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Home My WebLink About1/9/20121. 2. 3. FINANCE COMMITTEE January 9, 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 January 3, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Todd Derifield, City Forester 78th Annual Iowa Turfgrass Conference & Trade Show Des Moines, Iowa January 17-19, 2012 $215.00 Investigator Hesse ICAC Peer 2 Peer Software Training Boca Raton, Florida July 18- 22, 2011 $391.30 Outside Agency Instructors Waterloo Police Reserve Academy Travel to Waterloo, Iowa January 14 -May 30, 2012 $1,000.00 4. Approval of request to seek bids for six (6) 2013 Police Patrol Cars Submitted by Mark Rice, Public Works Director. 5. Pre Authorizations to Expend over $1,000.00 Dept. AmountEst. Expenditure Airport $1,947.00 Purchase new furnace for Livingston maintenance shop Center for the Arts $1,305.24 Purchase six (6) wireless microphone systems Center for the Arts $3,000.00 Purchase of building computer cartridge supplies for the Arts and Youth Pavilion building printers Clerk/Finance $1,229.19 Pay for 2012 pet license reminders Leisure Services $9,000.00 Pay for 60 columns for Riverfront Sports Park, material and fabrication Planning & Zoning $2,700.00 Purchase ArcView GIS license and software maintenance Police $2,471.33 + $100.00 Pay the installation of new carpet on the floor and walls for soundproofing Public Works $9,588.84 Pay for blueprint and bid packet reproduction costs for Public Works Building bid process Street $11,160.00 Purchase replacement hydraulic controllers for trucks B08 and B10 BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE January 3, 2012 5:00 p.m. Council Chambers Members present: Cole, Schmitt, Hart. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of December 19, 2011, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Kyle Bauch, Park Maintenance II — Forestry ACRT Inc. Line Clearance Manual and Certification Test No Travel Required Purchase replacement lamps for runway lights $167.09 Mayor Buck Clark Cedar Valley Coalition Washington, D.C. February 25-29, 2012 $1,925.00 Rudy D. Jones, Community Development Director Cedar Valley Coalition Washington, D.C. February 24-29, 2012 $2,120.00 Investigator Pohl ICAC Forensics of Internet Related Evidence Ankeny, Iowa January 10-12, 2012 $405.00 Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that garbage refund in the amount of $27.00 for Mrs. Alfred Gardner of 1747 Easton Avenue—Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Airport $13,560.00 Pay for airport general liability insurance for CY 2012 Airport $1,698.40 Purchase replacement lamps for runway lights Building/Maintenance $4,480.00 + $200.00 Pay for emergency repair of B & G mounted pump at Five Sullivan Brothers Convention Center Building/Maintenance $10,750.00 Pay for painting at City Hall Building/Maintenance $2,584.39 Pay for emergency repair service call for air handler at Five Sullivan Brothers Convention Center City Clerk $5,401.00 Pay for membership renewal with National League of Cities for 2012 Leisure Services $2,100.00 Pay for renewal of annual subscription to Tree Keeper 7.7 Leisure Services $5,000.00 Purchase flower seeds and supplies needed to start the seeds for park and golf course flower beds and flats Finance Committee January 3, 2012 Page 2 Leisure Seryices $8,800.00 Pay for design and construction (oversight) related services for new irrigation system at Riverfront Sports Park Leisure Seryices $8,000.00 Pay for labor and materials for new sewer system at Cedar River/Exchange Park Planning & Zoning $9,500.00 Pay for contract with Howard R. Green to prepare Phase I ($3,500.00) and Phase II ($6,000.00) Environmental Assessments at 2005 Westfield Avenue Police $4,100.00 + Purchase two (2) MPH Bee III moving radar systems with $45.00 automatic same direction technology Waste Management $2,635.50 + Purchase pump parts for primary sludge pump Services $150.00 Paul Huting, Leisure Services Director, explained that quotes have been received for design and construction oversight of the irrigation system. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Schedule AP642, dated January 3, 2012, pp. 1-62, in the amount of $2,432,175.37, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom. With no further business before the committee, it was moved by Schmitt, seconded by Hart that the meeting be adjourned at 5:06 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED Om 37 41a0 mt,Aca FYeAOh BUDGETED 3'00().00 EXPENDED YTD /38Z,d3 THIS REQUEST LEFT AFTER THIS REQUEST /y02 9'7 DATE 7J7c-i /-:3-; C'JZ Original -Clerk/Finance Cosy - De•artment NAME(S) AND POSITION(S): Todd Derifield, City Forester DATE: 1/3/12 NAME OF CLASS / MEETING: 78th Annual Iowa Turfgrass Conference & Trade Show DESTINATION: Des Moines, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 1/17/12 RETURN DATE: 1/19/12 DATE(S) OF MEETING: 1/17/12 — 1/19/12 PURPOSE OF TRAVEL/TRAINING: Educational in turf grass management WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 185 REGISTRATION MILEAGE/FUEL 30 TOTAL FOR ALL: $ 215 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010-37-4100-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 215 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENTlH:AD MAYOR / -/ DATE K:\Shared Goodies\Forms\Travel Request Foci January 2010 DATE TRAVEL REQUEST CITY OF WATERLOO z4 0 FINANCE DEPT. LINE ITEM USED FY 2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori gi nal - Clerk/Finance STAFF ONLY 010-11-1160- 1346 11PRO ICAC /n (> ite' 6&SI�1 32/tel- 3= .J�i':J lad 7/76,, /-e/-‘20/ L Cap y - Department NAME(S) AND POSITION(S): Inv. Stacy Hesse DATE: January 4, 2012 NAME OF CLASS / MEETING: ICA C Peer 2 Peer Software Training DESTINATION: Boca Raton, Florida DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: July 18,2011 RETURN DATE: July 22, 2011 DATE(S) OF MEETING: July 19-22,2011 PURPOSE OF TRAVEL: This Amended Travel request is to reimburse Inv. Stacy Hesse for Air Travel cost for her to travel to Boca Raton Florida for the ICAC Peer 2 Peer Software Training Course. It was originally believed that ICAC could reimburse the Officer directly for paying for her airfare so the airfare was not included in the original travel request. Inv. Hesse did pay for the airline ticket by using her own credit card and now it has been determined that the city needs to reimburse the Officer and ICA C will reimburse the city for the travel cost. This training was originally approved on June 20,2011 and she did attend the class from July 19-22,2011. The cost of this amended travel request is the actual amount of money spent for Airfare to Boca Raton Florida. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 00.00 YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING TAXI MEALS PARKING REGISTRATION $391.30 AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 391.30 010-11-1160-1346 BUDGET LINE ITEM: 11PRO ICAC XX xx GRANT REIMBURSABLE YES NO xx REQUIRED CERTIFICATION YES NO TOTAL: $ 391.30 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR �- 4-�t.,� DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED FY _2012_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 010-11-1100-1346 01/00 D �C/u k3 " /6°od j5/16, `7s 7//L' /'/9 Copy - Department NAME(S) AND POSITION(S): Outside Agency Instructors , DATE: January 4, 2012 NAME OF CLASS ! MEETING: Waterloo Police Reserve Academy DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: January 14, 2012 Return Date: May 30, 2012 DATE(S) OF MEETING: January 14 -May 30,2012 PURPOSE OF TRAVEL: The Waterloo Police Department is hiring 7 new Reserve Police Officers to add to our current list of Reserve Officers. We are required to train these officers through a standardized training set up by the Iowa Law Enforcement Academy. The Waterloo Police Department personnel will be conducting most of the certification training but some Outside agency instructors will be required to teach areas not in the expertise of our Officers. The cost associated with this training will be to pay these instructors. This cost will not exceed $1000.00 for all the instructors needed to certify the new recruit reserve Officers and will be paid out of the Waterloo Police Training line. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING MEALS REGISTRATION MILEAGE/FUEL $1000.00 TOTAL FOR ALL: $ 1000.00 TAXI PARKING AIRFARE MISCITOLLS 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 I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: Tanuary 9, 2012 Prepared: January 4, 2012 Dept. Head Signatu . lrt- —4-= # of Attachments: SUBJECT: Request for authorization to seek bid for six (6) 2013 Police Patrol Cars Submitted by: Mark Rice, Public Works Director Recommended City Council Action: NA Summary Statement: Request authorization to seek bids for six (6) 2013 Police Patrol Cars. CIP funds were budgeted for these expenditures. Expenditure Required: Estimate $24,000 each Source of Funds: GO Bond Proceeds Policy Issue: NA Alternative: NA Background Information. Vehicles being replaced exceed the established guidelines for replacement, i.e., mileage, age and/or overall condition. 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 Airport Department to expend $ 1,947.00 plus est. shipping costs of $ to pay for or purchase new furnace for Livingston maintenance shop. This purchase or expenditure is being made because: old furnace is not working correctly & no longer safe. Vendor selected for this purchase: Dalton Plumbing Heating & Cooling X Bids or written quotes were taken on this purchase, as follows: Dalton PHC $1,947.00 Urban Heating & AC $2,515.00 Young Plumbing & Heating $2,075.00 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: X General Fund Bonds Road Use Tax Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1371 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 85,000.00 and the current available balance is Respectfully submitted, gnature Deptad Designee) K:\shared goodies\forms\Livingston Shop Furnace.xls (Mar 2010) $ 31,969.00 ' o,ci 5; ate (Signature Finance Dept. Review) Date 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 Center for Arts Department to expend $ 1,305.24 plus est. shipping costs of $ 0.00 6 wireless microphone systems to pay for or puchase This purchase or expenditure is being made because: The Center has many demands for several microphones to be used at once as well to for the outside system for wedding ceremonies-- the existing ones no longer work well and have frequency issues with local radio stations-- ours - no longer effective I ^ I Bids or written quotes were taken on this purchase, as follows: Wright Sound Systems ----$1,305.24 zzsounds.com $1494.00 LJ West Music $1,499.70 vicotort@idjnow.com---$2,499.00 West Music - $2,099.70 (more bids to exhaust options) 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: x General Fund ri Bonds Road Use Tax n Sewer Federal/other grants n Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 410-26-4205-2151Capital Funds Capital Budget (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resp -c f ully/submitted, (Signa re Dept. d or Designee) Date (Signature Finance Dept. Review) (Project Code) $ 63,00a' $ 23,304 Baf Available users\shared goodies \forms\3 EXPENDITURE AUTHORIZ-CITY.xls(Oct 2004) Date WRIGHT 412 FILIGHES ROAIOr VLfATE'FILOO, IA -507131 