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Finance Committee - 05/06/2020 Page 3

and the State have indicated we will be reimbursed 100% for this expense. It was required right away that’s
why it is categorized as an emergency. Is there any discussion or questions?

Alderwoman Kelly

| am just interested in what happens to this equipment after the fact, does the City keep it?

Mayor Donchess

That remains to be seen, in the past we have accumulated equipment and store it down at Gilson Road,
equipment and some supplies. But (no audio) events, the COVID-19 Crisis arose, we found we had 10-year-
old supplies down there which technically were expired. So we talked about trying to circulate this stuff back
into the medical community and then have it replaced later. But that will have to be determined when we see if
anyone else, you know, exactly what other use someone else could put this. But we might end up storing it at
Gilson but you know, but it’s not possible to give an absolute answer at the moment.

Alderman Klee

Mr. Mayor, may | make a comment? | would kind of like to just say that | know that we don’t have a decision or
any idea but | did like when | heard that there was a possibility that we would store and possibly share with one
of the other facilities like Southern and that they could use supply and then replace it. | thought keeping
something like that, and working out a partnership if at all possible that sounds like a really good idea to keep
our stuff up to par and up to date as well as allowing them to use what is there as kind of their stock too. If
something like that is still on the table.

Mayor Donchess

Definitely, the tasks that the Emergency Management Director and the others working on the City’s response
have discussed is that we need to think more about a crisis like this in advance and work out issues such as
the one that we are just discussing; that the procedure which had been used up until now is not ideal. Ten-
year-old stuff just sits there for 10 years and no one uses it. So once we get beyond handling the current
emergency, we will put work into planning more adequately for the next (no audio). And issues like this will be
addressed. Anyone else? If not, Madam Clerk, could you please call the roll.

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Mayor Jim Donchess
Re: Emergency PO Request - $38,080 Fastenal Company Purchase of FFR2/KN95 Masks

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
EMERGENCY PURCHSE ORDER REQUEST FOR 10,880 FFR2/KN95 MASKS AT $3.50 EACH FOR A
TOTAL AMOUNT OF $38,080 FROM FASTENAL COMPANY BY ROLL CALL

ON THE QUESTION

Finance Committee - 05/06/2020 Page 4

Mayor Donchess

(no audio) COVID-19 masks for employees. Any discussion or questions?
Alderman Klee

| just have one other question. Will any of this be part of any reimbursement from the State that you are aware
of? | know it sounds odd that | am asking this but this will be partially reimbursed from the State?

Mayor Donchess

Yes, it could be 100%.

Alderman Klee

Thank you very much.

Mayor Donchess

Further discussion? Madam Clerk could you please call the roll.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Kim Kleiner, Director of Administrative Services
Re: D.L. King & Associates, Chamber Renovations, Change Orders

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
REQUEST FOR AN ADDITIONAL TWO CHANGE ORDERS TO THE ORIGNAL PLAN AND REPAIRS TOA
DAMAGED COUNTERTOP AFTER INSTALLATION BY THE VENDOR IN THE AMOUNT OF $3,311.54
FROM D.L. KING & ASSOCIATES BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Ms. Kleiner is on the line or part of the meeting | believe.

Kim Kleiner, Administrative Services Director

Good evening Mayor. This is one additional change order; this is the last that we expect for this project. So
we have included all the costs in your packet this evening. There was damage to a countertop that had been
installed, unfortunately because several vendors had been in the space, it was unclear to us which vendor or
contractor had damaged the table. It did need to be altered and repaired. So unfortunately this needed to
come before you this evening.

Finance Committee - 05/06/2020 Page 5

Alderman Klee

Yes, | have a question for Director Kleiner. | know that you said that there were so many, there were different
ones, so no one has stepped up to say that they’ve — and we have no recourse?

Kim Kleiner, Administrative Services Director

Unfortunately no. No contractor stepped up or believed that they had done the damage to the countertop. It
was something that we didn’t feel that we could live with. It was really (no audio) so we didn’t have any
recourse against any particular vendor.

