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March 11, 2019

D. Final Plans, Contract Documents and Cost Estimates

Upon the OWNER’s and DIVISION’s acceptance of the 95% plans and contract
documents as adequately completed, and receipt of any comments to be
addressed, the ENGINEER shall prepare the final, bid-ready design plans,
specifications and estimates for construction costs, revised to address the
comments from the draft reviews. The submittal shall be ready to be advertised
for construction bidding and shall include a schedule for the bidding and
construction process.

1.

The final, bid-ready plans and contract documents shall be completed
within 15 days of receiving all comments from OWNER and DIVISION.

2. Assuming OWNER and DIVISION complete the review of the 95%
documents within 14 days, and comply with all previous review periods,
the overall time frame from authorization to proceed with preliminary
design to submittal of the final, bid-ready documents shall be 180 days.

Bidding Phase Services

Assistance in securing construction bids, preparing bid tabulation and analysis of bids,
and recommendation regarding award of contract. A copy of the bid analysis will be
furnished to the DIVISION.

l.

oo

10.

Make such revisions to the construction Contract Documents as may be
necessary to comply with Federal, State or OWNER requirements.
Assume OWNER to be responsible for advertising for bids for the
construction contract in appropriate newspapers and with the usual
construction industry bidding information services.

Print and provide bidding documents to the OWNER. Assume three (3)
full-size copies of the Contract Documents and the plans shall be
provided, plus one reduced size (11x17) set. An electronic PDF version of
all documents shall also be submitted to OWNER.

Provide electronic plan room for distribution of bidding documents in
electronic PDF format to interested contractors and suppliers.

Respond to bidders’ questions.

Prepare for and attend one pre-bid conference. Notify bidders of the
conference.

Prepare any required addenda to the bid documents. Assume 2 addenda.
Review all bids and prepare bid tabulation.

Review the qualifications of the apparent low bidder(s) and compliance
with other contract requirements. Report on the results of the reviews and
issue a Recommendation for Award.

The length of the Bidding Phase is assumed to be 28 days.

Page 4 of 4

(es ) THE CITY OF NASHUA “The Cate City’

Financtal Services

Purchasing Department

March 14, 2019
Memo #19-128

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CASELLA RECYCLING LLC CONTRACT CHANGE ORDER #1 (VALUE: $120,000)
DEPARTMENT: 168 SOLID WASTE; FUND: SOLID WASTE

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
March 8, 2019 for the information related to this contract.

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 lowest responsible bidder, after due notice inviting bids.
This funding is contingent upon the approval of a supplemental appropriation for these funds.

The Solid Waste Department Superintendent, Board of Public Works (March 7, 2019 meeting) and the

Purchasing Department recommend the approval of this change order in an amount of $120,000 to
Casella Recycling LLC of Charlestown, MA.

Respectfully,
LA

Dan Kooken
Purchasing Manager

Ce: J Lafleur L Fauteux

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

To:

From:

Re:

A. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: March 8, 2019

Jeff Lafleur, Superintendent
Solid Waste Department

Change Order #1 to contract with Casella Recycling LLC.

To approve Change Order #1 to the contract with Casella Recycling LLC of
Charlestown, MA in the amount of $120,000 contingent upon approval of
supplemental appropriation. Funding will be through Department: 168 Solid
Waste; Fund: Solid Waste; Account Classification: 55 Other Contracted Services.

Due to continued weakness in recycling markets the City of Nashua’s costs for its
recycling program will exhaust the $400,000 originally approved for FY19 before
the current fiscal year ends.

The Solid Waste Department is requesting Change Order #1 in the amount of
$120,000 be made to the contract with Casella Recycling LLC to fund the
program through the end of the current fiscal year. This funding would be
contingent upon the approval of a supplemental appropriation for these funds.

CHANGE ORDER

No. 1
PROJECT: SINGLE STREAM RECYCLABLE MATERIAL PROCESSING
OWNER’S CONTRACT NO: REP1058-022318
EXECUTED CONTRACT DATE: September 10, 2018
DATE OF ISSUANCE: March 7, 2019 EFFECTIVE DATE: Upon City Approval
OWNER: City of Nashua, NH
OWNER’s Purchase Order NO.: 144109
CONTRACTOR: CASELLA RECYCLING, LLC

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

Description:
To increase the Contract, executed on September 10, 2018, value to fund the program through
the end of the current fiscal year, this ends on June 30, 2019.

