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Contractor shall record the liner feet and square feet of retroreflective pavement markings

placed. Quantities shall be recorded on a per street basis. Payment is contingent upon submittal
of quantities in a per street format.

Page 39 of 43

Board of Aldermen — 9/26/17 Page 9

estimating health care use by a group of thousands of employees. It’s not like they are doing
anything intentionally. They are trying to come up with the best estimate they can. They are trying to
be reasonable. They don’t want to over appropriate but because we were under, the estimates were
low two years running, 17 more than 16, we increased the appropriation by $3.6 million. In terms of
the Cap that could have equaled the whole Cap. It’s alot of money. But it just didn’t seem
responsible to continue to draw down on the reserve.

Alderman Deane

The amounts that were given to you by those who looked at working rates and what our sum total
estimate was going to be, were those followed? Have you followed?

Mayor Donchess

Yes.
Alderman Deane

| wonder if they were followed previously because you end up having a problem that escalates.

Mayor Donchess

They were.
Alderman Deane

Instead of budgeting, you draw out of reserves to make up the difference so you can maintain these
2.1 percent tax rate increases and a small reduction on fund balance to cover the cost. Down the
road somebody has to be responsible and say we can’t continue to underfund this area and rely
solely on reserves. If you do run into a catastrophic issue and you have no reserves, you have a big
problem.

| think the Mayor has done a great job with all of this. You can only fool yourself by continuing to fund
out of reserves. | am a strong supporter of unassigned fund balance. | know there are a lot of people
in this room that hate bonding. They don’t think it is any good. | don’t really have a problem with
making those down the road pay for a little bit. Why should we use all of today’s cash? Our
unassigned fund balance and the way we have operated has returned dividends on the interest rates
that we pay when we sell our notes. Having the kind of money sitting in the bank and having the
fiscal responsibility that this Board has and the Mayor has has paid dividends. It saves us millions of
dollars in interest, and we're getting a lot of projects done.

Alderman Schoneman

| appreciate the research that Mr. Teeboom did and the Mayor’s answers. | think they both make sense. |
understand some of the shortfall information may have been that Mr. Teeboom had. | understand this is how
we’ve done it before, but the Mayor suggested that we have legal take a look at it. | hope we can do that just
to make sure that we are in compliance with whatever the rule says. | support this, but going forward if that
could be done, | think that would be valuable to the city.

ITEM 632.80 - TEMPORARY PAVEMENT MARKERS
A. SCOPE

This work shall consist of furnishing, placing, and removing temporary pavement markers
(TPMs) at locations shown on the plans or as ordered by the Engineer in accordance with the
latest approved NHDOT Standard Specifications for Road and Bridge Construction, and the
latest approved MUTCD.

B. MATERIALS AND CONSTRUCTION

The Contractor shall furnish all labor, materials, equipment and transportation necessary for the
required placement and removal of TPMs in accordance with the latest approved NHDOT
Standard Specifications for Road and Bridge Construction, and the latest approved MUTCD.

Channelizing Lines: TPMs used in channelizing line applications shall have white one-way retro
reflectors facing traffic.

Lane Lines: TPMs used in lane line applications shall have white one-way or white/red two-way
retro reflectors as specified, with white facing traffic.

Edge Lines: TPMs used in edge line applications shall have one-way reflectors facing traffic, and
which match the existing edge line color.

Center Lines: TPMs used in center line applications shall have yellow two-way reflectors.

C. MEASUREMENT AND PAYMENT

The quantity of Temporary Pavement Markers to be paid for will be the actual number of
temporary pavement markers which have been satisfactorily installed and accepted by the
Engineer, and will be paid for at the contract unit price specified for each. Replacement of
temporary pavement markers that are damaged or removed shall be incidental to original
installation.

Contractor shall record the number of temporary markers installed. Quantities shall be recorded
on a per street basis. Payment is contingent upon submittal of quantities in a per street format.

Page 40 of 43

ITEM 641 —- LOAM AND SEED

A. SCOPE

This work shall consist of furnishing and placing loam to raise the edge of the roadway shoulders
or to reestablish disturbed lawns during activities as shown on plans or as directed by the
Engineer.

B. MATERIALS AND CONSTRUCTION

The Contractor shall furnish all labor, materials, equipment and transportation necessary for the
required placement of loam and seed in accordance with latest approved NHDOT Standard

Specifications for Road and Bridge Construction.

