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Exhibit B
Scope of Se vices, Contract Time, Fee Schedule

improve performance and compliance with CMOM requirements. The improvement
plan will identify the specific actions, the anticipated level of effort and a recommend
schedule for each.

The ENGINEER shall meet with the OWNER to review the recommended improvement
plan and the proposed schedule. Appropriate revisions will be made based on the
‘OWNER’s review and comments.

Task C - GIS Update and CMMS Implementation

C.1 GIS Update

ENGINEER will update the City’s GIS environment to incorporate the up to 75 new sewer
system plans to be entered into the system. CDM Smith will acquire information plan and
existing GIS information from the City, incorporate the requested changes, and develop an
updated GIS database in Esri geodatabase format. As part of this process, CDM Smith will
ensure proper system “connectivity” and confirm asset data population for new assets.
CDM Smith will then install the updated GIS data layers on City systems and prepare data
for integration with the City’s WebGIS application and Cartegraph CMMS environment.
Full integration of GIS with CMMS will be completed as part of a separate task.

C.2 Computerized Maintenance Management System {(CMMS)

As part of this program, implementing an asset management and maintenance tracking
program is a critical component to the overall success of the program and development of
O&M and capital projects for the abatement of CSO, SSOs and water quality improvements.
The OWNER has selected Cartegraph as the vendor of choice for its CMMS.

ENGINEER understands that OWNER’s staff has received Cartegraph training and the
CMMS has been installed and configured. Cartegraph has been populated with existing
asset information and the OWNER does capture most corrective work performed on the
system in work orders written against assets. The focus of this task will be to evaluate
procedures and audit data to ensure all corrective work is being captured and to begin the
process of developing a full-fledged preventative maintenance program tracked and
scheduled within Cartegraph.

C.2.1 Map key procedures

ENGINEER will work with OWNER to develop and modify key procedures for
undertaking formalized maintenance programs. Procedures will include:

* Creating and tracking service requests, including receipt points and the flow of the
service request to the creation of a work order

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gmith

Exhibit B
Scope of Services, Contract Time, Fee Schedule

* Corrective maintenance procedures from the point that service request is converted toa
work order and the routing and closing of the work order

¢ Preventative maintenance routing based on asset classification and the OWNER’s range
of assets as well as approval, closure and tracking.

The intent is to create basic work flow that can then be implemented in CMMS to serve as
foundation of the OWNER’s maintenance program.

C.2.2 Prepare inventory data for loading

ENGINEER will prepare a data load file to populate the CMMS with the asset data
developed during the inventory task. It is expected that this will include asset identification
number, locational information, estimated installation date, and specification information
and condition. ENGINEER is including an allowance of 20 hours to develop a load file to
import to the CMMS. Depending on how CMMS has been configured it may not be
possible to load all data developed during data collection phase. ENGINEER’s assumption
is that OWNER’s and Vendor’s staff will be responsible for the import into Cartegraph.

C.2.3 Develop work order coding

The CMMS can be a powerful tool to track the efficiency of the maintenance function as well
as to retain data that will be required for various EPA reports (FOG issues, overflows,
backups, miles of pipe cleaned, # of manholes cleaned, etc.). The focus of this task will be to
review existing coding and to modify, as necessary so that different work types can be easily
differentiated (planned versus unplanned), and the type of problem being addressed as well
as the outcome of the effort. ENGINEER’s assumption is that OWNER’s and Vendor’s staff
will be responsible for the import into Cartegraph.

C.2.4 Identify key preventative maintenance procedures

ENGINEER will work with OWNER to identify 10 to 15 most critical PM tasks that should
be performed to collection system and will assist OWNER in developing job plans for those
activities. The intent is that the job plans can then be assigned to asset classifications with
established frequencies to jump start the OWNER’s preventative maintenance program and
to be consistent with the spirit of the CMOM requirements. ENGINEER’s assumption is
that OWNER’s and Vendor's staff will be responsible for the import into Cartegraph.

C.2.5 Identify key performance metrics and regulatory requirements

ENGINEER will work with the OWNER to develop key performance metrics to track the
efficiency of the maintenance program and to document any existing gaps in resources to
fully perform the maintenance function. Typical metrics include planned to unplanned
work order time, PM backlog, PM’s completed on time, PMs closed without completion,
unplanned equipment downtime, Equipment availability. ENGINEER will work with the

D age 60
Bin nea

Exhibit B
Scope of Services, Contract Time, Fee Schedule

OWNER and the CMMS vendor to develop reports that can be provided to field crews and
utility management regularly (monthly or quarterly depending on metrics and quantity of
work to be performed).

