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HomeMy WebLinkAbout04/02/20121. FINANCE COMMITTEE April 2, 2012 5:00 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of March 26, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Suzy Schares, City Clerk; Mark Rice, Public Works Director; Dan Trelka, Director of Safety Services Fundamentals of Risk Management for Government Entities Davenport, Iowa May 14- 16, 2012 $665.00 2. Approval of request to seek bids for conversion of city-wide 2 way radio system to Narrow Banding—Submitted by Mark Rice, Public Works Director. 3. Pre -Authorizations to Expend over $1,000.00 Dept AmountEst Expenditure Building/Maintenance $6,000.00 Season long maintenance of flower beds, planters & overgrown vegetation around Five Sullivan Brothers Convention Center including mulch & plants Building/Maintenance $3,975.00 Bird netting for Skywalk at Waterloo Building – Five Sullivan Brothers Convention Center Building/Maintenance $3,300.00 + $100.00 Carlyle compressor for Young Arena Engineering $4,776.62 Postage for Storm Water Brochures Engineering $2,386.77 Printing of Storm Water Brochures Information Services $5,686.02 McAfee Anti-virus/Anti-spam software Leisure Services $1,300.00 Repair ID sign at Highland Park Leisure Services $1,000.00 Chemicals and fertilizers for turf at City parks, ball parks and downtown areas Leisure Services $105.00 per unit Portable handicap accessible restrooms placed in various parks Leisure Services $4,400.00 Roof steel for baseball field dugouts at Riverfront Sports Park Leisure Services $3,000.00 Lumber for East & West Exchange dugouts at Riverfront Sports Park Leisure Services $7,000.00 Services to revamp the website for Waterloo Leisure Services Leisure Services $5,000.00 Rental of various heavy equipment Traffic Operations $1,404.00 10 -rolls of 6" x 30 yds of 3M Stamark Pavement Marking Tape Traffic Operations $1,637.50 Simple Signs – Sign Inventory Management Software Traffic Operations $1,500.00 + $19.95 ArcView 10 – GIS Software Traffic Operations $13,910.89 15 – 30 ft street light poles and hardware Waste Management Services $1,828.00 100hp softstart BUDGET LINE ITEMS TO BE AMENDED 4. Authorization to increase Line Items 11TRI TRIF (Tri County Forf.) and Line Items 11TRI WPDF (Fort. Property) in the amount of $50,000.00—Submitted by Captain Mohlis. 5. Approve the project budget for the Byrnes Park Drainage Project in the total amount of $742,000.00 including a gaming grant in the amount of $642,000.00—Submitted by Paul Huting, Leisure Services Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT: STAFF ONLY 03 g, / LINE ITEM USED /J6b - Or° tG FY t 1)11,2 BUDGETED f /v 0 EXPENDED THIS REQUEST V LEFT AFTER THIS REQUEST //au DATE -727w -3 0 &As .2b)d/at. NAME(S) AND POSITION(S): Stay Schares, City Clerk; Mark Rice, Public Works Director; Dan Trelka, Director of Safety Services DATE: March 27, 2012 NAME OF CLASS / MEETING: Fundamentals of Risk Management for Government Entities DESTINATION: Davenport, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 14, 2012 RETURN DATE: May 16, 2012 DATE(S) OF MEETING: May 15 — 16, 2012 PURPOSE OF TRAVEL/TRAINING: Seminar on Safety, Claims and Risk for Public Entities WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 500.00 LODGING 120.00 MEALS REGISTRATION 45.00 MILEAGE/FUEL TOTAL FOR ALL: $ 665,00 TAXI PARKING AIRFARE MISC/TOLLS 010-11-1200-1346 = $290.00 010-03-8900-1346 = $375.00 BUDGET LINE ITEM: X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTM NT HEAD K:\Shared Goodies\Forms\Travel Request Form January 2010 DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE CITY OF WAI'ERLOO Committee Communication Finance Committee Meeting: April 2, 2012 Prepared: March 27, 2012 Dept. Head Signature:-'�� # of Attachments: SUBJECT: Request for authorization to seek bids for conversion of city-wide 2 way radio system to Narrow Banding Submitted by: Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: Request authorization to seek bids for conversion of city-wide 2 -way radio system to narrow banding as required by FCC regulation. Conversion must be completed by January 2013. Expenditure Required: Estimate $45,000 Source of Funds: GO Bond Proceeds Policy Issue: NA Alternative: NA Background Information: Two way radio system used in several city departments as a primary means of communication in the day to day operations of those departments. Departments include: Street, Sign and Traffic, Central Garage, Leisure Services, Sanitation, Sewer and Parking Maintenance. City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint $ 6,000.