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Bullding Trust. Engineering Success.
Mr. Jeff Lafleur
Superintendent
Nashua Division of Public Works, Solid Waste Department
840 West Hollis Street
Nashua, NH 03062
Re: Change Order Request
General Engineering Services (FY 2021}
City of Nashua Four Hills Landfill
Nashua, New Hampshire
Dear Jeff:
20 Foundry Street
Concord, NH 03301
January 19, 2021
File No. 3066.20
Sent via email
Sanborn, Head & Associates, Inc. (Sanborn Head) appreciates the opportunity to be of
continued service to the City of Nashua (City). As we recently discussed, the extent of
engineering services required by the New Hampshire Department of Environmental Services
(NHDES} related to the City’s groundwater management and air permits in Fiscal Year (FY}
2021 is great that required in years past. Based on the level of effort already provided, we
anticipate exceeding the approved FY 2021 general engineering services budget. This letter
presents our request for a change to the FY 2021 general engineering services budget.
Services Already Provided
Since the beginning of FY 2021, multiple requests were made by the NHDES that are beyond
that of a typical year. Below is a list of the major scope items that were not reflected in our
proposal that have either been completed or are in progress:
=» Preparing the Four Hills July 2020 Letter Report;
=» Renewing the Old Nashua Groundwater Management Permit (GMP);
=» Managing data associated with the Old Nashua, Shady Lane, and Roussel Park sites;
=» Renewing the Shady Lane GMP;
=» Renewing the Roussel Park GMP;
=x Completing NMOC Tier 2 sampling and preparing the NMOC Tier 2 Test Report;
« Renewing the Four Hills Title V Air Permit;
s Participating in discussions and conference calls related to proposed changes in the
NHDES RTAP regulations; and
« Updating the air dispersion model to include Phase III.
SANBORN, HEAD & ASSOCIATES, INC.
ww wsanbornhead.com
January 15, 2021 Page 2
20210119 Budget Increase Letter.docx
Remaining Scope Items
To complete our FY 2021 general engineering services scope and to maintain compliance
with the Solid Waste Rules, we still need to complete the following tasks:
® Renew the Four Hills GMP;
a Prepare the Four Hills Annual Groundwater Report;
« Prepare the Four Hills April 2021 Data Transmittal;
« Prepare the Federal Greenhouse Gas Report;
m Prepare the Annual Air Emissions Inventory;
= Prepare the Annual NMOC Emission Rate Report;
=» Review/comment on the draft Title V Operating Permit;
s Update the Financial Assurance Plan; and
« Update the facility Stormwater Pollution & Prevention Plan.
Budget Adjustment
Based on the remaining scope items, we propose that the City increase the FY 2021 general
engineering PO by $31,000. This increase to the budget is based on the estimated time
commitment required to complete the remaining services described above in addition to
expenses.
Acceptance
We understand that acceptance of this budget adjustment will be provided in a City issued
Purchase Order to Sanborn Head for these services.
Thank you for the opportunity to be of continued service to the City. We look forward to
continuing to work with you on this project. Please contact us should you require additional
information.
Very truly yours,
SANBORN, HEAD & ASSOCIATES, INC.
YWi-d A P>rcber AS, ovdbette.
Edward A, Galvin, P.E. Eric S. Steinhauser, P.E., CPESC, CPSWQ
Project Manager Senior Vice President
EAG/ESS:eag
P:\3000s\3066.20' Project Control\ Budget Increase\20210119 Budget Increase Letter.docx
SANBORN i HEAD
AMENDMENT NO. 1
TO
AGREEMENT BETWEEN
CITY OF NASHUA, NEW HAMPSHIRE
AND
SANBORN, HEAD & ASSOCIATES, INC.FOR
PROFESSIONAL ENGINEERING SERVICES
This AMENDMENT No.1 made the day of , 2021,
by and between The City of Nashua, New Hampshire, (hereinafter called OWNER),
and Sanborn, Head &Associates, Inc. (hereinafter called ENGINEER).
WHEREAS, an AGREEMENT was entered into on September 11, 2019 between the OWNER
and ENGINEER, which AGREEMENT is entitled “Engineering Services for the Four Hills
Landfill.”
hereinafter referred to as AGREEMENT.
WHEREAS, the ENGINEER is requesting supplementary funds to perform additional
engineering services due to additional requests made by NHDES that included City of Nashua
permits expiring and some testing which must be done every five years. Scope of Work in
accordance with attached EXHIBIT A Sanborn, Head, and Associates, Inc. proposal
dated January 19, 2021, and as OWNER'S budget appropriations allow.
Payment will be made in accordance with the original agreement based on hours and rates by
labor category with mark-up and incidental expenses in accordance with the attached fee, as
modified for this amendment.
NOW, THEREFORE, in consideration of said AGREEMENT and other good and valuable
considerations, it is hereby agreed and acknowledged by and between OWNER and ENGINEER
to amend the AGREEMENT, as follows:
The AGREEMENT shall be amended to include this Amendment, a copy of which shall be
attached thereto and made a part thereof.
COMPENSATION:
Professional Engineer agrees to perform the work, in accordance with attached EXHIBIT A,
for a total cost not to exceed
THIRTY-ONE THOUSAND and 00/100 DOLLARS ($31,000)
IN WITNESS WHEREOF, the parties hereto have made and executed this AMENDMENT to
said AGREEMENT as of the day and year first above written.