The second aspect of this task will be to identify and develop data and reports that will be
required for regulatory agency reports. These typically include overflows, blockages, FOG
issues, miles of pipe cleaned and # of manholes cleaned. It is assumed that the PM and CM
work plans identified above will include these activities and it is assumed that if the work is
performed by an outside contractor, such as pipe cleaning, it will still be logged as a work
order so it can be tracked for reporting purposes.

ENGINEER’s assumption is that OWNER’s and Vendor's staff will be responsible for the
import into Cartegraph.

Task D - Budget Analysis and Review

ENGINEER will develop financial projections for the sewer utility taking into account
current costs of operation and maintenance, existing capital plans, and existing CSO
requirements and schedules. The baseline expenditures will then be supplemented with
anticipated requirements to comply with the CMOM requirements, including any existing
or anticipated resource deficiencies in terms of labor and equipment, enhanced operations
and maintenance activities, and additional collection system repair and replacement costs.

‘The intent is to develop 20 year projections of sewer utility revenue requirements and rate
requirements for the next five years. The focus of this will be to understand the overall level
of increases that are likely and how to minimize and mitigate any rate spikes. This will
include timing of debt, when additional staff are brought on, how quickly major
maintenance programs are implemented. ENGINEER will build the financial projections
starting from the City’s existing rate model.

Task E- System Wide Operation and Maintenance Plan

ENGINEER will develop a system wide Operation and Maintenance Plan based on the tasks
completed above. The O&M Plan will comply with the requirements of the Permit and will
consist of a detailed list of specific tasks. Elements of the plan will include:

m Sewer Collection System Inspection, Assessment and Maintenance
= Drainage System Inspection, Assessment and Maintenance

= MS4 Compliance

= Infiltration / Inflow Control

= Staff Organization and Training

= Implementation Plan for the Cartegraph Sewer Module

= Annual CIP Items

GDM hn Page 7 of 9

Exhibit B
Scope of Services, Contract Time, Fee Schedule

= Integration with other Citywide programs including Pavement Management, MS4
Compliance, etc.

The Plan will identify what is to be performed and the responsible party for
implementation. The plan will also include any secondary responsibilities that may be
required for proper management.

Task F - Implementation Schedule with Cost Estimates

Engineer will develop an implementation schedule for the Plan developed in Task E. The
Plan will also present a schedule that is both workable for the OWNER and compliant with
the permit. Estimated costs will be developed for each item. Costs will include both
operation and maintenance costs, and capital expenditures.

Task G ~ Preliminary and Final Report
ENGINEER will prepare a Preliminary Report of the work performed in Tasks A through F.

The report will include concise recommendations and actions to move forward with
development and implementation of the full plan as required in the Permit. ENGINEER
will provide 5 hardcopies and an electronic copy of the draft plan to OWNER for review
and will meet with OWNER to discuss the plan and any revisions. ENGINEER will prepare
a Final Report based on the review and comments on the draft report. Ten (10) hardcopies
and an electronic copy of the Final Report will be submitted to OWNER. ,

ENGINEER will assist OWNER in making a presentation to the Board of Aldermen to
present the findings and recommendations of the plan.

2. Contract Time Schedule
The time periods for the performance of ENGINEER's Services are as follows:

The period of service for the professional services described above shall commence upon
execution of this Contract and terminate after the final report deliverable. The final report is
expected to be prepared within one hundred eighty (180) consecutive calendar days
following execution of the Contract. Services and costs provided under this Contract for
professional services are based on execution by June 2016.

3. Fee Schedule, Compensation and Invoicing

Compensation for Services of ENGINEER described in this exhibit will be on the following
basis:

a. For Basic Services as detailed in the scope above, at the salary cost of such services for
employees plus 110 percent of the salary cost for overhead and profit plus actual out-of-
pocket expense costs. Salary cost is defined as the cost of salaries (including sick leave,
vacation, and holiday pay applicable thereto) for time directly chargeable to the project;

CDM age 80
Smith resewers

Exhibit B
Scope of Services, Contract Time, Fee Schedule

plus unemployment, excise, and payroll taxes; and contributions for social security,
employment compensation insurance, retirement benefits, and medical and other group
insurance benefits.

Actual out-of-pocket expense costs are all costs other than salary costs that are incurred
during the progress of the work. The actual out-of-pocket expense costs include: air
fare, automobile rental if required, mileage charges, parking, tolls, tax, meals, lodging,
telephone, printing and reproduction costs, and other miscellaneous costs incurred
specifically for this project.

