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Home My WebLink About03/12/20121. 2. 3. 4. 5. 6. 7 8 FINANCE COMMITTEE March 12, 2012 5:00 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of March 5, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Aric Schroeder, City Planner 2012 Cedar Valley Coalition Washington, D.C. February 26-29, 2012 $2,375.09 Suzy Schares, City Clerk; Cheryl Huddleston, Human Resources Manager; Nikki Fischels, Clerk II Payroll 2012 Iowa Employment Training & Benefits Conference Altoona, Iowa April 25- 26, 2012 $686.49 Michelle Weidner, Chief of Financial Services Economic Development Financing Update Live Audio Conference March 27, 2012 $200.00 Paul Huting, Leisure Services Director; Todd Derifield, City Forester Iowa Park and Recreation Spring Conference Waterloo, Iowa April 1-4, 2012 $450.00 Chris Dolan; Joel Schares; Jake Schaefer Iowa Park and Recreation Spring Waterloo, Iowa April 3, 2012 $330.00 Mark Gallagher, Sports Manager; Alex Hildman, Recreation Specialist Iowa Park and Recreation Spring Conference Waterloo, Iowa April 1-4, 2012 $450.00 Bob Etringer, Sports Programmer Iowa Park and Recreation Spring Waterloo, Iowa April 1-4, 2012 $255.00 JB Bolger, Golf Manager Iowa Park and Recreation Spring Conference Waterloo, Iowa April 1-4, 2012 $225.00 9. 10. Matthew Chesmore, Rehabilitation/Relocation Specialist Steven Sturtz, Permit Writer Healthy Homes Practitioners Course Permit Technician Exam Moravia, Iowa Des Moines, Iowa May 13- 16, 2012 April 17, 2012 $1,075.00 $180.00 11. Recommendation to accept bid from Pioneer Graphics in the amount of $9,386.77 to design, produce and distribute the Spring 2012 Storm Water Education Brochure — Submitted by Wayne Castle, PLS, El, Associate Engineer. 12. Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est S/li Expenditure Cultural & Arts $24,500.00 To design & install display cases for collection Cultural & Arts $15,800.00 To design & install glass door for Forsberg Galleries Cultural & Arts $1,993.00 Installation of donated high -density collection storage shelving; rolling carriages, tracks and replacement wheels Cultural & Arts $11,402.89 For Schoitz Room automated shades for windows Engineering $5,427.00 Manufacture and installation of one Wayfinding Sign and the straightening of frame and reinstalling of another Wayfinding sign Information Services $16,987.41 Microsoft Exchange 2010, 250 clients & Server 2008 R2 Leisure Services $1,688.75 Baseball & softball pants Leisure Services $867.00 + $209.00 AMENDED —three self closing cabinets to store flammable products Leisure Services $52,156.00 Chemicals and fertilizers for turf management at municipal golf courses Public Works $2,500.00 Asbestos abatement on roof structure of former CMC Site Building Traffic Operations $1,396.11 150 foot of 12 conductor 600V wire Traffic Operations $40.00 shipping Upgrading software and upgrading 4 cameras Traffic Operations $1,182.00 Emergency repairs-MarcNX Traffic System -upgrade and repair Integrator Level II Waste Management Services $3,498.00 Refractory floor BUDGET LINE ITEMS TO BE AMENDED 13. Approve the project budget for the FY10 Capital Funds Allocation for Ridgeway Towers in the amount of $61,170 to be used for driveway project and to remodel handicapped apartment bathrooms including re -tiling —Submitted by Ethel Washington, Housing Director. 14. Approve the project budget for the FY11 capital funds allocation for Ridgeway Towers in the amount of $50,825.00 to be used to install a detention pond —Submitted by Ethel Washington, Housing Director. 15. Approve the project budget to use Brownfields Clean Up Revolving Loan funds for asbestos abatement at CMC site in the amount of $2,500.00—Submitted by Noel Anderson, Community Planning & Development Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE March 5, 2012 5:00 p.m. Council Chambers Members present: Cole, Schmitt, Hart (arrived at 5:10 p.m.). Moved by Schmitt, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that the Minutes of February 27, 2012, as proposed, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole 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 Dan Trelka, Director of Safety Services 2012 LECC Executive Training Conference W. Des Moines, Iowa May 30- June 1, 2012 $367.00 Officer Bram Glock Armorer Course Des Moines, Iowa May 8, 2012 $285.00 Investigator McFarland Homicide Investigations Glen Ellyn, Illinois April 15- 20, 2012 $1,695.00 Officer Frein; Officer Jaconson; Officer Nauman Patrol Officer Response to Street Drugs Johnston, Iowa April 16- 20, 2012 $660.00 Sergeant Camarin; Investigator Gergen; Officer Copp; Officer Newell; Officer Brandt; Officer Michael CTK Interview & Interrogation Waterloo, Iowa May 14- 16, 2012 $1,650.00 Steven Sturtz, Permit Writer Permit Technician Exam Des Moines, Iowa March 13, 2012 $180.00 Rudy D. Jones, Community Development Director Iowa NAHRO Annual Conference West Des Moines, Iowa April 18- 20, 2012 $660.00 Instructors Operations Level Class Montezuma, Iowa March 24- 25, 2012 $184.00 Kent Shankle, Curator Mexican Folk Art Pick- Chicago, Illinois April 3-4, 2012 $550.00 Ethel Washington, Housing Director; Julie Snider, Housing Coordinator; Coretta Crawley, Housing Coordinator Iowa NAHRO Annual Conference Des Moines, Iowa April 18- 20, 2012 $2,011.00 Mark A. Boesen, Manager of Rehabilitation Services; Jon Martin and Matt Chesmore, Rehabilitation/Relocation IAHO Spring Conference Waterloo, Iowa March 21- 30, 2012 $750.00 Mr. Schmitt suggested that all those attending the NAHRO ride together to go to the conference. Mr. Schmitt questioned if the police training is necessary for certification. Dan Trelka, Director of Safety Service, noted that the training enhances the skills of the officer. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that request to seek bids for the production of the Spring 2012 Storm Water Education Brochure; to include mailing costs associated with the distribution Finance Committee March 5, 2012 Page 2 of the brochures —Submitted by Wayne Castle, PLS, EI, Associate Engineer, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that Recommendation to award bid to Junge Motors of Center Point, Iowa in the amount of $20,834.00 for the Purchase of One (1) 2012 7-Passenger Van for the City Motor Pool —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Cole that Recommendation to award bid to Bob Brown Chevrolet of Des Moines, Iowa in the amount of $16,254.38 for the Purchase of One (1) 2012 2- Wheel Drive Pickup for the Building Inspections Department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Two. Motion carried. Moved by Cole, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building/Maintenance $4,540.00 Additional painting for City Hall Community Development $5,000.00 8-hour Lead Safe Renovator training Community Development $1,133.00 Updated abstracts Community Development $4,000.00 Computer server upgrades Leisure Services $3,500.00 Labor and materials for additional fencing at Byrnes Pool Leisure Services $3,500.00 Labor and material for painting and staining six (6) dugouts at Riverfront Sports Park Leisure Services $7,500.00 Labor and material for fence repair at the Riverview Recreation Area, ATV park Leisure Services $2,000.00 Electrical wire protectors to lay on turf and/or across streets during events Mayor $2,394.21 FY 12 Metro Coalition Membership Contribution Police $2,200.00 Brickhouse Security surveillance cameras, two AC adaptors, two alarm clocks, one HD night vision camera with recorder, 5 GB storage cards Police $7,343.36 Two Sony RZ50n pole cameras with two device license keys to be recorded by the DPS video server Police $1,060.40 1 six unit battery charging unit; 2 vehicle radio battery chargers with two vehicle charger brackets Police $20,075.00 Twenty five Dell desktop computers with monitors Police $2,409.06 Three Dell desktop 4GB computers with monitors Police $4,550.00 + $24.00 Two Tital assault tactical vests with level III ceramic ballistic plates Planning & Zoning; Engineering; Community Development $1,293.55 ArcView Software Maintenance Agreement Waste Management Services $1,828.80 100 hp softstart for Pump 3 located at Hawkeye lift station Waste Management Services $7,497.70 + $200.00 Pump parts for the sewer cleaning truck Finance Committee March 5, 2012 Page 3 Paul Huting, Leisure Services Director, reported that the Trail Blazers will be attempting to get a grant from the DNR for the repairs to the Riverview Recreation Area fence. