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November 12, 2019 Page 2
20191112 Budget increase Letter.docx

Preparing modified base grades based on elevated groundwater readings;
Meeting with the NHDES regarding Groundwater Demonstration and revised grading;

Preparing calculations, redesigning leachate collection system components, and
compiling a Type II permit modification application at the request of the NHDES based
on the modified Phase III grading;

Updating project quantities for the selected contractor;

Preparing modified perimeter grades to offset additional fill required to construct the
Phase III modified base grades;

Developing a procedure to decommission the I/P Trench and coordinating with the
NHDES;

Meeting with the NHDES to discuss the I/P Trench decommissioning procedure;

Reviewing the contractor’s change order request, preparing a change order review
document, and communicating/coordinating with the City on our review and the City’s
position on select change order items;

Preparing for and attending a meeting with Ward 5 regarding the Phase III construction
project and the Four Hills Landfill in general; and

Providing field CQA services beyond the originally anticipated construction schedule of
16 weeks.

The cost to provide the services above was roughly $60,500 and was billed out of Task 1
CQA Services,

Remaining Scope Items

To complete our Construction Quality Assurance scope of services and to maintain
compliance with the Solid Waste Rules, we still need to complete the following tasks during
the Phase III construction project:

Provide CQA services (approximately 4 more weeks of full-time and part-time coverage
based on the projected construction schedule provided by Charter - see enclosed). The
additional field coverage time that our budget increase assumes for this task is included
in the enclosed schedule and is also summarized below:

a 3 days of full-time coverage for “ramp” subgrade and geosynthetics installation.

o Field visit check-ins once the liner system components are installed “as needed.” For
the purposes of this budget increase, we assume 7 check-ins.

Provide laboratory testing services for soils and geosynthetics;

Prepare for and attend weekly construction meetings - we recommend reducing the
construction meetings to occur bi-weekly [i.e., every other week) to reduce costs
considering the limited amount of work that remains. For the purposes of this budget
increase, we assume there will be 3 more construction meetings;

Prepare bi-weekly construction summaries to NHDES. We assume 3 summaries will be
required for the remainder of the project;

SANBORN i HEAD

November 12, 2019
20191112 Budget Increase Letter.docx

Page 3

w Update the facility’s operating, closure, and financial assurance plans to satisfy permit
conditions; and

a Prepare the CQA Report and Record Drawings for submittal to the NHDES.

Budget Adjustment

The original budget for each task under this scope of services is provided in the table below
along with the proposed adjusted budget that we believe is required to finish out the
Construction Quality Assurance Services project. The proposed adjusted budget is based on
the estimated time commitment required to complete the remaining services described
above in addition to expenses associated with material conformance testing, printing,
mileage, and tolls.

Original Proposed | Proposed
Task Task Description B Budget Adjusted
udget
Increase Budget
1 CQA Services $217,500 $75,500 $293,000
Out of Scope Items & Schedule Extension - $60,500 -
Remaining Field Services - $15,000 -
2 Construction Meetings/Documentation $17,500 $4,200 $21,700
3 CQA Report $20,000 - $20,000
4 Permit Conditions Support - $10,000 $10,000
Total | $255,000 $89,700 $344,700

Based on our discussions with the City, Task 4 was added to separate out the proposed costs
to prepare the documents associated with the Phase HI permit conditions that will be
submitted to the NHDES prior to the Notice of Intent to Operate application. We are not
including the cost to prepare the Financial Assurance Update as that was already budgeted
to be completed under our General Engineering Services agreement.

Acceptance

We understand that acceptance of this budget adjustment will be provided in a City issued
Purchase Order to Sanborn Head for these services.

SANBORN i HEAD

November 12, 2019 Page 4
20191112 Budget Increase Letter.docx

Thank you for the opportunity to be of continued service to the City. We look forward to
working with you on this project. Please contact us should you require additional
information.

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

VYuurd hP>rhor as; Sovihosin.