3'19--233-555'7 CPA o o a 12/9111 Proposal l No p670 Waterloo Arts ! Recreation Center - 225 Commercial Street Waterloo, IA 5070.1 a: Mike Guild 291-449E 232-1823 We are pleased to submit the following proposal to provide the equipment for your new Sound System. Fax: 2` We recommend the following equipment: Quay Madel Brand Name ItemDescciaption ATW-702 AudicTechnicaWireless, &h, Handheld synem ti SPECIAL 20% Discount: Acceptance of Proposal: Date of Acteptance: PO# Signature -4270 Unit Price Amount $271.92 $:1,305.24 SUBTOTAL: SALES TAX: SHIPPING: 50% DOWNPA.YIVIE.tTT REQUIRED TOTAL: £'=1,305.24 legcve prices reflect 20% pompt pap discoint. Progress invoices-wil csubmitted as phases of work arc complete," *This propos alis ran a bider an invoice- A:t ua1 Lust al ation char ^zr-will be calculated as time plus materials.. Late: parents subject to 2%1 mo fimage charge {t=._ttO ger no settee e3srge. IE caadit ear& is used forpaxtment, 3% chargehill meldedtoiavoice- $0.00 $0.00 DEC -30-2011 18:32 From:WEST MUSIC CEDF 3192776750 US IC P.O. Box 5521 * 1212 5th St * CoraWille, IA 52241 Customer Service: (319) 277-1000 (800) 248-7004 For Billing Inquiries: (319) 351-2000 (800) 373-2000 www.westmusic.com * service@westmusic.com Fax: 319-351-0479 Bill To: Waterloo Center for the Arts 225 Commercial St Waterloo, IA 50701 USA Requested By Payment Terms Your Reference Salesperson Item No. 630498 Waterloo Center for the Arts DUE ON RECPT SCOTT CAREY Description AUDIO TECHNICA ATW-702 WIRELESS;HANDHELD Quote Valid for 60 days unless otherwise noted. Quote Velid only if signed: SCOTT CAREY / • - An Orders must rererence Quote a Comments/Memos ; Subtotal: To:13192914270 Pase:2/3 B10/QUOTATION Ship To; Sales Quote Number: SQ016766 Sales Quota bete: 12/30/11 Page: 1 Waterloo Center for the Arts 225 Commercial St Waterloo, IA 50701 USA Customer ID C357737 Cust Phone (319) 291-4490 Cust Fax Unit My MSRP Disc % Your Price Extended Price EA 6 429.95 41.87% 249.95 1,499.70 Signature Taxable Subtotal: Tax Amount: Ouse Total: 1,499.70 1,499,70 seteatexag DEC -30-2011 18:32 From:WEST MUSIC CEDE 3192776750 Weir US NC P.O. Box 5521 * 1212 5th St * Goralville, IA 52241 Customer Service: (319) 277-1000 (800) 248-7004 For Billing Inquiries: (319) 351-2000 (800) 373-2000 www.westmusic.com * service@westmusic,com Fax: 319.351.0479 Bill To: Waterloo Center for the Arts 225 Commercial St Waterloo, IA 50701 USA Requested By Payment Terms Your Reference SalesPerson Waterloo Center for the Arts DUE ON RECPT SCOTT CAREY Item No. Description To:13192914270 Paee:3'3 BID/QUOTATION Ship To: Sales Quote Number: S0016767 Sales Quote [late: 12/30/11 Page: 1 Waterloo Center for the Arts 225 Commercial St Waterloo, IA 50701 USA Customer ID 0357737 Cust Phone (919) 291-4490 Cast Fax 630263 AUDIO TECHNICA ATW-2120AD WIRELESS:HANDHELD Quote Valid for SO days unless otherwise noted. Quote Valid only if signed: SCOTT CAREY / * - All Orders must reference Quote H Comments/Memos : Unit my MSRP Disc % Your Price Extended Price 6 499.00 29.87% Signature' 349,95 2,099.70 Taxable Subtotal: Tax Amount: Quote Total: 2,099.70 Arall 42,346-68— BRANDON CANNON From: service @ zzounds.com Sent: Friday, December 30, 2011 1:20 PM To: BRANDON CANNON Subject: Shure Beta 87a Microphone Hello, As requested here is a price quote of the items your requested Shure Beta 87A Supercardioid Condenser Microphone (NEW) http://www.zzounds.com/item-- SHUBETA87A $249.00 Please email us with any more questions or concerns. Thanks for your interest in zZounds and have a great day! (us e s Yk) 1 °6 BRANDON CANNON From: victort@idjnow.com Sent: Friday, December 30, 2011 12:25 PM To: BRANDON CANNON Subject: Information Regarding your I DJ NOW Quote#541711 Dear BRANDON CANNON, _Thank you for choosing I DJ NOW and allowing us to earn