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that increase to several line items on file in the City Clerk's office in the amount of $32,000.00—Submitted by Library Department, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that increase to line item 3000 (cash) and line item 2140 (land acq) in the amount of $1,330.00—Submitted by Planning Department, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that project budget for The Cedar River Enhancement Projects conceptual design project in the amount of $36,800.00—Submitted by Engineering Department, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that project budget to use the BCRLF funds for the Rainbow Florists project in the amount of $9,500.00—Submitted by Planning Department, be approved. Ayes: Three. Motion carried. Moved by Cole seconded by Schmitt that Bills Payment, as contained in Schedule AP642, dated March 5, 2012, pp. 1-65, in the amount of $1,087,501.79, 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 Schmitt seconded by Hart that the meeting be adjourned at 5:15 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk FINANCE erFT. STAFF ONLY K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CtTtO WATERLoo E NAME(S) AND POSITION(S): Aric Schroeder, City Planner LiEhit ITEM USED No /3 ys FYI t. BUDGETED ,,q6-co.G EXPENDED YTD THIS REQUEST" ;(3 LEFT AFTER THIS REQUEST ( 5 ( L ) DATE 7 -7' c1,c7... Original - Clerk/Finance Copy - Department NAME OF CLASS / MEETING: 2012 Cedar Valley Coalition DEPARTURE DATE: Feb. 26, 2012 DATE: February 22, 2012 DESTINATION: Washington, DC DEPARTURE POINT IF NOT WATERLOO: PURPOSE OF TRAVEL/TRAINING: RETURN DATE: Feb 29, 2012 DATE(S) OF MEETING: Feb. 27-28, 2012 Travel with the Cedar Valley Coalition Group to meet with Congressional Delegation Members WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: x COST $ 0 YES NO X CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 990.00 LODGING $150.00 TAXI 220.00 MEALS 0 PARKING 0 REGISTRATION $990�� AIRFARE 0 MILEAGE/FUEL $100.00 MISCITOLLS TOTAL FOR ALL: $ ,2,359:00 BUDGET LINE ITEM: 010 08 5700 1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 2,369.00 PER PERSON I BELIEVE THIS TRIP SERVES P : L PURPOSE AND IS NECESSARY AND B EF IAL TO TH CITY OF WATERL,6A. I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR Z 2 \Z- DATE DATE FINANCE DEPT. STAFF ONLY LINE ITEM USED aya y' 7 TRAVEL REQUEST CITY OF WATERLOO DATE Original - Clerk/Finance Copy - Department FV?4/A4111106ETED G'%'G%` 1 "' EXPENDED YTD 3) / y / '- ("/ l THIS REQUEST / c7 `� LEFT AFTER THIS' REQUEST => -; ?(� 7: _. -'/ NAME(S) AND POSITION(S): Suzy Schares, City Clerk Cheryl Huddleston, HR Manager Nikki Fischels, Clerk II Payroll NAME OF CLASS / MEETING: 2012 Iowa Employment Training & Benefits Conference DATE: 3-2-2012 DESTINATION: Altoona, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 4-25-2012 RETURN DATE: 4-26-2012 DATE(S) OF MEETING: 4-25 and 4-26 PURPOSE OF TRAVEL/TRAINING: Attend Employment and Benefits Conference WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $139.49 LODGING TAXI $60.00 MEALS PARKING $447.00 REGISTRATION AIRFARE $40.00 MILEAGE/FUEL MSC/TOLLS TOTAL FOR ALL: $ 686.49 010-03-8400-1346 ($169.00) BUDGET LINE ITEM: 010-09-8250-1346 ($517.49) GRANT REIMBURSABLE REQUIRED CERTIFICATION YES NO YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR j Gr ;ZS=i as_ A ary 2010 DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LIN� ITEM USED FY I�—BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010 03 8400 1346 ',000, 541. 3'3-- 2Ut). o. Copy - be • rtment NAME(S) AND POSITION(S): Michelle Weidner, CFO DATE: 3/4/2012 NAME OF CLASS / MEETING: Economic Development Financing Update DESTINATION: Live Audio Conference DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 3/27/2012 RETURN DATE: 3/27/2012 DATE(S) OF MEETING: 3/27/2012 PURPOSE OF TRAVEL: Learn current strategies being used for financing economic development. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 200.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 200.00 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO x YES NO REQUIRED CERTIFICATION TOTAL: $ 200.00 PER PERSON 1 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 K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori. inal - Clerk/Finance STAFF ONLY 0/U 37 L{/CC /3 .c dI J 5 /Cop - be.artment NAME(S) AND POSITION(S): Paul Huting, director Todd Derifield, City Forester DATE: 3/6/2012 NAME OF CLASS / MEETING: Iowa Park and Recreation Spring Conference DESTINATION: Waterloo IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 1, 2012 RETURN DATE: April4, 2012 DATE(S) OF MEETING: April 1-4, 2012 PURPOSE OF TRAVEL/TRAINING: City of Waterloo is hosting the Iowa Park and Recreation Association 2012 Spring Conference at the Five Sullivan Brothers Convention Center. . WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 450.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 450.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010-37-4100-1346 YES YES X GRANT REIMBURSABLE NO X REQUIRED CERTIFICATION NO TOTAL: $ 225.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY%>J/' -BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE STAFF ONLY O/'i 37 V5-0 / "t Ori. final - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Chris Dolan, Joel Schares, Jake Schaefer DATE: 3/6/2012 NAME OF CLASS / MEETING: Iowa Park and Recreation Spring Conference DESTINATION: Waterloo IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 3, 2012 RETURN DATE: April 3, 2012 DATE(S) OF MEETING: April 1-4, 2012 PURPOSE OF TRAVEL/TRAINING: City of Waterloo is hosting the Iowa Park and Recreation Association 2012 Spring Conference at the Five Sullivan Brothers Convention Center. "WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO ,METHOD OF TRAVEL: CITY VEHICLE X PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING TAXI MEALS PARKING 330.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 330.00 BUDGET LINE ITEM: 010-37-4500-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 110.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO _ DEPARTMENT HEAD MAYOR I APPROVE THIS TRAVEL REQUEST DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED tr/j` -5 -7 ,k)O FY' " BUDGETED ,,..2000?, CC) EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST /6 `3 G-(X) DATE j71' 'J/ Ori.inal - Clerk/Finance Co.y - De.artment NAME(S) AND POSITmON(S): Mark Gallagher, sports manager Alex Hildman, rec spec DATE: 3/6/2012 NAME OF CLASS / MEETING: Iowa Park and Recreation Spring Conference DESTINATION: Waterloo IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 1, 2012 RETURN DATE: April 4, 2012 DATE(S) OF MEETING: April 1-4, 2012 PURPOSE OF TRAVELITRAINING: City of Waterloo is hosting the Iowa Park and Recreation Association 2012 Spring Conference at the Five Sullivan Brothers Convention Center. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO .METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI MEALS PARKING 450.00 REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 450.00 BUDGET LINE ITEM: 010-37-4200-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 225.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WJE LOO DEPARTMENT HEAD/ LV I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 6'/6; .3 7 44201' /34= ; FYv" ii)BUDGETED EXPENDED YTD 4S2.j. 00 THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori.inal - Clerk/Finance /,%J, Co y - De.artment NAME(S) AND POSITION(S): Bob Etringer, sports programmer DATE: 3/6/2012 NAME OF CLASS / MEETING: Iowa Park and Recreation Spring Conference DESTINATION: Waterloo IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 1, 2012 RETURN DATE: April4, 2012 DATE(S) OF MEETING: April 1-4, 2012 PURPOSE OF TRAVEL/TRAINING: City of Waterloo is hosting the Iowa Park and Recreation Association 2012 Spring Conference at the Five Sullivan Brothers Convention Center. Aquatic CEU workshop as required for swimming pools. "WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO .:METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI MEALS PARKING 255.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 255.00 BUDGET LINE ITEM: 010-37-4200-1346 X GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 255.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE "AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO 71tF'ARTM I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY a0/.X BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST STAFF ONLY r"/c} .3 —7 20 73 c76., 2cu0.G•U %36) 5 DATE��,%`ia Ori. inal - Clerk/Finance Cop - Department NAME(S) AND POSITION(S): JB Bolger, golf manager DATE: 3/6/2012 NAME OF CLASS / MEETING: Iowa Park and Recreation Spring Conference DESTINATION: Waterloo IA DEPARTURE POINT IF NOT WATERLOO: -DEPARTURE DATE: April 1, 2012 RETURN DATE: April4, 2012 DATE(S) OF MEETING: April 1-4, 2012 PURPOSE OF TRAVEL/TRAINING: City of Waterloo is hosting the Iowa Park and Recreation Association 2012 Spring Conference at the Five Sullivan Brothers Convention Center. . WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 225.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 225.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010-37-4120-1346 YES YES X GRANT REIMBURSABLE NO X REQUIRED CERTIFICATION NO TOTAL: $ 225.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE ._CITY OF WATERLOO DEPARTMEIGT'H DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED ,,,224( 3a .5 3 /3'716) FY.7.0/-2BUDGETED %%GGL%- �'71 EXPENDED YTD 6,/4 o. 6 THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 7t% 6y J)jug;-?-2o/2 Copy - Department NAME(S) AND POSITION(S): MATTHEW CHESMORE Rehabilitation/Relocation Specialist DATE: March 6, 2012 NAME OF CLASS / MEETING: Healthy Homes Practitioners Course DESTINATION: Moravia, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 13, 2012 RETURN DATE: May 16, 2012 DATE(S) OF MEETING: May 14-16, 2012 PURPOSE OF TRAVEL: Attend the Essentials of Healthy Homes: Practitioners Course and take exam. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ -0- METHOD OF TRAVEL: CITY VEHICLE AIRFARE x DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $415.00 LODGING $105.00 MEALS $405.00 REGISTRATION $150.00 MILEAGE/FUEL TOTAL FOR ALL: $ 1,075.00 TAXI PARKING AIRFARE MISC/TOLLS 224 32 5853 1346 BUDGET LINE ITEM: BGLED TRVL X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 1,075.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND N9t*t W THE CITY OF WATERLOO NOEL ANDERSON, CPD DIRECTOR DEPARTMENT HEAD G 3,6 ,\Z I APPROVE THIS TRAVEL REQUEST MAYOR RAbIfiared Goodies\Forms\Travel Request Form January 2010 DATE !RAVEL REQUEST CITY OF WATERLOO rneird,c15„ FINANCE DEPT. STAFF ONLY- LINE ITEM USEb d/0 2 Z 670Z) (2q b FY 1/2-BUDGETED lOOI.0 EXPENDED YTD 4f843.,/ THIS REQUEST /p(�w LEFT AFTER THIS REQUEST / 17: 9(a DATE 7 (,") 2-1- 2oi Original - Clerk/Finance Co. .. ment NAME(S) AND POSITION(S): Steven Sturtz, Permit Writer DATE: 3-7-12 NAME OF CLASS ! MEETING: Permit Technician Exam DESTINATION DEPARTURE POINT IF NOT WATERLOO: Des Moines, Iowa DEPARTURE DATE: 4-17-12 RETURN DATE: 4-17-12 DATE(S) OF MEETING: 4-17-12 PURPOSE OF TRAVEUTRAINING Required Certification WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI MEALS PARKING 180.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 180.00 BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 180.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERL-00 (k DEPAATMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 CITY OF WATERLOO Committee Communication Finance Committee Meeting: March 12, 2012 Prepared: March 9, 2012 Dept. Head Signature: Eric Thorson, PE, City Engineer # of Attachments: 0 SUBJECT: Spring 2012 Storm Water Education Brochure Submitted by: Wayne Castle, PLS, EI, Associate Engineer Recommended City Council Action: Accept low bid from Pioneer Graphics to design and produce the Spring 2012 Storm Water Education Brochure. Summary Statement The Spring 2012 Storm Water Education Brochure is the second of two educational mailings for the 2012 permit year as required by our Iowa DNR NPDES General Permit No.2. As stated in previous communications to this committee, the winning bidder would mail the brochures for the City using the winning bidder's bulk mail postage rate. The City will reimburse the winning bidder for the cost of postage. Expenditure Required Design and printing: $2,386.77 The City would pay postage upon receipt of an invoice after the brochures had been mailed. Estimated mailing cost: 35,000 brochures @ $0.20/ea = $7,000.00 Total Estimate Cost: $9,386.77 Source of Funds: Storm Water Funds Policy Issue N/A Alternative N/A Background Information: The actual mailing cost will not be known until mailing is complete, but is not anticipated to be more than $7,000. Mailing costs for the last brochure was approximately $5,000 for 33,700 pieces mailed. The remaining pieces were distributed to various offices or at public events. Two bids were received: Pioneer Graphics, Waterloo, IA Woolverton, Cedar Falls, IA $2,386.77 $2,395.00 Finance Committee (, Approval Datei- 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 Cultural and Arts Department to expend $ 24,500 plus est. shipping costs of $ to pay for or purchase To design & install display cases for collection. This purchase or expenditure is being made because: Additional display is needed for collection Vendor selected for this purchase: Invision Architecture xx Bids were not taken as Invision is the firm that designed other cases. 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: xx General Fund Bonds Road Use Tax FederaVothergrants Sewer Other (specify) This expenditure is to be coded to the following budget line -item: Capital Impr.Fund 410 & 411-26-4205.2152 (Fund - Department - Activity - Account Number) Sanitation Cap.impr. (Project Code) in which the budgeted amount is _— 410 $ 479}3- 6cc' and the current available balance is411 $ 657OO8- A404/3 �y ctfully suli'mittedf, 3/Z/ (Signature Dept. Head or Design'e Date (Signature Finance Dept. Review) Date Cost Projection Display Cases Project: Date: Scope: Two built-in maple and glass display cases. Waterloo Center for the Arts Interior Renovation 10.26.2011 Work Includes (1) unit 14'-6' wide x 9'tall x 30' deep (1) unit 9'-10' x 9' tall x 30' deep Clear finish maple plywood vertical and horizontal parititons and ends with 3/4" thick maple hardwood facing. Backs to be white melamine. (13) 3/8'thick adjustable glass shelves (6) sets of 1/4' sliding glass doors with rachet locks and anodized aluminum tracks Estmate Includes General Conditions, Contractor Overhead & Profit, Design Fees & Contingency Building Area (sf): NA Cost / Square Foot: NA Project Total $21,700 Not Included Any electrical work such as additional lighting or existing lighting modification, ceiling modification Sales Tax Center for the Arts INVISION planning I architecture I interiors 319.233.8419 RG 10.26.2011 SERVICES AGREEMENT CLIENT: Waterloo Center for the Arts/City of Waterloo CONTACT: Cammie Scully ADDRESS: 225 Cedar Street, Waterloo, IA 50701 AGREEMENT DATE: 12/5/2011 PROJECT NAME: Gallery Display Cabinet PROJECT LOCATION: Waterloo Center for the Arts PROJECT NUMBER: 11137 PART A - PROJECT SCOPE AND SERVICES: A.1 Project Scope. Under this agreement, INVISION Architecture will provide architectural services for the Gallery Display Cabinet. The development consists of fabrication and installation of a wood and class display cabinet to closely match the cabinet existino at the upper level of the Grand Foyer. Services provided under this agreement include the following: 1. Architectural drawings and specifications sufficient for the client to obtain quotations for the fabrication and installation work. Architect will provide submittal review and observation during installation of the work. The following is not provided under this agreement: 1. NA. PART B - TERMS OF PAYMENT: B.1 Basic Service Fees. Professional fees for Basic services will be billed on an hourly basis to a maximum amount of $ 2,800.00 . Hourly rates are as follows: Principal - $165/hr, Project Manager - $125/hr, Project Manager II - $110/hr, Architect - $100/hr, Intern Architect- $80/hr; Technical Staff - $70/hr; Engineering $120/hr and Administrative Staff - $45/hr. Engineering consultants are not included in this proposal. B.2 Sales Tax. Any applicable sales tax on services shall be paid by the Owner/Client above all stated fees outlined in this agreement. B.3 Direct and Reimbursables. In addition to the hourly rate for Basic Services identified under B.1, the client will be billed for the invoiced cost of reimbursable expenses. The possible, but not limited to, reimbursable expenses identified for this project are as follows: printing, distribution of documents, postage, document review fees. B.4 Payment Schedule. Project will be invoiced on a monthly basis on total hours completed to date. Payment is to be made within 30 days of receipt. Past due invoices will bear interest at 1.5% per month until payment is r g8 3011 Watson inwaIl Jr. Way, FA. 'it 700, +A^, Mninns, IA 501109 ph:f5t5: 6332941 ix:151516332942 z Cammie Scully 12/5/2011 Page 2 of 3 received. B.5 Invoice Dispute. If the client objects to any portion of an invoice, the client shall so notify the design professional in writing within 10 calendar days of receipt of the invoice. The client shall identify the specific cause of disagreement and shall pay when due that portion of the invoice not in dispute. Interest as stated above shall be paid by the client on all disputed invoiced amounts resolved in the design professional's favor and unpaid for more than 30 calendar days after the date of submission. Part C — Other Provisions C.1 Disposition of Documents. The original of all documents, such as reports, calculations, drawings and specification prepared by INVISION Architecture for the project shall remain the copyrighted property of INVISION Architecture. C.2 Mediation. In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the Client and the Design Professional agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbonding mediation unless the parties mutually agree otherwise. The Client and the Design Professional further agree to include a similar mediation provision in all agreements with independent contractors and consultants retained for the project and to require all independent contractors and consultants also to include a similar mediation provision in all agreements with su contractors, subconsultants, suppliers or fabricators so retained, thereby providing for mediation as the primary method for dispute, resolution between the parties to those agreements. C.3 Termination of Services. The Client may suspend or terminate any or all services covered in this agreement at any time, subject to the Client's giving a minimum of seven days written notice of suspension or termination. The Client shall thereupon make payment of all unpaid services rendered and expenses incurred; to the date notice is received by INVISION Architecture. C.4 Warranty. INVISION Architecture, represents that the services furnished under this agreement will be in accordance with generally accepted professional practices. INVISION Architecture makes no other warranty or representation, expressed or implied. C.5 Acceptance of Agreement. Two or more copies of this agreement are to be signed by both the Client and Design Professional. One signed agreement is to be retained by the Client for file and the second signed agreement returned to INVISION Architecture for file. Authorization to proceed with services, either verbal or written shall be considered acceptance of the above proposal. Approved for Owner: L Cammie Scully 12/5/2011 Page 3 of 3 Approved for INVISION: INVISION planning I architecture I interiors 531 Sycamore St. #101 PO Box1800 Waterloo, Iowa 50704 P.319.233.8419 inance Committee pproval Date 31,2 l2Jra 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 Cultural and Arts Department to expend $ 15,800 plus est. shipping costs of $ to pay for or purchase To design & install glass door for Forsberg Galleries. This purchase or expenditure is being made because: To replace metal grate roll door. Vendor selected for this purchase: Invision Architecture xx Bids were not taken as Invision is the firm that designs these projects for WCA. 