Alderman Klee

Yeah, | wouldn’t want to live with something that is damaged either, but it is just a shame that none of the
vendors, whoever was responsible didn’t step up. | am disappointed in that. Thank you.

Kim Kleiner, Administrative Services Director

You're welcome.

Mayor Donchess

If there is nothing else, Madam Clerk could you please call the roll?
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Carrie Schena, UPD Manager
Re: Lead Paint Risk Assessment/Inspectional Services Contract Amendment

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE
URBAN PROGRAMS DEPARTMENT TO EXECUTE A CONTRACT AMENDMENT FOR THE LEAD PAINT
RISK ASSESSMENT/INSPECTIONAL SERVICES, TO INCREASE THE VALUE TO $172,500, AND
EXTEND THE EXPIRATION DATE TO DECEMBER 31, 2020 BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Is Ms. Schena here or Ms. Marchant? Well these are grant funds. This is the lead abatement program. So
they are just expending grant funds. | don’t know if anybody has any questions about this. If not, Madam
Clerk could you please call the roll?

A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Finance Committee - 05/06/2020 Page 6

Nay: 0
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Castings Purchase for the 2020 Paving Program (Value: $65,251) Department: 169 Wastewater;
Fund: Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
PURCHASE OF MANHOLE AND CATCH BASIN CASTINGS FOR THE 2020 PAVING PROGRAM IN THE
AMOUNT OF $65,251 TO CONCORD WINWATER WORKS CO. FUNDS ARE AVAILABE IN
DEPARTMENT: 169 WASTEWATER; FUND: WASTERWATER, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

And | see Mr. Hudson is here, City Engineer.

Dan Hudson, City Engineer

Thank you, Mr. Mayor. My name is Dan Hudson, City Engineer, for the record. This item is related to paving,
as it says, you noted as we pave, we need to remove and reset all the catch basins and manhole covers. As
we are doing that work, if we have ones that are broken or that don’t meet the current standards so as the
manhole covers which were used for many years, we need to replace those. So this is expanding a purchase
order for last year. Concord Winwater Works has agreed to hold their 2019 pricing. This will enable us to
purchase those castings for that work.

Mayor Donchess

Questions or discussion? Madam Clerk could you please call the roll.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Contract for Design/Build of Fuel Island Upgrade at the Street Department (Value $267,000)
Department: 161 Streets; Fund: General & Trust

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT FOR DESIGN/BUILD OF FUEL ISLAND UPGRADE AT THE STREET DEPARMTENT IN THE
AMOUNT OF $267,000 TO STEPHENS-MARQUIS ASSOCIATES, INC. FUNDS ARE AVAILABE IN
DEPARTMENT: 161 STREETS; FUND: GENERAL & TRUST, BY ROLL CALL

ON THE QUESTION

Finance Committee - 05/06/2020 Page 7

Mayor Donchess

Mr. Hudson?

Dan Hudson, City Engineer

Sure Mr. Mayor so this is to upgrade the fuel (inaudible audio) fuel at the Streets Department. This is a
contract we — we had awarded a contract to another vendor but they didn’t perform, they hadn’t done any work
so there was no cost for that. But this is to award to the second-choice vendor.

Jon lbarra, Superintendent of Streets

If | may, Jon Ibarra is present, Street Department Super if there are any questions.

Dan Hudson, City Engineer

Thank you, Jon, | didn’t Know you were on, | appreciate that.
Mayor Donchess
| didn’t either, thank you Mr. Ibarra.

Jon lbarra, Superintendent of Streets

You’re welcome, thanks for speaking Dan.

Dan Hudson, City Engineer

| did my best.

Mayor Donchess

Any questions or discussion on this?

Alderman Klee

Mr. Mayor | just have one quick question and | know | read it here and | can’t find it, what is the difference
between what the original contract was that we awarded to the first people versus the second choice

contractor?

