Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Supplemental Attachments - 9/25/2017
City of Waterloo Finance Committee Open Invoice Report For September 25, 20 7 Finance Committee Accounts Payable Open Invoice Report Tota As of Friday, September 22, 2017 EFT Transactions: US Bank -Tech Works Bank Fees Add: Wellmark Weekly Claims Reduce Bosnian Cutural Foundation check 'Subtotal - as of Monday, September 25, 2017 prova Friday Total 2,711,655.14 Workers Compensation Issued by TPA Housing Authority Housing Assistance EFT's Housing Authority Housing Assistance EFT's Payroll IBM Payment Total - Monday, September 25, 2017 1,848,567.00 858,429.15 4,658.99 153,717.52 (10,000.00) 2,855,372.66 15,126.50 357,010.20 267.00 Payment to Council members or related entities: 3,227,776.36 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 FY _2018 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance d ,aa 1°(FaK¢=-4-- Swl 6-5 2'ti o 'o`td'/7 Copy - Department NAME(S) AND POSITION(S): Sergeant Hoelscher DATE September 18th, 2017 NAME OF CLASS / MEETING: HDS recertification School Wr' tokQ Ouk 70Gvfet✓ ,Zaw DESTINATION Huntsville, Alabama DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 151h 2017 Return Date: October 20th, 2017 DATE(S) OF MEETING: October 16th -20m'', 2017 PURPOSE OF TRAVEL: Lt. McClelland is requesting authorization to send Sergeant Hoelscher to HDS recertification school in Huntsville, Alabama. Sergeant Hoelscher is a certified EOD tech and is assigned to the Waterloo Police Departments EOD Unit. This class is needed to maintain his certification as an EOD tech. The FBI is covering all of the expenses except for a rental car in Huntsville that will need to be paid for by the city. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE x AIRFARE DEPARTING FROM: Lowest airfare ESTIMATE OF COST: $.00 LODGING $350.00 Car rental $.00 MEALS .00 Parking $.00 REGISTRATION .00 AIRFARE $,00 MILEAGE/FUEL .00 Baggage fee TOTAL FOR ALL: $ 350.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 350.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD DATE q -Ls--- 7-0,7 1 APPROVE THIS TRAVEL REQUEST Alizz_ MAYOR / 2:5"-/ 17 DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 FY _2018BUDGETED ©eo EXPENDED YTD 11e0 '� THIS REQUEST 03l/Lra LEFT AFTER THIS REQUEST 5-91( DATE d -d Original - Clerk/Finance Co. - De•artment NAME(S) AND POSITION(S): WPD officers DATE September 13th 2017 NAME OF CLASS 1 MEETING: De-escalation and Crisis Intervention DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: September 12th , 2017 Return Date: DATE(S) OF MEETING: September 13th, 2017 September 12-13, 2017 PURPOSE OF TRAVEL: Captain Krogh is requesting authorization to co -host a De-escalation and Crisis Intervention class with Hawkeye Community College on September 12th and 13th, 2017. The class is being taught by Ellis Amdur, M.A. This class will assist officers to establish a communication mode that will minimize the risk of violence in dangerous situations. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $.00 LODGING .00 Parking $.00 MEALS .00 Shuttle/taxi $2600.00 REGISTRATION .00 AIRFARE $.00 Fuel/mileage .00 Baggage fee TOTAL FOR ALL: $ 2600.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ .00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DE'ARTME T HEAD DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100-1346 FY _2018_ BUDGETED 43,000 ` EXPENDED YTD 5-5'33 q% THIS REQUEST 75" J/ LEFT AFTER THIS a REQUEST DATE Witt 9 -p -e Original - Cferk/Finanee Co • De•artment NAME(S) AND POSITION(S): Lt. McClelland, Sgt. Erie P.O. Schaaf, Inv. Girsch, P.O. Wilson, P.O. Rulapaugh, P.O. Bram DATE September 13t", 2017 NAME OF CLASS / MEETING: Rifle Armorer School DESTINATION: Waterloo, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: October 16th, 2017 Return Date: October 17th, 2017 DATE(S) OF MEETING: October 16-17, 2017 PURPOSE OF TRAVEL: Lt. Cirksena is requesting authorization to send Lt. McClelland, Sgt. Erie, P.O. Schaaf, P.O. M. Girsch, P.O. Rulapaugh, P.O. Bram, and P.O. Wilson to Rifle Armorers School in Waterloo, Iowa on October 16-17, 2017. The Waterloo Police Department is hosting this school and will get two free spots and only have to pay for 5 officers. These officers armorer the WPD rifle systems and this required certification. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE. AIRFARE DEPARTING FROM: ESTIMATE OF COST: $.00 LODGING Parking $.00 MEALS .00 Shuttle/taxi $1975.00 REGISTRATION .00 AIRFARE $.00 Fuel/mileage .00 Baggage fee TOTAL FOR ALL: $ 1975.00 BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 282.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY,I% BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST BATE Ori.inal - Clerk/Finance STAFF ONLY 3 6 �l34-60 31i Jx err-/ 7 Co. - be•artment NAME(S) AND POSITION(S): Tajah Wright, Housing Coordinator DATE: 9125/2017 NAME OF CLASS / MEETING: Homebuyer Education Methods: Training the Trainer (NeighborWorks Training Institute) DESTINATION: DEPARTURE POINT IF NOT WATERLOO: Washington, D. C. DEPARTURE DATE: December 10, 2017 RETURN DATE: December 15, 2017 DATE(S) OF MEETING: December 11 — 15, 2017 PURPOSE OF TRAVELITRAINING: The Waterloo Housing Authority will begin providing group Homebuyer Education classes in January of 2018 as approved by the Board of Directors on July 17, 2017, as no other local agencies provide these classes at the current time. Low to moderate income residents must often have these classes for various types of mortgage assistance in the City of Waterloo. Therefore, this training meets the both Strategy 3.10 (Support community-based housing initiatives to improve existing housing stock) by enabling low to moderate income residents to purchase these homes; and Strategy 3.11 (housing initiatives that fit the demographic needs of the community). WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa ESTIMATE OF COST: $ 1,155.00 LODGING $ 100.00 TAXI $ 420.00 MEALS PARKING $ 1,455.00 REGISTRATION $ 555.00 AIRFARE $ MILEAGE/FUEL MISC/TOLLS NTE TOTAL FOR ALL: $ $3,685.00 BUDGET LINE ITEM: 283-13-5451-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO NTE TOTAL: $ $ 3,685.00 PER PERSON I BELIEVE THIS TRIP SERVES A RBLIC URPOSE AND IS NECESSARY AND BENE FIC►L TO THE CITY OF WATERLO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST RUQ MAYO `\1zs1�7 DATE R!\ ared Goodies\Forms\Travel Request Form January 2010 Nancy Higby From: Kathy Mixdorf <kmixdorf@co.black-hawk.ia.us> Sent: Tuesday, September 12, 2017 4:09 PM To: Nancy Rigby Subject: RE: Question.... Follow Up Flag: Follow up Flag Status: Flagged Hi Nancy, About your question, the tax records show Operation Threshold owing 305 Cottage St and Pamela S. Palmer owing 313 Cottage St. At one time the parcel was for both 305-313 Cottage St. and Operation Threshold own this parcel. Then in February, 2008 this parcel was split into two separate parcels of 305 Cottage St & 313 Cottage St. Where now Operation Threshold owns 305 Cottage St. and Pamela S. Palmer owns 313 Cottage St. I see on the certification that the billing was for Pamela S. Palmer which has the service address of 305 Cottage St. If the billing was for her we will need a letter of cancellation to cancel the annual specials on the 305 Cottage St. address for Operation Threshold and recertified it to the correct parcel for Pamela S. Palmer at 313 Cottage St. The billing is location #105408 Customer ID #522440 Pamela 5. Proctor. If you still have more questions please let me know. Kathy Mixdorf Financial Specialist Black Hawk County Treasurer Phone 833-3013 extension #1139 NOTICE: Subject to the requirements of the Iowa Open Records Law, this message and accompanying documents are covered by the Electronic Communications Privacy Act, 18 U.S.C. Subsection 2510-252, and contains information intended for the specified individual(s) only. This information may be confidential. If you