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HomeMy WebLinkAbout05/23/20111. 2. FINANCE COMMITTEE May 23, 2011 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 May 16, 2011 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Lieutenant Michael McNamee; Lieutenant Monty Frana FBI-LEEDA Leadership School Winsor Heights, Iowa June 13- 17, 2011 $2,250.00 Bill Gronen and Denny Duggan, part-time temps Return Allen Stringfellow/Reframing Haiti exhibit Chicago, Illinois; Providence, Rhode Island; Pittsburgh, Pennsylvania June 5- 10, 2011 $2,720.00 3. Authorization to seek sealed bids for the Police Departments F.Y. 2012 Uniform and Supply Needs —Submitted by Dan Trelka, Safety Services Director. 4. Authorization to seek bids for a new vehicle mounted Sewer Department Line Video System —Submitted by Mark Rice, Public Works Director. 5. Approval to submitted items in the public sale—Cammie Scully, Waterloo Cultural and Arts Commission Director. 6 Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est S/H Expenditure Building/Maintenance $2,192.00 Crown CTS8200 AMP for sound system at Five Sullivan Brothers Convention Center Central Garage $4,567.10 Replacement of wheel loader tires for sewer department Central Garage $2,239.00 Hydraulic lift gate for sanitation truck Cultural & Arts $1,318.00 Boxes for storing 3 dimensional artifacts Cultural & Arts $3,697.89 + $168.00 Window shades for Youth Pavilion Junior Art Gallery 1 area Cultural & Arts $2,757.98 Replace carpet in the education and registration offices Cultural & Arts $1,190.00 + $268.00 Purchase coffee tables for two lounge areas in the building Fire $3,300.00 Ladder testing on Aerial 311 and Aerial 302 Fire Not to exceed $25,000.00 Loose equipment for new fire truck Fire Not to exceed $25,000.00 Fire hose Leisure Services $8,000.00 Replacement of air conditioning unit at Gates Pro Shop Leisure Services $18,000.00 Approximately 510 feet of 4 foot high PVC fencing for field improvements Leisure Services $2,527.00 Bring Young Arena sprinkler system up to code Leisure Services $1,300.00 Tools needed for new electrician Police $2,700.00 + $120.00 Preliminary breath test units for impaired driving enforcement Waste Management Services $2,700.00 + $445.00 Granular carbon in the Carbtrol oder unit at Park Road lift station BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE May 16, 2011 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 May 9, 2011, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart 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 Officer Jeremy Pohl ICAC Intermediate Data Recovery Acquisition Training June 26-July 1, 2011 La Crosse, Wisconsin $1,023.00 Investigator Stacy Hesse; Officer Jeremy Pohl ICAC Intermediate Data Recovery Acquisition Training June 21-June 22, 2011 Kansas City, Missouri $486.00 Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that Change Order No. 2 amending contract in an amount not to exceed $250.00 to include additional Asbestos Survey for one (1) structure located at 402 Denver Street in conjunction with 140-AS-02-28-11-GO—Submitted by Louis Starks, Contracts and Grants Coordinator, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that garbage, sewer and storm refund in the amount of $26.09 for Brenda Weekley of 2200 Hawthorne Avenue, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that garbage, sewer and storm refund in the amount of $29.24 for Marshell Shelley of 508 Adams Street, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that garbage refund in the amount of $31.50 for Teisha Nash of 154 West Parker Street, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that garbage refund in the amount of $81.00 for Philip and Claudia Akin of 2555 Manor Street, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that garbage refund in the amount of $240.00 for Kimberly Milner of 1207 Leavitt Street, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart that Recommendation of award of bid to Witham Auto Center of Waterloo, Iowa for One (1) 2011 Compact Pickup Truck for the Storm Water Management Program in the amount of $18,076.00—Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Finance Committee May 16, 2011 Page 2 Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Arts & Culture $1,149.77 Coroplast panels for Construction Zone activity in JAG II Building/Maintenance $15,525.00 Replace concrete drive in front of loading dock on the south side of Five Sullivan Brothers Convention Center Clerk/Finance $1,380.00 2-part parking tickets w/carbon sheet and envelope Fire $5,525.51 + $700.00 Outrigger and paint Leisure Services $3,000.00 Concrete footings at Tibbitts and tee ball (north) ball fields Leisure Services $1,151.00 Dram Shop Liquor Liability Insurance for Young Arena to serve beer, wine coolers and liquor from June 7-11, 2011 for VGM