your business. We GUARANTEE the lowest price! Even 30 days after your purchase. If you should you have any questions please call us at 1800-355-7746. Your Pricing is listed below: REQUESTED ITEMS 6 - RE2N2: E Quote Total Sincerely, I DJ NOW Customer Service 2,499.00 MICROPHONE 1 RE2N2 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 _1Af $ 3,000.00 plus est. shipping costs of $ to pay for or purchase blanket authorization for building computer cartridge supplies for the Arts and Youth Pavilion building printers. Department to expend This purchase or expenditure is being made because: computer cartridges needed to keep all printers operating. Vendor selected for this purchase: Storey Kenworthy contract F1 Bids or written quotes were taken on this purchase, as follows: Storey Kenworthy has the contract for needed cartridge supplies 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: x General Fund Bonds Road Use Tax n Sewer Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: (Fund (91— ; -..' in' which the 420 2152 Capital lmpr.Funds - Department - Activity - Account Number) jet budgeted amount is and the current available balance is VA (Signature Dept. F a or Designee) Date (Signature Finance Dept. Review) Date Sanitation (Project Code) '7r�JC? Yvtd&" $ .363`7 (QQ0() $ _ -2353(7)-- ?E K:\shared goodies\forms\ExpsAuthz-FY2012-cartridges-printers (Mar 2010) HY Office intnriora end products, 1333 Ohio Street Das Moines, tows 50314 PURCHASING: 515-288-3243 PURCHASING FAX: 515-288-9807 STOREY KENWORTHY 309 LOCUST ST DES MOINES, IA 50309-1788 515-288-3243 FAX: 515-284-0853 Invoice No. 01NF2628 Page 1 CUSTOMER NUMBER Invoice NUMBER Invoice DATE PACKING SLIP TERMS WHSE 131182 01NF2628 12/05/11 01601283001 NET 10 EOM 001 BILL TO: WATERLOO CENTER FOR THE ARTS 225 COMMERCIAL STREET WATERLOO, IA 50701 SHIPPED TO: WATERLOO CENTER FOR THE ARTS 225 COMMERCIAL STREET PAULETTE HAWKENSON WATERLOO, IA 50701 001:MISC SUPPLIES Contact/Phone: PAULETTE HAWKENSON/319-291-4490 YOUR P.O. NUMBER ORDER DATE SALESPERSON SHIPPED VIA CARTONS OPER 120211 12/02/11 356 JENNIFER YOUNG ROUTE78-MP-W 10 WEB ITEM DESCRIPTION UNIT ORDER QTY BACK ORDERED INV QTY NET PRICE EXT PRICE Billing Code: 001 - 001:MISC SUPPLIES HEW-CC53 IA TONER,F/ HP CP2025,CYN HEW-CC532A TONER,F/ HP CP2025,YW HEW-CC533A TONER,F/ HP CP2025,MA HEW-Q6002A TONER,LJ 2600N,YW HEW-Q6001A TONER,LJ 2600N,CYN EA EA EA EA EA 3 0 3 120.990 2 0 2 120.990 3 0 3 120.990 1 0 1 91.990 0 1 91.990 1 TOTAL PURCHASE FREIGHT 1151.90 0.00 TAX PCT TAX AMT 0.00 INVOICE TOTAL PAYMENTS BALANCE DUE 1151.90 0.00 1151.90 362.97 241.98 362.97 91.99 91.99 CUSTOMER NAME WATERLOO CENTER FOR THE ARTS PLEASE RETURN THIS PORTION FOR PROPER PROCESSING CUSTOMER NUMBER Invoice NUMBER DATE TOTAL PURCHASE FREIGHT TAX PAYMENTS 131182 01NF2628 12/05/11 Storey Kenworthy 309 Locust Street Des Moines, IA 50309-1788 1151.90 0.00 0.00 0.00 Invoice BALANCE DUE: 1151.90 Page 1 of 1 PAULETTE HAWKENSON From: PAULETTE HAWKENSON Sent: Tuesday, January 03, 2012 4:29 PM To: CAMMIE SCULLY; JOYCE SCHROEDER Subject: RE: Iowa Office Interiors Joyce, In order to keep our computer equipment (includes printers) operating, we need to have the very costly cartridges on hand to keep them running. These are cartridges for 6 different laser jet printers in the building. Cartridges like this are purchased once or twice a year, and this would exhaust our office supply budget. This is why Cammie has budgeted capital funds to cover computer equipment needs for the Arts & Youth Pavilion. If you want me to do an annual blanket pre-auth for computer supplies and equipment, I can do that, but I thought that this was not one item purchased over $1000, but for several different items that totaled over the $1000. Thanks Paulette From: JOYCE SCHROEDER Sent: Thursday, December 