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Season long maintenance of flower beds, planters & overgrown vegetation around Five Sull Bros Convention Center including mulch & plants. Vendor selected for this purchase: Miller & Sons Lawn and Landscape n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Miller & Sons is keeping same price as last year with help of Leisure Services which will be adding more flowers/vegetation to two planters. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El General Fund n Road Use Tax n Sewer n Sanitation n Bonds n Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1390 ¢/E„14/2. Air& 'um flba.0(3 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respe9ifu Ilysuf5t1 itted, (Signature Dept. Head or Designee) $ $ (Project Code) NEPS- 21,0004- :21,), ?IA a3ldao.2- 3— 29-4? l -visit t (11-1 !/U'I Date (Signature Finance Dept. Review) Date K:\shared goodiesWorms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 3,975.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Bird Netting for Skywalk at Waterloo Building - Five Sullivan Brothers Vendor selected for this purchase: Aable Pest Control n Bids or written quotes were taken on this purchase, as follows: I I Bids or quotes were not taken on this purchase because: Aable Pest Control had original bid for Five Sullivan Brothers and has maintained the work over the past 10 years. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund El Road Use Tax Sewer fl Sanitation i l Bonds I I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-22-7960-2180 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ /ut,Od0 and the current available balance is Re 7ctfully sifted, / (Signature DeDTi1Td or Designee) $ so, 6-37 ic2:?; (LItzilAe/7 9— Date (Sighature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 3,300.00 plus est. shipping costs of $ 100.00 to pay for or purchase of Carlyle Compressor This purchase or expenditure is being made because: Compressor needed for Young Arena Vendor selected for this purchase: Comfort Products n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Comfort Products is only area supplier of the Carlyle compressor. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Road Use Tax n Sewer n Sanitation QX Bonds 0 Federal/other grants n Other (specify) Thisyy0��expenditure is to be coded to the following budget line -item: 411- 22-4500-2177 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respttfully submitted, (/ �z (Project Code) $ /1i)5l?UO $ /0 % S36 LLS %22r,r A4.46C, 1i L&C 4,(2 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forms\Pre-Auth YA - Carlyle Compressor.xls (Mar 2010) 3 -;2€1 -,,Rev). Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 4,776.62 plus est. shipping costs of $ 0.00 to pay for or purchase Postage for Storm Water Brochures City Clerk Use Only Finance Committee Approval Date This purchase or expenditure is being made because: Requirement of NPDES Permit to mail out two (2) Storm Water Brochures each year. Vendor selected for this purchase: Q Bids or written quotes were taken on this purchase, as follows: Bids were taken on the brochures only n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n Road Use Tax ❑ Sewer n Sanitation n Bonds n Federal/other grants FIX I Other (specify) Storm Water Fund This expenditure is to be coded to the following budget line -item: 521-07-7830-1343 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 15,400.00 '-' $ 4,796.23 i/ SCP .A (pan t. /> /7? %261ue/c /. -14:7iu�. 