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Sra \ THE CITY OF NASHUA "The Gate City"

Administrative Services
Purchasing Department

July 28, 2020
Memo #21-012

TO: Mayor Donchess
Finance Committee

SUBJECT: Pavement Management Engineering Services Contract Change Order

Please see attached communications from Daniel Hudson, City Engineer dated July 23, 2020 for project
specific details related to this purchase. Below please find a summary of the purchase approval request:

. Item:
Value:

Prior Approval:

Vendor:
Department:
_ Source Fund:

Ordinance:

Funding for year 2 of the 3 year contract for Paving Consulting
$30,100

$28,900

Stantec Consulting Services

160 Admin/Engineering

Paving Bond (2021 Year Four)

Pursuant to NRO § 5-83 Professional Services (A) In the purchase of accounting,
architectural, auditing, engineering, legal, medical and ambulance services and
purchases of independent professional consultant services for personnel, data
processing, actuarial, planning, management and other comparable pUFCHEEEE
competitive bidding shall not be required

The City Engineer, Board of Public Works (3/20/19 BPW meeting) and the Purchasing Department
respectfully request your approval of this contract.

Regards,
Kelly Parkinson

Purchasing Manager

ce: D Hudson
C O’Connor

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

To:

From:

Re:

B. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: July 23, 2020

Daniel Hudson, P.E., City Engineer
Engineering Department

Pavement Management Support Services

To approve Change Order No. | to the Pavement Management Service Contract
with Stantec Consulting Services, Inc. of Burlington, MA in an amount not to
exceed $30,100. Funding will be through Department: 160 Admin/Engineering;
Fund: Bond; Activity: Paving.

3-Year Optional Pavement Management Support Service Proposal
Stantec Pavement Management Change Order No. 1

The City has contracted Stantec Consulting Services, Inc. since 2016 to provide
assistance in evaluating the pavement condition of our 300 mile road network and
to make recommendations on rehabilitation and preservation methods. Using their
expertise, Stantec has provided assistance in developing the necessary protocols
for preventative maintenance, including updating costs and decision trees for
selecting prioritized lists of roadways to pave.

At the March 20, 2019 BPW meeting, the Board approved Stantec’s contract to
annually re-survey and evaluate 33 percent of the City’s roadway network.
However, funding is required to be approved annually. This request is for $30,100
to fund the second year of the three-year contract.

Last year Stantec satisfactorily preformed the condition survey on the southern-
third of the City. This year it is proposed to survey the middle-third of the City.
Stantec will continue to use CartéGraph’s PAVEMENTview® Plus software
while evaluating approximately 101 miles, updating the Pavement Condition
Index (PCI) rating for each road segment. This information enables us to assess
the paving program’s performance over time, monitor conditions, and select
appropriate treatments in an objective and transparent way.

CHANGE ORDER

No. 1
PROJECT: Pavement Management Services

OWNER’S CONTRACT NO: Contract for Professional Services — Pavement Management Services

EXECUTED CONTRACT DATE: July 29, 2019

DATE OF ISSUANCE: Upon City Approval EFFECTIVE DATE: Upon City Approval
OWNER: City of Nashua, NH

OWNER’s Purchase Order NO.: 149648

CONTRACTOR: Stantec Consulting Services, Inc.

ENGINEER: DPW Engineering

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

Description:

To execute the 2020 Pavement Management System 33% Update from the 3-Year Pavement Management
Support Services Proposal.

Justification:

The City has contracted Stantec Consulting Services, Inc. since 2016 to provide assistance in updating the City’s
pavement condition records. This annual effort updates the condition of each roadway and provides a
recommendation on what rehabilitation and preservation methods should be used.

Stantec annually re-surveys 33% of the City’s roadway network, or approximately 101 centerline miles,
updating the Pavement Condition Index (PCD ratings using CartéGraph’s PAVEMENTview® Plus software.

Last year Stantec preformed a condition survey on the southern-third of the City. The 2020 survey is planned for
the middle-third of the City.