are not the intended recipient or an agent responsible for delivering this message to the intended recipient, you are hereby notified that you have received this message in error and that any review, dissemination, copying or the taking of any action based on the contents of this message may be prohibited. If you have received this message in error, please notify us immediately by e-mail and delete this message. From: Nancy Higby [mailto:Nancy,Higby@WATERLOO-IA.ORG] Sent: Tuesday, September 12, 2017 3:37 PM To: Kathy Mixdorf Subject: Question.... Hi Kathy, A couple of weeks ago, a representative of Operation Threshold, Joe Ambrose, came to City Hall because he received an assessment bill. He insists that parcel numbers have been recorded incorrectly with a neighboring property, and the assessment is not his. 1 I don't believe there is anything we can do for him here, including cancelling the assessment, until the parcel issue is figured out. He left us his business card, however before I calf him, I want to make sure I know what to tell him so I don't send him in circles. I am assuming he needs to come to the County and get that worked out, is that correct, or is there somewhere else he would need to go? By the way, the two addresses in question are 305 Cottage Street, and 313 Cottage Street. If I understood him correctly, Operation Threshold owns the 313 address, and Pamela Palmer owns 305, but Operation Threshold is being billed for 305 Cottage Street. Thanks in advance for any information or help you can provide me. Nave H ig Y4y Administrative Secretary to the City Clerk City of Waterloo, Iowa Ph:319-291-4522 Ext. 3000 Fx: 319-291-4571 PURSUANT TO IOWA CODE CHAPTER 22 E-MAIL COMMUNICATION TO AND FROM THIS ADDRESS MAY BE SUBJECT TO PUBLIC DISCLOSURE. 2 ASSIGNMENT OF REBATES The undersigned ("Assignor") is party to a development agreement (the "Agreement") with the City of Waterloo, Iowa, concerning the following real property (the "Property"): Address: 402-404 E. 4"h Street, Waterloo Subject to the terms of the Agreement, Assignor is entitled to property tax rebates in respect of the Property in an amount determined as set forth in the Agreement. Assignor has sold the Property to the Transferee indicated below. In consideration of Transferee's purchase of the Property, Assignor does hereby assign to Transferee all of Assignor's right, title and interest in and to any and all rebates payable in respect of the Property pursuant to the Agreement, effective as to any rebate payable for property taxes that become due and owing after the following date: September 29, 2015 . ASSIGNOR TRANSFEREE ISA Development, LLC Twin Trees LLC By: � 11 L -s'` t,d/1- By: David Deeds, Conteoller Dated: (A/(lo Mark Iehl, Manager Dated: 04/06/2016 Application for Industrial Property Tax Exemption Iowa Code Section 427E This application must be filed with your city or county assessor by February 1 of the year in which the property claimed for exemption is first assessed for taxation. It must be postmarked no later than February 1. Contact information for all assessors can be found at the Iowa State Association of Assessors website: www.lowa-Assessors.orcl Applicant Contact Information -- Please Print Name: Tyson Fresh Meats, Inc Phone: ( 479 ) 290-1168 Email: Jan.Nash@tyson.com Read instructions on page 2 carefully IMPORTANT: A single application may be filed upon completion of an entire project requiring more than one year to construct or complete, providing prior approval has been granted by the city council or county board of supervisors. Any property owner who is dissatisfied with their assessment may file a protest with the Board of Review between April 2 and April 30, both dates inclusive, of the year of the assessment. Property Owner Name: Tyson Fresh Meats, Inc Address of Property claimed for exemption: 501 N. Elk Run Rd, Waterloo, IA 50703 Check the box below to declare the assessed and use, or intended use, of this property: Industrial Manufacturing Distribution Center X Research — Service Facility Public Warehouse Cattle Facility 1. Describe in detail the new construction for which an exemption is claimed. SEE INSTRUCTIONS. 2. Is this exemption being claimed for reconstruction of existing buildings and structures? Check "Yes" or "No" below. If yes is indicated, you must receive prior approval from your city council or board of supervisors. A statement verifying the granting of such approval must be submitted with this application to your assessor. If prior approval has been granted, describe in detail the reconstruction. Yes: x No: I hereby swear that the information presented on this application and all attached supporting documents are true, correct, and co plete. Signature of Owner: Title: SVP -Tax Date:9/1312017 Parcel Number: For Assessor Use Only I have examined this application for industrial property tax exemption and hereby certify $ of the final assessed value qualifies for this property tax exemption. Assessor Signature Date: 57-122a (03/07117) Application for Industrial Property Tax Exemption Iowa Code Section 427B NOTICE: An applicant may submit a plan for new construction to the city council or board of supervisors prior to completing this application in order to obtain prior approval for property tax exemption eligibility. INSTRUCTIONS Enter the name and address of the property owner claiming exemption. Enter the address of the property for which an exemption is being claimed. Enter how property is assessed and used or intended to be used as. Item 1: New construction means new buildings and structures, including new additions to existing buildings and structures. You are required to present an accurate and detailed description of the new construction including the date construction began (or will begin), the anticipated date the construction will be completed, and the cost of the entire new construction project. Attach additional pages if necessary. Item 2: Reconstruction of existing buildings is not eligible for a property tax exemption unless the following conditions are met: (a) Reconstruction is required due to economic obsolescence. (b) Reconstruction is necessary to implement recognized industry standards for the manufacturing and processing of specific products. (c) Reconstruction is required to continue to competitively manufacture or process specific products. IMPORTANT: Reconstruction must meet the above conditions and written approval must be received from the county board of supervisors or city council prior to submitting this application to your assessor. The written approval is to be attached to the application form. if prior approval has been granted, complete Item 2 on the application by attaching a detailed description of the type of building being reconstructed, the exact nature of the reconstruction, the date reconstruction began or will begin, and the cost of the entire reconstruction project. Attach additional pages if necessary. This application must be signed by the property owner and submitted to the city or county assessor in which the property is located no later than February 1 of the year in which the property claimed for exemption is first assessed for tax purposes. However, a single application may be filed upon completion of an entire project requiring more than one year to construct or complete, providing prior approval has been granted by the city council of county board of supervisors. 