3-:%, Zo/ Date (Signature Finance Dept. Review) Date (Signature Deptf Head or Designee) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 2,386.77 plus est. shipping costs of $ 0.00 to pay for or purchase Printing of Storm Water Brochures City Clerk Use Only Finance Committee Approval Date This purchase or expenditure is being made because: Requirement of NPDES to mail our two (2) Storm Water Education Brochures each year. Vendor selected for this purchase: Pioneer Graphics, Waterloo IA n Bids or written quotes were taken on this purchase, as follows: Bids were taken on the brochures only E Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund U Road Use Tax I I Sewer ▪ Bonds n Federal/other grants 15-(1 Other (specify) This expenditure is to be coded to the following budget line -item: 521-07-7830-1343 /363 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) Sanitation Storm Water Fund (Project Code) $ 10,800.00 / < $ 7,730.78 t/ 3)26/ia //;d, 3 &- -,2 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Info. Services Department to expend $ 5,686.02 plus est. shipping costs of $ 0.00 to pay for or purchase McAfee Anti-virus/Anti-spam software This purchase or expenditure is being made because: Need for new e-mail server Vendor selected for this purchase: DELLIASAP Software n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: DELL/ASAP Software is our volume software vendor Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: Q General Fund fl Road Use Tax n Sewer El Sanitation n Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-8220-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is spectfully submitted! � ( � ._2 (fl -.0r 2 y �i,/ "//fir. /nit-tc�dui_ -5-1,--.:0/1,1 Signature Dep . Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 6,000.00 $ 6,000.00t/ K:\shared goodies\forms\3-12A (Mar 2010) Quote Prepared By: Ronald Ballok N oz D) .. a W N a U1 0 01 D X m N O O V o r 0. C O oco n - d O D) N a "CCM Ma C a) a) oNN m DC 0 > m 0I zm Am C -a mA0 Cn D V n°0 pmm g0 A D N 0 C V G) V 0 r 01 in OAS UM? FINIS NOd 121V 13-VO-3OOVd3 w 0 0 0) N) V 0 a coc o n 0 5, I A c m a C a V N 0-12 0 N o 0 PLEASE SEE IMPORTANT TERMS AND CONDITIONS AT THE BOTTOM OF THIS QUOTATION ID m d a c c c B K 0 D o U) d0= W '1 3 1N ;, C at CD ldx3 awn° A C 0 R CD Z C 3 Q CD E X — i CO N N N O N i N O N O N A C 0 0) Iy'• 0 leguapguo0 iawoysno pap AMMO1AjA O C o N m O m m �9 aa ¢_ 0 0 0 m m IQg nv magic �^ m Ory OC O City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ me 1,300 plus est. shipping costs of $ to pay for or purchase Repair ID sign at Highland Park. This purchase or expenditure is being made because: Sign was damaged by vandals. Sign will be replaced as part of project to install new basketball and tennis courts. Vendor selected for this purchase: Nagle Sign Waterloo X Bids or written quotes were taken on this purchase, as follows: Nagle Sign, Waterloo $1,269.23 they installed original sign. They have the art work for the sign. The original sign was approximately $3,000. Met w/ Highland Association Feb 2012 on the courts and sign replacement. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax n Sewer Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 407-37-4410-2176 em(b %a'rpc paper work submitted (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res.-. ubmitted, 3 -c777-74,2 7.6, i:c a,- G1,E.Lib, /Z 3-:-.27-.20/ \ (Signature Dep d or Designee) Date (Signature Finance Dept. -Review) Date ,2.33 15wD $ 22,250.33 K\shatedgoodles\formsxenditure Pre-Authorization.xls (Mar 2010) 03/27/2012 14:53 3192914297 WATERLDD LEISURE SER PAGE 02/05 City clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 1,000.00 plus eat. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf at City parks, ball parks and downtown areas. Additional products are needed. This purchase or expenditure is being made because: These products are needed to properly maintain the turf in the City areas. