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Pinamdal Services Diristan

sa THE CITY OF NASHUA “The Gate City’

Prrchasine Department

June 14,2017
REQUEST FOR PROPOSALS

TIRE RECYCLING PROGRAM
RFP1058-062917

The City of Nashua, NH, Division of Public Works, Solid Waste is seeking proposals from
qualified vendors for the pickup and recycling of all types and sizes of all “black rubber” tires

(without rims) from the Four Hills Landfill/Nashua Recycling Center.

The contract award will be for three years, subject to annual budget appropriations and at the

City’s discretion, commencing on or about July 1, 2017 and ending June 30, 2020.

INSTRUCTION TO BIDDERS:

The City is now accepting bids electronically via Bid Express. Please review the attachments,
Bid Express Vendor Guide and Vendor Set-up Guide for more information. If you choose to
submit a paper bid it must be submitted in triplicate (one (1) original and two (2) copies) in
sealed envelopes clearly marked “Four Hills Landfill - Tire Recycling Program”. Regardless
of the method of submission the bid must be received prior to 3:00 pm on Thursday, June 29,
2017. Paper bids must be submitted to the Purchasing Department, 229 Main Street, Room 128,
Nashua NH 03061. Please do not submit an electronic bid and a paper bid. Results showing all
bidders’ identities and their respective bid amounts will be available on our website,
www.nashuanh. gov, under Services; Bid Opportunities; Bid Results. This will also be available

on Bid Express, (Refer to Document RFP1058-062917), within twenty-four (24) hours after the

opening.

IFB1058-062917 FOUR HILLS LANDALL ~ TIRE RECYCLING PROGRAM
229 Main Street » Nashua, New Hampshire O3060 » Phone (603) 589-3330 « Fax (603) 594-3233 1

Delivery of the Bids shall be at the Vendor's expense. The time of receipt shall be considered
when a Bid has been officially documented by the Department, in accordance with its established
policies, as having been received at the location designated above. The City of Nashua accepts
no responsibility for mislabeled mail. Any and all damage that may occur due to shipping shall
be the Vendor’s responsibility.

Postmarks or other timestamps will not be accepted in licu of actual delivery. The firm can use
whatever delivery mechanism it chooses as long as it remains clear that the firm is responsible
for submissions prior to the date and time.

All proposals are binding for ninety (90) days following the deadline for submission of
proposals, or until the effective date of any resulting contract, whichever is later.

The City of Nashua may reject any or all of the bids on any basis and without disclosure of a
reason. The failure to make such a disclosure shall not result in accrual of any right, claim or
cause of action by any unsuccessful participant against the City of Nashua.

The City of Nashua assumes no liability for the payment of costs and expenses incurred by any
bidder in responding to this request for proposals. All proposals become the sole property of the
City of Nashua. This request for proposals is not a contract and alone shall not be interpreted as
such but rather serves as an instrument through which proposals are solicited.

The City of Nashua reserves the right to discontinue the selection process at any time. All
contracts and awards are subject to funding approval. There will be no reimbursement to any
candidate if selection is terminated.

Certificates of Liability and Workmen’s Compensation Insurance must be filed by the successful
contractor prior to commencement of work. Liability limits are as follows:

» General Liability: $1,000,000 per Occurrence $2,000,000 Aggregate
» Motor Vehicle Liability: $1,000,000 Combined Single Limit

*Coverage must include all owned, non-owned and hired vehicles.
The City of Nashua must be named as an additional insured.

Workers’ Compensation Coverage according to Statute of the State of New Hampshire:
$100,000 / $500,000 / $100,000

Ww

A sample of the City’s contract will be provided. Final terms and conditions will be negotiated
between the City and the selected finalist prior to the time of award.

IFB1058-062917 FOUR HILLS LANDFILL ~ TIRE RECYCLING PROGRAM
229 Main Street * Nashua, New Hampshire 03060 * Phone (603) 589-3330 « Fax (603) 594-3233 2

Vendors are encouraged to submit questions via email or via Bid Express; however, the City of
Nashua assumes no liability for assuring accurate/complete email transmission/receipt and is not
responsible to acknowledge receipt.

Inquiries must be submitted in writing no later than Monday, June 19, 2017 at 5:00 pm to:

Sally Hyland
Recycling Coordinator

SallyH@nashuanh.gov
OR

Via Bid Express

If needed, responses to submitted questions will be posted no later than 3:00 PM on Friday, June
23, 2017.

The City of Nashua may reject any or all of the proposals on any basis and without disclosure of
a reason. The failure to make such a disclosure shall not result in accrual of any right, claim or
cause of action by any unsuccessful bidder against the City of Nashua. Pursuant to NRO 3-78
(F), the purchasing manager shall not solicit a bid from a contractor who is in default on the
payment of taxes, licenses or other monies due the city. Therefore, this bid request is void as to

anyone who is in default on said payments.