57-122b (08/30116) CITY OF WATERLOO, IOWA REQUEST FOR PROPOSALS TO PROVIDE RECYCLING PROCESSING SERVICES DATE: September 25, 2017 REQUEST FOR PROPOSAL: RECYCLING PROCESSING SERVICES FOR THE CITY OF WATERLOO, IOWA SUBMITTING AND OPENING PROPOSALS: All proposals must be received in a sealed envelope in the City Clerk's office (time and date stamped) by Thursday, October 12, 2017, at 12:00 p.m. Central Time (our clock) in order to be considered. The City Clerk's office is located at 715 Mulberry St., Waterloo, Iowa, 50703. Proposals sent electronically or via facsimile will not be accepted. The mailing container or envelope shall be plainly marked on the outside with the notation "SEALED PROPOSAL FOR RECYCLING PROCESSING SERVICES", and the name of the company submitting the proposal. The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other means of delivery employed by the Proposer. Similarly, the City is not responsible for, and will not open, any proposal responses that are received no later than the date and time stated above. Late proposals will be retained in the RFP file, unopened. No responsibility will be attached to any person for premature opening of a proposal not properly identified. Proposals will be opened on Thursday, October 12, 2017at 1:00 p.m. Central Time in the City Clerk's office at City Hall, 715 Mulberry St, Waterloo. The main purpose of this opening is to reveal the name(s) or the Proposer(s), not to serve as the forum for determining the awarded proposal(s). BONDS AND INSURANCE: Insurance is required with this Request for Proposal, as specified in Section IV B. NO CONTACT POLICY. After the date and time established for receipt of proposals by the City, any contact initiated by the Proposer or by a City representative, other than the Purchasing Division representative listed herein, concerning this Request for Proposal is prohibited. Any such unauthorized contact may cause the disqualification of the Proposer from the procurement transaction. 1 Index: Section I. Proposal Requirements Checklist Section II. Specific conditions and Instructions to this Proposal Section III. Detailed Specifications Section IV. General Conditions and Instructions to Proposals Section V. References Section VI. Pricing & Company Information Form SECTION /.PROPOSAL REQUIREMENTS CHECKLIST DOCUMENTS REQUIRED TO BE SUBMITTED WITH THIS PROPOSAL Please review the following checklist to make sure the documents are included in your proposal. The required items and specific content must be organized in the submitted proposal as they are listed below. A summarized letter of the vendor's proposal on the vendor's letterhead stationery. The letter must be signed by an officer of the vendor or a designated agent empowered to bind the firm in the contract offer. A minimum of three references from companies or agencies for projects similar in scope to this project. Include the company or agency's name and address, the name, title, phone number of each reference, and the date services were provided. References from other City of Iowa City employees will not be accepted (Section V). A completed and signed Pricing and Company Information Form (Section VI). The City is not responsible for the vendor's failure to provide information and pricing on required items. In this instance the prices submitted will prevail as the proposal price for all required equipment, materials, labor, and travel. Information on the services provided by the proposer, including the following items: • Give a detailed description of your company, including the location of your company, the services performed and how long your company has been performing the services, and the number of staff employed by your company. • Provide a detailed description of your company's methods of recycling, including your procedures. • Provide a list of equipment that your company owns to provide the proposed recycling services. • Procedures for handling customer service issues, including the customer service representative(s) responsible for the City of Waterloo's account. EXCEPTIONS/ DEVIATIONS to this Request for Proposal are to be included in Section VI. If adequate space is not provided for exceptions/deviations, please use a separate sheet of paper. If your company has no exceptions/deviations, please write "No Exceptions" in the space provided. If you state no exceptions, you may not add your company's terms and conditions or any other documents to your submitted proposal or any submittals after the proposal due date. Failure to note exceptions will mean that your company agrees to meet all requirements of the Request for Proposal. 3 SECTION II. SPECIFIC CONDITIONS AND INSTRUCTIONS TO THIS PROPOSAL A. SCOPE OF WORK: The City of Waterloo, Iowa is soliciting proposals from qualified vendors to provide recycling processing services. It is the intent of the City to compare the continuation of the current single stream (comingled) recycling system by accepting RFP responses. The awarded vendor shall provide a site for receiving recyclable materials and accommodate collection schedules Tuesday -Friday 8am-4pm, with the possibility of a few Saturdays. The awarded vendor shall provide a site for processing, storage and marketing. It is the intent of the City to: • Maximize the diversion of clean recyclable materials from the Black Hawk County Landfill via legitimate recycling markets. • Minimize the residual material landfilled after processing. • Form a cooperative partnership with the successful vendor to maximize public education, community outreach and other activities. • Maximize per -ton revenues derived from the sale of the recyclable materials and minimize transportation and overall costs. The materials collected and delivered to the transfer/processing facility as listed in this Scope of Services shall not be disposed of by land filling without the specific approval of the City. This implies that the Contractor will sort/process these materials to render the marketable status of the commodity. The removal of some contaminants and/or improper materials is expected. The cull materials, if process sorting is done locally in the metro -area, shall be tracked, reported monthly, and properly land filled at the Black Hawk County Landfill as per this agreement. The City agrees to coordinate any public education/relations efforts to minimize this problem; however, absolute product quality of the material delivered by the City cannot be assured, nor expected. B. BACKGROUND: The City of Waterloo is responsible for providing curbside recycling services to residents. The City employs staff to collect recycling curbside and to deposit collection at the processing facility. The City has a population of about 68,000 and serves approximately 11,000 households with monthly curbside recycling. Participation in curbside recycling programs range from 20-60% in most neighborhoods. Currently, about 500 tons of materials are collected curbside annually. C. CONTRACT TERM: 1. The contract shall commence on November 1, 2017. No price escalation will be allowed during the initial term of the contract. 2. The initial term of the contract shall be for one (1) year. The City may elect to extend this contract for one {1) additional one (1) year term with a maximum of four, one (1) year contract renewals. Extension of the contract after the initial one ( 1) year term is at the discretion of the City. 4 3. Requests for proposed price changes after the initial term of the contract must be submitted in writing to the Director of Public Works thirty (30) calendar days prior to the contract start date. The City reserves the right to accept or reject price increases, to negotiate more favorable terms, or to terminate without cost, the future performance of the contract. 4. Formal contract renewal will be issued, in writing, thirty (30) calendar days prior to expiration date of the current term. D. PROPOSAL REQUIREMENTS: 1. All vendors submitting a proposal must be capable of performing the services specified in this Request for Proposal. Before the award of this contract, vendors submitting a proposal may be required to show that they have the necessary equipment, experience, ability, and financial resources to perform the work within the time stipulated in a manner that is acceptable to the City. 2. If any vendor is in doubt as to the intent or meaning of any part of this Request for Proposal, the vendor must e-mail the Director of Public Works listed on page one (1) no later than October 11, 2017, 4:00 p.m. (CST). 