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various ❑X Bids or written quotes were taken on this purchase, as follows: Bids received from D&K Des Moines, Van Diest Webster City, Agrium Advanced Technologies Ankeny, JD Landscapes Cleveland OH, Pace Supply Fairfax, MTI Distributing Bettendorf no bid, Contract Speciality Des Moines Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 3-19-12 approved at $4,500 Please check the following box(es) as appropriate to describe the funding for this expense: QX General Fund I I Road Use Tax U Sewer fl Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, SCC P Olde L 3/21/17 AA /le /th Lb -Lot --,28--;;201)- (Signature Dept. head or Designee) Date (Signature Finance Dept. Review) Date K\shared goodies\forms\Park chemical preeuth,xls (Mar 2010) (Project Code) 20,000.00 7,491.00 03/27/2012 14:53 3192914297 WATERLOO LEISURE SER PAGE 03/05 City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 105.00 per unit plus est. shipping costs of $ to pay for or puchase Portable handicap accessible restrooms placed in various parks. This purchase or expenditure is being made because: The units are placed in various City parks for the summer season. Approximately 11 unites are rented per month. This number may vary depending on what is going on in the parks. The unit price remains the same. EX Bids or written quotes were taken on this purchase, as follows: Black Hawk Waste Disposal, Waterloo, IA $105.00 per unit Cooley Plumbing, Grundy Center IA $110.00 per unit PortOJonny $150 per unit, Action Services $150 per unit +$25 delivery fee • Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: QX General Fund ❑ Road Use Tax JJ Sewer 0 Sanitation CBonds El FedaraVothorgrants j Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dep'. Head or Designee) (Project Code) $ 135,000.00 V $ 51,481.00 17 � e,ln,11 fX Date (Signature Finance Dept. Review) users\shared goodieslforms \Pre auth portable potties.xls(Oct 2004) ,;(3-;-0/..1.- Date 03/27/2012 14:53 3192914297 WATERLOO LEISURE SER PAGE 04/05 City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ NTE 4,400 plus est, shipping casts of $ to pay for or purchase Roof steel for baseball field dugouts at Riverfront Sports Park, This purchase or expenditure is being made because: Roofing for new dugouts at Riverfront Sports Park. This is part of the BH Gaming Grant. Vendor selected for this purchase: Pro Build Waterloo C bids or written quotes were taken on this purchase, as follows: Pro Build, Waterloo $4,311.88 Menards, Waterloo $4,676.44 ABC Supply Co., Waterloo $4,766.08 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund n Road Use Tax • Bonds u Federal/other grants Sewer U Sanitation Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 37SPT-CRYS (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 56C./p7,C & 01 and the current available balance is $ 3?1,623 Respectfully submitted, 17").Qc) 'art 3/2-1 12- `rn 7/ .0 40,f4 3-2-&- i )-- (Signature Dept lead or Designee) Date "(Sidnature Finance Dept. Review) Date K:\shared goodies \roams\Expenditure Pre-Authorization.xls(Mar 2010) 03/27/2012 14:53 3192914297 WATERLOO LEISURE SER PAGE 05105 City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ NTE 3,000 plus est, shipping costs of $ to pay for or purchase Lumber for East & West Exchange dugouts at Riverfront Sports Park. This purchase or expenditure is being made because: Building four (4) new dugouts at East and West Exchange diamonds. This is part of the BH Gaming Grant. Vendor selected for this purchase: Lowe's Waterloo LX Bids or written quotes were taken on this purchase, as follows: Lowe's, Waterloo $2,910.20 Menards, Waterloo $2,969.74 Pro Build, Waterloo $3,525.85 El Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: • General Fund L Bonds Road Use Tax ID Sewer Sanitation Federal/other grants n Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 37SPT-CRYS (Project Code) $ 56510()( $ 32./)7:1 ILL01421,1 _3 ms s 2-012 (Signature Dept. Head or Designee) 'ate (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expendituro Pre-Autherization.xis (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services $ 7,000.00 plus est. shipping costs of $ Services to revamp the website for Waterloo Leisure Services. Department to expend to pay for or purchase This purchase or expenditure is being made because: to update the website that was created November 2005. The new site will be more user friendly and will be web based. Vendor selected for this purchase: Molly Huber Doolittle n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Molly created the original website. Her cost is much lower than a bigger company would provide. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: I r I General Fund ❑ Road Use Tax ri Sewer nBonds ❑ Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-41430XX $2,500 410-37-4120-2174 $2,000 (Fund - Department - Activity - Account Number) olt-31•4xc-1314 lsoo ol0-3V-N5cw.