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11. PROFIT | $2,824.64
12. TOTAL PRICE $17,500.00

Page 1 of 2

PART IIE - PRICE SUMMARY

COMPETITOR'S CATALOG LISTINGS, IN-HOUSE ESTIMATES, PRIOR QUOTES MARKET PROPOSED
basis for pri arison) PRICE PRICE

PART IV - DIRECT LABOR BY CATEGORY

14. INSERT THE APPROPRIATE WORK CATEGORY IN THE TABLE BELOW. WORK CATEGORIES WOULD INCLUDE BUT
NOT BE LIMITED TO THOSE CATEGORIES SHOWN IN THE CONTRACT DOCUMENTS SUCH AS DESIGN, SURVEY,
SUBSURFACE, CADASTRAL, O&M MANUAL, ADMINISTRATION, INSPECTION, RECORD DWGS, START-UP, SPECIAL

SERVICES, ETC,

Work category Site Total

> Study Hours

Project Manager $1,428.50
Project Engineer $1,821.50
Staff Engineer $1,080.00
Resident Inspector

Draftsman

Technician

Clerical $225.84

$4,555.84

Page 2 of 2

THE CITY OF NASHUA “The Gate City"

Financial Services

Purchasing Deparinient

July 26, 2016
Memo #1 7-024

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: FY17 ENGINEERING SERVICES - LANDFILL (VALUE: NOT TO EXCEED $80,000)
DEPARTMENT: 168 SOLID WASTE; FUND: SOLID WASTE
ACCOUNT CLASSIFICATON: 53 PROFESSIONAL AND TECHNICAL SERVICES

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
July 26, 2016 for the information related to this purchase.

Pursuant to § 5-84 Special purchase procedures A. (5) Purchases from a sole manufacturer where it is
determined to be more efficient and economical to reduce costs of maintenance of additional repair parts,
supplies or services.

The Solid Waste Department Superintendent, Environmental Engineer, Board of Public Works (July 26,
2016 meeting) and the Purchasing Department recommend the award of this contract in an amount not to
exceed $80,000 to Sanborn Head and Associates of Concord, NH.

Respectiully, _ .

ot (
C an K oken

Purchasing Manager

Ce: J Lafleur L Fauteux

229 Main Street ¢ Nashua, New Hampshire 03061 * Phone (603) 589-3330 « Fax (603) 589-3344 |

To:

From:

Re:

A. Motion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: July 26, 2016

Jeff Lafleur, Superintendent
Solid Waste Department

Landfill Engineering Services
To approve Sanborn Head and Associates of Concord, NH to perform engineering

services at the City’s landfills for FY17 not to exceed $80,000. Funding will be
through: Department: 168 Solid Waste; Fund: Solid Waste; Account

- Classification: 53 Professional and Technical Services.

Attachments:

Discussion:

Sanborn Head and Associates proposed scope of services

Sanborn Head and Associates (SHA) is the City’s primary engineering
consultant for landfill and solid waste related issues, including landfill gas
management, design and construction; groundwater, air and solid waste
permitting; capacity analyses; regulatory representation; and general
landfill operations. They review and prepare documents required by the
City’s Title V air emission permit. They also prepare the annual
Greenhouse Gas Emissions report that is required by the USEPA.

The City also utilizes SHAs Landfill Gas Management Suite (LFGMS)
software program to assist us with monitoring, managing, operating the
landfill gas collection and control system at the Four Hills Landfill. The
data collected in LFGMS is included in tri-annual monitoring reports
submitted to NHDES and 1s required by the Standard Operating
Procedures/Enhanced Monitoring Procedures Plan approved by NHDES.

As such, they have a thorough understanding of the issues and
requirements of the Four Hills facility and other closed City landfills, and
provide consistent, high quality engineering and consulting services to the
department in a timely manner. They have demonstrated superior abilities
relative to regulatory reporting, permitting, design and construction
oversight. Therefore, they are considered a sole source for these services.

Sanborn Head has provided the required certificate of insurance to accomplish
these services.

The Solid Waste Superintendent and the Environmental Engineer recommend
awarding Sanborn Head and Associates of Concord, NH the contract for these
services.

