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City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

November 9, 2021
Memo #22-186

TO: Mayor Donchess
Finance Committee

SUBJECT: Design & Construction for the DPW Facility Change Order #1 in the amount not to exceed
$40,060 funded from accounts 53107 Architect & Engineering Services

Please see attached communications from Tim Cummings, Director of Economic Development, dated
November 4, 2021 for project specific details related to this purchase. Below please find a summary of the
purchase approval request:

Item: Amendment to HKT agreement to add parking lot design with associated drainage,
filing of an Alteration of Terrain (AOT) Permit for the parking lot and a revision of
the structural system for the new DPW building from steel joists to steel beams.

Value: Original Contract approved under Finance Memo 20-072 on 1/15/20 for $997,204
Change Order #1 $40,060

New Total Contract Value: $1,037,264

Vendor: HKT Architects

Department: 160 Engineering

Source Fund: 53107 Architect & Engineering Services

Ordinance: 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 Board of Public Works (11/4/21 BPW meeting), Division of Public Works: Engineering, Economic
Development Division and the Purchasing Department respectfully request your approval of this contract.

Regards,

Kelly Parkinson
Purchasing Manager

Ce: T Cummings
L Fauteux
C O'Connor

Jim Donchess
Mayor e City of Nashua

To: Board of Aldermen

From: Mayor Jim Donchess

Date: November 9, 2021

Re: Contract Award in excess of $1,000,000 — Change Order #1 for DPW Facility Design

Pursuant to NRO: § 5-74/B: E. Approval by the Finance Committee of a contract award in excess of
$1,000,000 shall be submitted to the full Board of Aldermen at its next regularly scheduled meeting
for final approval prior to award of the contract.

The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the November 17, 2021 meeting and as such | am requesting the full Board of
Alderman approve the following contract:

Item: Change Order #1 for $40,060 which increases the total contract
amount to $1,037,264. Original contract was approved by the
Finance Committee on 1/15/20 in the amount of $997,204.

Value: $1,037,264
Vendor: HKT Architects Inc.
Purchasing Memo#: 22-186 dated November 9, 2021
Contract Term: to project completion
Thank you.

229 Main Street * PO Box 2019 * Nashua, New Hampshire 03061-2019
603.589.3260 * fax 603.594.3450 * NashuaMayor@NashuaNH.gov
www. NashuaNH.gov

The City of Nashua has brought together architects, performing arts center experts, community leaders, arts and
performance organizations, private performance oriented businesses, elected officials, and the broader
community to the conversation. The City and its consultants have produced a report and plan that indicate that
the 201 Main Street Building (formerly Alec's Shoes) would be the best site, and that an audience size of 500-700

is the right fit for the region.

At this time, the City is working through the process of approval for a bond measure for this project. The total
amount of the bond is $15.5 million. This bond will support both purchasing the building, and the construction
and fit up for this modern venue. in addition, project organizers will also have to raise $4 million from private
donations to make the project possibie and most importantly - truly feasible. These private funds will ensure an

endowment that will produce substantial revenue, and offset the cost of ongoing operations of the project.

We, the undersigned, petition the Nashua, NH Board of Aldermen to unanimously vote yes on the passage of
legislation relative to bonding the proposed Performing Arts Center at a meeting of the full Board of Aldermen

at 7 pm on Tuesday, September 12th.

Name: BE Leen, Oercbon - bandh

bon i oo ny f ; .
Home address: fa “Ch ark barra me . ie, Ward Number /

RSA 456-B:1, III, B:2, Il

4 0 ;
Signed and Sworn to (or affirmed) before me on the ae day of sage’ 1 tO AF by

Soy > vw fo vy
BE Liber Carel = brn Ze. (name (s) of persons making statement).