Thank you,

OO ataetileon «1
mods Lf van
Danielle Greenberg -

City of Nashua ~ Purchasing Agent I
greenbergd@nashuanh. gov

1FB1058~-062917 FOUR HILLS LANDFILL ~ TIRE RECYCLING PROGRAM
229 Main Street « Nashua, New Hampshire 03060 « Phone (603) 589-3330 © Fax (603) 594-3233 3

KEQUEST FOR PROPOSALS
RFP1058-062917

Tire Recycling Program

Approximately 80 to 100 tons of mixed tires are typically generated each year. Response to a
request for pickup must occur within | week of notification. The Solid Waste Department
equipment and staff can be available to load a tractor trailer truck.

Solid Waste Department scale weigh tickets shall be used as the basis for payment, with one ton
equaling two thousand pounds.

The selected vendor shall be required to carry and maintain insurance during the term of the

agreement. General Liability and Auto Liability policies must name the City of Nashua as

an additional insured. Liability limits are as follows:

» Comprehensive General Liability: $1,000,000 per occurrence/$2,000,000
agyregate.
» Motor Vehicle Liability: $1,000,000 combined single limit: coverage must

include all owned, non-owned and hired vehicles.
» Workers’ Compensation: as required by statute/Employers’ Liability,

5100,000/$500,000/$ 100,000

Responses should be on company letterhead with a price per ton, any additional charges, and
contact information (Attachment A) and three references from municipal transfer station
(Attachment B).

1FB1058-062917 FOUR HILLS LANDALL ~ TIRE RECYCLING PROGRAM
229 Main Street « Nashua, New Hampshire 03060 » Phone (603) 589-3330 © Fax (603) 594-3233 4

ATTACHMENT B

REQUEST FOR PROPOSALS
RFP1058-062917

Tire Recycling Program

VENDOR REFERENCES

Provide at least three (3) references from municipal transfer stations. Include the name, title and
phone number for the contact person.

1FB1058-0629017 FOUR HILLS LANDFILL ~ TIRE RECYCLING PROGRAM
229 Main Street « Nashua, New Hampshire 03060 « Phone (603) 589-3330 « Fax (603) 594-3233 6

DATE (MMIDDIYYYY)

——" ®
ACCORD CERTIFICATE OF LIABILITY INSURANCE 7/20/2017

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NCT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).

PRODUCER CONTACT vivian Pinette

FIAI/Cross Insurance FONE ext, (603) 669-3218 (Are, No): (603) 645-4331

1100 Elm Street EMAIL .g: vpinette@ crossagency.com

INSURER(S) AFFORDING COVERAGE NAIC #

Manchester NH 0310601 INSURERA:Centrai Mutuai Ins Co 20230
INSURED INSURER B ‘Massachusetts Bay Ins Co 22306

INSURER C:
Northeast Resource Recovery INSURER D:
2101 Dover Rd INSURER E:
Epsom NH 03234-4147 INSURER F :
COVERAGES CERTIFICATE NUMBER:7/17-10/17 short term REVISION NUMBER:

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,

EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

INSR ADDL |SUBR, POLICY EFF | POLICY EXP
LTR TYPE OF INSURANCE INSD |wvD POLICY NUMBER (MMIDD/VYYY) | (MM/DDIYYYY) LIMITS
X | COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED
A a CLAIMS-MADE [ x | OCCUR PREMISES (Ea occurrence) _| $ 300 , 000
x CLP 9655554 7/12/2017 | 10/1/2017 | MED EXP (Any one person) | $ 5,000
PERSONAL & ADV INJURY | $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000
X | PoLicy FES: Loc PRODUCTS - COMP/OP AGG | $ 2,000,000
OTHER: Hired/borrowed $ 1,000,000
AUTOMOBILE LIABILITY (auccdent MT | s 1,000,000
A ANY AUTO BODILY INJURY (Per person) | $
ALL OWNED SCHEDULED i
AUTOS AUTOS CLP 9655554 7/12/2017 | 10/1/2017 | BODILY INJURY (Per accident) | $
NON-OWNED PROPERTY DAMAGE $
HIRED AUTOS AUTOS (Per accident)
$
X | UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 1,000,000
A EXCESS LIAB CLAIMS-MADE AGGREGATE $ 1,000,000
DED | | RETENTION $ CXS 9655555 7/12/2017 | 10/1/2017 $
WORKERS COMPENSATION x | EER OTH-
AND EMPLOYERS! LIABILITY YIN starute |__| ER
ANY PROPRIETOR/PARTNER/EXECUTIVE [ax | NIA E.L. EACH ACCIDENT $ 500,000
OFFICER/MEMBER EXCLUDED?
B | (Mandatory in NH) WDVD290430 7/12/2017 | 10/1/2017 | EL. DISEASE - EA EMPLOYES $ 500,000
If yes, describe under
DESCRIPTION OF OPERATIONS below State: NH E.L. DISEASE - POLICY LIMIT | $ 500,000

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

Confirmation of Coverage.
required by written contract.