Change Order # 1 lof 2
SINGLE STREAM

RECYCLABLE

MATERIAL PROCESSING

Summary

CHANGE IN CONTRACT PRICE:

Original Contract Price

5400,000

CHANGE IN CONTRACT TIMES:
Original Contract Times

The contract will commence on or about July 1, 2018
and terminate on or about June 30, 2019,

Net changes from previous Change Orders

30.00

Net change from previous Change Orders

The contract will commence on or about July 1, 2018
and terminate on or about June 30, 2019,

Contract Price prior to this Change Order

$400,000

Contract Times prior to this Change Order

The contract will commence on or about July 1, 2018
and terminate on or about June 30, 2019,

Net Increase (deerease} of this Change Order

$126,000

Net Increase (decrease) of this Change Order

The contract will commence on or about July 1, 2018
and terminate on or about June 30, 2019,

Contract Price with all approved Change Orders

Contract Times with all approved Change Orders

$520,000 The contract will commence on or about July 1, 2018
and terminate on or about June 30, 2019,
RECOMMENDED: ACCEPTED: APPROVED:
By: By By:
Representative Name Mayor Jim Donchess
(Authorized Signature) Independent Contractor Owner
(Authorized Signature) (Authorized Signature)
Date: s a ? -/ 3

Date: Date

Change Order # 1 2 of 2

SINGLE STREAM
RECYCLABLE
MATERIAL PROCESSING

R-19-115

RESOLUTION

RELATIVE TO THE SUPPLEMENTAL APPROPRIATION OF $120,000 OF
UNANTICIPATED REVENUE FROM FUND 6000 “SOLID WASTE FUND”, ACCOUNT
44286 “COVER MATERIAL REVENUE” INTO FUND 6000 “SOLID WASTE FUND”,
ACCOUNT 53699 “OTHER CONTRACTED SERVICES”

In the Year Two Thousand and Nineteen

RESOLVED by the Board of Aldermen of the City of Nashua to appropriate $120,000 of
Solid Waste unanticipated revenue from Fund 6000 “Solid Waste Fund”, Account 44286 “Cover
Material Revenue” into Fund 6000 “Solid Waste Fund”, Account 55699 “Other Contracted
Services” for the purpose of providing additional funds for the single stream recycling contract.

As this is a resolution which supplements the budget, the following information is
provided pursuant to NRO § 5-145, E:

Currently, the accumulated sum of all appropriations of the FY2019 combined annual
municipal budget is $270,483,718. The FY¥2019 dollar amount under the limit established by
City Charter Section 56-c is $976,842.

Resolution R-19-107, relative to a supplemental appropriation to a School Department
Trust Fund, is currently pending legislation. If R-19-107 is approved, the accumulated sum of all
appropriations of the FY2019 combined annual municipal budget will be $270,533,968. The
FY2019 dollar amount under the limit established by City Charter Section 56-c will be $926,592.

If R-19-107 and this resolution passes, the accumulated sum of all appropriations of the
FY2019 combined annual municipal budget will be $270,653,968. The FY2019 dollar amount
under the limit established by City Charter Section 56-c will be $806,592.

LEGISLATIVE YEAR 2019
RESOLUTION: R-19-115

PURPOSE: Relative to the supplemental appropriation of $120,000 of
unanticipated revenue from Fund 6000 “Solid Waste Fund”,
Account 44286 “Cover Material Revenue” into Fund 6000
“Solid Waste Fund”, Account 55699 “Other Contracted

Services”

SPONSOR(S): Mayor Jim Donchess
Alderman Ernest Jette

COMMITTEE

ASSIGNMENT:

FISCAL NOTE: This resolution will reduce year end surplus in the Solid Waste
Fund.

ANALYSIS

This resolution appropriates $120,000 of unanticipated revenue in the Solid Waste Fund for the
purpose of providing additional funding for single stream recycling costs. The City currently has
a contract with Casella Recycling at a not-to-exceed amount of $400,000. The rates for single
stream recycling are increasing and it is anticipated that the $400,000 of funds appropriated will
be depleted by the end of March. On February 15, 2019, at the Board of Public Works
Recycling Committee meeting, there was a vote to request this supplemental appropriation. An
increase to the current contract will be submitted to the Finance Committee for approval.

Charter Sec. 53 permits specific non-budget, supplementary appropriations. No public hearing is
required under Charter Sec. 56-a. A two-thirds vote is required under Charter Sec. 56-b for an

item or amount not in the mayor’s budget. A roll call is required under Charter Sec. 49. The
supplementary appropriation is part of the combined annual budget for spending cap purposes.

