.64% 0.05640
042 COOLING SYSTEM 2 0.50 12.07 1271.75 1283.82 2.43% 0.21393
046 ELECTRIC PROPULSION 1 1.00 24.13 173.90 198.03 0.37% 0.03300
052 ELECTRICAL ACCESSRES 1 1.00 27.31 5.92 33.23 0.06% 0.00554
053. EXPENDABLE ITEMS 1 6.00 144.18 110.90 255.08 0.48% 0.04251
065 HYDRAULIC 1 3.00 69.81 170.10 239.91 0.45% 0.03998
066 PREVENTIVE MAINT. 17 78.00 1607.71 7588.19 9195.90 17.39% 1.53239
093. ENGINE (AUXILARY) 2 51.00 1167.54 12016.07 13183.61 24.93% 2.19690
106 SWEEPER BODY 2 12.00 321.36 1186.41 1507.77 2.85% 0.25125
107 GUTTER BROOM 29 20.00 486.16 4973.10 5459.26 10.32% 0.90973
108 MAIN BROOM 17 27.00 635.31 8405.90 9041.21 17.10% 1.50662
113. TOWING JOB 1 0.00 0.00 300.00 300.00 0.57% 0.04999
114. AUTOMATED ARM 4 4.00 93.08 784.76 877.84 1.66% 0.14628
117. CHIPPER 1 2.00 46.64 19.19 65.83 0.12% 0.01097
123. STATE INSPECTION 15 59.50 1425.08 981.53 2406.61 4.55% 0.40103
SQ) sr arieeaeeeeceeeeteer= 1 3.00 74.94 96.60 171.54 0.32% 0.02859
142 BELTS 2 2.00 43.90 267.08 310.98 0.59% 0.05182
147, VACTOR PARTS 1 8.00 216.64 273.75 490.39 0.93% 0.08172

TOTALS: 123 387.40 9085.83 43802.16 TOT: 52887.99 100.00% 8.81320

» THE CITY OF NASHUA “The Cate City’

Financial Services

Purchasing Department

August 30, 2018
Memo #19-049

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR RECYCLING AREA RESTORATION — NEW ROOF (VALUE: $54,522)
DEPARTMENT: 168 SOLID WASTE; FUND: SOLID WASTE

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
August 23, 2018 for the information related to this contract.

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

The Solid Waste Department Superintendent, Board of Public Works (August 23, 2018 meeting) and the
Purchasing Department recommend the award of this contract in an amount of $54,522 to ClearSpan
Fabric Structures international of South Windsor, CT. .

Purchasing Manager

Cc: J Lafleur 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

Jeff Lafleur, Superintendent
Solid Waste Department

Recycling Area Restoration - Roof

To approve a contract with ClearSpan Fabric Structures International in the
amount of $54,521.85 to construct a structure to cover the recycling area in the
landfill where recyclable material is stored. Funding for this contract is through
Department: 168 Solid Waste; Fund: Solid Waste; Account Classification: 81
Capital Improvements; Activity: Recycling Area Restoration.

ClearSpan Fabric Structures International Quote #900164.

In order to reduce the City of Nashua’s costs per ton for shipping out recyclables
the Solid Waste Department is seeking to construct a roof to cover the recycling
storage area at the landfill. This cover will provide protection against rain and
snow building up on material stored there which increases the weight of each
load.

ClearSpan Fabric Structures International has been selected for this task because
of their competitively awarded NJPA Contract, #030117-CSS.

, THE CITY OF NASHUA

Financial Services

"The Gate City"

Purchasing Department

August 30, 2018
Memo #19-050

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR LANDFILL GAS MANAGEMENT SERVICES (VALUE: $12,000)
DEPARTMENT: 168 SOLID WASTE; FUND: SOLID WASTE

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
August 23, 2018 for the information related to this contract.

Pursuant to NRO § 5-84. Special purchase procedures. A. The competitive bidding process shall not
apply to the following special purchases: (7) Purchases under extensions of contracts when no price
increase exceeds 10%.

The Solid Waste Department Superintendent, Board of Public Works (August 23, 2018 meeting) and the

Purchasing Department recommend the award of this contract in an amount of $12,000 per year to
Sanborn Head and Associates, Inc. of South Windsor, CT. This is a three (3) year contract.

Respectfully LP
f fi, a, Z
A (| Files

an Kooken
Purchasing Manager

Co: J Lafleur L Fauteux

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

To:

From:

Re:

A. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: August 23, 2018

Jeff Lafleur, Superintendent
Solid Waste Department

Landfill Gas Management Suite

To renew Sanborn Head and Associates, Inc. (SHA) Landfill Gas Management
Suite (LFGMS) service for 3 years from FY19 to FY21 in an amount not to
exceed $12,000 per year; pending finance approval. Funding for this service is
found through: Department: 168 Solid Waste; Fund: Solid Waste; Account
Classification: 53 Professional & Technical Services.

Sanborn Head and Associates proposed scope of services.

The Solid Waste Department has utilized Sanborn Head’s Landfill Gas
Management Suite, a web-based program, since 2009 to collect analyze, report,
and monitor landfill gas data from the Four Hills MSW and Phase I/II landfills. ©
The features of this program allow landfill gas data to be uploaded into a single
database for ease of access and analysis. The program can also generate gas
concentration maps, and e-mail notifications of regulatory exceedances and
corrective action deadlines. Data from landfill surface emission scans is also
uploaded into the program. This program has become an essential tool for
compliance with the landfill’s solid waste and air emissions permits, and for
monitoring the operation of the landfill gas collection system.