Seed shall be appropriate for lawn application. Seed type and mixture shall be submitted in
advance.

Sunny mix shall be 70% Kentucky Blue; 30% Perennial Rye.

Shade mix shall be 70% Fine Fescue; 30% Perennial Rye.
Loam shall consist of loose friable topsoil with no admixtures of refuse or material toxic to plant
growth. Loam shall be placed matching height of new berm or reset curb and shall blend
smoothly into lawn area without creating puddles. Extra material will be placed to account for
settlement. Seed will be immediately placed. Contractor is responsible to repair low spots and to

establish an acceptable stand of grass throughout loamed areas.

Where appropriate, erosion control matting shall be used to prevent erosion until a full stand of
grass is established.

Seed application rate shall be 10lbs per 1000SF.
C. MEASUREMENT AND PAYMENT

Quantity of Loam and Seed will be paid for by the Cubic Yard of material placed. No payment
will be made for materials delivered but not placed.

Contractor shall record the cubic yard of material placed for each street. Payment is contingent
upon submittal of quantities in a per street format.

Page 41 of 43

ITEM 900 — LIQUID ASPHALT ADJUSTMENT

This item is used when the “NE Average” monthly price for asphalt cement as furnished by the
NHDOT Bureau of Materials and Research differs from the base price contained in the proposal.
The monthly price posted by NHDOT is available in the following web page:

http://www.nh. gov/dot/org/projectdevelopment/construction/documents/MonthlyFuelPricesImpe
rial. pdf

The price adjustment will be based on the percent of asphalt cement in the approved mix
formula(s) in the materials incorporated in the work.

The base price of asphalt cement for this Contract is:

$ 495.00 per ton. (as of January 1, 2021)

The monthly price of asphalt cement will be furnished by the NHDOT Bureau of Materials and
Research on the first business day following the 14th calendar day of each month.

The contract prices of Hot Bituminous Pavement will be paid under the item in the contract. The
price adjustment, as provided herein, upwards or downwards, will be made at the end of each

month in which the work was accomplished as follows:

[Monthly price less the base price] X [approved job mix formula percent of asphalt cement] X
[tons of pavement used].

Page 42 of 43

ITEM 1010.9 - ASPHALT CORES
A. SCOPE

This work shall include cutting 6” diameter cores, filling holes with hot mix asphalt, and
compacting in accordance with provisions in Item 403.11.

Cores will be taken in support of the City Quality Assurance program as directed by the
Engineer.

The Engineer may also direct the Contractor to take cores in certain roadway prior to milling to
verify pavement thickness.

B. MEASUREMENT AND PAYMENT
This item will be measured and paid per each core taken and delivered. Payment shall include

all costs associated with cutting, patching, compacting and delivery of cores ordered by the
Engineer.

Page 43 of 43

City of Nashua

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

March 10, 2021
Memo #21-088

TO: Mayor Donchess
Finance Committee

SUBJECT: Landfill Gas Expansion Engineering in the amount of $27,800 funded from account
Bond: Landfill Gas Expansion

Please see attached communications from Jeff Lafleur, Superintendent of Solid Waste, dated February 25,
2021 for project specific details related to this purchase. Below please find a summary of the purchase
approval request:

Item: Engineering for Landfill Gas Expansion
Value: $27,800
Vendor: Sanborn Head & Associates

Department: 168 Solid Waste
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 DPW Division: Solid Waste, and the Purchasing Department respectfully request your approval of this
contract.

Regards,
Kelly Parkinson

Purchasing Manager

Ce: C O'Connor
J Lafleur

To:

From:

Re:

C. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: February 25, 2021

Jeff Lafleur, Superintendent
Solid Waste Department

Landfill Gas Expansion (Concrete Block Wali Corrective Action)

To approve a contract with Sanborn Head & Associates, Inc. (SHA) CQA and
engineering support services in the amount of $27,800. Funding will be through
Department 168 Solid Waste; Fund: Bond; Activity: Landfill Gas Expansion.

SCS Scope of Services

The City solicited a cost proposal from SHA to provide engineering support and
CQA services during construction of the landfill gas collection system expansion
that specifically addresses fugitive methane emissions along the concrete block
residential setback walls in the Phase II landfill. These services include, but are not
limited to, reviewing contractor submittals for conformance with the plans and
specifications; observing construction in the field (estimated to be up to five
weeks); documenting construction activities and material testing; preparing bi-
weekly construction reports; and, preparing a CQA report and record drawings at
the completion of the project.