(signature of notarial officer)

(Seal, if any)

Justice of the Peace, State of New Hampshire
Or
Notary Public, State of New Hampshire

My commission expires

as) THE CITY OF NASHUA “The Cate City’

Office of Economic Development

TO: Jim Donchess, Mayor & Michael O’Brien, Chair
FROM: Tim Cummings, Economic Development Director

Date: November 04, 2021

RE: Approval of HKT Contract Amendment for AoT Design Services &
Structural Design Modifications

The enclosed documents requesting an increase in the HKT design contract by $40,060.00, of
which $29,360.00 is for additional scope of work of an Alternation of Terrain (‘AoT”) state
permit. During the Schematic Design phase of the project it was discovered that an AoT permit
is necessary. Going into the project it was not originally contemplated, but as the design of the
project progressed, it became clear this state permit would be necessary. The balance of the
funds requested is going to making structural modifications.

Filing an AoT is a time sensitive proposition it takes approximately a month to put an application
together and the review and approval period taking approximately six months; therefore, to
maintain the timeline it was recommended to use funds currently set aside in the contract for
“construction administration” phase and backfill once the amendment is approved. Without an
AoT permit the project cannot proceed.

THANK YOU.

229 Main Street, Suite 234 * Nashua, New Hampshire 03060 * Phone (603) 589-3106

AMENDMENT TO AGREEMENT

This First Amendment to Agreement is entered into as of this day of
November 2021, by and between CITY OF NASHUA, a municipality in the State of New
Hampshire (hereinafter referred to as City"), and HKT Architects, INC., (hereinafter
referred to as the "Architect") whose address is 24 Roland Street, Charleston, MA 02129.

WHEREAS, City and Architect entered into that certain Professional Architectural
Services related to the Design and Construction Oversite for Division of Public Works
Facility for the Nashua Department of Public Works, dated March 6, 2020 by HKT and
March 11, 2020 by the City of Nashua (the " Agreement” ); and

WHEREAS, both City and Architect desire to amend the Agreement to expand the
scope of services and amend the budget.

NOW THEREFORE, the parties agree as follows:

I. Pursuant to Section 30 of the Agreement "Modification of Contract and Entire
Agreement, " the Agreement is hereby amended to add the additional scope and
amended budget as described in the September 1, 2021 letter and October 14 letter to
Director Lisa Fauteux relative to the Contract Amendment Proposal which is
attached hereto and incorporated fully herein.

2. All other terms of the Agreement remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed, or have caused their properly
authorized representatives to duly execute, this First Amendment to Agreement on the date
and year first above written.

City of Nashua HKT Architects, Inc.

By: James Donchess, Mayor By: Janet M. Slemenda, Principal

Date: Date:

24 Roland Street, Suite 301
Charlestown, MA 02129
T: 617.776.6545

F: 617.776.6678

www. hktarchitects.com

Scope of Work for Contract Amendment #1

September 1, 2021

Lisa Fauteux

Director of Public Works

City of Nashua

9 Riverside Street

Nashua, New Hampshire 03062

Re: Nashua Public Works Project: New Building
Amendment #1: Alteration of Terrain Application

Dear Ms. Fauteux,

At the request of the City of Nashua NH, we are pleased to submit this proposal for
additional work to submit the Alteration of Terrain (AoT) application.

Scope of Work:

Hoyle and Tanner will submit an Alteration of Terrain (AoT) application in
connection with the City of Nashua Department of Public Works (DPW)
Administration Building project.

The site plan for the 25,000 square foot administrative building for the DPW, to be
located at the site of the Nashua Solid Waste Department at 840 West Hollis
Street, includes approximately 150-170 parking spaces and drainage design. This
will require design of the parking lot with the associated drainage and an Alteration
of Terrain (AOT) Permit be filed with NHDES.

The AOT scope includes:
e Site Design: Site Design
o Include all parking spaces, associated drainage, utilities, grading
and green areas.
e Alteration of Terrain Permitting

o Site design and drainage to conform with NHDES regulations.
o Site Specific Soil Survey and Wildlife Assessment letter report.
o Design to include BMP's and construction details, as required.
o File application and address review comments from NHDES.

Assumptions are as follows:

e Design stormwater Best Management Practices (BMPs) to treat
stormwater associated with 25,000 sf building and up to 150-170 space
parking lot.

e Assumes stormwater BMPs will be located on City property and will not
include infiltration or soil permeability testing due to existing regulated site.

e City will provide all pertinent existing information (studies, reports, surveys,
and geotechnical reports, borings, test pits, etc.)

e City will provide any additional existing conditions data, if required.