Edward A. Galvin, P.E. Eric S. Steinhauser, P.E., CPESC, CPSWQ
Project Manager Senior Vice President and Principal
EAG/ESS:eag

Enclosure: Latest contractor construction schedule

P:\3000s\3066.18\Project Control\Budget Increase\20191112 Budget Increase Letter.docx

SANBORN I HEAD

Pretminary Project Sovpe ite - entar La ncho.

Psare St LaNer a tazersca
Haan Aa
7 geen fates Be ne on. ae 1 T ane m ” on tern — 7 a Me Sg ne — H
2 BOY tert Orde Anant Aday Tus 4/9/19 Tun ay9/2d
[2 "wy ereconitrection Actiytiies Uday Wed Af15/13 Wed HBYLD }
31 Gy Lertwratk Constncion User Wed faye Fes2y6si9 |
WE Mebttrerion Sida Wes SAIS ErI7/2E/ }
TW Gy Sot Lecaration and rtacement satay TRAWDAD Wed 7/9/19 !
i 1 By tare baotectole days Fagan ornayyas :
Varvy UrpertsPacasGom pact » $9,642 CY EGdays FATED Has Ib/IP
ia ip Toprsit wit eietion Dida | MONS nana
Pew Ho1 fara raNans 15 days of fult time coverage i
NOL0 Conetyet Mon SAD AAPOTD for geosynthetic installation
AGAU Ceveyn rete Manteciaring: a2 d9 | Mer ASIF Ths IDVTIV 1) metetetnetmititeintaaio i
NIL Mob/Frep leay Fagseeas TOHhD |
Face Sonered Tt Res Te S7Md vong3trey i
Anchas Trench dearth Tun ALAS he 129 j
Perivatar berm ean Mon Vasa Fa 32/6s9 :
Primare Drairage Sa-d Wdare FADS AD Won 12/219. i
i Fical Grading of Crave! Arcess Rod leer Tee tMIy Tue 127819 |
Ley Stomembeans Carstrvrtion Sten Tes serie :
t SecEmE ey BOND Membrane Hemp eI Tor OL :
lecordary Geecsmesrie Sem DAD ica
Secondary Daawage P'pe ana Sand fer Tee IOANIE nIzSe
Gecernthet's Gay Uner (sup) sem Mon LQZI/19 Wed JO/TI/LF
Peary Gon Mer brane Rem Tey iveasy Mase ‘
Provan Graco penis Rens Thu iyeeas FAI
‘arimaty Crastage Pipe ted Stone Gert Maa O/TRIS Ve IANS & i
a Leak Detection Survey Bees Tue ARI Wee 3274/8 oo ‘
ave, ‘SMeremwater Control Mors = Mon asasis Fiaftéfis i
days | Wed 7/519 Frid /afie |
Wrewp 32/1 i
PH Wy Orethead Becta! Tedays Mon SY1AAS Von W261 '
2 GFY By Usilty Trench Comstrvetion Wem Mon pyisyis Sea/osig |
ay vy Foundeuon ceesavition Don Wess Thu Sy5/e i
4 wT sacktO ond undertrerd Pirate ey Fase rnayeyts Assume 7 half-day |
TC soot eorsuvevon Loon Moni Tee srs check ins for ‘
FT Marans Wo? Corttnacion fen Men ieyafia The sayseyis rere remaining work
‘ 1 Cy tepronfUnertoe Comstntven Seas Tua 10/15/19 Von 30/21/29 | "Pranenmmncasmaannsnsstce- :
in By ratsuDrewe UTIoKheE Jer Tua $7279 The sores % ot :
an oy Incertor Set p and Bipicg rem FeiQQyaSti9 en 1OV2BAS : ‘
wn Growt Riser Figes: deny ‘Tue to729ft9 Tue 10/29/19
nd Ugnaye ed eva Tey ‘Wad 10/319 Wed 1/30/19
SF during Etecteicat Seen Fela Tha tai ase san emeemeetes soe
ag Pump Package instalation Sem Faayyis Peo 17/3
Dy Purp tectsteacomm, Sent | Friga/ii9 Tha tree
HS Qy Purp Testing and Commusanrg lem Friqyenig Tue yaaa
“we Gy Demearuasion sem Mon $2/9/29 Tha 12/12/19 ——-
1 1 By svemancarcompieron teny Feb dDeASS Fel 32/13/99 te—----- ~~
we Final Compierion done aIRane MAAROS Taq
Tae 16/14059 |