3. Vendors are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting a proposal. The submission of a proposal by a vendor implies acceptance of the terms and conditions herein, unless otherwise stated. 4. The format of the vendor's proposal must be consistent with the format of the specifications listed. 5. Any costs associated with the services provided under this contract not specifically set forth in this Request for Proposal will be the responsibility of the awarded vendor, and will be deemed included in the fees and charges bid herein. 6. Proposed pricing shall specify the destination of any contamination and include all costs to fulfill the contract and what the contamination fees are. 7. All applicable State of Iowa and federal laws, ordinances, licenses and regulations of a governmental body having jurisdiction shall apply to the award throughout as the case may be, and are incorporated herein by reference. 8. Responses may be rejected if the vendor fails to perform any of the following: a. To adhere to one or more of the provisions established in this Request for Proposal b. To demonstrate competence, experience, and ability to provide the equipment and services described in this Request for Proposal c. To submit a response on or before the deadline and complete all required forms d. To respond to a written request for clarification or additional information e. To fulfill a request for a presentation 9. Vendors may be required to submit financial statements subsequent to the opening of proposals together with such information as may be required to determine that a contemplated awardee is fully qualified to receive the award. 5 E. CONTRACTOR INTERVIEWS: The City reserves the right to conduct interviews with individual vendors to better assess the competency of the vendor and his/her designated project team members to provide the prescribed Scope of Services in a timely and satisfactory manner. Invitation to participate in a pre -selection interview shall be solely at the discretion of the City. All such interviews will be conducted in Waterloo and shall be without cost to the City. F. CONTRACT AWARD: 1. The vendor's proposal must be complete to be considered for award. 2. The City of Waterloo reserves the right to accept or reject any or all proposals and to waive irregularities or technicalities in any proposal when in the best interest of the City. The City of Waterloo reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of the Request for Proposal. 3. It is the City's intent to make an award within thirty (30) working days of the proposal due date. 4. Award, if made, will be in accordance with the terms and conditions herein. 5. Award of this contract does not restrict the City from procuring the required services and supplies from other qualified vendors. 6. Any change to the contract must be approved in writing by the Director of Public Works and the awarded vendor. 7. Consideration may be given to, but not limited to, the proposed procedures for recycling services, the vendor's qualifications and capability to perform the work, experience and references, cost analysis (pricing) and projection, and the vendor's ability to comply with the requirements of this Request for Proposal. 8. The awarded vendor will be required to submit a current certificate of insurance prior to delivery and commencement of work. The certificate of insurance shall include the following items: • The City of Waterloo will be named as additional insured • Project title as the description • Insurance carriers will be rated as A or better by A.M. Best G. INSPECTION OF OPERATIONS AND/OR RECORDS: The City reserves the right, but not the duty, to inspect any equipment, facility or service used by the vendor in providing services pursuant to this contract and, likewise, the right to inspect, make, and keep copies of all books and records maintained by the vendor which relate to the services provided by the vendor hereunder, at any reasonable time and upon reasonable notice. Such inspections shall be conducted in a manner to minimize disruption to the vendor's business. The vendor shall cooperate fully with the City during an inspection. 6 SECTION III. DETAILED SPECIFICATIONS A. RECYCLING METHODS: The proposer will receive recyclables as single stream (comingled). The single stream will include all materials listed below. MATERIALS: 1. Recyclable materials collected in the curbside program will include: • Old newspaper (ONP) • Chipboard • Residential mixed paper (junk mail, office/computer paper, file folders, telephone books, etc.) • Old corrugated containers (OCC) • Magazines and catalogs • Plastic containers labeled #1 through #7 (excluding Styrofoam and plastic bags) • Aluminum beverage containers • Pie tins and aluminum foil • Steel beverage and food containers 7 SECTION IV. GENERAL CONDITIONS AND INSTRUCTIONS FOR PROPOSING A. COMPETENCY OF PROPOSER. No proposal may be accepted from or contract awarded to any person, firm or corporation that is in arrears or in default to the City of Waterloo upon any debt or contract. Prior failure of a Proposer to perform faithfully on any previous contract or work for the City may be grounds for rejection. If requested, the Proposer shall present evidence of performance ability and possession of necessary facilities, pecuniary resources and adequate insurance to comply with the terms of these proposal documents; such evidence shall be presented within a specified time and to the satisfaction of the City. B. EQUAL EMPLOYMENT OPPORTUNITY. All Proposers are subject to and must comply with the provisions of the City's EEO policy and applicable local, state and federal antidiscrimination laws. AH City contractors, subcontractors or consultants with contracts of $25,000 or more (or less, if required by another governmental agency) must abide by the requirements of the City's Contract Compliance. Emergency contracts are exempt from this provision. C. INSURANCE REQUIREMENTS. When required, the successful Proposer shall provide insurance as follows: 1. Certificate of Insurance; Cancellation or Modification a. Before commencing work, the Contractor shall submit to the City for approval of a Certificate of Insurance meeting all requirements specified herein, to be in effect for the full contract period. b. The Contractor shall notify the City in writing at least thirty (30) calendar days prior to any change or cancellation of said policy or policies. C. Cancellation or modification of said policy or policies shall be considered just cause for the City of Waterloo to immediately cancel the contract and/or to halt on the contract, and to withhold payment for any work performed on the contract. d. The policy shall be primary in payment, not excess or contingent, regardless of any other coverage available to the City. 2. Minimum Coverage Any policy or policies of insurance purchased by the Contractor to satisfy his/her responsibilities under this contract shall include contractual liability coverage, and shall be in the following type and minimum amounts: 3. Insurance Requirements Informal Project Specs: Class I (under $1M) Type of Coverage Each Aggregate Occurrence a. Comprehensive General Liability (1) Bodily Injury & Property Damage $500,000 $1,000,000 8 b. Automobile Liability Combined Single Limit (1) Bodily Injury & Property Damage $500,000 c. Worker's Compensation Insurance as required by Chapter 85, Code of Iowa. The City requires that the Contractor's Insurance carrier be "A" rated or better by A.M. Best. D. SPECIFICATIONS 1. FORMAL SPECIFICATIONS. The Proposer shall abide by and comply with the true intent of the specifications (i.e., not take advantage of any unintentional error or omission). Whenever mention herein is made of a service to be provided in accordance with laws, ordinances, building codes, underwriters' codes or similar expressions, the requirements of these laws, ordinances, etc., shall be construed as the minimum requirements of the specifications. 