- /390 i 000 in which the budgeted amount is $ and the current available balance is $ Respectfully submi ed, (Signature D7 K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) ead or Designee) Date Sanitation (Project Code) c4C4/uo 4/D `1120 0,0d 0 137q72-: 53 c29d� 0 ift La( (i % / i .,1/42t/L :PO 0 - (Sig ature Finance Dept. Review) Date 03/28/2012 07:16 3192914297 WATERLOO LEISURE SER City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 5,000.00 plus est. shipping costs of $ to pay for or purchase Rental of various heavy equipment. PAGE 02/02 City Clerk Use Only Finance Committee Approval Data This purchase or expenditure is being made because: Heavy equipment that the City does not own is needed for the project to construct a pond at South Hills Golf Course. Vendor selected for this purchase: Mid Country, Machinery, Inc. Waterloo ❑X Bids or written quotes were taken on this purchase, as follows: RSC, United, Star, Allstate, Black Hawk Rental companies do not inventory this type of equipment. Shipping from out of the area Is too expensive. ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax 1-1 Sewer I I Sanitation 0 Bonds ❑ Federal/Other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4120.2174 37GLE-POND (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 100,000.00 ✓ and the current available balance is $ 53 929.00 Respectfully submi rr ed, -�. � fur Ni 2 /�c/.F.(-giZ//! -oia- pt. Head or Designee) ■ate (Signature Finance Dept. Review) Date K.\shered goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010)-- - - - - ----- - — - _- - -- _ City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,404.00 plus est. shipping costs of $ to pay for or purchase 10 - rolls of 6" X 30 yds of 3M Stamark Pavement Marking Tape This purchase or expenditure is being made because: Instead of painting areas of skip lines, using marking tape. Vendor selected for this purchase: 3M n Bids or written quotes were taken on this purchase, as follows: 3M Traffic Safety Systems St. Paul, MN $1,404.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: flGeneral Fund QX Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants JJ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1577 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res•ectfully submitte A Adc.<JS. ' F (Project Code) 13,500.00 17 2,316.61 (Signature Dept. tad or Designee) ate (Signature Finance Dept. Review) K:\shared goodies\forms\2012-March-Expenditure Pre -Authorization -10 rolls of 3M marking tape.xls (Mar 2010) Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,637.50 plus est. shipping costs of $ to pay for or purchase Simple Signs - Sign Inventory Management Software This purchase or expenditure is being made because: Federal mandates are to have a sign management implemented by 2012 with a 2 yr. establishment grace period. As a city we will have an updated inventory of our signs. Vendor selected for this purchase: Rowekamp EX Bids or written quotes were taken on this purchase, as follows: Rowekamp Bloomington, MN $1,637.50 Cartegraph $5,410.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund Road Use Tax n Sewer Sanitation OX Bonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res ectfully submitted, Signature Dept. `ead or Designee) ate (Signa (Project Code) $ 23,000.00 $ 18,861.00 ure Finance ,JX ✓z7 3.$,9d/?- Dept. Review) Date K:\shared goodies\formst2012-March-Expenditure Pre -Authorization -Simple Signs software.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,500.00 plus est. shipping costs of $ 19.95 to pay for or purchase ArcView 10 - GIS Software This purchase or expenditure is being made because: Update current 3.3 version of ArcView - ArcView 10 will be complimentary to the Simple Sign software. Vendor selected for this purchase: ESRI n Bids or written quotes were taken on this purchase, as follows: ESRI Redlands, California $1,519.95 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax n Sewer ❑ Sanitation QX Bonds Federal/other grants J Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 20,000.00 $ 20,000.00 V 4/742aL Rut- - c3/028& Thi. / /I t, (»tt r4In 3 - t;)- (Signature Dept. Had or Designee) / Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\2012-March-Expenditure Pre-Authorization-AcrView 10 software.