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: xx General Fund Bonds Road Use Tax Sewer Sanitation FederaVother grants Other (specify) This expenditure is to be coded to the following budget line -item: Capital Impr.Fund 410-26-4205.2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is $ and the current available balance is ectfully submitted (Signature Dept. Head or Design Cap.Impr. (Project Code) $ $16,814 5/z-/ -z- 1,�1 1 .%i Date (Signature Finance Dept. Review) Date Cost Projection Glass Entry, Project: Date: Scope: Work Includes Waterloo Center for the Arts Interior Renovation 10.26.2011 Building Area (sf): NA Cost / Square Foot: NA Replace the existing rolling grille at the entrance to the Forsberg Riverside Galleries with a pair of large all -glass doors on pivot hinges. Security grille and drywall demolition New metal framing and drywall at jambs and door head Door header support structural member One pair of 9'-4' x 4'-0" Interior glass doors, with hardware Paint, primer and two coats wall paint, touch-up Estmate Includes General Conditions, Contractor Overhead & Profit, Design Fees & Contingency Project Total $13,800 Not Included Any speciaized hardware such as powered door operators, any associated electrical work, lighting Sales Tax Center for the Arts INVISION planning I architecture I interiors 319.233.8419 RG 10.26.2011 SERVICES AGREEMENT CLIENT: Waterloo Center for the Arts/City of Waterloo CONTACT: Cammie Scully ADDRESS: 225 Cedar Street, Waterloo, IA 50701 AGREEMENT DATE: 12/5/2011 PROJECT NAME Gallery Entrance Replacement PROJECT LOCATION: Waterloo Center for the Arts PROJECT NUMBER: 11136 PART A - PROJECT SCOPE AND SERVICES: A.1 Proiect Scope. Under this agreement, INVISION Architecture will provide architectural services for the Gallery Entrance Replacement. The development consists of the removal of an existing roll -up grill and replacement with a full glass entrance. Services provided under this agreement include the following: 1. Architectural drawings and specifications sufficient for the client to obtain quotations for the installation work. Architect will provide submittal review and observation during installation of the work. The following is not provided under this agreement: 1. Security work revisions to monitor the new entrance. PART B - TERMS OF PAYMENT: B.1 Basic Service Fees. Professional fees for Basic services will be billed on an hourly basis to a maximum amount of $ 2,000.00 . Hourly rates are as follows: Principal - $165/hr, Project Manager - $125/hr, Project Manager II - $110/hr, Architect - $100/hr, Intern Architect- $80/hr, Technical Staff - $70/hr, Engineering $120/hr and Administrative Staff - $45/hr. Engineering consultants are not included in this proposal. B.2 Sales Tax. Any applicable sales tax on services shall be paid by the Owner/Client above all stated fees outlined in this agreement. B.3 Direct and Reimbursables. In addition to the hourly rate for Basic Services identified under B.1, the client will be billed for the invoiced cost of reimbursable expenses. The possible, but not limited to, reimbursable expenses identified for this project are as follows: printing, distribution of documents, postage, document review fees. B.4 Payment Schedule. Project will be invoiced on a monthly basis on total hours completed to date. Payment is to be made within 30 days of receipt. Past due invoices will bear interest at 1.5% per month until payment is received. Cammie Scully 12/5/2011 Page 2 of 3 B.5 Invoice Dispute. If the client objects to any portion of an invoice, the client shall so notify the design professional in writing within 10 calendar days of receipt of the invoice. The client shall identify the specific cause of disagreement and shall pay when due that portion of the invoice not in dispute. Interest as stated above shall be paid by the client on all disputed invoiced amounts resolved in the design professional's favor and unpaid for more than 30 calendar days after the date of submission. Part C — Other Provisions C.1 Disposition of Documents. The original of all documents, such as reports, calculations, drawings and specification prepared by INVISION Architecture for the project shall remain the copyrighted property of INVISION Architecture. C.2 Mediation. In an effort to resolve any conflicts that arise during the design or construction of the project or following the completion of the project, the Client and the Design Professional agree that all disputes between them arising out of or relating to this Agreement shall be submitted to nonbonding mediation unless the parties mutually agree otherwise. The Client and the Design Professional further agree to include a similar mediation provision in all agreements with independent contractors and consultants retained for the project and to require all independent contractors and consultants also to include a similar mediation provision in all agreements with subcontractors, subconsultants, suppliers or fabricators so retained, thereby providing for mediation as the primary method for dispute, resolution between the parties to those agreements. C.3 Termination of Services. The Client may suspend or terminate any or all services covered in this agreement at any time, subject to the Client's giving a minimum of seven days written notice of suspension or termination. The Client shall thereupon make payment of all unpaid services rendered and expenses incurred; to the date notice is received by INVISION Architecture. C.4 Warranty. INVISION Architecture, represents that the services furnished under this agreement will be in accordance with generally accepted professional practices. INVISION Architecture makes no other warranty or representation, expressed or implied. 0 O C.5 Acceptance of Agreement. Two or more copies of this agreement are to be signed by both the Client and Design Professional. One signed agreement is to be retained by the Client for file and the second signed agreement returned to INVISION Architecture for file. Authorization to proceed with services, either verbal or written shall be considered acceptance of the above proposal. oq 5 c 5 E Approved for Owner: Cammie Scully 12/5/2011 Page 3 of 3 Approved for INVISION: INVISION planning I architecture I interiors 531 Sycamore St. #101 PO Box 1800 Waterloo, Iowa 50704 P.319.233.8419 G O 61 15151633 2942 irnisionorck son-. City Clerk Use Only Finance Committee Approval Date 3 r/ 1i%1,?6(9-- 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 Cultural & Arts Department to expend $ 1,993.00 plus est. shipping costs of $ 0.00 to pay for or purchase installation of donated high -density collection storage shelving; rolling carriages, tracks and replacement wheels. This purchase or expenditure is being made because: to maximize storage capacity of available space to house the museum's art collection. A used carriage system which will suit our purposes has been donated by OPG, Inc. Vendor selected for this purchase: Office Planning Group, Inc./Accessories Plus, Inc. E Bids or written quotes were taken on this purchase, as follows: Office Planning Group, Inc./Accessories Plus, Inc.: $1,993.00 OSDI/SpaceSaver: $2,015.00 ❑ 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: n General Fund n Road Use Tax ❑ Sewer Sanitation nBonds n FederaUother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-26-4205-2152 Capital Imp/GO Bonds (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitt (Sign ' f ''[J e Dept. d or Designee) agate (Signature Finance Dept. Review) Date $ ,3 c $ 25 900.00 Sc,:)- fMN K:\shared goodies\forms\Storage GS Expenditure Pre-Authorization.xls (Mar 2010) Office Planning Group Iowa, Inc. 3804 Douglas Avenue > Des Moines, IA 50310-3651 P 515-277-6610 F 888-398-3994 Rick@OPGiowa.com NAME/ADDRESS Waterloo Center for the Arts attn: Kent Shankle 225 Commercial Street Waterloo, IA 50701 QTY ITEM DESCRIPTION 12 DATE /5/2011 QUOTATION QUOTATION NO. 112054 Ship To Waterloo Center for the Arts attn: Kent Shankle 225 Commercial Street Waterloo, IA 50701 TERMS FOB Net 10 Days v y UNIT TOTAL 1 1 Other New Tracks, 3@17' 4", and installation of Denstor Mobile Carriage System Sales, Government non-taxable 995.00 0.00% 995.00T 0.00 Feel free to call, fax or Email with questions: 515/277-6610 (Voice) 888/398-3994 (Fax) Rick@OPGiowa.com TOTAL You