3. QUALIFICATIONS, CREDENTIALS AND REFERENCES. The Proposer shall provide a description of qualifications, credentials, experience, and resources as they relate to the provision of the proposal. The Proposer shall also provide a list of clients for whom similar work has been performed within the last two years, including the firm, contact person, address, and phone number of each contact person. 4. ADDENDUM TO SPECIFICATIONS. Any substantive interpretation, correction or change of the proposal documents shall be made by written addendum. Interpretation, corrections or changes of the proposal documents made in any other manner shall not be binding. Such interpretations, corrections or changes shall not be relied upon by Proposer. Any addenda shall be issued by the City within a reasonable time prior to the proposal date. It is the Proposer's responsibility to visit the City of Waterloo's web -site to insure that they have received all important addenda or revisions to the Request for Proposal prior to bidding. E. SELECTION OF FIRM 1. REJECTION OF PROPOSALS. The City reserves the right to accept or reject any or all proposals, to waive irregularities and technicalities, and to request resubmission. The City also reserves the right to reject the proposal of any Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, or a proposal from a Proposer who, investigation shows, is not in a position to satisfactorily and timely perform the contract. 2. SELECTION. The City desires to enter into negotiations and ultimately reach an agreement with a Proposer who demonstrates the best combination of attributes to conduct the project, and who also negotiates a project cost with the City that is fair and reasonable. The City may conduct discussions with any Proposer who has submitted a proposal to determine qualifications, for further consideration. Since the initial review by the City will be deemed preliminary in nature, the document and process will be deemed confidential until such time as the successful Proposer is selected. Criteria for selection will include but not be limited to: • The quality, availability, adaptability and life cycle costing of the commodities and/or service. 9 • Guarantees and warranties. • Ability, capacity and skill to provide the commodities and/or service required within the specified time. • Ability to provide future maintenance and service. • Character, integrity, reputation, experience and efficiency. • Quality of performance of previous and/or existing contracts. • Whether the Proposer is in arrears to the City, in debt on a contract or is a defaulter on surety to the City. • If reasonable doubts arise as to Proposer's solvency, the City reserves the right to require financial information sufficient to show solvency and/or require a performance bond. • Such other relevant information as may be secured by the City. • Cost estimate; the City is not required to accept the proposal with the lowest cost estimate. Once the City has reached an agreement with the Proposer, a letter will be mailed to the awardee. The letter will define the conditions of the contract between the City and the contractor selected to receive the award. 3. CORRECTIONS TO SUBMITTED PROPOSALS. Any changes that are made to this proposal using correction fluid, writing utensils, etc. before submission must be dated and initialed in each area that a change was made. 4. PRICING REQUIREMENTS. All pricing submitted by the Proposer shall be indicated in both words and figures. (Ex. $200.50, Two hundred dollars and fifty cents). F. GENERAL CONTRACT PROVISIONS 1. CONTRACT AWARD. Upon City's selection and satisfactory negotiation between City and Proposer on the work to be performed, a written award in the form of a formal letter, contract or other instrument shall result in a binding contract without further action by either party. The contract shall be on foams provided by the City; or if the Proposer's contract document is used, the City reserves the right to modify any document to conform to the request for proposal and to do so in the light most favorable to the City. 3. AVAILABILITY OF FUNDS. A contract shall be deemed valid only to the extent of appropriations available to each project. The City's extended obligation on these contracts which envision extended funding through successive fiscal periods shall be contingent upon actual appropriation for the following fiscal year. 4. CHANGE IN LAWS: In the event of a change in law that frustrates the goals of the City relative to this contract, the City will be entitled to terminate the contract upon written notification to the vendor without cost or penalty to the City. 10 5. CONTRACT ALTERATIONS. The City reserves the right to make changes to the Services to be provided which are within the Project. No assignment, alteration, change, or modification of the terms of this Agreement shall be valid unless made in writing and agreed to by both the City and the Proposer. The Proposer shall not commence any additional work or change the scope of the Service until authorized in writing by the City. 6. PRESS AND PUBLICITY The City of Waterloo shall be responsible for all press and publicity related to recycling within the City of Waterloo. Any and all efforts made by the Contractor that will affect the operation under this contract shall be reviewed by the City prior to initiation. This City shall not unreasonably restrict the normal business advertising of the Contractor. Proposer shall make no claim for additional compensation in the absence of a prior written approval and amendment of this Agreement executed by both the Proposer and the City. This Agreement may only be amended, supplemented or modified by a written document executed in the same manner as this Agreement. 6. SUBLETTING OF CONTRACT. Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the contract or their right, title or interest therein, or their power to execute such contract to any other person, firm or corporation without the prior written consent of the City, but in no case shall such consent relieve the Proposer from their obligations, or change the terms of the contract. 7. CONTRACT PERIOD. Contract shall remain in force for the full specified period and until all services have been satisfactorily delivered and accepted and thereafter until all requirements and conditions shall be met, unless: a. Extended upon written authorization of the City and accepted by contractor, for a period negotiated and agreed upon by both parties, when in the best interest of the City. b. Terminated due to default, as described below. 8. DEFAULT. The contract may be cancelled or annulled by the City in whole or in part by written notice of default to the Proposer upon non-performance, violation of contract terms, delivery failure, bankruptcy or insolvency, or the making of an assignment for the benefit of creditors. The City reserves the right to grant Contractor a specified cure period during which to cure or remedy the default, which cure period shall be included in the written notice of default. If default is not cured within the specified time, City reserves the right, but is not obligated to, extend the cure period or City may deem the Contract terminated without further notice. In either event, the defaulting Contractor {or his/her surety) shall be liable to the City for cost to the City in excess of the defaulted contract price. Lack of knowledge by the Contractor will in no way be a cause for relief from responsibility. If the Contract is terminated, an award may then be made to the next qualified Proposer; or when time is of the essence, services may be contracted in accordance with Emergency procedures. 