SHA is the primary engineering consultant to the Solid Waste Department and
designed the above referenced project. It is the recommendation of the
Superintendent of Solid Waste to accept SHA’s proposal to perform the work listed
above.

CONTRACT FOR PROFESSIONAL SERVICES

2021 LANDFILL GAS EXPANSION
ENGINEERING SERVICES

A CONTRACT BETWEEN

THE CITY OF NASHUA, 229 MAIN STREET, CITY HALL, NASHUA, NH 03060
AND

SANBORN, HEAD &ASSOCIATES, INC.
and its successors, transferees and assignees (together “Professional Engineer”)
NAME AND TITLE OF PROFESSIONAL ENGINEER

20 FOUNDRY STREET, CONCORD, NH 03301

ADDRESS OF PROFESSIONAL ENGINEER

WHEREAS, the City of Nashua, a political subdivision of the State of New Hampshire, from time to
time requires the services of a Professional Engineer ; and

WHEREAS, it is deemed that the services of a Professional Engineer herein specified are both
necessary and desirable and in the best interests of the City of Nashua; and

WHEREAS, Professional Engineer represents they are duly qualified, equipped, staffed, ready, willing
and able to perform and render the services hereafter described;

Now, THEREFORE, in consideration of the agreements herein made, the parties mutually agree as
follows:

1. DOCUMENTS INCORPORATED. The following exhibits are by this reference incorporated herein and are
made part of this contract:

Exhibit A--General Conditions for Contracts
Exhibit B--Scope of Services, Contract Time, Fee Schedule

The Contract represents the entire and integrated agreement between the parties and supersedes prior
negotiations, proposals, representations or agreements, either written or oral. Any other documents which are
not listed in this Article are not part of the Contract.

In the event of a conflict between the terms of the Proposal and the terms of this Agreement, a written change

order and/or fully executed City of Nashua Purchase Order, the terms of this Agreement, the written change
order or the fully executed City of Nashua Purchase Order shall control over the terms of the Proposal.

AG 1 of 3

2. WORK TO BE PERFORMED. Except as otherwise provided in this contract, Professional Engineer shall
furnish all services, equipment, and materials and shall perform all operations necessary and required to carry
out and perform in accordance with the terms and conditions of the contract the work described.

DESCRIPTION OF WORK:

Professional Engineering Services relative to construction quality assurance (CQA) support
services for the Gas Collection and Control System (GCCS) modifications at the Four Hills Landfill
to address surface emissions along the existing concrete block setback walls.

3. PERIOD OF PERFORMANCE. Professional Engineer shall perform and complete all work by June 30, 2021
which date shall only be altered by mutually approved written agreement to extend the period of performance
or by termination in accordance with the terms of the contract. Professional Engineer shall begin performance
upon receipt of an Executed Contract and a valid Purchase Order issued from the City of Nashua.

4, COMPENSATION. Professional Engineer agrees to perform the work for a total cost not to exceed

TWENTY-EIGHT SEVEN HUNDRED DOLLARS _($ 27,800.00)

The Contract Sum shall include all items and services necessary for the proper execution and completion of
the Work.

Unless Professional Engineer has received a written exemption from the City of Nashua, Professional
Engineer shall submit monthly requests for payment for services performed under this agreement in
accordance with the values stated in the Agreement. Such requests shall be supported by such data
substantiating the Professional Engineer’s nght to payment as the City of Nashua may reasonably require.
Professional Engineer shall submit monthly requests for payment for services performed under this agreement
shall be submitted as follows:

» Electronically via email to VendorAPInvoices@NashuaNH.gov

OR
» Paper Copies via US Mail to:
City of Nashua, City Hall
Accounts Payable

229 Main Street
Nashua, NH 03060

Please_do not submit invoices both electronically and paper copy.

In addition, and to facilitate the proper and timely payment of applications, the City of Nashua requires that
all submitted invoices contain a valid PURCHASE ORDER NUMBER.

Requests for payment shall be submitted no later than fifteen (15) days after the end of each month and must
include a detailed summary of the expenditures reported in a form that supports the approved budget.

Specifically, Professional Engineer agrees to provide the following with each request for payment:

1. Appropriate invoice forms. The forms shall include the project purchase order number, a listing
of personnel hours and billing rates, and other expenditures for which payment is sought.

AG 2 of 3