Charter Contrasting Comper. LS

Page Lot

B\ THE CITY OF NASHUA “the Gate Cy

Administrative Services

Purchasing Department

January 9, 2020
Memo #20-071

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: CONTRACT FOR PHASE II] LANDFILL - CONSTRUCTION CHANGE ORDER #2
(VALUE: $191,271) .
DEPARTMENT: 168 SOLID WASTE; FUND: SOLID WASTE

Please see the attached communication from Jeff Lafleur, Solid Waste Department Superintendent dated
December 19, 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.

The Solid Waste Department Superintendent, Board of Public Works (January 19, 2019 meeting) and the
Purchasing Department recommend the award of Amendment #1 in an amount of $191,271 to Charter
Contracting Company, LLC of Boston, MA.

: Purchasing Manager

Ce: J Lafleur L Fauteux

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

To:

From:

Re:

Attachment:

A. Motion:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: December 19, 2019

Jeff Lafleur, Superintendent
Solid Waste Department

Change Order #2 to contract with Charter Contracting Company, LLC.
Change Order Request

To approve Change Order #2 to the contract with Charter Contracting Company,
LLC of Boston, MA in an amount not to exceed $191,271.44 for the construction
of the Phase III Landfill. Funding will be through Department: 168 Solid Waste;
Fund: Solid Waste; Activity: Phase NI Landfill.

The change order above is a culmination of changes related to the results of a
DES required groundwater separation study that altered the base grades of the
Jandfill from what was originally designed by Sanborn Head and Associates.
These changes resulted in having to bring in more materials to meet the separation
required by the state from groundwater levels. This change order also covers the
added expense of engineering the placement of soils and liner materials to make
sure the requirements were met.

The requested change order of not to exceed $191,271.44 is recommended by the
Superintendent of Solid Waste.

SANBORN ||| HEAD

20 Foundry Street
Building Trust. Engineering Success. Concord, NH 03301
Mr. Jeff Lafleur November 12, 2019
Superintendent File No. 3066.18
Nashua Division of Public Works, Solid Waste Department
840 West Hollis Street Sent via email
Nashua, NH 03062

Re: Change Order Request
Construction Quality Assurance Services — Phase III
City of Nashua Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

Sanborn, Head & Associates, Inc. (Sanborn Head) appreciates the opportunity to be of
continued service to the City of Nashua (City). As we recently discussed, based on the
additional requirements imparted by the New Hampshire Department of Environmental
Services (NHDES) on the Phase Hl construction project and the associated construction
delays, we will exceed the approved budget for the Phase III Construction Quality Assurance
Services project. This letter presents our request for a change to our budget.

Background

Sanborn Head’s original scope of services, described in our proposal dated February 18,
2019, included the following three (3) tasks:

m CQA Services;
» Construction Meetings/Documentation; and
a CQA Report.

However, during construction our scope evolved to include components that were not
anticipated at the time the existing budget was established. In addition, the total length of
the project was increased due to construction and permitting delays. Our original proposal
assumed that construction would take approximately 16 weeks, and as of the date of this
letter, the Phase HI construction project is currently in its 26 week of construction. The
additional time and requests for services require a change to our approved budget.