may use your VISA or Mastercard - please call us or mail your information with invoice copy. $995.00 i ACCESSORIES PLUS, INC. 3804 Douglas Avenue Des Moines, IA 50310 NAME/ADDRESS Waterloo Center for the Arts Attn: Kent Shankle 112 Commercial Street Waterloo, is 50701 V QTY ITEM QUOTATION DATE I QUOTATION NO. 12/5/2011 111205-2 TERMS FOB DESCRIPTION Net 10 Days UNIT TOTAL 1 Repair Repair parts for 7 used Denstor rolling carriages; replacement of all wheels PRINT & SIGN ABOVE HERE Customer Acceptance 988.00 988.00 Feel free to call, fax, or email (515) 277-6610 voice (888) 398-3994 fax accplu@netzero.com TOTAL $988.00 l 4SDI-Spacesaver Specialists in Storage & Retrieval To: Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 Attention: Kent Shankle Products & Services Purchased OBJECT ART COLLECTION STORAGE PROJECT (Under the Gift Shop Area) - REBUILD OF PIPP MOBILE SYSTEM OSDI to replace all wheels on (7) carriages, provide new tracks (3@) 17' 4"), Install mobile Carriages by rebuilding existing parts that WCA has and install 4 post shelving on to the carriages. Total Cost- $2,765.00 r 41-750,00 (ccs} of shelving) : il Z-,015.,00 *Above price includes freight costs of new parts from the manufacturer- Prices are valid for 30 days beginning Thursday, March 01, 2012. Purchase authorization shall be executed by signature on sales contract or by issuance of a corporate purchase order. Upon acceptance OSDI will commence order process for all products and services described within the sales contract. Authorized by: . Signed by: . Authorized Date: . 1615 Second Avenue Des Moines, IA 50314-3602 Phone: 515-244-1911 Fax: 515-244-2107 www.osdi.com Finance Committee Approval Date l l 2 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 $ 11,402.89 plus est. shipping costs of Cultural and Arts $ Department to expend to pay for or purchase For Schoitz Room automated shades for windows. Kirk Gross was selected although a few dollars higher tha The lowest bid, they provide automated shades for the Youth Pavilion that have been very effective. This purchase or expenditure is being made because: New windows and doors were just installed. Old & dilapidated shades were discarded with old windows now Must be replaced. Vendor selected for this purchase: Bids were not taken. xx Kirk Gross Company Bids or quotes were taken on this purchase: Kirk Gross $11,402.89, Storey Kenworth 12,369.00, Office Concepts 11,321.59 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: XX General Fund Road Use Tax Bonds FederaVother grants Sewer Other (specify) This expenditure is to be coded to the following budget line -item: Capital Impr.Fund 411-26-4205.2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is 411 Res tfully submitted, (Signature Dept. Head or Designee)/ 1 j Sanitation Cap.lmpr. (Project Code) 0100o Date (Signature Finance Dept. Review) Da V YlVI/GV IG 11 VY rnn YIOL0410V1 Nino anuaa_L.unrnnr lI001/003 KIRK GROSS COMPANY 4015 Alexandra Dt. P.O. Box 2097 Phone 319-234-6641 COM ►ANY NVaterloo, IA 50704 Fax .319-234-7901 QUOTE TO: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 Terms: P: 1.319.291.4490 NET 15 DAYS Quotation Pagel of SHIP TO: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 Ik* � 1i4ti li WI d k x .1 i' 41 F .0 ml ♦ .I I:' �f ]'�' , .r r ;! k; S � I .11 7 II` L T g'4 14 � 11r�'1 f C(] 1 i Ny {«� � 1':' �(H,IIIr , .li �''1. I n � - �� Ri .. ; "r � n i rv, I rw Aai'l r 1 �' •- �� •t� i i I 9 li + f; � Z�ITk II R� 1�� a ff G"alM 1I ryy r7 ri Y�..Grn �� 1 .a rm, , i �' tr�.., ":0..,.Ea,^J171S .ry! ]'r ✓ � C � 1 r � �S, t^>�'+'N Q-HOTIGN POWERED Q-MOTION HARDWIRED SHADES ESCREEN FABRIC 4.5" FASCIA OUTSIDE MOUNT CONSISTING (5) 72" WIDE (5) 72" WIDE (3) 72" WIDE MFi11J r ari44' 11Py) C'��w':;%1"trn1. � . !'! J^ _. - � '— r � �'. i i � r � �� - ONTHANX-. MOTORIZED ROLLER WITH A 16 OPENNESS 0F: X 47.5" HIGH X 121" HIGH X 47.5" HIGH (above door) ar• .A'J •ee 1.71 '1 4 YI J "�• +� .` • ip iS lip it' L Iti 1L'1. ��1y��S5rI�A��¢4. y �1tlA3'ia 1'� a. r NJl7 rs 7 j' i 1 , • MA tl�HTB'y'Byj'�� 4 i i T 'Y A.I YI�' � 10,657.89 h 1. . .7 ,. fx tiiu., � 1 �� 1 ��a�113 �1 �jl�rC•� �I;2 10,657.89 _ �' F r i w+ Y 0 '. is CN yr: '�i .ir''�(�'.,'^.'+igt. J . QUOTATION TOTALS T~ No re4 ItNN— C SO.rly.., Sub KIRKGROSS INSTALLATION Grand Total 10,657.89 745.00 Total 11,402.09 End of Quotatl Accepted by Title Date 46012 co 0 rt Y COM PANY KIRK GROSS COMPANY 4015 Alexandra Dr. P.O. Box 2097 Waterloo, IA 50704 Fax 319-234-7901 Phone 319-234-6641 Quotation Page 1 of 1 Quote Number Quote Date Customer Order Number Customer Number Account Representative Project Number 10061 02/16/12 MANUAL SHADES WAT222 GREG VANDERSEE QUOTE TO: Terms: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 NET 15 DAYS SHIP TO: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 Line Quantity Catalog NoJDescription Unit Price Extended Amount 1 1 MARIAK ROLLER SHADES ONTHANK MARIAK ROLLER SHADES OUTSIDE MOUNT BASKET WEAVE 90 IN A 1% OPENNESS 4" FASCIA CONSISTING OF: (5) 72" WIDE X 47.5" HIGH (5) 72" WIDE X 121" HIGH (3) 72" WIDE X 47.5" HIGH (above door) 4,512.82 4,512.82 QUOTATION TOTALS Sub Total KIRKGROSS INSTALLATION Grand Total 4,512.82 585.00 5,097.82 *******End of Quotation******* MA-nv4L Accepted by Title _ Date KIRK GROSS COMPANY 4015 Alexandra Dr. P.O. Box 2097 Phone 319-234-6641 Waterloo, IA 50704 Fax 319-234-7901 Quotation Page 1 of 1 Quote Number Quote Date Customer Order Number Customer Number Account Representative Project Number 10055 02/16/12 BATTERY POWERED WAT222 GREG VANDERSEE QUOTE TO: Terms: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 NET 15 DAYS SHIP TO: CAMMIE SCULLY WATERLOO CENTER FOR THE ARTS CITY OF WATERLOO 225 COMMERCIAL STREET Waterloo, IA 50701 P: 1.319.291.4490 Line Quantity Catalog NoiDescription Unit Price Extended Amount BEG Subsection Battery Powered and or Manual Roller Shades 1 1 Q-MOTION POWERED ONTHANK 9,102.56 9,102.56 Q-MOTION BATTERY AND OR MANUAL POWERED ROLLER SHADES ESCREEN FABRIC WITH A 1% OPENNESS 4.5" FASCIA OUTSIDE MOUNT CONSISTING OF: (5) 72" WIDE X 47.5" HIGH (5) 72" WIDE X 121" HIGH (3) 72" WIDE X 47.5" HIGH (above door) Subsection Sub Total 9,102..56 subsection Total 9,102.56 END Subsection QUOTATION TOTALS Sub Total 9,102.56 KIRKGROSS INSTALLATION 585.00 Grand Total 9,687.56 Li *******End of Quotation******* 4.7.110 11 r OIz ,f,j-P? u eVC-- Accepted by Title Date From: Lori Knaack fmailto:LKna kca @ orst evkenworthy.com] • Sent: Wednesday, January 04, 2012 6:41 AM To: MIKE GUILD Subject: RE: numbers Hi Mike, I did request pricing on the motorized yesterday from our CR installer. I was a bit off. Blinds, power panel, switches and installation of shades will be $12,060.00. Freight will be $300.00. The actual electrical work (getting power to the windows) would be additional. Please let me know what further information you need from me. Thanks! 3/1/2012 From: Lori Knaack fmailto:LKnaack@storeykenworthy.coml Sent: Tuesday, January 03, 2012 2:22 PM To: MIKE GUILD Subject: RE: numbers OK...this includes 8 shades. 5 that are roughly 72"w x 120" and 3 that are roughly 72"w x 47"h (above the doors). Motorized shades will be 3-4 times more than the manual shades plus the additional work of the electrician. I do have someone in Cedar Rapids that we can use to install the shades. We are negotiating the final details of our arrangement. Getting the electrical to the window will be additional. Shall I work on a firm quote, recognizing that will be between $7500 - $10000 depending upon the electrical work to be done? Lori Knaack, IIDA NCIDQ Certificate No: 014454 Storey Kenworthy 514 Bratnober Street Waterloo, IA 50703 319-433-4308 From: MIKE GUILD fmailto:MIKE.GUILD@WATERLOO-IA.ORG1 Sent: Tuesday, January 03, 2012 2:15 PM To: Lori Knaack Subject: RE: numbers 3 00"--re,(y k - (Z136;0°6 plus yes- my question was— was that the total for the whole room- and then is it more to purchase ones that can be hooked up for electrical if we find someone to do the work— thinking more for the hardware for electric 79999 3/1/2012 1 Page 1 of 1 MIKE GUILD From: Lori Knaack [LKnaack@storeykenworthy.com] Sent: Wednesday, December 21, 2011 1:35 PM To: MIKE GUILD Subject: Shade Information Hello Mike Pricing for the Lutron shades will be as follows: Shades: $2404.00 Installation: $200.00 Freight Estimate: $140.00_, -- At this point, we are unable to bid the motorized shades. The gentleman we used to install the shades in no longer working in the field. We have installers for the manual shade option, but not an installer who can do the programming for the motorized. If we are selected as the vendor for this project, I will come out and verify all the dimensions and show you some fabric options. If it's alright, I am going to get a quote on Draper shades for you. Often, they are Tess money for a similar product. I'II forward once I have the information. Have a great holiday! Lori Knaack, IIDA NCIDQ Certificate No: 014454 Storey Kenworthy 514 Bratnober Street Waterloo, IA 50703 319-433-4308 /Yt ,4-n V 4- crYt (y Cla 464-#€ir ere4lj cYLLS 2/28/2012 Page 1 of 1 MIKE GUILD From: Lori Knaack [LKnaack@storeykenworthy.com] Sent: Wednesday, December 21, 2011 2:39 PM To: MIKE GUILD Subject: FW: Shade Information Hello Mike Here is the pricing for the Draper, Manual Shades Shades: $1900.00 Installation: $200.00 Freight: $45.00 Please let me know what questions you have. Thanks! Lori Knaack, IIDA NCIDQ Certificate No: 014454 Storey Kenworthy 514 Bratnober Street Waterloo, IA 50703 319-433-4308 VgC"frb44-teirfL ahly Waterloo Center for the Arts, Schoitz Room - Powered Shades Proposal January 12, 2012 Line Qty Part Number Part Description office concepts ltd 319 Broadway St Waterloo, IA 50703 ph 319.234.1221 f 319.234.6506 Alias 1 Alias 2 Sell Ext Sell Freight Charges Installation Services Electrical Work (per attached quote from Community Electric) GRAND TOTAL: $370.00 $370.00 $760.00 $760.00 $3,877.00 $3,877.00 $15,198.59 — 38?9 ea I/3A.rq Waterloo Center for the Arts, Schoitz Room - Powered SF Jennifer Nabholz 1/12/2012 Page 2 of 2 Waterloo Center for the Arts, Schoitz Room - Powered Shades Proposal January 12, 2012 Line Qty Part Number Part Description office concepts ltd 319 Broadway St Waterloo, IA 50703 ph 319.234.1221 f 319.234.6506 Alias I Alias 2 Sell Ext Sell I I Components for powered shades, itemized below A $10,191.59 $10,191.59 2 3 Lutron QED Roller Shade I00; W73" x L48" (VERIFY) SV2/-90-1 Basketweave 90, Charcoal, /% M Inside Mount 7BD Drive Side Bronze 4"Fascia B $0.00 $0.00 3 5 Lutron QED Roller Shade 100; W73" x L132" (VERIFY) C SV21-90-/ Basketweave 90, Charcoal, /% M Inside Mount TBD Drive Side Bronze 4"Fascia $0.00 $0.00 4 I SVQ- I O-PNL Power Panel with 10-output Transformer D $0.00 $0.00 5 1 SVQ-CBL-250 Sivoia QED 7-conductor Cable E $0.00 $0.00 6 3 3VQ-3WRL 3 Button Keypad w/ Open/Close, Raise/Lower, I Preset (Architectural, no insert) $0.00 $0.00 7 3 3VQ-3PIT-WH Hand-held Infrared Transmitter with Open/Close, Raise/Lower, 3 Presets G $0.00 $0.00 8 3 SV-IR-WH IR Receiver for Sivoia Electronic Drive H $0.00 $0.00 j2\12,c)S- k SUBTOTAL f(fJS r igdtf — 37666 .T'vt s14.a- l( I -� 31$ 7 7 0 0 Waterloo Center for the Arts, Schoitz Room - Powered SI Jennifer Nabholz 1/12/2012 Page 1 of 2 Waterloo Center for the Arts, Schoitz Room - Manual Shades Proposal January 12, 2012 Line Qty Part Number Part Description office concepts ltd 319 Broadway St ph 319.234.1221 Waterloo, IA 50703 f 319.234.6506 Alias I Alias 2 Sell Ext Sell I I Components for manual shades, itemized below A $2,729.94 $2,729.94 2 3 Lutron Manual Roller Shade; W73" x L48" (VERIFY) SV2/-90-/ Basketweave 90, Charcoal, /% M Inside Mount 7BD Chain Side Bronze 4"fascia B $0.00 $0.00 3 5 Lutron Manual Roller Shade; W73" x LI 32" (VERIFY) SV2/-90-/ Basketweave 90, Charcoal, I% M Inside Mount 7BD Chain Side Bronze 4"fascia C $0.00 $0.00 Freight Charges Installation Services SUBTOTAL $2,729.94 $240.00 $240.00 $304.00 $304.00 GRAND TOTAL: $3,273.94 Waterloo Center for the Arts, Schoitz Room - Manual Sha• Jennifer Nabholz I /17/2012 Page I of I Waterloo Center for the Arts, Schoitz Room - Battery Powered Shades 319 Broadway St office concepts ltd Proposal February 21, 2012 Line Qty Part Number Part Description ph 319.234.1221 Waterloo, IA 50703 f 319.234.6506 Alias 1 Alias 2 Sell Ext Sell 1 I Components for battery powered shades, itemized below A $8,904.94 $8,904.94 2 8 Qmotion Battery Operated Roller Shade; W73" x L48" (VERIFY) TBD EScreen /% IM Inside Mount Bronze 4"Fascia 8 $0.00 $0.00 3 5 Qmotion Battery Operated Roller Shade; W73" x L84" (VERIFY) TBD EScreen /% IM Inside Mount Bronze 4"Fascia C $0.00 $0.00 4 3 Multi -Channel Remote D $0.00 $0.00 Installation Services SUBTOTAL $8,904.94 $608.00 $608.00 GRAND TOTAL: $9,512.94 i541/(e'r4) 414-44e / yr Waterloo Center for the Arts, Schoitz Room - Battery Pov Jennifer Nabholz 2/21/2012 Page I of I Community ELECTRIC inc. P.O. BOX 1198 MARION WATERLOO, IA 319-377-4878 50704 Phone 319-234-2580 Fax 319-234-1102 January 5, 2012 Office Concepts Attn: Jennifer Nabholz Re: Shades for Waterloo Art Center Community Electric is pleased to submit this proposal which includes the following: *Provide one 120 volt circuit to the control panel (control panel provided by others) *Hook up (8) shades. We will provide surface mounted wiremold to feed the shades. We will pull one 7 conductor cable (supplied by others) to each shade. *Hook up (3) key pads. We will provide surface mounted wiremold to feed the key pads. We will pull one 7 conductor cable (supplied by others) from the keypad to the drive unit on the shade For the sum of: $3,877 If you have any further questions please feel free to call me at our office. Respectfully Submitted, AFL Tyler Sohn Estimator City Clerk Use Only Finance Committee / Approval Date '' I2—I 0 ( 9— City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 5,427.00 plus est. shipping costs of $ 0.00 to pay for or purchase Manufacture and installation of one Wayfinding Sign and the straightening of frame and and reinstalling of another Wayfinding Sign. This purchase or expenditure is being made because: Both of these Wayfinding Signs were damaged by City snow removal equipment. Vendor selected for this purchase: Signs and Designs ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Signs and Designs is the design manufacturer for the Downtown Wayfinding Signage Project - City Contract No. 783. Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 409-07-7120-2125 075STRWYFD (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 50,000.00 V and the current available balance is Respectfully submitted, $ 45, 033.32 ��r e. �" t��,, , 3/7/12 /7-)./ t7,,_ __ L,,I,cc(% ca/t 3 2 �i•z Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) SIGNS & DESIGNS Inc. Visit us in the Industrial Park 1/1111.11111""i--- 5600 Nordic Drive Cedar Falls, Iowa 50613 319-277-8829 Fax: 319-268-2298 SEE THE SIGN OF THE AfEEK: www.theSignPeople.net City of Waterloo 715 Mulberry St. Waterloo, IA 70703 Phone: 319-2914366 Fax: 319-291-4262 For quotes over$500, a 50% deposit is required to place order, remainder is due 30 days after ampleton. In the event of delinquent payments, the client will be charged 1.5% interest for every month after the first 30 days. Client agrees to pay al collection costs in the event of default of payment. Good Thru Payment Terms Quotation 212-79 Page: 1 Sales Rep 3/16/12 Net 30 Days Dave Quantity Description Unit Price Extension 1.00 1.00 1.00 5' x 6' 2 sided Waterloo Wayfinding sign. Damaged by snow plow. Replace entire sign. New aluminum tube frame and .125 faces. all painted Digital prints laminated on both sides/ one side has Hi Intens. 3M vinyl Does not include any work to the pole. Install of the new sign at Former Waterloo Courier location. Sign on North side of 5 sullivans Center. Remove sign/ Straighten frame and reinstall the sign. 3,672.00 465.00 1,290.00 3,672.00 465.00 1,290.00 I accept above prices and terms, and give authorization to proceed: Signature: Printed name: Date: Subtotal Sales Tax Total 5,427.00 5,427.00 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee `%9f Approval Date (2-'i/ 961 2 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Info. Services Department to expend $ 16,987.41 plus est. shipping costs of $ 0.00 Microsoft Exchange 2010, 250 clients & Server 2008 R2 to pay for or purchase This purchase or expenditure is being made because: Need for new e-mail server Vendor selected for this purchase: DELL/ASAP Software Bids or written quotes were taken on this purchase, as follows: El Bids or quotes were not taken on this purchase because: DELL/ASAP Software is our volume software vendor Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax I I Sewer Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-01-8225-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is /F espectfully submitted, tv1„du> AA--v\- Ce " G 12� xr /1 ti/ Lc . tl',a-AY/1 3 ' 7'; )- ignature Dep . Head or Designee) Date (Signature Finance Dept. Review) Date Sanitation (Project Code) $ 75,000.00 $ 46,977.27 L- K:\shared goodies\forms\3-12 (Mar 2010) 350 WEF gag |-| 7 P\ 11 act 11 tl k( ; ! Quote Prepared By: Ronald Ballok mil 00 70 pg 0= 3! k§ ma SW a: 3.Z; || 0 E ER fa CO Co c§§ v�-a (�(�( rri'* OZ 0 =,0 = £1 °£ o:k 0 m:0) m )'m m o.< m m m \ g m >Z 0 —I •00 N.)� Eft to 0. ca to 0 0 E 0 at 0 PLEASE SEE IMPORTANT TERMS AND CONDITIONS AT THE BOTTOM OF THIS QUOTATION f= k 0 m072o° g]••3ogo n e"2 os m3 9&Sa §� �� _o mk�g �% a) kf § 1 ° $ \ m 23 ( 0 § 0 :sai!dx3 a;onb :aagwnN a;ono Iepueppuo0 Jawoisno pap City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee II Approval Date / 2-1260— 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 $ 1,688.75 plus est. shipping costs of $ na to pay for or purchase Baseball/softball pants. This purchase or expenditure is being made because: Participants in our baseball and softball programs receive pants as part of the registration fee. Vendor selected for this purchase: Iowa Sports Supply Cedar Falls, IA Bids or written quotes were taken on this purchase, as follows: Iowa Sports Supply $1,688.75 AD Starr (Pittsburgh, PA) $1,717.75 BSN (Cedar Falls, IA) $1,963.75 Pennant Sports (Birm. AL) $1,718.50 Riddell (Dubuque, IA) $2,311.75 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund n Road Use Tax n Sewer n Sanitation nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1566 Optimist Equipment (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 39,000.00 and the current available balance is Respectfully submitted, ead or Designee) ' Date $ 33 691-90 3//3. `? Y774.r/4) /J -7->l0/ (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization-2012 pants.