Heartland Conference Leisure Services $3,544.00 + $500.00 Purchase eight (8) planters for the East 4th Street Streetscape Leisure Services $2,000.00 Lumber for two dugouts at South Annex youth ball diamonds Street $4,500.00 Uniforms for Street Department personnel per Contract Traffic Operations $5,450.00 One (1) Autoscope Detection Camera, cable and mounting kit Waste Management Services $1,879.00 + $18.00 Nozzle for sewer cleaning machines Waste Management Services $2,914.00 + $123.00 Concrete Mixer Waste Management Services $2,811.60 + $180.00 Flame arrester Ayes: Three, with Cole abstaining on Dram Shop Liquor Liability Insurance for Young Arena to serve beer, wine coolers and liquor from June 7-11, 2011 for VGM Heartland Conference because she is an employee of VGM. Motion carried. Moved by Cole, seconded by Hart that project budget for the Public Market Build Out Phase and Energy Upgrades in the total amount of $456,967.50—Submitted by Paul Huting, Leisure Services Director, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that project budget for the Traffic Safety Awareness Campaign in the total amount of $62,440.00—Submitted by Sandie Greco, Traffic Operations Superintendent, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase several line items on file in the City Clerk's office in the amount of $10,999,141.00—Submitted by Joyce Schroeder, Financial Analyst, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase several line items on file in the City Clerk's office in the amount of $222,500.00—Submitted by Joyce Schroeder, Financial Analyst, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase Line Item 3822 (YP- admissions) and Line Item 1350 (Exhibit Exps) in the amount of $2,500.00—Submitted by Cammie Scully, Waterloo Center For The Arts Director, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase Line Item 3000 (Cash) and Line Item 1359 (Insur Claims) in the amount of $30,000.00—Submitted by Joyce Schroeder, Financial Analyst, be approved. Ayes: Three. Motion carried. Finance Committee May 16, 2011 Page 3 Moved by Cole, seconded by Hart that Authorization to increase several line items on file in the City Clerk's office in the amount of $334,751.50—Submitted by Ethel Washington, Housing Director, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase several line items on file in the City Clerk's office in the amount of $270,000.00—Submitted by Joyce Schroeder, Financial Analyst, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase several line items on file in the City Clerk's office in the amount of $551,000.00—Paul Huting, Leisure Services Director, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Schedule AP642, dated May 16, 2011, pp. 1-88, in the amount of $656,876.08, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:09 p.m. Ayes: Three. Motion carried. Carol Failor Deputy City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY3d// BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 %/A- 5/6 Copy - Department NAME(S) AND POSITION(S): Lieutenant Michael McNamee & Lieutenant Monty Frana DATE: May 12,2011 NAME OF CLASS / MEETING: FBI-LEEDA Leadership School DESTINATION: Windsor Heights, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: June 13, 2011 RETURN DATE: June 17, 2011 DATE(S) OF MEETING: June 13-17, 2011 PURPOSE OF TRAVEL: Capt. Leibold is requesting authorization to send Lieutenant's Michael McNamee and Monty Frana to the FBI-LEEDA Supervisor Leadership course on June 13-17, 2011, in Windsor Heights, Iowa. This is a five-day program that is for middle managers with the goal of enhancing leadership skills. The attendees will learn how to develop people, learn leadership skills that will help in managing and mentoring their subordinates. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 00.00 YES NO METHOD OF TRAVEL: xx CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $400.00 LODGING $450.00 MEALS $1300.00 REGISTRATION $/00.00 MILEAGE/FUEL TOTAL FOR ALL: $ 2250.00 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: 010-11-1100-1346 xx GRANT REIMBURSABLE YES NO xx REQUIRED CERTIFICATION YES NO TOTAL: $ 1125.00 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. STAFF ONLY LINE ITEM USED "i /' z (a 2(%q / 3` ) FY7'Ol/ BUDGETED /3/S4o;;' EXPENDED YID ✓S �/ �3 THIS REQUEST Uv LEFT AFTER THIS REQUEST LiEciV, 5 / DATE 7/7uJ J /g Original - Clerk/Finance 'Co. - Department NAME(S) AND POSITION(S): Bill Gbenen & Dennis Duggan, Exhibit Couriers DATE: May 17, 2011 NAME OF CLASS 1 MEETING: Allen Stringfellow/Reframing Haiti return DESTINATION: Chicago IL, Providence RI & Pittsburgh PA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 6/5/11 RETURN DATE: 6/10/11 DATE(S) OF MEETING: 6/6/11-610/11 PURPOSE OF TRAVEL: Travel to return Allen Stringfellow exhibit to nicol Smith Gallery in Chicago, IL then on to Providence, RI to pick up works which were on loan for "Reframing Haiti" exhibition at Brown University and Rhode Island School of Design. Works will be retumed to lenders in Pittsburgh, PA and Chicago, IL with the balance to be returned to the Waterloo Center for the Arts. Brown University will reimburse costs for this trip. