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SANBORN i HEAD

Bullding Trust. Engineering Success.

Mr. Jeff Lafleur April 21, 2016
Superintendent File No. 3066.06
Nashua Division of Public Works, Solid Waste Department

840 West Hollis Street Sent via email

Nashua, NH 03062

Re: Additional GCCS Related Services
City of Nashua Four Hills Landfill
Nashua, New Hampshire

Dear Jeff:

Sanborn, Head & Associates, Inc. (Sanborn Head) appreciates the opportunity to revise our
proposed scope of engineering services to the City of Nashua (City) relative to the Four
Hills Landfill. The scope of services presented herein is based on communication with the
City regarding additional gas collection and control system (GCCS) related services to be
completed by Sanborn Head for the City during FY 2016 and FY 2017.

SCOPE OF SERVICES
Task 1 Phases I and IIGCCS Assessment

For this task, Sanborn Head will perform an assessment of the condition and operation of
the GCCS in the closed, unlined landfill as well as Phases | and II of the active, lined landfill.
The assessment will include the following:

m Using LFGMS, Sanborn Head will review recent wellfield data collected by the City;

a Schedule a two-day site visit to meet with City personnel to better understand current
on-site GCCS monitoring practices and procedures. As part of the site visit, we would
perform:

a A visual inspection of GCCS components (e.g, wellheads/ports, boot seals,
lateral/vacuum lines, etc.);
o A landfill cover integrity assessment;
o Gas well monitoring/data collection as necessary after initial wellfield data review;
and
GCCS and landiill cover surface emissions monitoring at locations identified during

wellfield data review and site visit:

CI

= Review data collected during the site visit; and

= Prepare a GCCS assessment report. The report will summarize our findings and present
our recommendations for corrective actions to improve wellfield performance.

SANBORN, HEAD & ASSOCIATES, INC. wwwosanbornhead.com

tie
ian

April 21 2016 Page 2
20160421 Ph Il Stage I LFG Proposal (revised).docx 3066.06

Task 2 Dewatering System Conceptual Design

For Task 2, Sanborn Head will prepare a conceptual design and an opinion of cost for
removing liquid from LFG extraction wells in the closed, unlined landfill as well as Phases |
and II of the active, lined landfill. We understand that the City will be providing liquid level
measurements from the existing LFG wells for our review. We envision that the liquid
removal system will be composed of a series of submersible, air-powered pumps installed
in the wells and connected to force main pipes that discharge to leachate collection system
(LCS) risers along the perimeter of the lined landfill. Considering the number of wells
(some of which may be replaced or extended as the active landfill is filled) and the potential
volume of liquid to be removed, a manifold system with quick disconnects will be designed
to provide compressed air to the pumps and connections to a drain for the pump discharge.
The design will include a dedicated pump for each well.

As part of this task, Sanborn Head will evaluate the existing air compressor located at the
Landfill Gas-to-Energy (LFGTE) facility to assess its potential in supporting the dewatering
system. The evaluation will include the air compressor and air drier (needed to limit
potential for freezing of the distribution lines), and power requirements for the electrical
equipment.

The conceptual design of the dewatering system will be presented on engineering drawings
provided electronically to the City. The engineering drawings will illustrate the air
compressor and drier layout, the manifold systems for the compressed air and liquid
discharge lines, and details that depict the pipe installation and connection details. In
addition, the design will include modifications to the LCS risers and to the well risers to
accommodate the following components: (i) LFG contro! wellhead; (ii) liquid removal
pump; and (iii) pneumatic liquid head monitor. The pneumatic liquid head monitor
provides a means to measure the head of liquid in the extraction well without disabling the
extraction or pumping system. Technical specifications for materials and equipment will
be presented on the engineering drawings, and an opinion of cost based on the conceptual
design will be provided to the City.

We propose a conference call with the City as part of this task to discuss the design of the
dewatering system, opinion of cost, and steps for moving forward should the City elect to
proceed.