Jon lbarra, Superintendent of Streets

About $8,000.00.
Alderman Klee
Above what it was?

Jon lbarra, Superintendent of Streets

Yeah, Envortrack was $259,488.00 and Stephens-Marquis is at $267,000.00. They were the second lowest
bidder.

Finance Committee - 05/06/2020 Page 8

Alderman Klee
OK thank you very much.

Jon lbarra, Superintendent of Streets

You're welcome.

Alderwoman Kelly

| have a couple questions, please.

Mayor Donchess

OK, Alderwoman Kelly?

Alderwoman Kelly

Thank you. So my questions are if you could give us a quick overview because | can’t remember back to when
the first Envirotrack came on. So that would be first.

Jon lbarra, Superintendent of Streets

Sure | would be happy to. This is the fuel island that is located at 9 Stadium Drive at the Street Department
that services multiple City Departments, Divisions like Fire, PD, AMR, School Department and the Street
Department, Park & Recs, Solid Waste. It has deteriorated to the point that it needs to be re-built. So we went
out for a design build rehab contract. We previously or you as the Finance Committee previously awarded the
contract. And as we started into the process, we were surprised with some change orders and a bunch of
things where the City lost confidence in that first contractor to perform the work. So the City decided to
terminate the contract and go to the next bidder. Any questions?

Alderwoman Kelly

My follow-up question you answered, | was just wondering what happened with the previous and how long
before we made this decision but sounds like you guys made a smart decision so thank you.

Mayor Donchess
Anyone else? Madam Clerk could you please call the roll.
A viva voce roll call was taken which resulted as follows:
Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5
Nay: 0
MOTION CARRIED
From: Dan Kooken, Purchasing Manager

Re: Contract for Pavement Management Engineering Services (Value: $398,230) Department: 160
Admin/Engineering; Fund: Bond

Finance Committee - 05/06/2020 Page 9

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AWARD THE
CONTRACT FOR PAVEMENT MANAGEMENT ENGINEERING SERVICES IN THE AMOUNT OF $398,230
TO HAYNER/SWANSON, INC. FUNDS ARE AVAILABE IN DEPARTMENT: 160 ADMIN/ENGINEERING;
FUND: BOND, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Mr. Hudson?

Dan Hudson, City Engineer

Thank you, Mr. Mayor. So this is a contract as noted with Hayner/Swanson a local engineering firm. They act
on our behalf as an extension of the Engineering Department, helping us with inspection of paving, review and
assessment of the pavement, things like that. So this is a service contract. This year we are paving or will be
paving over 26 miles of roadways, some of that is what we had programmed, some of that is carryover from
last year. This contract is a drawdown contract, so it is time spent basically is how it is billed. So if we don’t

need services, we won’t utilize them but this is the budget that we believe is appropriate based upon the work
that we foresee. So with that, we ask for your consideration of it.

Mayor Donchess

Any questions or comments?

Alderwoman Kelly

| have a question. | am just looking through here, but my question —| am pretty sure Hayner/Swanson is who
we used last year, is that correct?

Dan Hudson, City Engineer

Correct.

Alderwoman Kelly

Ok and we have been happy with their work obviously, we are upping the contract.
Dan Hudson, City Engineer

Yes that is correct. They have been a good partner for us.

Alderwoman Kelly
OK thank you.

Mayor Donchess

We have had them for quite awhile and they’ve done a good job. Any other questions? Madam Clerk could
you please call the roll.

A viva voce roll call was taken which resulted as follows:

Finance Committee - 05/06/2020 Page 10

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Primary Tank Upgrade — Change Order 4 (Value $49,336) Department: 169 Wastewater; Fund:
WERF and SRF Loan

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
PRIMARY TANK UPGRADE — CHANGE ORDER 4 FOR THE CONSTRUCTION OF UPGRADES TO THE
PRIMARY TANKS AT THE WASTEWATER TREATMENT FACILIT IN THE AMOUNT OF $49,336 TO
METHUEN CONSTRUCTION. FUNDS ARE AVAILABLE IN DEPARTMENT: 169 WASTEWATER; FUND:
WERF AND SRF LOAN, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Mr. Boucher is here | believe.