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X YES NO COST $ 1,440 P/T Payroll Personnel METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 600 420 1,500 LODGING TAXI MEALS PARKING REGISTRATION AIRFARE MILEAGE/FUEL 200 MISC/TOLLS TOTAL FOR ALL: $ 2,720 BUDGET LINE Travel: 010-26-4265-1346 ITEM: Project: 26-GFTBRWjsf 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 DEPARTME H A Alt 3%/-7/// I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 CITY OF WATERLOO Committee Communication Finance and Public Safety Committee Meeting: May 23rd, 2011 Prepared: May 12, 2011 Dept. Head Signature: Director Dan Trelka # of Attachments: None cr-7\fuet,00liewek $3/9,0 SUBJECT: Permission to seek sealed bids for the Police Departments FY 12 uniform and supply needs. Submitted by: Safety Services Director Dan Trelka Recommended City Council Action: Authorization to seek sealed bids for our FY 12 Uniform and supply needs. Summary Statement: Uniforms and Equipment are bid out on an annual basis. Expenditure Required: Our FY 12 budget for Uniforms is $30,000. Source of Funds: General Funds Policy Issue: None Alternative None uniforms are required for the police department. Background Information: None CITY OF WATERLOO Committee Communication Finance Committee Meeting: May 23, 2011 Prepared: May 17, 2011 Dept. Head Signature:---(--' # of Attachments: SUBJECT: Submitted by: 4%,0,),ta_ ittrrek 51913(9v (/ Request for Authorization to seek bids for a new vehicle mounted Sewer Department Line Video system Mark Rice, Public Works Director Recommended City Council Action: Summary Statement: Equipment is necessary to video citywide sewer lines. Expenditure Required: Est $200,000 Source of Funds: Sewer Funds Policy Issue Alternative Background Information: The department presently has one TV Van used for this intended purpose, but has enough work to justify two systems operating. This updated system has the ability to provide many more options/features that have not been available in the past. CITY OF WATERLOO Council Communication City Council Meeting: May 23, 2011 Prepared: May 17, 2011 Dept. Head Signature: Cammie Scully # of Attachments: 1 SUBJECT: Submitted by: Cammie Scully, Waterloo Cultural and Arts Commission Atta-41- 5k9-eti. Recommended City Council Action: Approve getting rid of a variety materials gleaned from cleaning the building through a public sale held at the end of May or early June. Summary Statement: The staff has been spring cleaning and has unearthed 40 years of trash and treasure which we want to offer for sale to the community after other departments have a chance to take what they can use in their operations. Funds secured through the sale will be placed in a collection care and acquisition fund at the Community Foundation. Expenditure Required: none Is included in the budget. No expenditure necessary Source of Funds Budget Policy Issue None Alternative None Background Information: As above Waterloo Center for the Arts Arts & Ends Sale 2011 Tumbling mats Adult upholstered chairs Children's plastic form chairs Adult plastic form chairs Televisions Slide projectors Large flat decorative rocks Radial arm saw Piano Organ European flags Computer monitors Lg. hanging light fixtures Metal shelves Computer scanners Computer printers Sign maker VCR players Animal print pillows Misc fabric Egyptian murals Conference tables Air compressor Misc. artwork Dishwasher Misc. party decorations Mannequins Misc. picture frames Large safe Misc exhibit display items Misc. dishes Miter saw Light box Plexi-glass pieces Plastic pond form Ladder Fish tank Projection equipment Bulletin board Microwave Garbage disposal Cash register City Clerk Use Only Finance Committee Approval Date gip- b-__ ti City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 2,192.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Crown CTS8200 AMP for sound system at Five Sullivan Brothers Convention Center Vendor selected for this purchase: Maximum Sight & Sound ❑x Bids or written quotes were taken on this purchase, as follows: Maximum Sight & Sound $ 2,092.00 plus $100.00 labor B & H Audio $ 3,512.00 Sonic Circus $ 3,512.00 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 ❑ Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds r7 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1382 (Fund - Department -Activity -Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ $Cto� Resper~tfully submitted, ,// /' (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) 645 2z* / Date K:\shared goodies\forms\Pre-Auth 5Bros - Crown Amp (Mar 2010) City Clerk Use Only Finance Committee Approval Date 5 !2 I(! 