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 13,910.89 plus est. shipping costs of $ to pay for or purchase 15 - 30 ft. street light poles and hardware This purchase or expenditure is being made because: Replace deteriorated poles on E. 4th St. and other areas within the city. Vendor selected for this purchase: Crescent Electric Supply Company QX Bids or written quotes were taken on this purchase, as follows: Crescent Electric Supply Co. Waterloo, IA $13,910.89 3E Waterloo, IA $14,431.50 Van Meter Waterloo, IA $14,694.53 fl Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Q Road Use Tax El Sewer ri Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-17-7105-2129 & 266-17-7120-1521 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) 15,000.00$28,800.00 13,025.98 23,000.86 Respectfully submitted, /4at-/ X3/0/ 7/// ?27,,,eibr � , Gv�,u604w) ,3;2F d-00- Signature Dept. lila or Designee) ate (Signature Finance Dept. Review) Date K:lshared goodies\formst2012-March-Expenditure Pre -Authorization -15 - street light poles.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the WMS Departmant to expend $ 1,828.00 I OOhp softstart plus ext. shipping cost of $ 0.00 to pay for or purchase This purchase or expenditure is being made because: To replace 100hp softstart at Hawkeye lift station for pump #2 X Bids or written quotes were taken on this purchase, as follows Echo Group $1828.00; VanMeter $2512.00; 3E Co. $2300.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: Road Use Tax: X Sewer Sanitation: Bonds: Federal/other grants: Other(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respgctfully subfnitted, ltun ��' � - ihr/Au(Cc� ,Pi,cz 32-1-20/3 (Signature Dept Head Or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 301,422.00 a}- ✓ $ 90;337.00 Si, 87/ 49522 QUOTE TO: COURTESY CHARGE AC<iolii'p' ECHO AUTOMATION & CON'Pl?OL! 1 5621 WESTMINS-,T1?R DR N/N CEDAR FALLS, TA 50611 1. ,uar,U in. 1C7f0 /1111u1'NVI lull m,qy 'I' ;11(11 I UMW,. 111 6211:7 110;° 596 u4 -n I,in 4u;• ',w, 0162 ('9 4t,i . i4 �i )14 ',u -/',q(),, .:1'.'41.1. Py 10: ('<.)1 IR'I'I?;:lY 1'IIA.R<II', /1<1, 0011T b;('ttr) AFUI )M/1'I'll)PI ? (.1(Thrl'1701�; ,.r,"2. I W1.d:TM I INI(9'I'I•;It 1)1; I Vi; I A ',06I CITY_ OF WATERLOO Justin Ingamells 20 1 iAUi;1':3 0 i i1'aii)i 1A11.''I' 25'1'11 NO ..;;g, TEA ie .j-RW4056-6DU 4 SIE SOFTSTALdl' 1001-i1:' 11`1A J.1_,VF1( CONTROL Nonstock - Return by Approval TAM1S NOR' INCLUDED 02/22/I No O0EA _--1828.80 This LSr"1, QLl>J4`.atie%y.> Prices ar subject to change Without notice. Applicable taxes extra. Subtotal S&F! CHCS 1828.80 0,00 Amovsit Duel 1828,80 tf."‘X41) Afikg 12.3 :1 !CiO' MP I- 311 elrei . QUOTE TO: WATERLOO WASTE WATER 3505 EASTON AVE WATERLOO, IA '30702 3000 •:: r p M41 -Ill; (111111' 1(1. 'ATP w. WATHEW0 WAsTE NATE!? Y.05 EASToN AVE WATEPIno, (A 1.0701 2000 Steve Manross WAT 3 PK RUCK UP NET10 DAYS lea A -B -.156-ca35mIlD isONTWOLLEOTOR 66 SOFT -START' 135A TAXES NOT INCIPOED Wire, conduit, and fluorescent lamp prices in effect at time of shipment. Other Stems valid DO days and based on gtysmunplied, unless otherwise specified. All items subject to annroval by specifying party. Nonstock items are subject to restocking charges based on manufacturer's terms and conditions. Frt charges or applicable tax not included. :10J, 114,11. Mi (5,3 Subtotal S& CHGFJ Aitotint Due 2512,60 0.00 2512 68 11[CI M'N Il N:NEERNG qNv 281720 POLLUTION CONTROL CITY OF WATERLOO 3505 EASTON AVE. WATERLOO, IA 50702 COSI' ;F SHIP 10 !SILL 70 - LINE NO. ELI^GTV39C.A,..Eli-:p:Av9I:6d;d6,h ,'. ? I alto a -q 183 WEST 9TH S (l ti l I WATERLOO, 1A50707 (399)234-4000 FAX (; Le)', ' ' ll11l i WWW.3e-co. Corn CITY OF WATERLOO 715 MULBERRY ST. WATERLOO, IA 50703 PRODUCT AND DESCFJPTION ti.t'q IIG.. f 1'\I.I I t11 I *woe 11;\I 1111111 (L'/.'t/I.' I' I' (111 1110111' ',UI 1 '•i �lfit 1111411: II'IG11111111 Ii, Ill 'IA l' IYIII IIILI11114'I•III( F'i I rill ipul^III (:II tdINO;(iIi III-IGIIIS, IA'.)0Lid IM5111111. lelilii<i .1713. CASA 01M70l1. M11111`01111 t51111'Vln SUIPPLO W' Tn do I 3f_ 8[51 WAY .