The charges for rental of field equipment will be at the ENGINEER’s regular rates.

For work done by subcontractor or consultants, at the actual cost to the ENGINEER of
such services plus 5 percent.

The total cost of all Basic Services shall not exceed $199,580.

b. For the purposes of cost control by the City of Nashua, itis agreed that a monthly
review of the estimated amount of services remaining to be accomplished on each of the
above separate services will be made individually for the purpose of determining
whether the remaining services of the ENGINEER will be reduced or whether additional
funds will be obtained.

c. Itis mutually agreed that the ENGINEER has no responsibility or obligation to provide
professional services, the cost of which if billed in accordance with the provisions of this
Agreement, would exceed the aforementioned amount, unless prior written approval
and an increase in funds is provided by the City of Nashua.

d. Itis expressly understood that payments to the ENGINEER are to be made as indicated
above whether or not the services performed are deemed eligible for participation by
funding agencies.

CDM age 90
Smith regowoe

Nashua, New Hampshire
Collection System Operation & Maintenance Plan for Wastewater and Stormwater Drainage Collection Systems

Proposed Project Budget

Cilarnt Project Progect Senior Sanjor Operations Financial
Officer Manager Engineer Engireer Technical Staff Suit Specialist Specialist Admin Total Labor
Task Man-hours Cost
Project Management and Meetings
Froject Management 1 - 8 a 16 aa 34.240
Kickoff Meeting 2 4 4 4 4 4 22 $3,880
Pragresa Meetngs 6 12° 4 B 30 $6,300
Review of Existing Programs . .
Data Collection ‘2 4 16 .4- & 2 4 40 35,530
On-Site Inspection 8 B 18 $2,540
Systan Inventory 4 4 2 20 12 4 oA $9,760
CMOM Checkfist 16 32 1B 4 66 $11,640
Analysis and Retommendstions 16 a2 8 8 a2 a 104 $17,280
Evaluate Computer System Software
» €15 Update ‘ 1B 15) J 6. $7.BbU
CMMS Implementation Strategy 4 20 40 60 _30 30 2 186 $28,170
Budget Analysis and Review
Review astng Budget / Fees 8 4 4 = 24 $4,300
Review CIP and Gperation Neads : 8 24 24 16 72 $10,660
Develop Frojsctions ghd Recommendations 2 a 40° 40 a WE: $18,080
Develop System Wide O&M Tasks 2 18. 32 ‘8 8 Py 16 4 110 $16,660
fotplementation Schedule-and Costa 2 a- 40 20 a a a 4 8B $15,400
Report 3 - ;
Draft Repart 2 18 16 40 B B 24 a a 16 146 $19,480
Review Meel ng 2 -4 = = 4 4 4 18. $3,360
Final Report 1 4 a 16 2 2 8 2 2 a 87 $7,680
Presentatan . -2 4 a 4 a a. $4,840
Subtotal Man-nours 22 188 186 92 6B 164 272 142 144 66 1312 $497,830
Subtotal Direct Labor $4,400 $32,390 $29,400 $3,860 $14,520 $20,780 $24,480 $25,580 $31,690 $4,050
Labor Gost $197,830
Gther Direct Coats Subcontractors
Auto Expense $250 80 Other Dire! Cost $1,760
Coples / Prints $500
CCI Cost Estimating $1,000 Subcontractors $0
Tota! Projact Cost $199,680
Subtotal $1,750 Subtotal 30
Notas;

Prefect Duration 6 months

©) THE CITY OF NASHUA The Cate City’

Financial Services

Purchasing Department

May 26, 2016
Memo #16-750

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: | FEMA HAZARDOUS MITIGATION GRANT — PURCHASING OF SURVEY EQUIPMENT
(VALUE: $54,168)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACTIVITY: FEMA HAZARD MITIGATION $46,600
DEPARTMENT: 160 ADMIN & ENGINEERING; FUND: GENERAL
ACCOUNT CLASSIFICATION: 61 SUPPLIES & MATERIALS $2000
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACTIVITY: SEWER STRUCTURES $5,568

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 Waypoint Technology Group of Albany, NY in an amount of $54,168.

Respectfully,

Purchasing Manager

Ce: S Dookran L Fauteux

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

During a crisis event or system shock, like a disaster declaration or the recent COVID-19 pandemic, it is the government's

responsibility io marshal its resources, channel the efforts of the whale community, and, if necessary, solicit assistance from outside

the jurisdiction. In 2017, iParametrics was awarded a multi-year contract to provide security consulting, including

developing a crisis management plan and training for Mecklenburg County, North Carolina.