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 Central Garage Department to expend $ 4,567.10 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement of Wheel Loader Tires - Sewer Department This purchase or expenditure is being made because: Tires unsafe for on -street operations Vendor selected for this purchase: Wingfoot ❑ Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Only available resource Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n Road Use Tax n Sewer n Sanitation ❑ Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ 175,000.00 % C1,Ck'[� /¢rv` and the current available balance is $ y j°{ 7-1 Respectful) bmitted, // `54c / `( YY?.r, - (.),a-42,/P,.t,-? 6--Ig2ei ( (Signature Dept. Hea r Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Sewer Dept - 544 Loader Tires (2) - Foam Fill.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date �9:360 Cf 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 Central Garage $ 2,239.00 plus est. shipping costs of $ 0.00 Hydraulic Lift Gate for Sanitation Truck Department to expend to pay for or purchase This purchase or expenditure is being made because: Lift Support Vendor selected for this purchase: Stuber Truck Co ❑ Bids or written quotes were taken on this purchase, as follows: Coordinated by dealership (Rydell) Stuber Trucks - $2239 Other Bid - $2307 El Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: E ❑ General Fund ❑ Road Use Tax ❑ Sewer n Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: !7.15 O-t0-15-5400-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectful) submitted, (Signature Dept. Heador Designee) Date (Project Code) 385,000.00 `� 175,813.29 17 //, l,/.-art,0 _ 0fl Signature Finance Dept. Review) Date K:\shared goodies\forms\Central Garage -Sanitation Pickup Hydraulic Lift.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee nn,,� Approval Date `7 12,3 (an( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Arts Department to expend $ 1,318.00 plus est. shipping costs of $ 0.00 to pay for or purchase This purchase or expenditure is being made because: Our small three dimensional artifacts lack proper housing. These boxes will protect them for future generations and facilitate efficient organization and access. Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: Gaylord 200 boxes 6.59/piece. 1,318.00+ No Shipping Charge = 1,318.00 Metal Edge 200 boxes 8.70/piece. 1740.00+248.60(shipping)=1,988.60 Archival Products 200 boxes 12.85/piece 2570.00+150(shipping) = 2,720.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund n Road Use Tax n Sewer n Sanitation ❑x Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 408-26-4205-2152 Capital Improvement Funds Cap. Impr. (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 1,500.00 v (Signaturt. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization 5-10-2011 (Mar 2010) Gaylord Contract Price For: WATERLOO MUSEUM OF ART 225 COMMERCIAL ST WATERLOO IA 50701 -1313 Contact: ELIZABETH ANDREWS (Acct# 451269 ) Phone: 319-291-4490 Fax: 319-291-4270 E-mail: ELIZABETH.ANDREWS@WATERLOO-IA.ORG Date: 5/12/2011 Gaylord Bros. P.O. Box 4901 Syracuse, NY 13221-4901 Bids: 800-469-1592 Bids Fax: 800-891-5280 Filing Number: 116352 When Ready to Place Order Use Contract Code: 5048 Thank you for participating in: Iowa Museum Association Discount Program Product # Description Qty Catalog List Price Contract Unit Price Contract Unit Total RC121510 Storage Carton Shallow Lid Buffered Blue Grey With Hand Holes Inside Dimensions 12"W x 15"L x10"H {Each} 200 $7.75 $6.59 $1,318.00 Your total Discount Program savings are $653.78 Sales tax extra if applicable Please state color choice when ordering Terms: Net 30 Days FOB Destination ( Pre -Paid & Allowed ) Shipment: Within 7-15 Business Days Aro Price Firm Until: 08/31/2011 Contract Sub Total $1,318.00 Estimated Tax Shipping & Processing $0.00 1 Contract Grand Total $1,318.00 Comments: We Have Applied The 15% Discount For Contract #5048. The Price Quoted Includes Transportation Charges. This Is Dock Delivery Per Your Request. 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Zack 12,S5 = ZS70 Keut bv,wi City Clerk Use Only Finance Committee Approval Date 5 (1 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Arts & Culture Department to expend '$` 3,697.89 plus est. shipping costs of l (68.00 to pay for or purchase window shades for Youth Pavilion Junior Art Gallery 1 area This purchase or expenditure is being made because: the windows facing south in the Phelps Youth Pavilion allow light pollution, affecting the functionality of interactive exhibits. Vendor selected for this purchase: Kirk Gross Q Bids or written quotes were taken on this purchase, as follows: Kirk Gross $ 3697.89 Mark Frost $6023.00 Dimensions $5158.13 Office Concepts $ 6077.72 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 7iiez/ (79 ?