Per NRO Sec 5-84 (A)(7), “Purchases under extensions of contracts when no
increase exceeds 10% per year.” We are seeking your approval to extend the
City’s annual agreement with Sanborn Head and their LFGMS software. The
annual fee is $12,000, which has been the cost since 2009, billed at $3,000.00 per
quarter. The annual fee includes upgrades and maintenance of the program for
the Four Hill’s facility, and training and support services.

CONTRACT FOR PROFESSIONAL SERVICES

FOUR HILLS LANDFILL

GAS MANAGEMENT SUITE

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060
AND

SANBORN HEAD &ASSOCIATES, INC.
and its successors, transferees and assignees (together “Professional Engineer”)
NAME AND TITLE OF PROFESSIONAL ENGINEER

20 FOUNDRY STREET, CONCORD, NH 03301
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--Scope of Services and Fee Schedule

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.

AG 1of3

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.

3. PERIOD OF PERFORMANCE. Professional Engineer 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. Professional Engineer shall
begin performance upon receipt of an Executed Contract and a valid Purchase Order issued from the City
of Nashua.

The term of the contract will be for three (3) years with first year commencing on or about July 1, 2018
and terminating on June 30, 2021. Each year is subject to annual budget appropriations and at the City
of Nashua's sole discretion. A separate/amended purchase order shall be issued for each year of the
contract.

4. COMPENSATION. Professional Engineer agrees to perform the work for a total cost not to exceed
TWELVE THOUSAND DOLLARS ($ 12,000.00) annually for the term of the contract

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions of
Exhibit B or 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 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,
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.

AG 2 of 3

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 and unless approved
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: REPRESENTATIVE:

Jeff Lafleur, Superintendent

City of Nashua, Solid Waste Department Sanbom, Head & Associates
840 West Hollis Street

Nashua, NH 03062

Any notice required or permitted under this contract, if sent by United States mail, shali 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.

City of Nashua, NH (signature) Sanborn Head and Associates (signature)

James Donchess, Mayor
(Printed Name and Title) (Printed Name and Title)

Date Date

AG3 of 3

aA YW FY YN PF

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EXHIBIT A
TABLE OF CONTENTS
GENERAL CONDITIONS

DEFINITIONS

PROFESSIONAL ENGINEER STATUS
STANDARD OF CARE

CITY OF NASHUA REPRESENTATIVE
CHANGES TO SCOPE OF WORK
CITY OF NASHUA COOPERATION

DISCOVERY OF CONFLICTS, ERRORS, OMISSIONS, AMBIGUITIES, OR
DISCREPANCIES

TERMINATION OF CONTRACT

DISPUTE RESOLUTION

NO DAMAGES FOR DELAY

INSURANCE

INDEMNIFICATION

FISCAL CONTINGENCY

COMPENSATION

COMPLIANCE WITH APPLICABLE LAWS
NONDISCRIMINATION

ENDORSEMENT

ASSIGNMENTS, TRANSFER, DELEGATION, OR SUBCONTRACTING
CITy INSPECTION OF CONTRACT MATERIALS
DISPOSITION OF CONTRACT MATERIALS

PUBLIC RECORDS LAW, COPYRIGHTS, AND PATENTS
FINAL ACCEPTANCE

TAXES

NON-WAIVER OF TERMS AND CONDITIONS

RIGHTS AND REMEDIES

PROHIBITED INTERESTS

THIRD PARTY INTERESTS AND LIABILITIES
SURVIVAL OF RIGHTS AND OBLIGATIONS
SEVERABILITY

MODIFICATION OF CONTRACT AND ENTIRE AGREEMENT
CHOICE OF LAW AND VENUE

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21.

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liability as these respective employees are included only in the City’s plan that does not
have assets held in a trust for future OPEB liabilities.

Self-Insurance

The City self-insures against claims for workers compensation, general liability, property,
long-term disability, and employee health coverage. Annual estimated requirements for
claims are provided in the City’s annual operating budget.

Health Insurance

The City contracts with insurance carriers for claims processing. Under the terms of the
insurance coverage, the employee is only liable for the cost sharing premiums and co-pays.
The City retains the risk to $350,000 and maintains excess insurance for claims that exceed
$350,000. The claims liability represents an estimate of claims incurred but unpaid at year-
end, based on past historical costs and claims paid subsequent to year-end.

General Liability/Workers’ Compensation

The City is self-administered for claims processing of the City’s workers’ compensation,
property, and casualty programs. The workers’ compensation, property, and casualty liabilities
represent an estimate of future costs based on historical analysis of similar claims.

Changes in the aggregate lability for claims for the year ended June 30, 202] are as
follows:

Year Ended Year Ended
June 30, 2021 June 30, 2020
Claims liability, beginning of year $ 8,788,358 $ 7,219,284
Claims incurred/recognized 52,509,713 48,776,314
Claims paid (52,734,131) (47,207,240)
Claims liability, end of year $ 8,563,940 * $ 8,788,358 *

* This liability is considered to be all current.

The $8,563,940 estimated liability for claims incurred, but not reported, includes only an
estimate for known loss events expected to later be presented as claims. The City is unable
to estimate the amount of unknown loss events expected to become claims and expected
future developments on claims already reported.

Commitments and Contingencies
Outstanding Legal Issues
On an ongoing basis, there are typically pending legal issues in which the City is involved.

The City’s management is of the opinion that the potential future settlement of these issues
would not materially affect its financial statements taken as a whole.

95