Additional Services Already Provided

Since submitting the February 2019 proposal, several requests were made that were outside
our Construction Quality Assurance Services agreement. Below is a list of the major
differences that were not reflected in our proposal:

m Preparing narratives, figures, and tables associated with the Groundwater
Demonstration required by Condition 6 of the Phase III permit, dated December 5, 2018;

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

November 12, 2019 Page 2
20191112 Budget Increase Letter.docx

Preparing modified base grades based on elevated groundwater readings;
Meeting with the NHDES regarding Groundwater Demonstration and revised grading;

Preparing calculations, redesigning leachate collection system components, and
compiling a Type II permit modification application at the request of the NHDES based
on the modified Phase III grading;

Updating project quantities for the selected contractor;

Preparing modified perimeter grades to offset additional fill required to construct the
Phase II] modified base grades;

Developing a procedure to decommission the I/P Trench and coordinating with the
NHDES;

Meeting with the NHDES to discuss the I/P Trench decommissioning procedure;

Reviewing the contractor’s change order request, preparing a change order review
document, and communicating/coordinating with the City on our review and the City’s
position on select change order items;

Preparing for and attending a meeting with Ward 5 regarding the Phase III construction
project and the Four Hills Landfill in general; and

Providing field CQA services beyond the originally anticipated construction schedule of
16 weeks.

The cost to provide the services above was roughly $60,500 and was billed out of Task 1
CQA Services.

Remaining Scope Items

To complete our Construction Quality Assurance scope of services and to maintain
compliance with the Solid Waste Rules, we still need to complete the following tasks during
the Phase II] construction project:

Provide CQA services (approximately 4 more weeks of full-time and part-time coverage
based on the projected construction schedule provided by Charter - see enclosed). The
additional field coverage time that our budget increase assumes for this task is included
in the enclosed schedule and is also summarized below:

ao 3 days of full-time coverage for “ramp” subgrade and geosynthetics installation.

a Field visit check-ins once the liner system components are installed “as needed.” For
the purposes of this budget increase, we assume 7 check-ins.

Provide laboratory testing services for soils and geosynthetics;

Prepare for and attend weekly construction meetings - we recommend reducing the
construction meetings to occur bi-weekly (i.e, every other week) to reduce costs
considering the limited amount of work that remains. For the purposes of this budget
increase, we assume there will be 3 more construction meetings;

Prepare bi-weekly construction summaries to NHDES. We assume 3 summaries will be
required for the remainder of the project;

SANBORN i HEAD

November 12, 2019
20191112 Budget Increase Letter.docx

Page 3

a Update the facility's operating, closure, and financial assurance plans to satisfy permit
conditions; and

u Prepare the CQA Report and Record Drawings for submittal to the NHDES.

Budget Adjustment

The original budget for each task under this scope of services is provided in the table below
along with the proposed adjusted budget that we believe is required to finish out the
Construction Quality Assurance Services project. The proposed adjusted budget is based on
the estimated time commitment required to complete the remaining services described
above in addition to expenses associated with material conformance testing, printing,
mileage, and tolls.

Original Proposed | Proposed
Task Task Description B Budget Adjusted
udget
Increase Budget
1 CQA Services $217,500 $75,500 $293,000
Out of Scope Items & Schedule Extension - $60,500 :
Remaining Field Services - $15,000 -
2 Construction Meetings/Documentation $17,500 $4,200 $21,700
3 | CQA Report $20,000 - $20,000
4 Permit Conditions Support - $10,000 $10,000
Total | $255,000 $89,700 $344,700

Based on our discussions with the City, Task 4 was added to separate out the proposed costs
to prepare the documents associated with the Phase III permit conditions that will be
submitted to the NHDES prior to the Notice of Intent to Operate application. We are not
including the cost to prepare the Financial Assurance Update as that was already budgeted
to be completed under our General Engineering Services agreement.

Acceptance

We understand that acceptance of this budget adjustment will be provided in a City issued
Purchase Order to Sanborn Head for these services.

SANBORN i HEAD

November 12, 2019 Page 4
20191112 Budget increase Letter.docx

Thank you for the opportunity to be of continued service to the City. We look forward to
working with you on this project. Please contact us should you require additional
information.

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

Upeuru U4. rab a S Frackasetn

Edward A. Galvin, P.E. Eric S. Steinhauser, P.E., CPESC, CPSWQ
Project Manager Senior Vice President and Principal
EAG/ESS:eag

Enclosure: Latest contractor construction schedule

P:\3000s\3066,18\ Project Contral\Budget Increase\20191112 Budget Increase Letter.docx

SANBORN i HEAD