-(-)-ci11 b(t-f fI�L G 1F Alt U i,tGc li w %y� Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund Road Use Tax ❑ Sewer ❑ Sanitation E Bonds C Federal/other grants n Other (specify) Capital Improvmnt This expenditure is to be coded to the following budget line -item: 408-26-4205-2152 Capital improvement funds Capital Impr funds 408 + 409 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectf II s ,• mitted, $ l,- OiI;DD`— $ 5846. (5/10/11) (Signature Dept. He i ' Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\YP shades-5-2011 (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee) Approval Date /,/XIS The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Cultural and Arts Department to expend $ 2,757.98 plus est. shipping costs of $ 0.00 to pay for or purchase This purchase or expenditure is being made because: to replace carpet in the education and registration offices which is worn and dated. Vendor selected for this purchase: Floor Decor ❑x Bids or written quotes were taken on this purchase, as follows: Floor Decor $2,757.98 Riley's Floors $3,151.96 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: Capital Impr.Fund-408/409-26-4205-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept1. Head or Designee) Cap.lmpr. (Project Code) $ $1460 & $25,000 yj ,r l�k /1 > r_zi�rit Date (Signature FinanceDept. Review) S-/Y // Date K:\shared goodies\forms\finance Expenditure Pre -Authorization 4-11 (Mar 2010) Page No. of Pages ,rr s ... 1,. v ,v es e RILEY'S FLOORS 3230 Mamie Avenue WATERLOO, IOWA 50701 (319) 233-9911 PROPOSAL SUBMfTTED TO Waterloo Center for the Arts PHONE 291-4490 DATE 5-16-11 STREET 225 Commercial St. JOB NAME -' CITY, STATE and ZIP CODE Waterloo, IA 50701 JOB LOCATION ARCHITECT Attn: Cammie DATE OF PLANS JOB PHONE We hereby submit specifications and estimates for. 2 Offices - Education Director Office & Showers Office - Option #1 - We will take up the existing carpet and install J&J 12' wide carpet, Payday color with new 4" vinyl base . $ 3,151.96 Option #2 - We will install J&J 12'wide carpet; Windfall color • 3,420.53 i i P rOpose hereby to furnish material and labor — complete in accordance with above specifications, for the sum of: dollars Payment to be made as follows: ($ In full upon completion. All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications Authorize involving extra costs will be executed only upon written orders, and will become an extra Signature charge over and above the estimate. All agreements contingent upon strikes, accidents .` or delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Note: This propokel ma be 30 Our workers are fully covered by Workman's Compensation Insurance. withdrawn by us if not accAOted w hin days. Acceptance of Proposal_ The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized Signature to do the work as specified: Payment will be made as outlined above. Date of Acceptance. Signature j Ph. (319) 232-9242 • FAX (319) 232-1516 706 Ansborough Avenue Waterloo, Iowa 50701 5/18/2011 Waterloo Center for The Arts Carpet pricing for Ed office and Registrars office. Shaw style #50875 Movement Upat- savu Sea replace carpet and cove base all labor and materials Total: $2,757.98 Sincerely, Mark S. Frost CABINETS • CARPET • VINYL • CERAMIC TILE in which the budgeted amount is and the current available balance is Respectfully submitted, enf (Signature Dept. d or Designee) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committe n Approval Date 5 2.4- 190t t The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Cultural and Arts Department to expend $ 1,190.00 plus est. shipping costs of $ 268.00 to pay for or purchase This purchase or expenditure is being made because: To purchase coffee tables for two lounge areas in the building Vendor selected for this purchase: National Business Fumiture Qx Bids or written quotes were taken on this purchase, as follows: Ell Bids or quotes were not taken on this purchase because: I will purchase specifically what we want at on-line discount price. The original cost each of these tables was $953.