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 867.00 plus est. shipping costs of $ 209.00 to pay for or purchase AMENDED -- three self closing cabinets to store flammable products. The shipping cost was originally estimated at $150, but actual shipping is $209 City Clerk Use Only Finance Committee Approval Date 3 /12- 126(2 This purchase or expenditure is being made because: to meet safety inspection requirements as directed by Waterloo Fire. Vendor selected for this purchase: Scot's Supply 0 Bids or written quotes were taken on this purchase, as follows: Scots Supply, Waterloo $289.00 each plus freight C&H $353.00 each Campbell Supply, Wloo $536.70 each Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Finance committee approved 2-6-2012. Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax ❑ Sewer n Sanitation ❑ Bonds l l Federal/other grants ❑ Other (specify) x This expenditure is to be coded to the following budget line -item: 010-37-4100-1573 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 5,000.00 $ 3,461.00 or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forExpenditure Pre-Authorization.xls (Mar 2010) Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 52,156.00 plus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf management at municipal golf courses. City Clerk Use Only Finance Committee Approval Date 3(12 J2Q(,rr7 - This purchase or expenditure is being made because: These products are needed to properly maintain Waterloo's three municipal golf courses. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various Bids or written quotes were taken on this purchase, as follows: Bids received from D&K Des Moines, Van Diest Webster City, Agrium Advanced Technologies Ankeny, JD Landscapes Cleveland OH, Pace Supply Fairfax, MTI Distributing Bettendorf no bid, Contract Speciality Des Moines. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X 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: 010-37-4120-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ./ i %2�,1 l`c %, i -{)2 S-7- )/), (Signature Dept. Heaor Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Golf chemical preauth.xls (Mar 2010) (Project Code) $ 58,000.00'� $ 52,156.00 City Clerk Use Only Finance Committee 2 �x�r Approval Date 3'(o l,/U(2 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Public Works Department to expend $ 2,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase Asbestos Abatement on roof structure of former CMC Site Building This purchase or expenditure is being made because: Abatement required to proceed with construction Vendor selected for this purchase: Advanced Environmental Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Expeditious abatement was required to avoid costly re -mobilization of roofing contractor 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 nBonds Federal/other grants E Other (specify) BCRLF This expenditure is to be coded to the following budget line -item: 426-08-6501-1396 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully s bmitted, 3 -7-iz (Signature Dept. Head or Designee) Date (Project Code) $ ,.-;7: $ .5 O ,`, 1,^(i, i.t,LLr_, c.',i,L%//✓.. I ✓ /-/2-0/)— (Signature Finance Dept. Review) Date K:lshared goodies \forms\Public Works - Existing Roof Asbestos Abatement.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,396.11 plus est. shipping costs of $ to pay for or purchase 150 ft. of 12 conductor 600V wire City Clerk Use Only Finance Committee Approval Date 7' I2 w (per This purchase or expenditure is being made because: Rewire the signals at the intersection of Isle of Capri Blvd. and Shaulis Rd. Vendor selected for this purchase: Crescent Electric Supply Company QX Bids or written quotes were taken on this purchase, as follows: Crescent Electric Supply Company Waterloo, IA $1,396.11 Van Meter Waterloo, IA $1,402.74 3E Waterloo, IA $5,369.90 El Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund QX Road Use Tax 0 Sewer Sanitation Bonds ❑ Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1576 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted (Signature Dept. Hiked or Designee) (Project Code) $ 23,000.00 $ 11,509.70 L �1 7),(„rz z& c/ ) L ' s-7 vZu/a- (Signature Finance Dept. Review) Date K:\shared goodies \forms\2012-March-Expenditure Pre-Authorization-wire-Isle&Shaulis.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend , JO' $ plus est. shipping costs of $ 40.00 to pay for or purchase i""� \( 1pgraOjvlg software and upgrading 4 cameras This purchase or expenditure is being made because: V;( \,y` Communication equipment and monitor for video camera system at the intersection of Greenhill Rd. and Rainbow Dr. City Clerk Use Only Finance Committ Approval Date �(9- 1 2" Vendor selected for this purchase: Brown Traffic Products, Inc. QX Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products, Inc. Davenport, IA $11,190.00 • Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 10/24/11 - Finance approved $11,190.00 Please check the following box(es) as appropriate to describe the funding for this expense: • General Fund ❑ Road Use Tax Sewer Sanitation EX Bonds FederaVother grants Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 30,000.00 and the current available balance is Res•ectfully submitted (Signature ept. ad 'or Designee) $ 27,704.40 ate (Signature Finance Dept. Review) Date K:\shared goodieslformsl2012-February-Expenditure Pre-Authorization-cameras-Greenhill&Rainbowxis (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 11,190.00 plus est. shipping costs of $ to pay for or purchase 4 - video detection cameras and pack system City Clerk Use Only Finance Committee Approval Date 1o//L/ct� /'fg This purchase or expenditure is being made because: Trade-in for new cameras due to malfunctions with current cameras at Greenhill and -Katoski intersection Vendor selected for this purchase: Brown Traffic Products, Inc. []X Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products, Inc. Davenport, IA $11,190.00 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: El General Fund 0 Road Use Tax fl Sewer El Sanitation 0 Bonds 0 Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 408-17-7161-2125; 409-17-7161-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 25,000.00 & 4,000.00 and the current available balance is $ 2,500.19'& 8,700.00 V Respectfully submitted, 471 1. (Signature Dept. Head or Designee) 1 Date (Signature Finance Dept. Review) Date K:lshared goodieslforms12011-October-Expenditure Pre-Authorization-cameras-Greenhill&Katoski.xis (Mar 2010) IIIBROWN umm Traffic Products. Inc. Invoice Invoice Number : 030731 Order Number : 172613 Invoice Date : 12/20/2011 736 Federal Street Suite 2312 I Davenport, IA 52803 1 1(563) 323-0009 BILL TO: Waterloo, City of 408 E 6th Street Waterloo, IA 50703 USA TAX ID #: SHIP TO: Waterloo, City of 408 E 6th Street TAX ID #: Waterloo, IA 50703 USA SHIP METHOD SHIP DATE TERMS DUE DATE TO BE DETERMINED 12/20/2011 NET30 01/19/2012 QUANTITY PART TM / DESCRIPTION PURCHASE ORDER UNIT PRICE EXTENDED PRICE 1.00 R/R VRACKTS1 TRADE-IN R/R VRACKTS1 TRADE-IN - Trade-in 4.00 R/R-RZ3 TO RZ4ADV-WDR TRADEIN R/R-RZ3 TO RZ4ADV-WDR TRADEIN 110911MV-1 for V4PLUS-TS1 P 110911MV-1 - Trade-in for RZ-4 $5,750.0000 $1,360.0000 SUBTOTAL TAX FREIGHT $5,750.00 $5,440.00 $11,190.00 $0.00 $40.00 TOTAL DUE $11,230.00 All Above prices are in US dollars. TERMS OF PAYMENT: Unless otherwise agreed with Seller's Credit Department, terms are Net 30 days, F.O.B Shipping point. TAXES: If parts ordered are exempt from taxes an exemption certificate must be furnished. RETURNS: A Brown Traffic Products RMA # is required for returns - All returns are subject to a restocking fee. CLAIMS: All claims for alleged defects shall be deemed waived unless made in writing within ten days after receipt of goods. Our liability shall be limited to the stated price of any defective goods, and shall in no event include special or consequential damage. LIEN ON CUSTOMER PROPERTY: As security for payments of any sum due or to become due under the terms of this agreement, we shall have the right, if necessary, to retain possession of, and shall have a lien on all materials and any other property owned by you and in our possession and all work in process and undelivered work. For additional information refer to the Brown Traffic Products Terms and Conditions document on our website at www.browntraffic.com GET YOUR INVOICES AND/OR STATEMENTS IN A FLASH AND HELP THE ENVIRONMENT TOO! BROWN TRAFFIC PRODUCTS OFFERS A FREE SERVICE OF E-MAILING INVOICES AND/OR STATEMENTS STRAIGHT TO YOUR INBOX! Contact Sarah Beard at sbeard@browntraffic.com to get setup today! Packing List Number: Camelot Manufacturing Edition Tuesday, December 20, 2011 11:05AM Page 1 of 1 City Clerk Use Only Finance Committee Approval Date ` ( City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 1,182.00 plus est. shipping costs of $ to pay for or purchase Emergency Repairs - MarcNX Traffic System - Upgrade and repair Integrator Level II This purchase or expenditure is being made because: MarcNx was downloaded on new computer to communicate with master controllers. Vendor selected for this purchase: Gba Systems Integrators, LLC QX Bids or written quotes were taken on this purchase, as follows: Gba Systems Integrators, LLC Rock Island, IL Not to exceed $1,240.00 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund OX Road Use Tax ❑ Sewer El Sanitation ❑X Bonds El Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1576 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 23,000.00 v/ $ 1.2,753.23-- /1', Respectfullysubmi• �tte/d, 9 n 7 l ((Signature Dept. t_ad or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodies\forms\2012-February-Expenditure Pre -Authorization -Repair MarkNX Traffic System.xls (Mar 2010) City Clerk Use Only Finance Committee I (I2- f Approval Date 3 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 $ 3,498.00 Refractory floor plus ext. shipping cost of $ 0.00 to pay for or purchase This purchase or expenditure is being made because: The refractory floor in boiler #2 is deteriorated and needs to be replaced. Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Waterloo Boiler Co. is the company that makes repairs on our boilers Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: 111Road Use Tax: nSewer: nSanitation: nBonds: nFederal/other grants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1378 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 50,000.00 tV $ 50,000.00 V igna re Dept. HDesignee Date (Signature Finance Dept. Review) Date ..nt By: WBC MECHANICAL, INC. 319 2336102; Feb-29-12 12:00; Page 2/2 PROJECT: REFRACTORY - BOILER #2 DATE: 2/29/2012 MECHAN ICA J. 1801 Falls Avenue " Waterloo, IA 50701 " Phone 319 233-6101 , Fax 319 233-6102 QUOTE FROM: RICHARD HARTLEY TO: CITY OF WATERLOO WASTE WATER TREATMENT ATTN: RICHARD OLSON PHONE# 291-4553/230-3889 QUOTE# REH022912WWTp ITEM DESCRIPTION WBC Mechanical, Inc. does hereby submit specifications and estimates to: Furnish labor and materials to remove the existing deteriorated refractory floor and pour a new castable refractory floor. It is understood the Vac -All will be present to rid of all the old refractory as it is being removed. TERMS: Upon Completion 100% TOTAL $3,498. 00 THREE THOUAND FOUR HUNDRED NINETY EIGHT and 00/100 DOLLARS PRICES AR I* FIRM FOR 10 DAYS UNL ¢c QTHERWISE NOTED PRICES QUOTED DO NOT INCLUDE TAX. IT WILL BE A1}pEp IF APPLICABLE. Because of the volatility of steel prices, If any material is subject to a surcharge by the ship date, the surcharge will be passed on to the customer at cost. WBC MECHANICAL Richard Hartley DATE 02/29/12 CONTRACTOR SHALL REPAIR ANY DEFECTS IN THEIR WORK THAT MAY DEVELOP DUE TO FAULTY WORKMANSHIP BY THE CONTRACTOR FOR A PERIOD OF ONE (1) YEAR FOLLOWING ACCEPTANCE OF THE COMPLETED WORK. WARRANTY IS LIMITED TO ONLY THE REPAIR OF THE DEFECT IN THE CONTRACTOR'S WORK. REPLACEMENT OF PARTS AND EQUIPMENT THAT MAY BE FAULTY WILL BE LIMITED TO THE WARRANTY PROVIDED BY THE EQUIPMENT MANUFACTURER. ACCEPTED BY DATE i Project Name City Contract No. Project Manager Project Budget Total $ PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE _ 13CAP FY10 Cfif%lm- %A1JDJ /uoC 77 /\/ Ethel Washington 1. How will this project be funded? A. Federal Grant Yes Grant Name B. State Grant Yes Grant Name C. City Match D. Other Entities Yes Name No CFDA # % Paid by federal grant 100.00% Grant Agreement Number IA05P05050110 No Source of Funding No % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) These funds are to be used for projects at Ridgeway Towers. ,6.0 c- (a,L.., /1.4 tr.,4 �� ..ci:.Q,iL f,.��c G•tf-�d�, .� 0.00% Done None ❑X ❑ Yes No ❑ 0 ❑ Q El 0 ❑ Q El El ❑ 0 Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date (2-19b12— Project Name (from page one) 13CAP FY10 C A (-On- I4 N p.5- /14C OCf 77 h% Department No. project will be budgeted under / 3 Activity No. project will be budgeted under Fund: 54 A3 Fund: Fund: Fund: 9/5/ REVENUES: (Each column should only include amounts by fund) 3000 Cash on Hand 311 Local Option Sales Ta 33 Federal Grant —/-iUP 61,170.00 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds Total 61,170.00 TOTALS $ 61,170.00 $ $ $ $ 61,170.00 EXPENDITURES: //1/ /2, 234 103 Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non-participatin Misc Ridgeway Towers 131C Iir;(. C1,1704U'-4,613,40 accf' I3&r? TOTALS $ 61,170.00 $ $ (Signature Dept. Head) Date q 60.41,17n,Qg- $ $ 61,170.00 `t r�l LZ� lriCc�./ (Signature Finance Dept. Review) Date K:\shared goodies \forms\Project Budget Worksheet\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name 13CAP FY11 C l 1 OS UC,t 1"/ City Contract No. Project Manager Project Budget Total $ Ethel Washington 1. How will this project be funded? A. Federal Grant Yes X No Grant Name CFDA # B. State Grant Yes Grant Name C. City Match D. Other Entities Name No Source of Funding Yes I 1 No % Paid by federal grant 100.00% Grant Agreement Number IA05P05050111 % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) These funds are to be used for projects at Ridgeway Towers. — ft-� U �i t LZa tL c ciL tL. 0.00% Done None ❑X ❑ Yes No El ❑ 0 El CI ❑ Q ❑ Q ❑ El ❑ E Page 2 must be attached and signed. K:\shared goodies Worms \Project Budget Worksheet\Page 1 All Projects (Mar 2010) r min, sr CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO Project Name (from page one) 13CAP FY11 City Clerk Use Only Finance Committee Approval Date 91 (? (7 12- RPr1t. F i .DC 144.40c ior.l Department No. project will be budgeted under 13 Activity No. project will be budgeted under 9/511 (Each column should only include amounts by fund) Fund: -5454-9,8 3 Fund: Fund: REVENUES: 3000 Cash on Hand 3112Local Option Sales Tax 335 Federal Grant —Nu) 50,825.00 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds Fund: Total 50,825.00 TOTALS $ 50,825.00 $ $ - $ $ 50,825.00 EXPENDITURES: II 5c,kAi I e_S -2per t R Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc Ridgeway Towers 35 5,7'1, S445.25-6Ar 50,825.00 135" Bids TOTALS $ 50,825.00 $ $ $ - $ 50,825.00 '(Signature Pept. Hea 7/ii Date 1aui1 eL /r.),tz.i2-.i (Signature Finance Dept. Review) -3 /- ,;,y Date K:\shared goodies\forms\Project Budget Worksheet\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name BCRLF - CMC - Public Works Bldg City Contract No. Project Manager Project Budget Total Noel Anderson $ 2,500.00 1. How will this project be funded? A. Federal Grant Grant Name B. State Grant Grant Name C. City Match Yes I 1 No X CFDA # Yes I 1 No Source of Funding D. Other Entities Yes Name No BCRLF Closeout Assistance BL98708301-020 % Paid by federal grant Grant Agreement Number Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Done None ❑X ❑ Yes No ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X ❑ 0 ❑ ❑X Created by the repayment of the BCRLF loan which can be used for eligible BF projects within the city of waterloo according to the closeout agreement. Page 2 must be attached and signed. K:\shared goodies\forms\Rainbow Florists.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee I/ n Approval Date �I -"' Project Name (from page one) BCRLF Program - CMC - Public Works Bldg Department No. project will be budgeted under 08 Activity No. project will be budgeted under 6501 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: (Each column should only include amounts by fund) Fund: 426 Fund: Fund: Fund: $ 2,500.00 Total $ 2,500.00 TOTALS $ 2,500.00 $ $ $ $ 2,500.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 1396 Demo OTALS 2,500.00 2,500.00 500.00 $ $ $ $ 2,500.00 (Signature Dept. Head) 1 7J-vr?- Date '(Signature Finance Dept. Review) Date K:\shared goodies\forms\CMC-Public Works Bldg.xls\Page 2 (Donat or NON-constr) (Mar 2010) Page 1 of 2 PATTIE MAGEE From: MARK RICE Sent: Monday, March 05, 2012 4:31 PM To: PATTIE MAGEE Subject: RE: CMC - Public Works Building Thanks Pattie.... Any chance you could do a project worksheet for this? You are probably more familiar with it than I am. I will be happy to do the pre-auth to get it on finance next week. Thanks, Mark From: PATTIE MAGEE Sent: Monday, March 05, 2012 11:37 AM To: MARK RICE Subject: RE: CMC - Public Works Building Mark, The BCRLF fund code is 426 08 6501. Project Code is 08BCR. Let me know if you need anything else. Pattie From: MARK RICE Sent: Friday, March 02, 2012 11:36 AM To: NOEL ANDERSON; PATTIE MAGEE; MICHELLE WEIDNER Cc: CHRIS WESTERN Subject: RE: CMC - Public Works Building All, 1 got my estimates mixed up price for abatement of roof materials on existing building from Advanced Environmental is $2500, not $1500. I assume in addition to revising the project worksheet, this item would need to be on the finance agenda for following Monday thanks, Maid Mark Rice Public Works Director City of Waterloo, IA Voice: 319-291-4444 E-mail: mark.rice@waterloo-ia.org Fax: 319-291-3825 From: NOEL ANDERSON Sent: Friday, March 02, 2012 10:51 AM 3/6/2012 Page 2 of 2 To: PATTIE MAGEE; MICHELLE WEIDNER; MARK RICE Cc: CHRIS WESTERN Subject: CMC - Public Works Building All - Mark has discovered there is also asbestos on the roof of the 25,000 sq. ft. building. We need to remove. Estimate $1,500. We can cover this from the BCRLF (Pattie please get fund code to Mark for him to revise the project worksheet). thanks, Noel Noel Anderson Community Planning & Development Director City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 Phone 319.291.4366 Fax: 319.291.4262 Cell: 319.290.6357 "To the world you may be one person, but to one person you may the world. "- Heather Cortez 3/6/2012