Approved as to account Financial Services Division
structure, numbers, ( ) Le ee 42
and amount: By: _/

Approved as to form: omedée ( Corporation’Co Counsel

bye Wyrerteg Cha. tke
Date: 5 More POLG

§) THE CITY OF NASHUA “The Gate Cy"

Financial Services

Purchasing Department

March 14, 2019
Memo #19-133

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PHASE II! LANDFILL CONSTRUCTION QUALITY ASSURANCE SERVICES (VALUE:
$255,000)
DEPARTMENT: 168 SOLID WASTE; FUND: BOND

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
February 28, 2019 for the information related to this contract.

§ 5-83. Professional services. 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. Competitive bidding is required in the procurement of insurance
agents and consultants.

This funding is contingent upon the approval of bonds for these funds.
The Solid Waste Department Superintendent, Board of Public Works (February 28, 2019 meeting) and

the Purchasing Department recommend the approval of this contract in an amount of $255,000 to
Sanborn, Head & Associates, Inc of Concord, NH.

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:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 28, 2019

Jeff Lafleur, Superintendent
Solid Waste Department

Phase III Landfill Construction Quality Assurance Services

To approve a contract with Sanborn, Head & Associates, Inc. of Concord, NH in
the amount of $255,000 to provide the Solid Waste Department with Construction
Quality Assurance (CQA) services for the Phase III Landfill construction.
Funding will be through Department: 168 Solid Waste; Fund: Bond; Activity:
Phase II] Landfill.

On February 18, 2019 Sanborn, Head & Associates, Inc. (Sanborn Head)
submitted a proposal to provide the Solid Waste Department with Construction
Quality Assurance (CQA) services for the construction of the Phase III landfill.
The cost of this service will be covered under the Phase II Landfill construction
bond.

The CQA services Sanborn, Head & Associates will provide will include but not
be limited to: on-site monitoring and oversite to ensure contractor work conforms
with project plans and specifications, reviewing contractor submittals and
payment requisitions, materials testing, and preparing progress and final CQA
reports documenting construction activities. The final report will be submitted to
NHDES as required by the Solid Waste Rules.

Sanborn Head designed the Phase III Landfill and has provided valuable
engineering service and expertise to the Solid Waste Department which makes
them the best company to provide these services.

Superintendent Jeff Lafleur recommends awarding the Phase III Landfill CQA
contract to Sanborn, Head & Associates.

R-19-114

RESOLUTION

AUTHORIZING THE MAYOR AND CITY TREASURER TO ISSUE BONDS NOT TO

EXCEED THE AMOUNT OF SIX MILLION DOLLARS ($6,000,000) FOR THE PHASE

I LINED LANDFILL EXPANSION OF THE NASHUA FOUR HILLS LANDFILL, TO
INCLUDE ENGINEERING SERVICES

CITY OF NASHUA

In the Year Two Thousand and Nineteen

RESOLVED by the Board of Aldermen of the City of Nashua that the Mayor of the City
of Nashua and the City Treasurer of the City of Nashua are hereby authorized to issue and sell
general obligation bonds of the City, in an aggregate principal not to exceed six million dollars
($6,000,000). The proceeds of said bonds shall be used for the Phase II lined landfill expansion,
including engineering services. Life span of said expansion is ten (10) years.

Pursuant to Nashua City Charter §54-a, this resolution requires a “duly advertised public
hearing”. Also see N.H. RSA 33:9, which requires a 2/3 vote for passage of this resolution.

The bonds shall be general obligations of the City of Nashua, payable as to principal and
interest from ad valorem taxes, which will be levied without limitation as to rate or amount on all
taxable property within the territorial limits of the City of Nashua.

The bonds shall bear the manual or facsimile signature of the City Treasurer and the
Mayor. In accordance with Chapter 91 of the New Hampshire Acts of 2005, bonds issued
pursuant to this resolution shall not require an authenticating certificate of a bank or trust
company doing business in the State of New Hampshire or The Commonwealth of
Massachusetts, or the Commissioner of Revenue Administration.

The bonds are to be issued in fully-registered form by means of a book-entry system or
otherwise and shall have such terms and conditions and be in such form, subject to the provisions
of this resolution and applicable law, as shall be determined by the Mayor and the City
Treasurer.

RESOLVED FURTHER, that the Mayor is authorized to enter into the required
contracts therefor as well as any amendments to be made thereto or any other documentation
necessary for the receipt of said funds.