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax D Sewer n Sanitation EBonds D FederaUother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Capital I mpr. Fund-408/409-26-4205-2152 Cap.Impr. (Fund - Department - Activity - Account Number) (Project Code) $ $ $1460 & $25,000 7i A �. L.fti , Date (Signature Finance Dept. Review) 5a , I I Date K:\shared goodies\forms\finance for coffee tables 5-11 (Mar 2010) Citi Coffee Table - 75494 and more Office Tables Page 1 of 4 National 1 Business 61- Furniture° Furniture that Works People who Care. HOME SHIPS TODAY TOP RATED SEARCH YOU HAVE REFINED BY: a Office Tables e Coffee Tables (remove) See all Office Tables Recommended Items SNIPS G MORE TGOAT! �A COLORS Magazine Table $159 Yield Glass Top Coffee Table $119 MORE COLORS Legacv Miller Coffee Table $629 • CIFETFME Web code: 392077 SALE GSA & GOVERNMENT FREE CATALOG Home > Office Tables > Coffee Tables > Citi Coffee Table Citi Coffee Table Si Zoom More Views More Information $595 Item No: 75494 List Price $963 Availability: This item is In Stock and ships within days. Delivery Information Be the first to write a review Share this product: in Color/Finish Black Quantity 1 When will I receive this item? . Dimensions: 33"W x 33"D x 15"H r Weight: 90 lbs. . Lifetime Guarantee Product Description The Citi Collection Coffee Table adds style and functionality to a reception area or wi tungsten tubular legs and a tempered glass top make the table a focal point of the ro storage compartments. Raised legs provide easy access for cleaning. Ships ready to assemble. Delivery Information Your delivery charge will be calculated at checkout. This item ships in 1 carton. Allow 1-2 weeks for delivery. http://office-tables.nationalbusinessfurniture. com/Citi-Coffee-Table-75494.aspx 5/19/2011 Zoom product image at National Business Furniture Page 1 of 1 Close Window Close Window 7S ,s—g_sv http://office-tables.nationalbusinessfurniture.com/Citi-Coffee-Table-75494-Zoom.aspx 5/19/2011 Shopping cart at NBF.com Page 1 of 1 National Business Furniture' -LIFETIMM Furniture that Works. (GUARANTEE) 51 People who Care. Web code: 392077 View Cart Track Order 2 Items Cataloa Quick Order $1,190.00 Log In/Create Account HONE SHIPS TODAY TOP RATED SALE GSA&GDVERNMENT FREE CATALOG _ESIGNSERVICES CUSTOMER SERVICE 1J Shopping Cart Item Name & Number Citi Coffee Table Item Number. 75494 Color/Finish Black Need help? Please email or call one of our furniture experts at 800-558.1010. Quantity > Continue ShoDDina Print Paae Price Subtotal 2 $595.00 Additional delivery charges will be applied on shipments to Alaska, Hawaii and U.S. terrttodes. We do not deliver to P.O. boxes, international addresses or APO addresses. A U.S. consolidation point and a TCN# is required for overseas destinations. Please call us at 800-558-1010 with any questions. Sales tax is applied on orders shiooina to states we have a physical presence in. Federal government agencies and other tax-exempt customers will not be charged sales tax. We accept Purchase Orders from Government agencies, Schools and many Businesses. Product Search SEARCH Catalog Quick Order: Enter Item Rumba s Add Additional Items ADO TO CART Join Email List Sign-up to receive emails about special offers and new products. Email Address Confirm Email Address SURMIT follow as an W ikber � facebaak WATCH You ube Web code: 392077J CONTINUESHDPPIN6 UPDATE CART Shop with Confidence. Safe & Secure Ordering. CUSTOMER Ctn.Iro 9Y bizrate Store inlo As of Rating MP 05/18H1 MiffIESILIECIIZM a` 61313 A+ BBB Rating ACCREDITED BUSINESS Helpful Information Customer Support Log In/Create Account About NBF Our People FAOs Our Guarantee Govemment Contracts Purchase Orders Privacy & Security Site Map Affiliate Program y,. Canadian Customers * Customer Service Contact NBF Track Your Order Phone Hours Design Services Green Statement Customer Testimonials Join Email List Espanol Request Free Catalog Egg la Copyright01999-2011 All Rights Reserved ©1ce TESTED 19-MAY $1,190.00 > Remove Merchandise Total $1,190.00 Delivery $258.00 Sales Tax Calculated at Checkout TOTAL $1,448.00 BEGIN CHECKOUT Shop Office Furniture Shop With Confidence Ships Today Office Fumiture Office Furniture on Sale Best Selling Office Fumiture Shop Office Fumiture by Brand Partner Sites OfficeFumiture.com OfficeChairs.com ABax Fumiture GUARANTEE VMcAfeeSECURFJ TESTED DA1LT 15-MAY ACCREDITED BUSINESS A+ BBB Rating CUSTOMER cranriED BY bizrate Store Asot Rating VIP 05/18/11 GSA Approved GS-27F-0024V http://www.nationalbusinessfurniture.com/ShoppingCart.aspx?a=75494 5/19/2011 4uAu4e) City of Waterloo 561,60 Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Department to expend $ 3,300.00 plus est. shipping costs of $ to pay for or puchase Ladder testing on Aerial 311 and Aerial 302. This purchase or expenditure is being made because: This testing is required by OSHA. Both 311 and 302 have had significant repairs done over the last year and we need to have the ladder portion of the trucks UL certified n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: No bids were taken, as we need to use UL for these types of inspections. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax n Sewer Sanitation Bonds n Federal/other grants ❑ Other (specify) x This expenditure is to be coded to the following budget line -item: 410 General Obligation Bond/Equipment & Uniform 410-12-1400-2112 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is ectfull submitted, $ 25,000.00 V. $ 25,000.00 '*--- A��JI Uii.t4 (Signatur Dept. Head or Designee) Date (signature Finance Dept. Review) Date users\shared goodies\formslExpenditure AuthorizationAerial Testing101811(Oct 2004) City of Waterloo Expenditure Authorization Request Form 5(n/deo The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Rescue Department to expend $ Not to exceed $25,000 plus est. shipping costs of $ TBD to pay for or puchase Loose equipment for new fire truck. Note: So many items will be shipped from different locations and vendors we are not sure of an estimate on shipping costs. This purchase or expenditure is being made because: This will be loose equipment for our new fire truck which is part of the replacement program for Waterloo Fire Rescue apparatus. ❑x Bids or written quotes were taken on this purchase, as follows: Bid sheets will be sent out to multiple vendors with the option of each vendor to pick what items they would like to bid on. The list of equipment is rather lengthy, thus some of the vendors may not carry all the items we are seeking. l l Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 410-12-1400-2117 Fire Engine 305 Replacement (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res bmitted, (Signature Dept Head or Designee) $ 600,000.00 V $ 597,396.04 i/ - >-7/. // Date (Signature Finance Dept. Review) Date users\shared goodies\forms\(File] (April 2003) City of Waterloo Expenditure Authorization Request Form ffluvitte_ 51,23 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Rescue $ Not to exceed $25,000 plus est. shipping costs of $ TBD of fire hose. Department to expend to pay for or puchase This purchase or expenditure is being made because: WFR needs to replace outdated non -compliant fire hose as well as equiping new fire apparatus with hose due to lack of existing inventory. I I Bids or written quotes were taken on this purchase, as follows: Bid sheets will be sent to multiple vendors. pi Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 410-12-1400-2117 Fire Engine 305 Replacement (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 600,000.00 and the current available balance is $ 597,396.041 pe- tfullyysubmitted, (Signature DepKHead or Designee) Date Sighature Finance Dept. Review) Date users\shared goodies\forms\[File] (April 2003) City Clerk Use Only Finance Committee Approval Date �/( t'l City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 8,000.00 plus est. shipping costs of $ to pay for or purchase Replacement of air conditioning unit at Gates Pro shop. This preauth is to increase previous preauth by $1,000 for addl duct work not included in specs for original bid. This purchase or expenditure is being made because: Replace and relocate 1994 air handler and compressor at Gates Pro Shop as recommended by City building maintenance Vendor selected for this purchase: Mike Fereday, Waterloo ❑X Bids or written quotes were taken on this purchase, as follows: Original bid was awarded to Mike Fereday, Waterloo at a bid of $6,820.00 H&H Heating $9,890.00 Young Plumbing $9,145.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): approved at $7,000 on 3-30-2011 Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax Sewer n Sanitation Bonds Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4120-2174 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is ResoectfuU submitt (Project Code) $ 100,000.00 $ 84,013.00 ✓ t� G L(5ignature ► Head or Designee) Date i nature Finance Oept review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) 05/19/2011 08:21 3192914297 WATERLOO LEISURE SER PAGE 02/02 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 18,000.00 plus est. shipping costs of $ to pay for or purchase Approximately 510 feet of 4 foot high PVC fencing. City Clerk Use Only Finance Comm�� Approval Date 9,9420 l This purchase or expenditure Is being made because: Custom PVC fencing on diamond #3 outfield fence work with Build a ball park for field improvements Vendor selected for this purchase: Country Estate, Waterloo El Bids or written quotes were taken on this purchase, as follows: Country Estate Fencing, Waterloo $17,257.00 Miller Fence & Flag, Waterloo $25,950.17 Iowa Fence Master did not return proposal 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: ❑X General Fund I I Road Use Tax ❑ Sewer ❑ Sanitation Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-37-4202-2178 $8000 426-37-4202-2178 $10,000 37SPT-DANE (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfujjry submi, d, nature [1e�i ead or [Designee) Date (igttature Finance Dept. Review) Date $ 50,000.00 ' / ',000- $ -46;402 O 40, i L' ' (,), \shared goodlesforms\Expenditure Pro -Authorization (Mar 2010) ,, < PlIckrIc 05/18/2011 06:05 3192914297 WATERLOO LEISURE SER PAGE 02/02 City Clerk Use Only Finance Committee �1i�2( Approval