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a8) THE CITY OF NASHUA “The Gate City"

Financial Services

Purchasing Department

February 15, 2018
Memo #18-090

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: AMENDMENT #2 TO POST CONSTRUCTION ENGINEERING SERVICES CONTRACT
WITH HAYNER SWANSON (VALUE: $77,630)
DEPARTMENT: 160 ADMIN/ENGINEERING; FUND: BOND
ACTIVITY: BROAD STREET PARKWAY

Please see the attached communication from Stephen Dookran, P.E., City Engineer, dated February 8,
2018 for information related to this purchase.

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 purchases competitive bidding shall not be required.

The City Engineer, Board of Public Works (February 8, 2018 meeting) and the Purchasing Department

recommend the approval of Amendment #2 to this contract with Hayner/Swanson, Inc. of Nashua, NH in
an amount of $77,630.

Respectfully
Af Fid
Dan Kooken

Purchasing Manager

Cec: _— S Dookran L Fauteux

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

J

VH8-Vanasse Hangen Brustiin, inc City of Nashua, NH

2 Bedford Farms Dr. Suite 200 Breakdown of Tasks, Personnel Hours, and Cost
Bedford, NH 03110

BREAKDOWN OF TASKS - WATER STREET FINAL DESIGN

Total
QA/QC & Task Senior Sr, CADD | Admin. /CADD
Taaks EM Managers Engineer Engineer Tech, Tech Hours babonamioures
Final Plans (90%)
General Plan
Set Alignment 3 3 $285_
Label Curbing Geometry and Prowde Curbing Table 2 4 4 1a $1,150
Orainage Modifications and Notes 2 ij 4 4 it $1,365
Construction Notes 2 1 3 6 $930
Signing and Pavement Marking Plan 1 4 2 6 10 $1 230
Sign Summary Sheet 4 4 5 $715
Bridge Railing Modifications 2 4 §
Detail Sheei{s) 4 2 4 4 8 20 $2,880
Traffic Signal Mocifications (Water St al Main St) 1 2 4 6 13 $1775
106% Plans ind. Response to Comments 6 4 2 4 4 4 24 $3,660
Special Provisions 4 4 6 14 $2,590
Coordination with CM during the Contractor Procurement 4 4 4 12 $2,300
Projact Meetings f Corespondence/Coardination with City 12 12 24 $5.160
Subtotal 38 4 18 30 26 24 152 $24,040
——
TOTAL HOURS] 38 M 18 30 26 24 152
HOURLY RATES| _ $215.00 $215.00 $145.00 $95.00 $125.00 $85.00
LABOR CcOSsTS| $8,170 $7,370 $2,610 $2,950 $3,260 $2,040 $26,236
TOTAL LABOR = $26,230.00

VHB Water Street Final Design Fee 2022-05-19 ORAFT Date Prepared 6/9/2022

To:

From:

Re:

D. Motion:

Attachment:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 8, 2018

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

Civil Engineering Services for Post Construction Phase Management and
Administration Support by Hayner/Swanson, Inc. (HSI) for the Broad Street
Parkway Project.

To approve amendment #2 to the professional services contract with
Hayner/Swanson, Inc. of Nashua, NH to continue Project Wide Management
Support for the Broad Street Parkway in the amount of $77,630. Funding for this
contract is through Department 160 Engineering; Fund: Bond; Activity: Broad
Street Parkway.

Proposal Letter, Scope and Fee

Upon the completion of the construction of the Broad Street Parkway, Hayner
Swanson Inc. (HSI) was given a contract to provide a number of post construction
services related to Federal funding, right-of-way, contract closeout, contractor
claims, Millyard coordination and several other tasks. The attached letter from
HSI iterates several tasks that were unforeseen and the City requested HSI to
work on them. Most of these tasks were related to Millyard issues.

The letter also notes several planned tasks that required a much greater effort
from HSI. These tasks were related primarily to the sale of surplus properties,
compiling voluminous records for FHWA/NHDOT audits and supporting the City
in responding to litigation by E.D. Swett.

A number of new tasks labeled as “ADDED TASK” on the accompanying
spreadsheet have been scoped for HSI to perform and they relate to further
coordination with NHDOT, audit of more Parkway contracts and added support to
the legal team dealing with the E.D. Swett litigation.

This request to the BPW is for approval of Amendment #2 to HSI’s December
2016 contract for the completion of outstanding tasks and new tasks outlined on
the spreadsheet. Amendment #1 for $9,600 was issued to HSI recently for them
to immediately get started on responding to interrogatories for the E.D. Swett
claim for which a 30-day deadline was given.

a r i
BLAIS
ee a - Hayner/Swanson, Inc.

Civil Engineers/Land Surveyors

February |, 2018

Lisa Fauteux

City of Nashua

9 Riverside Street
Nashua, NH 03062

RE: Proposal to Amend Purchase Order 131123

Dear Ms. Fauteux:

In December 2016, the City of Nashua issued Purchase Order #131123 to Hayner/Swanson, Inc.
(HSI) to provide post-construction services related to the Broad Street Parkway.

The anticipated services were detailed in a summary which was included with our proposal.
These tasks included services related to federal funding; closing out right-of-way tasks; overall
construction contract closeout; support in resolving various claims and disputes; utility
coordination: closeout of cultural resource mitigation requirements; and support in completing

coordination with the Millyard.
Many of these tasks have been completed. Work on several remains to be completed.