CLIENT
Mecklenburg County, NC

REFERENCE
Christopher Daniels
Senior Enterprise Project
Manager

(980) 314-2520
Christopherdaniels@
mecklenburgcountyne.gov

DURATION

2017 - Present

Training: March 2018 -
Present

COVID-19 Response: March
2020 - Present

SITUATION

Covering over 500 square miles and with a population of over [.2 million residents, the County
is home to one of the largest cities in the United States in addition to six smaller townships. The
key to emergency and crisis planning Is to develop a set of processes and procedures that are
used as a guideline for emergency and crisis response. Pre-developed crisis management plans
and associated activites enable community leaders to effectively address a worst-case or long-

term crisis.

TASK

{Parametrics was retained by the County to support the development of an enterprise security
program and facility risk assessment. This was followed by developing a community-wide Crisis
Management and Response Plan to assist the community in the prevention, management, and
resolution of emergency and crisis situations and training to support the plan. We created
in-person training for the Senior Leadership Team while providing a SCORM-compliant online
course for over 6,000 employees to be deployed in the client’s Learning Management System,
In March 2020, we stepped in to assist the County with response to the COVID-19 pandemic
using these tools.

ACTION

Using several workshops with County leadership and staff. we performed a community-

wide crisis management gap analysis using a variety of federal guidance (i.e. The National
Incident Management System, The National Response Framework, etc.), best practices, and the
Emergency Management Accreditation Program (EMAP) and standards. Scenario, Function, and
Capabilities-based planning were then used to generate, compare, and select possible solutions

(Us;

To:

From:

Re:

E. 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

Hazardous Mitigation Grant

To approve the purchase of two Trimble RIO GNSS Network Rovers from Waypoint
Technology Group of Albany, NY in the amount of $54,168.20 Funding will be
through: Department: 169 - Wastewater; Fund: Wastewater, Activity: FEMA Hazard
Mitigation ($46,600); Department: 160 Admin & Engineering; Fund: General; Account
Classification: 61 Supplies & Materials ($2,000.20); Department: 169- Wastewater,
Fund: Wastewater, Activity: Sewer Structures.($5,568).

There is a need for Public Works to first accurately map certain features critical to
operations and then to quickly locate them during times of emergency. These features
include sewer and drain manholes on the interceptors and mains, that run through
properties as well as discharge points along the rivers and streams. These structures
can become covered with vegetative growth and debris making them difficult to find
during times of emergency. Examples of events within the past 18 months where
countless staff and consultant hours were spent trying to locate structures were the
flooding of the North Merrimack River interceptor and the failure of the Northgate
pump station force main.

The City is in receipt of a Hazardous Mitigation Grant and has determined that the best
use of these funds would be for the purchase of survey equipment to aid in locating
and/or recreating our vital infrastructure in the event of an emergency. Aside from the
sewer and drainage structures described above, these mobil GPS units will be used to
quickly locate other infrastructure such as fire hydrants if they become buried under
snow, water, or soil due to various natural disasters as well as re-establishing critical
signs that are displaced. The units will also allow the City to quickly identify various
manholes in close proximity within roadway intersections.

The Trimble R10 GNSS system was selected because it is designed to work more
effectively, no matter how extreme the environment. The new, lighter design is more
balanced, to allow the surveyor to travel farther, faster, and gather data more easily. It
has the advantage over traditional survey equipment in not having to set up in difficult
terrain.

Three quotes for two Trimble R10 GNSS systems were received with results as
follows:

Two Units
Waypoint Technology Group of Albany, NY $54,168.20
Keystone Precision Instruments of Allentown, PA $55,150.75
GPServ, Inc. of Orlando, FL $63,620.00

Waypoint Technology Group is the qualified, low bidder for this purchase.

THE CITY OF NASHUA eee

Financial Services

Purchasing Department

June 9, 2016
Memo #16-151

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: PUMP STATION UPGRADES DESIGN SERVICES — PHASE Il — 30% DESIGN (VALUE:

$479,051)
DEPARTMENT: 169 WASTEWATER; FUND: WASTEWATER
ACTIVITY: PUMP STATION UPGRADES

Please see the attached communication from David Simmons, Wastewater Department Superintendent
dated May 5, 2016 for the information related to this purchase.

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 Wastewater Department Superintendent, Board of Public Works (May 26, 2016) and the Purchasing
Department recommend the award of this contract in an amount of $479,051 to Woodard & Curran of

Portland, ME.

He Ae
. Dan Kadken
Purchasing Manager

Ce: D Simmons L Fauteux

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