29, 2011 10:50 AM To: PAULL I 1E HAWKENSON Subject: Iowa Office Interiors Paulette, I think we need a pre-auth for the toner cartridges since you've spent over $1,000. I'm not sure we should be using bond money to pay for office supplies but at least if you're going to spend that much at one time, we need to do the pre-auth. I can't think of any exception for it, sorry. Thanks, Joyce 1/3/2012 Page 1 of 1 PAULETTE HAWKENSON From: MARIA ARMSTRONG Sent: Thursday, December 29, 2011 1:42 PM To: DEPT. HEADS; DEPT. SECRETARIES AND BOOKKEEPERS Subject: FW: 30 Day Notice of Increase on HP Toners I just wanted to pass on this information as it will affect a majority of the departments. Thank you, Maria Armstrong City of Waterloo -City Clerk & Finance Department 715 Mulberry Street Waterloo, Iowa 50703 W: 319-291-4323 F: 319-291-4571 E: maria. armstronq(5Jwaterloo-ia.orq From: Jennifer Young [mailto:]Young@storeykenworthy.com] Sent: Thursday, December 29, 2011 10:52 AM To: MARIA ARMSTRONG Subject: 30 Day Notice of Increase on HP Toners Maria, Attached is a letter from Hewlett Packard notifying us(Matt Parrott/Storey Kenworthy) of an industry wide increase in their toners starting on January 1, 2012. As stated in our contract, we are giving you a 30 day notice of this increase. Your increase will go into effect on February 1, 2012. Let me know if you have any questions. Jenny Young Matt Parrott/Storey Kenworthy 514 Bratnober Street Waterloo, IA 50703 319-234-4624 ext 4325 Direct: 319-433-4325 you ngnmattparrott.com 1/3/2012 December 1, 2011 Effective January 1, 2012, the prices of toner cartridges will increase by approximately 2 percent on select cartridges. In addition to this 2 percent increase, HP will increase prices on 27 select HP legacy toner cartridges from 2% to 18%. This move is a result of HP's standard portfolio management process. As part of this process HP as manufacturer regularly reviews pricing for all its products and makes adjustments, as appropriate. As always, HP is committed to developing products and services that meet its customers' needs. This includes HP toner cartridges, which will continue to provide superior value, reliability and high-quality output. Please contact the HP Authorized Partner and/or supplies partner you purchase from for information regarding specific pricing and availability. All HP Partners are free to set their own resale price. 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 Clerk/Finance Department to expend $ 1,229.19 plus est. shipping costs of $ to pay for or purchase 2012 pet license reminders This purchase or expenditure is being made because: this is done on a yearly basis Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: 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 Sewer Sanitation X Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-03-8970-1353 ($411.77) & 010-03-8400-1343 ($817.42) (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is $ //a:214 //.5" 7 x ✓ (Project Code) $ `41)00 0{ 69/'6) Respectfully submitted, kA I ii/i,r % G; /, (.L f: fry 7? /--6,2c>/ —(SnatureieptJ-lea-d-or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2012 Pet License Reminders.Expenditure Pre-Authorization.xls (Mar 2010) irr lawartat P- a IlentR %.1 laShoppingon Teti Best A the Web a5,i Panel Guide a)Laemy Yot el Morese, Ce Click ;Mail Ira e, Suzy Success(aly added Rem sl cart Shopping Cart Remove Prod-jr I13m=_ Date et Mailing Volt Price 9W trtt P Seard -4.25x6-Spa Geer Farmer -5dck an[ White - lied Lire Urcoetod View Denise 01106/2012 111 0.100Onee3 7 940 $ oto_o'7—° X353 (5`f. f( "77 St -tot- 3 o\®° o,K2- 276 n Ducru;er C0105 Eirer yo r cogen code if yen have acre. SebNZI Gland Total 01229.15 $1229.19 Hen -.e I sees cmaner I My cement I view m. I product x,.arsn I emotes to aametee I