In addition, we have been directed to work on several tasks which were unforeseen at the time
our proposal was prepared. These unforeseen tasks which have been performed include:

e Preparation of a subdivision plan including associated legal descriptions for a remnant
parcel owned by the Millyard located adjacent to and easterly of the Parkway.

e Preparation of a subdivision plan including associated legal descriptions for a remnant
parcel owned by the Millyard located adjacent to and westerly of the Parkway.

e Coordination including participation at several meetings related to acceptance of the
Millyard fire pump.

e Support to City planning efforts related to possible private redevelopment in the vicinity
of the Parkway.

In addition, we note that several anticipated tasks have required significantly greater effort than
anticipated and in some cases will require significant additional effort. These tasks include:

s The effort to support the City’s sale of surplus property has required significantly more
effort than anticipated. The effort to meet NHDOT/FHWA requirements with respect to
determining fair market value on parcels with somewhat unique issues has proved to be

3 Congress St. Nashua, NH 03062-3301 + (603) 883-2057 5 057 (fax) » www.hayner-swanson.com

difficult and time consuming. While the City now has clear direction on an acceptable
approach, the future effort will require an additional set of appraisal reports.

e The effort to support closeout and to compile final contract records in accordance with
NHDOT/FHWA requirements is more extensive than anticipated. NHDOT audit is now
complete for one contract and results were favorable. Completion of closeout for three
more contracts remains to be completed.

* HSI’s support of the City’s efforts related to the claim by E.D. Swett on the River Bridge
contract has been more extensive than anticipated. With a key role in the city’s ongoing
response to interrogatories received from E.D. Swett, we anticipate significant effort
remains to be provided by HSI.

We have attached a summary of the additional effort we anticipate will be needed to complete
the project closeout of the Parkway. In this summary, we have noted which of the tasks in our
original post construction services contract have been completed. We have also identified where

additional tasks have been added.

As noted in our November 22, 2016 proposal for this contract, our budget includes allowances
for several tasks for which it is difficult to predict the total effort which will be needed. We will
continue to report our budget status on a monthly basis.

Please contact,me if you have any questions about this proposal to amend our contract.
Sincerely,
on ~ wb SOP We. \

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

ACCEPTED BY: DATE:

James Donchess, Mayor

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S\ THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Department

February 15, 2018
Memo #18-091

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CHANGE ORDER #1 TO CONSTRUCTION SERVICES CONTRACT WITH SIEMENS
FOR LED STREET LIGHTING (VALUE: $42,000)
DEPARTMENT: 161 STREETS; FUND: BOND

Please see the attached communication from Stephen Dookran, P.E., City Engineer, dated February 8,
2018 for information related to this purchase.

Pursuant to § 5-78 Major purchases (greater than $1 0,000) 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 (February 8, 2018 meeting) and the Purchasing Department
recommend the approval of this contract Change Order #1in the amount of $42,000 to Siemens

Industry, Inc. of Austin, TX.

Res ectfu

(a

Dan Kooken
Purchasing Manager

Cc: S Dookran L Fauteux

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

From:

Re:

F. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 8, 2018

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

LED Street Lighting Conversion Project
Change Order 1

To approve Change Order No. 1 of the construction contract for the LED Street Lighting
Conversion project with Siemens Industry, Inc. of Austin, TX in an amount of $42,000.
Funding will be through Department 161 Street; Fund: Bond; Activity: LED Lighting.

Approximately 5,500 existing High Pressure Sodium (HPS) street lights are being
replaced with Light Emitting Diode (LED) street light through a contract with Siemens
Industry, Inc. Approximately, 239 specialty lights required replacement to finish the
contact. These lights are decorative, or special in nature, such as the two lights on the
historic Canal Street Bridge. Siemens estimated the contract price on an agreed to
allowance based on quotes for certain lighting fixtures. However, some of the chosen
replacement fixtures were more slightly more expensive than the allowance, requiring
additional funds.

In addition approximately 11 of the new LED lights have been damaged due to wind,
snow or ice weather events. While the City develops a maintenance program for
replacement fixtures, an additional number lights are included in this change order to
replace damaged lights.

The change order in amount of $42,000 will allow the City to purchase the remaining 239
specialty lights to replace the HPS lights with the LED lights and replaced the known
damaged lights.

B\ THE CITY OF NASHUA ‘The Gate City’

Financial Services

Purchasing Department

February 15, 2018
Memo #18-092 —

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: 2018 STREET PAVING PROGRAM -~-- PAVEMENT CORES (VALUE: NOT-TO-EXCEED
$30,000)
DEPARTMENT: 161 STREET; FUND: GENERAL
DEPARTMENT: 161 STREET; FUND: TRUST

Please see the attached communication from Stephen Dookran, P.E., City Engineer, dated February 8,
2018 for information related to this purchase.

The City Engineer, Board of Public Works (February 8, 2018 meeting) and the Purchasing Department

recommend the approval of this contract in an amount not-to-exceed $30,000 to S.W. Cole Engineering
Inc. of Londonderry, NH.

Respectfully,

Dan Kooken
Purchasing Manager

Ce: S Dookran L Fauteux

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