Attachments:
3-Year Optional Pavement Management Support Services Proposal

Change Order #1 Pavement Management Services 1 of 2

Summary

CHANGE IN CONTRACT PRICE:

Original Contract Price

$28,900.00

CHANGE IN CONTRACT TIMES:
Original Contract Times

Substantial completion: Dec 15, 2019
Ready for final payment: Dee 31, 2019

Net changes from previous Change Orders

30

Net change from previous Change Orders

0 days

Contract Price prior to this Change Order

$28,900.00

Contract Times prior to this Change Order

Substantial completion: Dec 15 , 2019
Ready for final payment: Dec 31, 2019

Net Increase Gleerease} of this Change Order

$30,100

Net Increase (deerease} of this Change Order

366 Days

Contract Price with all approved Change Orders

Contract Times with all approved Change Orders

359,000 Substantial completion: Dec 15, 2020
Ready for final payment: Dee 31, 2020

RECOMMENDED: ACCEPTED: APPROVED:

By: By: By:
DPW Contractor Mayor Jim Donchess
Engineer Owner
(Authorized Signature) (Authorized Signature} {Authorized Signature)
Date: Date: Date:

Change Order #1 Pavement Management Services 2 of 2

: Stantec Consulting Services Inc.
stantec 5 Burdington Woods Drive Suite 210, Burlington MA 01803-4511

February 22, 2019

stephen Dookran, P.E.
City Engineer

? Riverside Street
Nashua, NH 03062

Reference: 3-Year Optional Pavement Management Support Services Proposal

Dear Mr. Dookran:

Per your request, Stantec Consulting Services, Inc. (Stantec}) has prepared the following
Pavement Management Services Proposal to ensure and protect the City's municipal
pavement management system investment with providing system maintenance services
to maintain the City's pavement management database system.

We hereby propose to maintain the City's Cartegraph pavement managemenf system
(PMS} in Cartegraph's Navigator, Stantec will update work history, conduct pavement
conditions surveys, and perform data modeling and analysis on behalf of the City.
Stantec will maintain the City's pavement management database and provide exports
compatible with your GIS,

Below are specific work tasks proposed to support Nashua in continuing their pro-active
approach fo managing its pavement assets. The intent of these tasks will be to update
the City's pavement management database on an annual basis by utilizing ongoing
asset facility distress surveys, conduct data analysis for future capital improvement
planning and monitor system-wide metrics on Nashua's roadways.

WORK TASKS:

Pavement Management System Update:

Stantec will annually re-survey 33% of the City’s roadway network, approximately
101 centerline miles each year to update the pavement surface condition (PCI)
ratings using CartéGraph's PAVEMENTview@Plus software. No data will be
collected on indices other than pavement condition. For each pavement
segment, Stantec will capture a digital picture image and link to the database.

Stantec staff will enter and update new work history repair records for the past
construction season, update distress inspection records, and conduct modeling
and analysis of upcoming fiscal year roadway repair plan. This service includes
attendance at one (1} meeting at Nashua DPW, a written annual summary
describing Nashua's pavement condition network and financial needs, and GIS
shapefile export.

City of Nashua, NH

February 22, 2019

3-Year Optional Pavement Management Support Services Proposal Page 2

SCHEDULE:

Stantec will initiate the proposed work tasks immediately upon receipt of an
executed copy of this agreement/Notice to Proceed such that work tasks can be
performed as soon as possible. This project is expected to require approximately six
(6) months from start to completion of each annual update.

Task Expected Completion
Schedule

Executed Contract Notice to Proceed March 2019

2019 Pavement Management System 33% Update October 2019

Optional 2020 Pavement Management System 33% Update | October 2020

Optional 2021 Pavement Management System 33% Update | October 2021

FEE:
Our not to exceed fee to complete the proposed scope of services as defined
above is Twenty-Eight Thousand and Nine Hundred Dollars ($28,900). Should the
scope of services be expanded, Stantec will discuss the additional fee to accomplish
the additional scope and an amendment to this Agreement will be executed. The
proposed scope of services as defined above is broken down as follows:
1. 2019 Pavement Network-Level Update Task: $ 28,900
2. Optional 2020 Pavement Network-Level Update Task: $ 30,100
3: Optional 2021 Pavement Network-Level Update Task: $ 31,600
INVOICES:

Stantec will invoice the City on a monthly basis during the performance of our
services, the amount of each invoice will be based on the percentage completion
for each work task ai the time of work performance.