Date S'Oy/1 ti City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend 9 527_OO his est. shippinq costs of $ to pay for or purchase Bringing Young Arena sprinkler system up to code. This was approved by former building official. This purchase or expenditure is being made because: Required by fire department. The sprinklers were to be brought up to code during expansion. This was brought to our attention during walk through w/ Fire Dept Vendor selected for this purchase: Cedar Valley Automatic Fire Sprinklers Waterloo ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Cedar Valley Automatic Fire Sprinklers did the work on the YA Expansion Project. This work was part of expansion project, but Leisure Services just found out about it. Worked was approved by former building official. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑X Bonds Road Use Tax Sewer Federal/othergrants ❑ Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 410-37-4500-2177 37ICE-YAE1 (Fund . Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 200,000.00 and the current available balance is Respec 1 submitted, ignature Dept. $ 4481.14 after amend LS l7// �// vLf't -/ZC1/ Designee) Date Signature Finance Dept. Review) Date K:\shared goodies\forms\Ex• diture Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committe �-z Approval Date 5�, Jet ( City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 1,300.00 plus est. shipping costs of $ to pay for or purchase Tools needed for new electrician. This purchase or expenditure is being made because: tools are needed for the new electrician position. Vendor selected for this purchase: Van Meter Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Van Meter specializes in this type of tools. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: Qx General Fund n Road Use Tax ri Sewer Sanitation Bonds pi Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1521 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitte (Project Code) $ 3,675.00 $ 1,719.00 `76 /ii wz. 5: 6--,20// nature dead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date S (A f d & The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,700.00 plus est. shipping costs of $ 120.00 to pay for or purchase ath es um s or impaire riving en orcemen . This purchase or expenditure is being made because: These items are utilized in the field by the officers to assist in the detection and prosecution of impaired drivers. Vendor selected for this purchase: Galls Qx Bids or written quotes were taken on this purchase, as follows: Galls $450 per unit. Alcopro $575 per unit 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: i l General Fund n Road Use Tax n Sewer ri Sanitation Bonds ri Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1563 Video and Supplies/Equipment 11GRTTK82 (Fund - Department - Activity - Account Number) (Project Code) c)) in which the budgeted amount is $ and the current available balance is $ Respectfully submitted, 10/& ( ignture Dept. Head or Designee) 05-1 !( %J 0,2 / /,U.. L 3 2 if/ Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\GTSB Funds (Mar 2010) City Clerk Use Only Finance Committee ( Approval Date 12-3 it City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the WMS Departmant to expend $ 2.700.00 Carbon plus-ext-shipping cost of $ 445.00 to pay for or purchase This purchase or expenditure is being made because: The granular carbon in the Carbtrol oder unit at the, Park Rd. lift station is used up, needs to be replaced. n Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Carbtrol Corp. is the company we purchased the oder unit from and this is there replacement carbon. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: Road Use Tax: Sewer: nSanitation: Bonds: nFederal/othergrants: Other(specify):. This expenditure is to be coded to the following budget line -item: 520/14/5,00/1571 (Fund - Department - Activity-'AccouritNumber) in which budgeted amount is and the current available balance is, Respectfully submit (Project Code) $ 320,000.00 V $ 75,365.00 (Si ature Dept. Head Or Designee) Date ignature Finance Dept. Review) 6 _/(; Date MAY-12-2011 13:26 CARBTROL CORP 203 337 4353 P.01 CARBTROL, ENGINEERED SYSTEMS FOR ENVIRONMENTAL CONTROL 955 CONNECTICUT AVENUE, SUITE 5202 www.carbtrol.com info@,carbtrol.com (203) 337-4340, x (800)242-1150 FAX: (203) 337-4353 TO: Keith FAX NUMBER: 319-291-4523 COMPANY: City of Waterloo DATE: 5-4•)/ STATE: REF: Carbtrol CAT2 Carbon TOTAL PAGES: 2 MESSAGE: Specifications for our Type CAT2 carbon are attached. Price: Carbtrol Type Cat2 Carbon $ 2.70/lb $ 2700 in 10001b Supersack Freight and Handling to Waterloo, IA $ 445 Terms : Net 30 FOB: Bridgeport CT Shipment 3-4 days after receipt of order We trust this will be helpful and look forward to supplying our carbon for your system. Regards Ken Kilda FROM: CARBTROL