- 111 PAID Dv: g11AN11P1 I MOAN MY ORDERED HD. 41Y. 1 Sy) ATS48C14Y 98235 SOFT START 208-590VAC 140A AiS01 l F 2300.00 2306.00 1 Lines Total Si1119'HI 1 t1IM NUI AMOUNT MRS,IRep- Last Page Oty Shipped Total Total 2300.00 Invoice Total 2300.00 City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 6,950.00 plus est. shipping costs of $ to pay for or puchase a one-year rental contract for one (1) 72" front -mount side -discharge mower ($3,950) and one (1) 20' pull -behind rotary cutter ($3,000). This purchase or expenditure is being made because: Airport needs to have equipment to mow approximately 600+ acres on airport property. n Bids or written quotes were taken on this purchase, as follows: Waterloo Implement 20' Mower/ $3,000 72" Mower/$3,950 Waverly Implement 20' Mower/$3,600 72"Mower / $4,200 Titan Machinery of Waverly 20' Mower & 72" mower/unable to quote one year lease • Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: F(1 1 General Fund Road Use Tax n Sewer Bonds • Federal/other grants Other (spec 1-1 Sanitation fy) This expenditure is to be coded to the following budget line -item: 010-29-7700-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 23,440.00 $ 7,249.51 Respectfully submitted, 3/ZT Z- /16c/4:- cG4C'L 1. J.i,ai2cA 3,P-7 072— ignature De H or Designee) ate (Signature Finance Dept. Review) Date users\shared goodies\forms\Mowers 2012:xIs(Oct 2004) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT, ONLY Finance Ctmmelee approval required? YES NO If so, date approved: City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 12 submitted by the POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 11 1160 3603 Tri County Fort.. 11TRI TRIF 25,000.0d 010 11 1160 1512 Tri Co. Fort. 11TRI TRIF 25,000.00 640-1-1-1-1-50-39000/ J 30C Fort. Property 11TRI WPDF 25,000.00f 010 11 1150 1512 WPD Fort. 11TRI WPDF 25,000.00 TOTAL $50,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy using FY12 revenue received. TOTAL $50,000.00 Prior Committee Actions (Dates): //� 11n 1 t c -3ze-L 7/t!c_ (c) tOAL 4 Date o i a - Signature Dept. Head or Designee) Dept.(Signature Finance Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\csbudgetamendregform (Apr 2003) Project Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Byrnes Park Drainage Project JB Bolger $ 742,000.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes X No Grant Name C. City Match D. Other Entities Yes No Name BH Gaming Grant Byrnes Park Drainage Project Source of Funding Golf Improvement bond funds 2'; Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. ?16 Subproject No. BDPIN-I % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number FY11-88 % Paid by City % Paid by other entity 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Done None H ❑ Yes No El ❑X n ❑ n n ❑X X X Installing new drain pipe from #9 pont to #17 pond on the Iry Warren Memorial Golf course. Excavation of two detention basins adjacent to Byrnes Pool parking lot. Hard surface paving of Brynes Pool parking lot. Installation of concrete cunette drainage way from outlet of #11 pond on the IN Warren Memorail Golf course through the Brynes tennis center. Page 2 must be attached and signed. K:\shared goodies\forms\Project BPDP.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date Project Name (from page one) Byrnes Park Drainage Project Department No. project will be budgeted under 37 Activity No. project will be budgeted under 4120 Tobe assigned by the Finance Dept Project No. ?F Subproject No. 8 )R \ (Each column should only include amounts by fund) Fund: _410 REVENUES: 410-37-4120-2174 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds 4-3,00D x-194:44 Fund: _411_ Fund: _426_ Fund: 411-37-4120-2174 426 -37 -2V -PG' (-I O 44,885.56 642,000.00 Total 642,000.00 100,000.00 TOTALS $ 55,11+44- $ -4 $ 642,000.00 $ $ 742,000.00 Si, sf Iris COD EXPENDITURES: 2103 Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 2-174 Golf Course Improvements -S 414.44 0-00 TOTALS $ -11+©4 44485758r 642,000.00 L4-!, 040-0 742,000.00 9t tt 001D $ 44885756 $ 642,000.00 $ - $ 742,000.00 n/5757 0% , /x),eu/1 3, -;?6,,;2(v.,2 (Signature Dept id) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project BPDP.xls\Page 2 (Constr Proj) (Mar 2010)