Enclosed are two (2) originals. Please indicate your acceptance of this proposal by signing
and dating in the spaces provided and returning one signed copy to Stantec.

Regards,

STANTEC CONSULTING SERVICES INC.

Tol L Sled

William P. Scarpati

Senior Project Manager
Phone: (781) 221-1165
william.scarpati@stantec.com

William R. Moore, P.E.
Senior Principal

Phone: (603) 263-4654
bill moore@stantec.com

City of Nashua, NH February 22, 2019
3-Year Optional Pavement Management Support Services Proposal Page 3

ACCEPTANCE OF THIS PROPOSAL:

If the City of Nashua agrees with proposal, the City of Nashua shall autnherize Stantec to
perform the work by signing and returning a copy of this proposal. By signing, the City
acknowledges and agrees to attached Stantec's Scope of Services, Schedule, Fee, and
previously agreed Terms and Conditions.

CITY:

By:

Signature:

Title:

Date Signed:

Ve, the undersigned, are concerned citizens who urge our leaders to act now to the following concerns listed on this

petition.

Mechuls J WH LR

4

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WORK PLAN

In accordance with the Cooperative Service Agreement between the Cooperator and the United States
Department of Agriculture (USDA), Animal and Plant Health Inspection Service (APHIS), Wildlife
Services (WS), this Work Plan sets forth the objectives, activities and budget of this project during the
period of this agreement.

The APHIS WS program uses an Integrated Wildlife Damage Management approach (referred to as
IPM or “Integrated Pest Management”) in which a series of methods may be used or recommended to
reduce wildlife damage. These methods include the alteration of cultural practices as well as habitat
and behavioral modification to prevent damage. However, controlling wildlife damage may require
that the offending animal(s) are killed or that the populations of the offending species be reduced.

Description of Damage:

Four Hills Landfill-City of Nashua, NH. Accumulation of food waste at the landfill is an attractant for
gulls and turkey vultures. Birds attracted to the landfill have caused conflicts in neighborhoods
adjacent to and nearby the landfill.

Program Objective
To reduce on and off-site conflicts associated with large concentrations of gulls, turkey vultures,

starlings, and woodchucks attracted to the Four Hills Municipal Landfill, Nashua, New Hampshire
through the conduct of an integrated wildlife harassment and monitoring project.

Plan of Action
1. Wildlife Services will staff the integrated bird damage management and monitoring program
five working days (8 hours) from July 1, 2022 through June 30, 2025 except government
holidays, mandatory scheduled training days, accrued annual leave, and under extreme
weather conditions.

2. Wildlife Services will provide bird harassment training as required of landfill personnel.

3. Wildlife Services will assist the City in obtaining a USFWS depredation permit for 2022-
2025. Wildlife Services will assume responsibility for processing the USFWS permit
application for the City’s signature.

4. Wildlife Services will continue monitoring efforts of wildlife activity and presence at the
nearby Ledgewood Hills condominiums and other surrounding areas deemed to be of concern
to the City and impacted by gulls, starlings or other birds associated with Four Hills Landfill
activities to assess the effectiveness of the integrated gull harassment program. Wildlife
Services will also conduct harassment activities at the Ledgewood Hills condominiums and
other identified nearby properties as necessary and agreed upon, to reduce gull activity and
associated damage to property.

5. Wildlife Services will conduct woodchuck control activities on landfill property to reduce
burrowing activity and potential damage to landfill property as requested.

6. Wildlife Services will conduct starling, pigeon, and house sparrow control activities on
landfill property, as requested, to reduce damage to buildings and equipment.

7. Wildlife Services will provide the City and other interested parties a summary report including
recommendations of integrated harassment activities, as requested.