Dave Boucher, Wastewater Superintendent

Yes, Mr. Mayor. Dave Boucher, Wastewater Superintendent. This change order is for our primary tank
upgrade at the Wastewater Facility. This project is for the modification and rehab of the existing tanks at our
wastewater facility including an additional above-ground control building. The cost is for extra surface coating
to our thickening tanks that were discovered during the project. Also extra digging that was needed for
electrical conduit. We came across an unforeseen existing pipe, so it had to be relocated. And also upgrades
to a PLC Processor for our new control building. I'll take any questions.

Alderwoman Kelly

| have a question.

Mayor Donchess

Alderwoman Kelly.

Alderwoman Kelly

Thank you, thank you — appreciate it, nice to see you. My question is a little bit in jest but | want to ask do we
have a brand new up to down wastewater treatment facility at this point.

Dave Boucher, Wastewater Superintendent

No, we do not. No. We have several projects going on at the Wastewater Facility and outside and more to
come.

Alderwoman Kelly
OK.

Finance Committee - 05/06/2020 Page 11

Dave Boucher, Wastewater Superintendent

But there are new parts, a lot of new things.

Mayor Donchess

Anyone else? Madam Clerk could you please call the roll.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

From: Dan Kooken, Purchasing Manager
Re: Energy Recovery Upgrades — Change Order 6 (Value: $5,619) Department: 169 Wastewater; Fund:
Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND APPROVE THE
ENERGY RECOVERY UPGRADES — CHANGE ORDER #6 FOR STRUCTURAL SUPPORT
MODIFICATIONS TO THE ENEGERY ROOM IN THE AMOUNT OF $5,619 TO METHUEN
CONSTRUCTION. FUNDS ARE AVAILABLE IN DEPARTMENT: 169 WASTEWATER; FUND:
WASTEWATER, BY ROLL CALL

ON THE QUESTION

Mayor Donchess

Mr. Boucher?

Dave Boucher, Wastewater Superintendent

Dave Boucher, Wastewater Superintendent. This change order is for our Energy Recovery Project. This
project includes the installation of two new generators at the Wastewater Facility that will utilize the biogas to
generate energy. The cost is to cover custom fabrication, steel supports for two heat exchangers and one
bracket water pump. Normally these pumps come with brackets, unfortunately the way the building was
designed, brackets that would come with them do not fit so they have to custom fabricate on-site, so this is to
cover that cost. That was not in the original budget.

Mayor Donchess
Questions or discussion? Madam Clerk could you please call the roll.
A viva voce roll call was taken which resulted as follows:

Yea: Alderman Klee, Alderman Harriott-Gathright, Alderwoman Kelly,
Alderman O’Brien, Mayor Donchess 5

Nay: 0
MOTION CARRIED

Finance Committee - 05/06/2020 Page 12

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS - None

NEW BUSINESS — ORDINANCES - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM APRIL 10, 2020 TO APRIL 30, 2020 BY ROLL CALL

ON THE QUESTION

Alderwoman Kelly

| actually have a question. Can you refresh my memory on how we are signing the record of expenditure in
socially distancing times?

Alderman Klee

They sent...

Mayor Donchess

| think it is being ...

Alderman Klee

I’m sorry Mr. Mayor | apologize.
Mayor Donchess

Go ahead.

Alderman Klee

I’m so sorry. They sent us the signature forms last time and then we sign them and we drop them off at City
Hall. We each signed a separate one.

Alderman Harriott-Gathright

Yes.
Alderwoman Kelly
Do you get a physical one, because | don’t remember getting one.

Alderman Harriott-Gathright

E-mail.