9. DELIVERY FAILURES. Failure of a contractor to provide commodities and/or service within the time specified, unless extended in writing by the City or failure to replace rejected commodities and/or service when so directed by the City shall constitute delivery failure. When such failure occurs the City reserves the right to cancel or adjust the contract, whichever is in the best interest of the City. In either event, the City may purchase in the open market commodities and/or service of comparable worth to replace the articles of service rejected or not delivered. On all such purchases, 11 the Contractor shall reimburse the City, within a reasonable time specified by the City, for any expense incurred in excess of contract prices, or the City may deduct such amount from monies owed the Contractor. If the contract is not cancelled, such purchases shall be deducted from contract quantities. The City reserves the right to accept commodities and/or service delivered which do not meet specifications or are substandard in quality, subject to an adjustment in price to be determined by the City. Acceptance will be at the sole discretion of the City. 10. FORCE MAJEURE. The Contractor shall not be liable in damages for delivery failure when such failure is the result of fire, flood, strike, and act of God, act of government, act of an alien enemy or any other circumstances which, in the City's opinion, is beyond the control of the Contractor. Under such circumstances, however, the City may at its discretion cancel the contract. 11. INDEMNITY. The Proposer shall indemnify, defend and hold harmless the City of Waterloo and its officers, employees and agents from any and all liability, loss, cost, damage, and expense (including reasonable attorney's fees and court costs) resulting from, arising out of, or incurred by reason of any claims, actions, or suits based upon or alleging bodily injury including death, license, patent, or copyright infringement, or property damage rising out of or resulting from the Proposer's operations under this Contract, whether such operations be by the Contractor or by any Subcontractor or by anyone directly or indirectly employed by either. Proposer is not, and shall not be deemed to be, an agent or employee of the City of Waterloo. Responsibility for Damage Claims - It is specifically agreed between the parties executing this contract that it is not intended by any of the provisions of any part of the contract documents to create in the public or any member thereof a third party beneficiary hereunder, or to authorize anyone not a party to this contract to maintain a suit for personal injuries or property damage pursuant to the terms or provisions of this contract. It is understood that no subcontractor is a third party beneficiary to any contract between the Contracting Authority and the prime contractor. Nothing in any special provision or any supplemental specification shall be construed as eliminating or superseding the requirements of this section. Proposer further agrees to: a. Save the City, its agents and employees harmless from liability of any nature or kind for the use of any copyright or non -copyright composition, secret process, license, patented or unpatented invention, article, apparatus, or appliance, including any device or article forming a part of the apparatus or appliance of which the Proposer is not the patentee, assignee, licensee or owner, furnished or used in the performance of the contract. b. Obtain all permits and licenses required by city, state and federal governments and pay all related fees. The Proposer shall also comply with all laws, ordinances, rules and regulations of the City, State of Iowa and the Federal Government. 12. ANTIDISCRIMINATION. Proposer shall not discriminate against any person in employment or public accommodation because of race, religion, color, creed, gender identity, sex, national origin, sexual orientation, mental or physical disability, marital status or age. "Employment" shall include but not be limited to hiring, accepting, registering, classifying, promoting, or referring to employment. "Public accommodation" shall include but not be limited to providing goods, services, facilities, privileges and advantages to the public. 12 G. PAYMENT PROVISIONS 1. PAYMENT TERMS. Payments to the City of Waterloo should be submitted monthly to: City of Waterloo Public Works 625 Glenwood St Waterloo, Iowa 50703 2. INVOICING. Following acceptance of each payment tern, payment shall be made within thirty (30) calendar days from receipt of itemized invoice and acceptance of goods or services by the City. Before City will pay any invoice, the invoice must first include proposal number, department name, dollar amount, and any other pertinent information. Submit invoices to: City of Waterloo Public Works 625 Glenwood St Waterloo, Iowa 50703 3. COMPENSATION a. A monthly statement and report of all materials processed shall be submitted on/or before the 15th of the following month. Payments by the City shall be made within thirty (30) days of receiving said statement and report. The City shall set all fees that are to be charged to residential users should they ever be required. b. The contractor will notify the Director of Public Works, in writing, of any rate change {30) days in advanced of the effective date of change. c. The Contractor shall develop and maintain a billing and accounting system that will provide for an itemized and summarized statement of services provided by the Contractor that will include the itemized total amounts of materials processed on a monthly basis. D. In the event that the processing/transfer facility has to be shut down for maintenance or repair for any period of time, the Contractor must provide a viable option for the City to process curbside recycling. 3. WITHHOLDING PAYMENT. Consideration for withholding payment shall include faulty materials, or workmanship, failure to meet delivery deadlines, and liens that have been filed, or evidence indicating a possible filing of claims. In all cases, regulations and limitations imposed by the Federal Government and State of Iowa shall prevail. 4. TAXES. The City of Waterloo is exempt from all Federal, State of Iowa and other states' taxes on the purchase of conunodities and services used by the City of Waterloo within the State of Iowa. The Director of Public Works shall provide tax exemption certification to out of state suppliers as required. Out of state taxes imposed on purchases of commodities and/or services which are used within another state are applicable and subject to payment. 13 SECTION V. REFERENCES The vendor must provide a minimum of three (3) references from past and present clients for projects similar in scope to this project including the company or agency's name and address, the name, title, phone number of each reference, and date of service. The City reserves the right to contact each reference to assist with the evaluation of this Request for Proposal. References from other City of Waterloo employees will not be accepted. 