Leeakaersign up I Helt/Suse54. Center I Cathie* so Click214ad.mm roiling Online Mating Lists Emal4to-Man Letter ntohep Rowing5m,ta Abort OiRjMeS Karam: w -as ny tended Hawk work. Vow it proec Heilv2 Igo. glop it asks fatness Print Driver ac,,,, rt noduGe The t.Ce6 pcTial Giers TYpee el maters Oompent Eery poor Mat Mall Heim;s idoes -Eusinass raids LeYer MII RealTypo d maiv Sartt1 Rose -totes less Meow, Lists Moblln Hahelin9 —YO "Hemaia% Prsng gnctk Reeteeesrew - -teretes hers- Magnets Q:2ktlide Resources -Fryers Piu-WYeek Slew Mayers Advancedseavlca -avlard -Gredma wigs Cameo - to4.iry Hee Pine Hener IXnair API woeb -Eeklete Prier Week lee Homeowner pea, 0 segg-_ Cbled Mail Hag from the p. - topic Hae Thursday, Jan 05, 2012 10:58 AM 01/04/2012 08:31 3192914297 WATERLOO LEISURE SER City of Waterloo Expenditure Pre -Authorization Request Form PAGE 02/02 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 9,000 plus est. shipping costs of $ to pay for or purchase 60 columns for Riverfront Sports Park, material and fabrication. This purchase or expenditure is being made because: columns for 6 dugouts at Riverfront Sports Park. Vendor selected for this purchase: Gross Steel, Cedar Falls IA X Bids or written quotes were taken on this purchase, as follows: Grosse Steel, Cedar Falls $8,718.00 5/16" steel alternate $7,892.00 for 1/4" steel C&C Weldin., Waterloo $12 762.00 5/16" steel Tournier, L.J.s, Custom Blacksmithinc and Industrial Fabrication did not return bid request 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: ElGeneral Fund Bonds URoad Use Tax n Sewer I Sanitation u Federal/other grants I I Other (specify) BH Gaming 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, (Signature Dept. l -J 37SPT-CRYS (Project Code) $ 5&-570o0 '-2- $ 3( /a2c. v /- 41/-4:(7 /21»Lu(l /si.akcei l l f of ad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodles\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 Planning $ 2,700.00 plus est. shipping costs of $ 0.00 ArcView GIS license and software maintenance Department to expend to pay for or purchase This purchase or expenditure is being made because: Purchasing second license of GIS software Vendor selected for this purchase: ESRI ri Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: ESRI is sole provider of ArcView Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds Road Use Tax Sewer Sanitation Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 408 08 5700 2111 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitl (Project Code) $ 12,859.00' $ 3,998.941- 4 /AKA)- /7, r,t �,., dA- /, ), _(f ��cilJ (Signature Dept. Head or Designee)' ` r Date (Sig/hature Finance Dept. Review) Date K:\shared good ies\forms\Expenditure Pre-Authorization.xls (Mar 2010) esris ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. 380 New York St Redlands, CA 92373-8100 Phone: (909) 793-2853 Fax: 1 (909) 307-3049 DUNS Number: 06-313-4175 CAGE Code: OAMS3 To expedite your order, please attach a copy of this quotation to your purchase order. Quote is valid from: 10/20/2011 To: 01/18/2012 Quotation # 20394925 Date: October 20, 2011 Customer # 159163 Contract # CITY OF WATERLOO PLANNING & ZONING DEPT 715 MULBERRY ST WATERLOO, IA 50703 ATTENTION: Shane Graham PHONE: (319) 291-4366 FAX: Material Qty Description 93198 1 ArcView Single Use License (Includes the first year of maintenance) 87192 3 ArcView Single Use Primary Maintenance (Year, 2,3, and 4) Unit Price 1,500.00 400.00 Item Total: Total 1,500.00 1,200.00 2,700.00 Subtotal: Sales Tax: Estimated Shipping & Handling(2 Day Delivery) : Contract Pricing Adjust: "The purchase of a new ArcGIS Desktop license includes 12 months of software maintenance. Maintenance includes technical support and software updates (visit http://www.esri.com/software/maintenance to learn more). This quote includes a total of 4 years of maintenance per your request. 