SANBORN ly HEAD

20 Foundry Street
| Building Trust. Engineering Success. Concord, NH 03301
Mr. Jeff Lafleur July 15, 2016
Superintendent File No. 3066.06
Nashua Division of Public Works, Solid Waste Department Sent via email

840 West Hollis Street
Nashua, NH 03062

Re: Scope of Engineering Services — Fiscal Year 2017
City of Nashua Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

Sanborn, Head & Associates, Inc. (Sanborn Head) appreciates the opportunity to provide
this scope of engineering services to the City of Nashua (City) relative to the active Four
Hills Landfill during fiscal year {FY} 2017. The scope of services presented herein is based
on communication with the City regarding services needed during FY 2017 as well as
typical services provided by Sanborn Head over the past few years.

SCOPE OF ENGINEERING SERVICES
Task1 Air Permit/Emissions Reporting and Related Services

During fiscal year 2017, Sanborn Head will provide the City with the following air-related
services for the Four Hills Landfill:

= Review the semi-annual and annual air permit compliance reports prepared by the City
or EPP Renewable Energy, LLC, if requested by the City;

= Provide support for compliance with the City’s EMP/SOP;
= Provide support for compliance with the City’s Title V Operating Permit;
=» Prepare the annual Non-Methane Organic Compound report;

= Prepare the annual emissions inventory for landfill fugitives and the emergency
penerator;

= Prepare the federal greenhouse gas report; and
= Provide regulatory compliance support.

Task2 Groundwater Reporting

We anticipate that Sanborn Head will assist the City with the following groundwater
reporting services in FY 2017 for the Four Hills Landfill.

= Review the field groundwater sampling and laboratory analytical data collected and
analyzed by others for the Four Hills Landfill (April and November 2016) and updating
corresponding analytical tables;

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

July 15, 2016 Page 2
20160715 Lafleur FY2017 Services Scope.docx 3066.06

=» Address comments from the NHDES related to the 2015 Annual Report for the Four
Hills Landfill; and

=» Prepare the 2016 Annual Report for the Four Hills Landfill to be submitted to the

NHDES in January 2017, as required in the June 15, 2016 Groundwater Management
Permit (GWP-198403099-N-005).

Task3 Annual Waste Capacity Evaluation

Landfills are dynamic and should be surveyed on a regular basis. An annual topographic
survey can be used to calculate the in-place density of the waste mass and identify areas of
the landfill that are not being filled as intended. The survey also provides documentation
of significant changes to the overall site and can be used to evaluate waste settlement over
time.

For this task, Sanborn Head will perform a waste capacity comparison for Phases | and I] of
the Landfill during FY 2017. We understand that the City will retain a licensed surveyor to
prepare a topographic survey the Phases I and II. Our evaluation will include the following:

=» Developing engineering drawings that compare the existing landfill topography (as
provided to us in a recent topographic survey) to the currently permitted final landfill
grades;

s Estimating the remaining disposal capacity (airspace) in terms of cubic yards; and.

= Calculating the remaining life of the permitted landfill capacity based on the City’s
waste projections.

To accomplish the above, Sanborn Head assumes that the City will provide AutoCAD
formatted drawings of the site topography, and that the City will provide recent waste
receipts for Phases I and II.

Sanborn Head will transmit the results of our evaluation in a letter addressed to the City.

Task4 Annual Financial Assurance Update

The NHDES Rules require landfill owners to submit financial assurance updates to NHDES
every third calendar year in order to demonstrate that financial assurance for closure and
long term monitoring and maintenance (LTMM) is provided for the Landfill (Env-Sw 1400).
During the years in which a submittal to NHDES is not required, an updated closure cost
estimate is required to be prepared and kept for the facility’s records. We understand that
the City last submitted an update to NHDES in May 2015, therefore the next submittal to
NHDES will be required in May 2018. The update during FY 2017, to be prepared in May
2017, will be solely for the City’s records.

This financial assurance demonstration includes preparation of opinions of closure and
post-closure cost for the currently permitted areas (Phases I and II) and calculations to
demonstrate that the City is setting aside sufficient funds for future closure and post-
closure needs.

SANBORN Hl HEAD

July 15, 2016 Page 3
20160715 Lafleur FY2017 Services Scope.docx 3066.06

Sanborn Head will prepare the required opinions of cost using the required NHDES forms
based on the permitted closure plan, currently available average unit costs for similar
projects, current costs for monitoring services, published construction cost estimating
guides, and our engineering judgment. We will estimate the remaining life of Phases I and
II based on the latest survey update, and prepare sinking fund calculations using account
balances provided to us, actual waste tonnage received at the Landfill, and the projected
waste tonnage for the remaining estimated life of Phases I and II. The calculations will
demonstrate that the balances for the closure and LTMM accounts are consistent with what
was projected or provide amounts per ton that should be set aside going forward to
provide sufficient funds at the expected date of closure.