September 1, 2021
Page 2

e City to pay all permit application fees.
City will provide access to the site.
City will designate a contact person who can act with the client's authority
regarding this Project.

Consultants:
HKT Architects will supervise the work of our civil / site engineering consultant,
Hoyle & Tanner.

Proposed Fee:

The fee for the scope of work listed above is an additional lump sum of $29,360
(twenty-nine thousand three hundred sixty dollars). The fee includes all of the
consultants that have been named herein.

Schedule:
As time is of the essence, this work, with City approval, has already begun and is
currently scheduled to be submitted in September of 2021.

As noted in the original fee proposal, any work that is beyond the scope of work
shall be billed as additional services either on a time and material basis or we will
make an additional proposal with a lump sum fee or not to exceed fee. In no case
will we commence any additional services without your written approval.

If there are additional services that are required by Hoyle Tanner, we will invoice
their costs plus a mark-up of 10%.

We will invoice you monthly and we will bill as a percentage of the completed work.
Payment is due in thirty (30) days of the invoice date.

Very truly yours,
HKT Architects Inc.

| pect Momoade

Janet M. Slemenda, AIA, LEED-AP, Principal

cc: Tim Cummings, City of Nashua
File

file. | \HKT Proyects\22003 Nashua DPW Office Buitding\Administration\Contract + Budget\Additional Services\22003 Amend 1 21-09-01
AoT docx

Scope of Work for Contract Amendment #2

October 14, 2021

Lisa Fauteux

Director of Public Works

City of Nashua

9 Riverside Street

Nashua, New Hampshire 03062

Re: Nashua Public Works Project: New Building
Amendment #2: Structural Revisions

Dear Ms. Fauteux,

At the request of the City of Nashua NH, we are pleased to submit this proposal for
additional work to revise the structural system for the new building. The system is
being revised due to unforeseen delivery issues related to steel joists that would
push out the dates for construction of the building. Thought the costs for steel
beams is higher than the costs of steel joists, the costs to extend the schedule to
secure delivery of joists was deemed unacceptable.

Scope of Work:

Hoyle and Tanner completed a short study for an alternative structural system for
the entire building. The information was then shared with Harvey Construction who
then completed an estimate of costs to change from steel joists to steel beams.
The Harvey estimate of additional costs to make this change along with the
schedule implications was discussed with City officials. The City decided that
though there were some additional costs to the steel, this was a benefit to the
project because of availability and schedule.

After the approval was given by the City, Hoyle & Tanner was formally approved to
revise the documents to a steel beam design. That work is underway.

Consultants:
HKT Architects will supervise the work of our structural engineering consultant,
Hoyle & Tanner.

Proposed Fee:

The fee for the scope of work listed above is an additional! lump sum of $10,700
(ten-thousand seven hundred dollars). The fee includes all of the consultants that
have been named herein.

Schedule:

As time is of the essence, this work, with City approval, has already begun and is
currently scheduled to be completed as part of the construction document
submission.

24 Roland Street, Suite 301
Charlestown, MA 02129

T: 617.776.6545

F: 617.776.6678
www.hktarchitects.com

October 14, 2021
Page 2

As noted in the original fee proposal, any work that is beyond the scope of work
shall be billed as additional services either on a time and material basis or we will
make an additional proposal with a lump sum fee or not to exceed fee. In no case
will we commence any additional services without your written approval.

If there are additional services that are required by Hoyle Tanner, we will invoice
their costs plus a mark-up of 10%.

We will invoice you monthly and we will bill as a percentage of the completed work.
Payment is due in thirty (30) days of the invoice date.

Very truly yours,
HKT Architects Inc.

Janet M. Slemenda, AIA, LEED-AP, Principal

cc: Tim Cummings, City of Nashua
File

file: INHKT Projects\22003 Nashua DPW Office Building\Administration\Contract + Budget\Additional Services\22003 Amend 2 Scope
Letter Structural 21-10-14 docx