1.) Company Name: Company Address: Company Contact: Title of Contact: Phone Number: Date of Services: 2.) Company Name: Company Address: Company Contact: Title of Contact: Phone Number: Date of Services: 3.) Company Name: Company Address: Company Contact: Title of Contact: Phone Number: Date of Services: 14 Note: Additional references may be included with the submitted proposal. SECTION VL PRICING & COMPANY INFORMATION FORM Proposed pricing must include labor, travel, materials, equipment and all other costs required to perform the requirements of the contract. Any costs excluded from the vendor's submitted proposal will be the responsibility of the vendor. The proposer shall provide a guaranteed minimum price per ton of recyclable materials to be paid to the City for the life of the base contract of one (1) year. A positive number indicates a minimum price per ton that the City will receive. Zero indicates no minimum price per ton that the City will receive and no processing fee. A negative number indicates a per -ton processing fee for the base life of the contract. Single stream materials: Please provide one price per ton for single stream materials. Single stream processing $ per ton Cardboard $ per ton State the amount of maximum contamination allowed State the maximum residual percentage State the contamination fee ALTERNATIVE FEE STRUCTURE: Please attach a detailed explanation and include documentation if your company's pricing is calculated differently than stated above. Note: If applicable, include any revenue sharing arrangements. EXCEPTIONS/ DEVIATIONS to this Request for Proposal shall be taken below. If adequate space is not provided for exceptions/deviations, please use a separate sheet of paper. If your company has no exceptions/deviations, please write "No Exceptions" in the space below. If you state no exceptions, you may not add your company's terms and conditions or any other documents to your submitted proposal or any submittals after the proposal due date. The undersigned proposer, having examined and determined the scope of this Request for Proposal, hereby proposes to provide the required labor, services and equipment and to perform the work as described in the proposal documents and to do all work at the prices set forth within. 15 The undersigned proposer states that this proposal is made in conformity with the specifications and qualifications contained herein. In the event that there are any discrepancies or differences between any conditions of the vendor's proposal and the Request for Proposal prepared by the City of Waterloo, the City's Request for Proposal shall prevail. 16 The undersigned proposer certifies that this proposal is connection with any other person or persons bidding on the made in good faith and without collusion or project. Designated person(s) who can be contacted for information contract administration upon award of the contract. Provide the following information: during the period of evaluation and for prompt Name: Phone Number: E-mail Address: No ink stamps will be accepted. The information below must be legibly typed or handwritten. Name of Firm: Authorized Representative: Signature of Representative: Title of Authorized Representative: Address: City/State/Zip: Phone Number: Fax Number: Website Address: E -Mail Address: Date Signed: Addenda Form The undersigned hereby acknowledges receipt of the following applicable addenda: Addenda Number Date 17 The term of this contract shall be years, commencing 20 through , and 20 . The City and the Contractor may mutually extend this contract for an additional one (1) year. Contractor By: Title: City of Waterloo, Iowa Mayor Approved by the City Council of Waterloo, Iowa, on , 2017 ATTEST: , City Clerk, Waterloo, Iowa 18 Council Communication City Council Meeting: September 25, 2017 Prepared: September 20, 2017 Dept. Head Signature: Number of Attachments: 1 SUBJECT: Hotel/Motel Tax Mini -Grant Recommendation Submitted by: Annette Freeseman Recommended City Council Action: Approve Waterloo Convention & Visitors Bureau board recommendation for funding a mini -grant application by National Dart Association in the amount of $2,430. Summary Statement: The CVB Board has reviewed and scored the grant application, which covers an upcoming three-day tournament. The scored percentage was 81% which leads to the recommendation of $2,430, or 81% of the applicant's request of $3,000. Expenditure Required: $2,430 Source of Funds: Hotel -Motel Tax Grants Policy Issue: None Alternative: Do not fund. Background Information: This is the first year that the National Dart Association has had their tournament in Waterloo. Waterloo Hotel -Motel Tax Grant (Mini Grant) Application Waterloo Hotel -Motel Tax Year -Round (Mini) Grant Application Entire application ML!ST be typed and every question must be answered fully Total Request: $3,000 Total Project Cost $19,000 1. Contact Information/Background Information Name & Date of Event/Project: National Dart Association Regional Dart Tournament, November 10-12, 2017 Name of presenting organization: National Dart Association (NDA) Non -Profit Organization: YES Check payable to (if different than above): FEIN Number: 39-1626131 Contact person: Jack Kelleher Address: 10070 West 190`h Place City: Mokena State ; Illinois Zip: 60448 Phone number : 708-326-7110 For -Profit Organization: Email: jack@ndadarts.com Organization web address: www.ndadarts.com Please describe your organization. Include information about mission, history, staff, volunteers, etc.? Please also describe how your organization collaborates with others in the community throughout the year. The National Dart Association (NDA) is the sanctioning body of electronic darting, dedicated to the standardization, recognition, promotion and growth of competition worldwide. NDA was founded in 1986 by a group of coin machine business owners who recognized the value and benefit of organized leagues and tournaments --for their businesses and players, as well as the locations and communities where such dart competitions are conducted. Currently, the national organization is governed by a 14 -member board of directors (all elected volunteers from member firms) and managed by a six -person staff within W.T. Glasgow, an event management firm. NDA manages five to six events around the country each year: three regional tournaments, an international tournament in Las Vegas, a Junior (under •20) tournament and a 131 -annually held education program for its members. At each of these events, NDA works with hotels, convention centers and CVRs in the planning and execution of its programs. is a member of the Waterloo City Council on your Board of Directors? NO How does your organization market to/reach an audience outside of Black Hawk County? With more than 35,000 dart players worldwide and also through our network of 250 operators (mostly U.S.-based), 4 Waterloo Hotel -Motel Tax Grant (Mini Grant) Application NDA uses a variety of electronic and print materials in its outreach programs. Entails, posters, advertising in trade publications, promotion using social media and our ndadarts.com website, as well as telemarketing are employed to encourage awareness of, and participation in, aur darting events. Have hotel -motel tax grants been received for this project previously? YES NO If so, please provide a copy of the completed project evaluation form(s) that were turned in for reimbursement, If so, please provide an explanation for why you are applying outside of the regular grant cycle. Please provide IRS documentation and Board/Management information. Proof of Liability Insurance for the project/event will be required prior to the event taking place. 2. Please share the following information about your project/event: a. Please describe the project and specify the goals/expectations. in November 2017, NDA will conduct one of its three regional dart tournaments in Waterloo, 14 (the other two are in Cheyenne, WY In late September and Rising Sun, IN in early December of this year).. The program will start on Friday morning, November 10 at the Five Sullivan Brothers Convention Center and conclude there an Sunday afternoon/evening, November 12. Our objective is to provide our darters with an affordable, fun and competitive event that will help maintain/grow participation in dart leagues and tournaments. b. Please describe the mechanism for measuring to see if expectations are met. NDA tracks player participation at all of events and the best gauge of success of our regional tournaments is reflected in player sanctioning trending, operator member numbers and participation at NDA's annual Team Dart event, 3. Based on past history of this event (in Waterloo and/or in other communities) please provide as much specific information as you can about attendance and hotel use. a. How many people do you expect to attend? 