City of Nashua is included as additional insured on General Liability when

CERTIFICATE HOLDER

CANCELLATION

City of Nashua, NH

Risk Management Department
229 Main St

Nashua, NH 03061

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.

AUTHORIZED REPRESENTATIVE

J Schneiderman/DL3 verter te ee

ACORD 25 (2014/01)
INSO025 (901401)

© 1988-2014 ACORD CORPORATION. All rights reserved.

The ACORD name and logo are registered marks of ACORD

THE CITY OF NASHUA “The Gate City’

Financial Services

Purchasing Department

July 27, 2017
Memo #18-015

TO: MAYOR DONCHESS
FINANCE COMMITTEE

SUBJECT: FY18 LANDFILL ENGINEERING SERVICES (VALUE: NOT-TO-EXCEED $80,000)
DEPARTMENT: 168 SOLID WASTE; FUND: SOLID WASTE

Please see the attached communication from Jeff Lafleur, Superintendent Solid Waste Department dated
July 27, 2017 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 Superintendent of the Solid Waste Department, Board of Public Works (July 27, 2017 meeting)
and the Purchasing Department recommend awarding this contract in an amount not-to-exceed $80,000
to Sanborn Head and Associates of Concord, NH

Res PE v OO
: A

Van Koihen
Purchasing Manager

Ce: J LaFleur L Fauteux

229 Main Street e Nashua, New Hampshire 03061 « Phone (603) 589-3330 « Fax (603) 589-3233

To:

From:

Re:

A. Motion:

Attachments:

Discussion:

City of Nashua, Public Works Division

Board of Public Works Meeting Date: July 27, 2017

Jeff Lafleur, Superintendent
Solid Waste Department

Landfill Engineering Services

To approve Sanborn Head and Associates of Concord, NH to perform engineering
services at the City’s landfills for FY18 not to exceed $80,000. Funding will be
through: Department: 168 Solid Waste; Fund: Solid Waste; Account
Classification: 53 Professional and Technical Services.

Sanborn Head and Associates proposed scope of services

Sanborn Head and Associates (SHA) is the City’s primary engineering consultant
for landfill and solid waste related issues, including landfill gas management,
design and construction; groundwater, air and solid waste permitting; capacity
analyses; regulatory representation; and general landfill operations. They review
and prepare documents required by the City’s Title V air emission permit. They
also prepare the annual Greenhouse Gas Emissions report that is required by the
USEPA.

The City also utilizes SHAs Landfill Gas Management Suite (LFGMS) software
program to assist us with monitoring, managing, operating the landfill gas
collection and control system at the Four Hills Landfill. The data collected in
LFGMS is included in tri-annual monitoring reports submitted to NHDES and is
required by the Standard Operating Procedures/Enhanced Monitoring Procedures
Plan approved by NHDES.

As such, they have a thorough understanding of the issues and requirements of the
Four Hills facility and other closed City landfills, and provide consistent, high
quality engineering and consulting services to the department in a timely manner.
They have demonstrated superior abilities relative to regulatory reporting,
permitting, design and construction oversight. Therefore, they are considered a
sole source for these services.

Sanborn Head has provided the required certificate of insurance to accomplish
these services.

The Solid Waste Superintendent and the Environmental Engineer recommend
awarding Sanborn Head and Associates of Concord, NH the contract for these
services.

CONTRACT FOR PROFESSIONAL SERVICES

FY18 ENGINEERING SERVICES
FOR
FOUR HILLS LANDFILL

A CONTRACT BETWEEN

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

SANBORN HEAD, HEAD & ASSOCIATES
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 hereinafter 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
Exhibit C--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.

AG 1 of 3

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.

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.

3. PERIOD OF PERFORMANCE. Professional Engineer shall perform and complete all work within
the time periods set forth and may only be altered by the parties by a 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
Eighty Thousand Dollars ($ 80,000.00 )

which, unless otherwise provided in this contract, shall be paid in accordance with the provisions
of Exhibit B or 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 directly to

City of Nashua, City Hall

Attn: Accounts Payable

229 Main Street

Nashua, NH 03060

Atten: Jeff Lafleur, Superintendent - Solid Waste Department

To facilitate the proper and timely payment of applications, the City of Nashua requires that
all 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.

2. A progress report. The report shall include, for each monthly reporting period, a
description of the work accomplished, problems experienced, upcoming work, any extra
work carried out, and a schedule showing actual expenditures billed for the period,
cumulative total expenditures billed and paid to date under the contract, and a comparison
of cumulative total expenditures billed and paid to the approved budget.

AG 2 of 3