City of Nashua, NH (signature) Sanborn Head and Associates
(signature)
James Donchess, Mayor
Date Date
SANBORN | HEAD EXHIBIT A
| 20 Foundry Street
2 Sullding Trust. Engineering Success. Concord, NH 03301
Mr. Jeff Lafleur January 19, 2021
Superintendent File No. 3066.20
Nashua Division of Public Works, Solid Waste Department
840 West Hollis Street Sent via email
Nashua, NH 03062
Re: Change Order Request
General Engineering Services (FY 2021)
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, the extent of
engineering services required by the New Hampshire Department of Environmental Services
(NHDES) related to the City’s groundwater management and air permits in Fiscal Year (FY)
2021 is great that required in years past. Based on the level of effort already provided, we
anticipate exceeding the approved FY 2021 general engineering services budget. This letter
presents our request for a change to the FY 2021 general engineering services budget.
Services Already Provided
Since the beginning of FY 2021, multiple requests were made by the NHDES that are beyond
that of a typical year. Below is a list of the major scope items that were not reflected in our
proposal that have either been completed or are in progress:
« Preparing the Four Hills July 2020 Letter Report;
= Renewing the Old Nashua Groundwater Management Permit (GMP);
=» Managing data associated with the Old Nashua, Shady Lane, and Roussel Park sites;
» Renewing the Shady Lance GMP;
a Renewing the Roussel Park GMP;
a Completing NMOC Tier 2 sampling and preparing the NMOC Tier 2 Test Report;
s Renewing the Four Hills Title V Air Permit;
« Participating in discussions and conference calls related to proposed changes in the
NHDES RTAP regulations; and
m Updating the air dispersion model to include Phase III.
SANBORN, HEAD & ASSOCIATES, INC. wwessanbornhead.coam
January 19, 2021 Page 2
20210119 Budget Increase Letter.dacx
Remaining Scope Items
To complete our FY 2021 general engineering services scope and to maintain compliance
with the Solid Waste Rules, we still need to complete the following tasks:
m Renew the Four Hills GMP;
m Prepare the Four Hills Annual Groundwater Report;
ms Prepare the Four Hills April 2021 Data Transmittal;
= Prepare the Federal Greenhouse Gas Report;
« Prepare the Annual Air Emissions Inventory;
= Prepare the Annual NMOC Emission Rate Report;
= Review/comment on the draft Title V Operating Permit;
= Update the Financial Assurance Plan; and
=» Update the facility Stormwater Pollution & Prevention Plan.
Budget Adjustment
Based on the remaining scope items, we propose that the City increase the FY 2021 general
engineering PO by $31,000. This increase to the budget is based on the estimated time
commitment required to complete the remaining services described above in addition to
expenses.
Acceptance
We understand that acceptance of this budget adjustment will be provided in a City issued
Purchase Order to Sanborn Head for these services.
Thank you for the opportunity to be of continued service to the City. We look forward to
continuing to work with you on this project. Please contact us should you require additional
information.
Very truly yours,
SANBORN, HEAD & ASSOCIATES, INC.
o re /
Edward A. Galvin, P.E. Eric 8. Steinhauser, P.E., CPESC, CPSWQ
Project Manager Senior Vice President
EAG/ESS:eag
P:\3000s\3066,20\ Project Control\ Budget Increase\20210119 Budget Increase Letter.docx
SANBORN i HEAD
City of Nashua
Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233
February 24, 2021
Memo #21-81
TO: Mayor Donchess
Finance Committee
SUBJECT: Multi Year Software Maintenance Agreement in the amount of $4860 funded from
account General Fund Prior Year Escrow, 54407 Software Maintenance
Please see attached communications from Bruce Codagnone, CIO/IT Director, dated February 12, 2021 for
project specific details related to this purchase. Below please find a summary of the purchase approval
request:
Item: Logic Monitor IT infrastructure monitoring; The Logic Monitor Collector is an
application that uses standard monitoring protocols to intelligently monitor
devices within our infrastructure.
Value: $4,860 annually for 3-years
Vendor: Logic Monitor
Department: 122 Information Technology
Source Fund: 54407 Software Maintenance, General Fund
Ordinance: Pursuant to NRO § 5-74/B: A contract that extends from the current fiscal year
into succeeding fiscal year(s) in which no funds have been appropriated nor
otherwise designated for this purpose shall be approved by the full Board of
Aldermen before the contract shall become binding on the City.
The Administrative Services Division: Information Technology Department, and the Purchasing Department
respectfully request your approval of this contract.
Regards,
Kelly Parkinson
Purchasing Manager
Cc: K Kleiner
B Codagnone
Jim Donchess
Mayor e City of Nashua
To: Board of Aldermen
From: Mayor Jim Donchess
Date: February 24, 2021
Re: Multi-Year Contract Award — 3-Year Software Maintenance for Logic Monitor
Pursuant to NRO: § 5-74/B: A contract that extends from the current fiscal year into succeeding
fiscal year(s) in which no funds have been appropriated nor otherwise designated for this purpose
shall be approved by the full Board of Aldermen before the contract shall become binding on the
City.
The Finance Committee has approved and placed on file the notification of the award of the
referenced contract at the March 2, 2021 meeting and as such | am requesting the full Board of
Alderman approve the following contract:
Item: Software Maintenance 3 Year agreement with Logic Monitor
Value: Annually $4,860 for 3 years for a total of $14,580
Vendor: Logic Monitor
Purchasing Memo#: 21-081 dated February 24, 2021
Contract Term: 3 Years
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
City of Nashua
Information Technology Department (603) 589-3300
Administrative Services Division Fax (603) 594-3434
229 Main Street - Nashua, NH 03060
To: Mayor Donchess
Board of Aldermen
Date: February 12, 2021
Re: Software Maintenance Renewal
This request is for the 3-year renewal required for the continued operation of LogicMonitor.
Funding is General Fund-Prior Year Encumbrance -Software Maintenance 22.1010 - 54407. Req#
69528.
Frucek Codagnone
Bruce Codagnone
ClO / IT Director
Ce: K. Kleiner
K. Parkinson