200-250. Of those, how many will be from outside Black Hawk County? 100 b. What method was used to determine this information? Past history at NDA regional events, as well as concentration of players within 350 mile radius of Waterloo. We anticipate 10 percent of sanctioned NDA players from this region to attend. c. What will be the mechanism for tracking/measuring attendance? How are you adjusting it from the prior year? We register players in advance as an accurate gauge of attendance. We are not making any adjustments to this year's player entry process_ d. What are your expectations for hotel room use in Waterloo? (See room block info in number f, below) e. How will you track room use? Actual room pickup report we receive from Ramada Hotel following the event. Unfortunately, we do not have a method for quantifying players who stay at hotels outside of our room block. f. Do you have room blocks? Rates? Yes, we are holding 146 total room nights at a nightly rate of $89.95 at the Ramada Hotel adjacent to the Five Sullivan Brothers Convention Center. g. When are roorns typically booked? Starting about two months in advance of the tournament until the cut-off date, which is October 18, 2017 h. How long will people stay? Typically, the pattern is two -three nights, The tournament hall opens at 9 5 Waterloo Hotel -Motel Tax Grant (Mini Grant) Application a.m. on Friday, November 10 and concludes late afternoon/early evening on Sunday, November 12. How many people stay in a room? Typically , one to two persons. j. Please include event attendance and hotel use history if applicable. Where has the event been held before? How many participants/spectators were involved previously? NDA has been sponsoring and conducting these events for the past five years and has attracted between 75 and 450 players at these events. Since inception, the regionals have been held in markets such as Phoenix, AZ; Indianapolis, IN; Rockford, IL; Sioux Falls, SD; Madison, WI; Columbus, OH; Orlando/Kissimmee, FL; and Billings, MT. On hotel room use, it has ranged between 50 and 250 rooms. k. For profit entities only: Please describe how this project is different from your normal business and how this ties into your normal business. How is this project tourism -related? How much does this grant funding mean to the success of your event? What are your expectations for attendance with and without grant funding? I. For event -related capital projects only: Please describe how this ties into your organization's mission, and how the project allows you to draw additional people to Waterloo. 4, Is this a new project or idea? NO If yes, please describe, in detail, how this project explores a new idea, new direction, is innovative or a new project? 5. Are there significant changes to the event/application from previous years? NO, while NDA continues to make adjustments to enhance our regional events, we strive to provide a consistent program in terms of schedule, types of games played and overall program. If yes, please describe, in detail, those changes. Examples could include changes in marketing efforts, expansion of the event schedule, etc. 6, How does your event/project strengthen Waterloo and/or the perception of Waterloo? We expect the majority of players participating in the Waterloo tournament to reside outside Black Hawk County. For many/most, it will be their first exposure to Waterloo, and as such, the event offers a great opportunity to showcase all that Waterloo and the surrounding area have to offer visitors. 7. What specific marketing will you be doing outside of Black Hawk County for this event/project? Please specify locations, audience size, etc. Please provide information about specific media, schedule, costs, etc. NDA is and will promote participation via a direct email campaign and Facebook messaging to players, with a focus on those within the 350 -mile target radius. We have developed posters, Captain's Books and Tournament Kits that we distribute to our operator base in the region for dissemination to potential players. We telemarket to our target operator list to encourage them to have their players participate in the event. We estimate there are at least 2,500 players in this market, and this a conservative number. 8. Please fill out the attached budget information (attached Excel file), and provide the following budget snapshot. Budget information should be as complete as possible. a. Total income: $16,000 b. Total Expense: $19,000 c. Net Profit (Loss) for the event: -$3,000 d. Please describe how the requested grant money fits into the overall project. How will the funds be used, and how would not receiving full funding through this process a ffect your event? The grant money would be used 6 Waterloo Hotel -Motel Tax Grant (Mini Grant) Application to offset operating costs associated with the event. While the goal of our regional tournaments is to breakeven financially, one or two of our three annually -held regional events typically fall short and are partially subsidized by one event that does generate net income. e. How will profit (if applicable) be used by the project/organization/business? If this event produce net income, it will be applied to our general operating fund to offset expenses associated with other regional tournaments or other programs. Additional information Are there additional details that should be known by the CVB Board of Directors or Waterloo City Council? No. Thank you for the opportunity to be considered as part of your grant program. Acknowledgment and Signature I hove reviewed this Application for Grant Funds from the Gty of Waterloo and Waterloo Convention and Visitors Bureau. To the best of my knowledge, the information contained fn this application and its attachments is octurate and complete. The Hetet-Motel Tar Grant funds are retmbunement funds for project funding already spent; and are to be used for the express purpose es stated in the Grant Apllcatian.1, the undersigned, know full and well that if this progrum/protect does not transpire, recommendation by the Waterloo Convention and Visitors Bureau Board of Directors for funding will be withdrawn. Myorgantratibn will be responsible far refunding any portion of grant funds already received or for covering the costs for portions of the project that are non -fundable or not stated hereln. Jack Kelleher, Executive Director, NDA Signature of Applicant August 17, 2017 Date 7 Income: List all income expected for the project. Round dollar figures to the nearest dollars. Please note if income from grants/sponsors has been secured or if funds are still pending. Income Source Income/In-Kind (note cash or in-kind) Source Pending/Secured Entry Fees/Admissions/Registrations 12,000 Players Advertising 7SO -) C.-- fl Sponsorships 500 C , :� Grants (please specify) 500 Security Transportation Medical Merchandise Sales Ticket Sales Donations Other (please specify) 3,000 Pre -paid player fees (coin -drop for dart machines) 4,000 rD,;`c,: Awards 1000 "; Prize money 012,000. -CC ,� Total Income 16,000 1 Expenses: Provide an itemized list of all expenses, including both fundable and non -fundable items Note which fundable expenses will be met by the Hotel -Motel Tax Grant. Cash and in-kind match funds must be 50% of the total project cost or greater. Expense Description Expense Total H -M Grant Request Cash Match In -Kind Match Venue Rental (not including food) 0 Food & Beverage 7SO -) C.-- fl Audio/Visual 500 C , :� Internet 500 Security Transportation Medical Speakers Entertainment Other costs )please specify individually on lines below) Travel for staff, referee and voluntter 3,000 Tournament Software--CompuSport 250 rD,;`c,: Awards 1000 "; Prize money 012,000. -CC ,� Promotion and Printing SOO' -', Miscellaneous --shipping, supplies 500 tit r'":.7 Totals 19,000