Task 3 GCCS Expansion in Phase Il, Stage II

Under this task, Sanborn Head will work with the City to design the next expansion to the
GCCS in Phase H, Stage II of the active landfill. We understand, based on discussions with
you, that the design is likely to include six new LFG collection trenches, one surface LFG
collection trench, and associated lateral conveyance piping and connections to the existing
GCCS. We anticipate our services to include the preparation of construction-level
drawings, technical specifications, bid item definitions, an opinion of cost for the project,
and a New Hampshire Department of Environmental Services (NHDES) Type II Permit
Modification application form with a narrative describing the proposed construction. The

drawings will be signed and sealed by a professional engineer licensed in the State of New

SANBORN ||| HEAD

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E

April 21 2016 Page 3
20160421 Ph Il Stage Il LFG Proposal (revised).docx 3066.06

Hampshire. The documents will be provided to the City in Adobe Acrobat (i.e., *.pdf)
format.

Task 4 Bid and Construction Phase Services

Sanborn Head understands that the City will prepare and issue bid documents for the
project. However, during the bidding process, a Sanborn Head representative will prepare
for and attend the pre-bid meeting. We understand that the City will prepare the meeting
minutes. Sanborn Head will also assist the City in addressing written questions from the
bidders.

Prior to initiating construction, a Sanborn Head representative will prepare for and attend
the pre-construction meeting. We understand that the City will prepare the meeting
minutes. During construction, Sanborn Head will provide limited observation services (i.e.,
observations limited to installation of critical components) and engineering support
services during construction of the GCCS Expansion in Phase II, Stage II We anticipate our
services to include the following:

« Reviewing Contractor's submittals and answer questions regarding design intent,
materials, and material testing;

= Observing the Contractor's work to evaluate it for conformance with the construction
documents;

= Addressing Contractor's questions; and

a Documenting the progress of the Contractor's work through Daily Field Reports.

Sanborn Head will provide a representative to observe and document the installation of
critical GCCS components for conformance with the drawings and technical specifications
and prepare the required field logs. In addition, Sanborn Head’s representative will
observe pipe pressure testing, HDPE pipe welds, pipe connections into the existing system,
and final weil connections, performed by the Contractor.

It is our understanding that the City will observe and document the installation of the
surface collectors, and the header and lateral pipe trenching. The as-built survey of
completed features will be performed by others and will be provided to Sanborn Head in an
electronic format (i.e., dwg).

For budgeting purposes, we assume that the construction observation will be completed
over seven (14) days, and that our representative will be on-site part time (80 hours total)
during this period. Our observations will be limited to installation of critical components.

Following the completion of the construction, and as required by the NHDES, we will
prepare a report that documents the construction work performed. The report will
address the construction activities observed, test results, and variations in construction
relative to the drawings and specifications, if any. The report also will include record
drawings, photographs, and field test data. The statements presented in the report will be
limited to the extent of our observations and our review of submittals and test results. The

q

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20160421 Phil Stage 1 LFG Proposal (revised}.docx 3066.06

report will be signed and sealed by a professional engineer licensed in the State of New
Hampshire. Paper copies and an Adobe Acrobat (i.e., *.pdf} electronic copy of the report
will be issued to the City.

BUDGET ESTIMATE AND BASIS OF BILLINGS
The total estimated budget for this proposal is $45,000 as itemized below:

ee Estimated
Task | Task Description Budget
1 Phases I and II GCCS Assessment $6,000
2 Dewatering System Conceptual Design $10,000
3___| GCCS Expansion in Phase I, Stage I $12,000
4 Construction Observation Services $17,000

We will invoice for our services based on actual accrued time and expenses in accordance
with the attached Schedule of Fees. We will not perform services beyond those defined
herein without first receiving written authorization from the City. Our City-specific
Schedule of Fees is enclosed for your information.

SCHEDULE

Sanborn Head is available to begin working on this project following written authorization
to proceed from the City.

TERMS OF ENGAGEMENT / ACCEPTANCE

CLOSING

Thank you for the opportunity to submit this scope of services. 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.

AS Seatheuen.

Eric S. Steinhauser, P.E., CPESC, CPSWQ
Senior Project Director

RLC/ESS/DEA/LLD:rlc/lld
Enclosed: Schedule of Fees

P:\3000s\3066.06\ Project Control\ Phase IL Stage Il LFG Proposal\20160421 Ph I Stage (f LFG Proposal (revised}.docx

SANBORN //]| HEAD

4
Building Trust. Engineering Success.

SANBORN i HEAD

SANBORN, HEAD & ASSOCIATES, INC.