2,700.00 0.00 0.00 0.00 Total: $2,700.00 • Please Indicate on your purchase order If this purchase is funded through the American Recovery and Reinvestment Act, and whether Esti is a Prime Recipient. Sub -recipient, or Vendor for reporting purposes. For questions contact: Sandra Evich Email: sevich@esri.com Phone: (909) 793-2853 x1720 Acceptance of this quotation is limited to the Esd License Agreement and the Quotation Terms and Conditions This Quotation is made in confidence for your review. It may not be disclosed to third parties, except as required by law. If sending remittance, please address to: Esri, File No. 54630, Los Angeles, Ca 90074-4630 EVICHS This offer is limited to the terms and conditions incorporated and attached herein. 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 Police Department to expend $ 2,471.33 plus est. shipping costs of $ 100.00 to pay for or purchase Install new carpet to replace the old that has been there several years. Also installing carpet on the walls for soundproofing. This purchase or expenditure is being made because: This bid has been previously approved by council on 12-5-12. Additional cost to tear up and remove old carpet of $45.00 was added to the bid. Vendor selected for this purchase: Floor Decor x Bids or written quotes were taken on this purchase, as follows: Floor Decor $2571.33 Rileys Floors $2936.41 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 Ex Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 409-11-1100-2152 / 410-11-1100-2152 Police Dept Impry (Fund - Department - Activity - Account Number) (Project Code) $ /c, vvo - Soon - $ G 3 b o o in which the budgeted amount is and the current available balance is Re .ectfully submitted, (Sign.•' ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (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 Public Works Department to expend $ 9,588.84 plus est. shipping costs of $ 0.00 to pay for or purchase Blueprint and bid packet reproduction costs for Public Works Building Bid Process This purchase or expenditure is being made because: Vendor selected for this purchase: ARC, Formerly Badger Blueprint Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Coordinated by project Architectural Firm Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds Road Use Tax n Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-18-7950-2152 (Fund - Department - Activity - Account Number) Sanitation (Project Code) in which the budgeted amount is $ 770,388.14 - and the current available balance is Respectfully submitted, $ 736,306.94V /-3-/2- p 1 7 (Signature Dept. He or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Central Garage - Public Works Project Re -Bid Packet Reproduction.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 Street $ 11,160.00 plus est. shipping costs of $ 0.00 Replacement hydraulic controllers for trucks B08 and B10 Department to expend to pay for or purchase This purchase or expenditure is being made because: Compatibility with new sander units Vendor selected for this purchase: Henderson Truck Equipment n Bids or written quotes were taken on this purchase, as follows: Tri-State Truck Equipment - $6325.50 Ea = $12,651 Henderson Truck Equipment - $5580. Ea = $11,160 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: X General Fund Bonds Road Use Tax Federal/other grants Sewer Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 411-19-7100-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, e (Signature Dept. Head or Designee) (Project Code) $ 398,000.00 $ 36.363 9 / -s -iL ?iv lu. (c/ (,li atifq: l"5) -3l Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Street Dept - 2 EA Force America 5100 Controllers.xls (Mar 2010)