Sanborn Head will prepare a letter addressed to the City that documents our evaluation,
which will include NHDES Cost Estimate Forms for landfill closure and post-closure care,
and sinking fund calculations.

Task5 GCCS Related Services

Sanborn Head submitted a proposal to the City on April 21, 2016 for “Additional GCCS
Related Services” as requested by the City. Subsequently, a purchase order was issued by
the City for this work on July 13, 2016 (P.O. #127711). The scope of work under that
agreement included the following:

= Preparation of an assessment of the Phases I and II Gas Collection & Control System
(GCCS);

= Preparation of a conceptual design for a vertical landfill gas (LFG) well dewatering
system;

= Preparation of construction documents for the next GCCS expansion in Phase II, Stage II;
and

= Providing bid and construction phase services for the GCCS expansion in Phase II, Stage
Il.

As stated above, these services will be provided under a separate purchase order (P.O.
#127711). Notwithstanding the separate GCCS project, this time and expense task will
allow Sanborn Head to assist the City with GCCS related matters in FY 2017.

Task6 General Engineering Services

Sanborn Head’s services under this task will be performed at the City’s request and involve
routine matters of limited scope, such as attending meetings with regulators and providing
design, operation, or air consultation relative the Landfill.

BUDGET ESTIMATE AND BASIS OF BILLINGS
The total estimated budget for this proposal is $80,000 as itemized below:

SANBORN i HEAD

July 15, 2016 Page 4

20160715 Lafleur FY2017 Services Scope.docx 3066.06
as Estimated
Task Task Description Budget
1 Air Permit/Emissions Reporting and Related Services $27,000
2 Groundwater Reporting $13,500
3 Annual Waste Capacity Evaluation $4,500
4 Annual Financial Assurance Update $6,500
5 _| GCCS Related Services $10,500
6 General Engineering Services $18,000

We will invoice for our services based on actual accrued time and expenses in accordance
with the enclosed Schedule of Fees. We will not perform services beyond those defined
herein without first receiving written authorization from the City.

SCHEDULE

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

TERMS OF ENGAGEMENT

The terms of engagement are described in our Agreement with the City of Nashua, New
Hampshire dated July 21, 2011.

ACCEPTANCE

We understand that acceptance of this proposal will be provided in a City issued Purchase

Order to Sanborn Head for these services.

Thank you for the opportunity to submit this scope of services. We look forward to
working with you during FY 2017. Please contact us should you require additional
information.

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

Ryan L. Clay, PS Eric S. Steinhauser, P.E., CPESC, CPSWQ
Senior Project Engineer Senior Project Director

RLC/HHL/ESS:rlc

Enclosed: Schedule of Fees

P:\3000s\3066.06\ Project Contro!\FY2017 Proposal\20160715 Lafleur FY2017 Services Scope.docx

SANBORN Hi HEAD

SANBORN I HEAD

Building Trust. Engineering Success.

SANBORN, HEAD & ASSOCIATES, INC.
2016 Schedule of Fees
City of Nashua, New Hampshire

Senior Vice President $198
Vice President $188
Project Director $177
Senior Project Manager $151
Project Manager $141
Senior Engineer/Geologist $123
Project Engineer/Geologist $115
Engineer/Geologist $105
Supervising Technician $94
Senior Engineering Technician $85
Engineering Technician $79
Support Staff $68
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.

Sanborn, Head & Associates, Inc. reserves the right to revise this Schedule of Fees annually.

P:\3000s\3066,.06\ Project Control\FY2017 Proposal\SWCSA Std-2016 (Nashua}.docx

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

CONTRACT FOR PROFESSIONAL SERVICES

FY17 ENGINEERING SERVICES
FOR
FOUR HILLS LANDFILL

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, NASHUA, NH 03061-2019

AND

SANBORN HEAD, HEAD & ASSOCIATES
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
Exhibit C--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.

AG 1 of 3

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.

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.

4. COMPENSATION. Professional Engineer agrees to perform the work for a total cost not to

exceed
Eighty Thousand Dollars ($ 80.000.00 )

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions
of Exhibit C 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 directly to

City of Nashua.

Attn: Accounts Payable

PO Box 2019

Nashua, NH 03061-2019

Atten: Jeff Lafleur, Superintendent - Solid Waste Department

To facilitate the proper and timely payment of applications, the City of Nashua requires that
all 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