2015 Schedule of Fees
City of Nashua, NH
Senior Vice President $194
Vice President $184
Project Director $173
Senior Project Manager $148
Project Manager $138
Senior Engineer/Geologist $120
Project Engineer/Geologist $112
Engineer/Geologist $102
Supervising Technician $92
Senior Engineering Technician $83
Engineering Technician $77
Support Staff $66
Subcontractors and Outside Services Cost plus 10%
Other Direct Expenses Cost plus 10%

Hourly rates will be charged for time worked on the project and for the time required for
travel between the office and the meeting or project site. Local travel will be at IRS allowed
rates.

Overtime hours will be charged using the hourly rates listed above.

Hourly rates for expert witness testimony, including preparation time, and other special
services such as corporate acquisition due diligence studies that generally require a

dedicated commitment of senior staff, will be provided upon request.

Sanborn, Head & Associates, Inc. reserves the right to revise this Schedule of Fees annually.

P:\3000s\3066.05\ Project Control\SWCSA Std-2015 (Nashua}.docx

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

THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Departuent

May 26, 2016
Memo #16-143

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | CASTINGS PURCHASE FOR THE 2016 STREET PAVING PROGRAM (VALUE:
$57,536)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACTIVITY: SEWER STRUCTURES

Please see the attached communication from Steven Dookran, P.E., City Engineer, dated May 26, 2016
for information related to this purchase.

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 City Engineer, Board of Public Works (May 26, 2016) and the Purchasing Department recommend
the award of this purchase to EJ Prescott, Inc. of Concord, NH in an amount of $57,536.

Respectfully,

Vr Lb
~ Dan Kooken

Purchasing Manager

Ce: S Dookran L Fauteux

229 Main Street « Nashua, New Hampshire 03061 * Phone (603) 589-3330 e Fax (603) 589-3344

To:

From:

Re:

B. Motion:

Discussion:

City of Nashua, Public Works Division
Board of Public Works Meeting Date: May 26, 2016

Stephen Dookran, P.E., City Engineer
Engineering Department

2016 Street Paving Program — Castings

To approve the purchase of manhole and catch basin castings from EJ Prescott, Inc.
of Concord, NH in the amount of $57,535.70. Funding will be through: Department:
169 Wastewater; Fund: Wastewater; Activity: Sewer Structures

The 2016 Paving Program includes the work of replacing all broken and obsolete
manhole and catch basin castings. In order to keep costs low, the paving contract
specifies that the castings will be supplied by the City. This approval is for the
purchase of 70 catch basin frames and grates and 180 manhole frames and covers
meeting DPW specifications to be installed by the 2016 Street Paving Program
contract awarded to Brox Industries.

Three bids were received with results as follows:

EJ Prescott, Inc. of Concord, NH $57,535.70
Vellano Corporation of Raymond, NH $64,950.00
Ferguson Waterworks, Inc. of Raymond, NH $67,822.50

EJ Prescott, Inc. is the qualified, low bidder for this purchase.

item No.

Quantity

180
140
40
40
20
10

76

nit

EA

EA

EA

EA

EA

EA

City of Nashua

DPW - Engineering Department

2016 Street Paving Program

DESCRIPTION

Manhole Frames with 6" Rise

Sewer Manhole Covers with Raised Letters
"SEWER".

Drain Manhole Covers with Raised Letters
"DRAIN".

4 Flange Catch Basin Frames with 4” Rise
3 Flange Calch Basin Frames with 4” Rise
3 Flange Catch Sasin Frames with 8" Rise

Catch Basin Grates

Dollars and Cents

“All units shall be US products.

“All units shall be Heavy Duty.

REFERENCE NO,

200611
200628
200627
§32111
532113
532013

532031

TOTAL BID PRICE

Unit Price Total Price
$112.63 $20,273.40
$136.94 $19,157.60
$136.84 $5,473.60
$105.26 $4,210.40
$105.26 $2,105.20
$115.79 $1,157.90

$73.68 $5,157.60
$57,535.70

"Prices are to be quoted FOB delivered to the City of Nashua laydown yard at 6 Riverside St, Nashua, NH 03062.

“Delivery will be required within ten (10} days after issuance of Purchase Order.

“Shop Drawings and Certificates of Compliance will be required.

Supplier:

Authorized Signature:

Date:

ES Prescott

be Con) pe

SIG/|o
a}

04/28/2016 07:30 PAX The Vellano Corp 0001/0001

Clty of Nashua
DPW - Engineering Department
2016 Street Paving Program

Item No. Quantity Units DESCRIPTION REFERENCE NO. Unit Price Total Price
1 180 EA Manhole Frames with 6" Rise 200617 $130.00 $23,400.00
2 440 EA Sewer Manhole Covers with Raised Letters 200828 $152.00 $21,280.00

SEWER”,
3 40 EA Drain Manhole Covers win Raised Letters 200627 $452.00 56.080.00
DRAIN
4 40 EA 4 Flange Catch Basin Frames with 4” Rise 532111 $123.00 $4,920 00
5 20 EA 3 Flange Catch Basin Frames with 4” Rise 632113 $116.00 $2,320 00
8 10 EA 3 Flange Catch Gasin Frames with 8" Rise §32013 $142.00 $1,420.00
7 70 EA Catch Basin Grates 532031 $79.00 $5,530.00
TOTAL BID PRICE $64,950.00

ree

Dollars and Cents

“Ail units shall be US products.

“All units shall be Heavy Duty.

*Prices are to be quoted FOB delivered to the City of Nashua laydown yard at 6 Riverside St, Nashua, NH 03062
“Delivery will be required within ten (10) days after issuance of Purchase Order.

“Shop Drawings and Certificates of Compliance will be required,

Supptier: (/e age Corpor + é\ Rumond
Authorized Signature: ZB \fiige

oor Apa on”. dole

> ee leeleaterintes @ mel ay we PROPOSAL FOR THE CITY OF NASHUA
: — ARPA ADMINISTRATIVE SERVICES

PROGRAM CLOSEOUT

Our team plans cur clients’ programs with the end in mind. We have the ability and experience to provide exemplary project
management services and will be responsible for preparing and ensuring that all closeout paperwork, information, and data is properly
accounted for and stored throughout the life of the projects as required. We understand that preparation for an error-free closeout
starts at the beginning of every project.

We have extensive experience in monitoring and compliance for .
several federal funding streams including CARES Act, HUD, and

FEMA funding, and we will apply that knowledge when supporting the ENSURING COMPLIANCE AND
City of Nashua to develop procedures and checklists to facilitate MINIMIZING COSTS
compliant closeout of each application. As each applicant approaches
closeout. our Case Management Team will perform a comprehensive

Our compliance framework provides an assurance that each
. _ project file “tells the story" and is preserved in the
compliance review and reconciliation to ensure that all required iParametrics AGMS, in an audit-ready, fully compliane file.

information and documentation has been properly catalogued in
accordance with federal funder, state, and program standards.

If the US Treasury requires 1099 forms be distributed to recipients of funds, our team will distribute 1099's at year end as part of
closeout. Using data tracked in the iParametrics GMS System, we can easily aggregate the total amount of funding released to each
applicant, allowing us to deliver one 1099 per recipient.

When all applications have been closed, our team will support the City of Nashua to prepare final prograrn closeout documentation
in compliance with applicable federal closeout requirements. After program closeout, cur skilled project management team will assist
City of Nashua in conducting after action reviews, documenting lessons learned and best practices and archiving organizational
process assets like checklists and standard operating procedures,

OTHER ARPA RELATED SERVICES

The iParametrics team understands that the City of Nashua may not only be interested in running grant programs but look to expend
funds on revenue loss, eligible infrastructure projects, or in one of the areas noted below:

és & & ff

Equity-Focused Public and Safety Public Housing
Investments Justice Health
HE (39)
ics La >
Water/Sewer Broadband/ Teourismm/Travel/ Small Business
infrastructure Connectivity Hospitality Assistance

Our team will work callaboratively with the City of Nashua to develop a high-quality funding strategy. We will effectively document
and collaboration on various funding opportunities to ensure that you meet your goals.

PAGE 29