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Home My WebLink About12/05/20111. FINANCE COMMITTEE December 5, 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 November 21, 2011 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Sergeant Hoelscher; Officer Bram Advanced Electronics Course Des Moines, Iowa January 9-13, 2012 $867.00 2. Approval of request to piggyback from the Iowa DOT Award of Contracts for the Purchase of One (1) 2012 Bandit Wood Chipper, Model 1990XP for Leisure Services Department from Aspen Equipment Co. of Ankeny, Iowa in the amount of $74,311.30— Submitted by Mark Rice, Public Works Director. 3. Pre Authorizations to Expend over $1,000.00 Dept Amount + Est S/fI Expenditure Airport $21,190.00 Purchase new entrance doors for the Livingston Aviation office building Airport $1,013.60 + $87.00 Purchase 20,000 magnetic stripe tickets for use in automated parking system spitters Central Garage $3,256.00 Pay for replacement of inner boom arm for sanitation truck 708 Central Garage $2,720.00 Pay to re -build pack cylinders for garbage trucks Human Rights $200.00 Pay for Teri Trask (T2Training) Rising to New Heights Presentation Leisure Services $1,645.00 Purchase cooling tower chemical feed controller for the Young Arena Ice System Leisure Services $2,800.00 Pay for construction cost to bring cable services to Boat House located at 707 Park Road Leisure Services $5,000.00 Pay for approximately 76 feet of 10 foot fencing at Exchange Park, includes labor and materials Leisure Services $2,600.00 Pay for the labor and material used to removed the shelter at Sullivan Park Leisure Services $2,000.00 Pay for the rental of Dollamur wrestling mats for the Battle of Waterloo 32 team high school wrestling tournament to be held at Young Arena on December 16017, 2011 Leisure Services $4,000.00 Purchase equipment parts to replace or repair parts for golf course mowing equipment Leisure Services $1,034.93 Purchase metal material for Gates pool pump house roof Leisure Services $1,355.82 Purchase steel roofing material for two (2) dugouts at Tibbitts Leisure Services $8,000.00 Purchase tables and chairs for the Boat House located at 707 Park Road Police $7,060.00 + Purchase five (5) Tactical CAR A4 rifles with EOTech $125.00 sights Police $2,426.33 + Purchase and install new carpet on floor and walls in $100.00 polygraph interview room Street $6,100.00 + Purchase two (2) 10-foot and two (2) 14-foot tarps for $200.00 dump trucks Traffic Operations $5,250.00 Pay for VISSIM Traffic Software Upgrade -includes new versions for three years including maintenance and technical assistance Traffic Operations $3,995.00 Purchase back up battery system to operate traffic signals during power outage Waste Management $4,177.00 + Purchase new Hydromatic pump for Tower Park lift Services $300.00 station Waste Management $4,319.00 Pay to repair pump motor for the Hawkeye lift station Services BUDGET LINE ITEMS TO BE AMENDED 4. Authorization to increase several line items on file in the City Clerk's office in the amount of $193,000.00—Submitted by Dave Mohlis, Police Captain. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE November 21, 2011 5:00 p.m. Council Chambers Members present: Schmitt, Getty, Welper. Absent: Cole, Hart. Moved by Welper, seconded by Getty that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Getty that the Minutes of November 14, 2011, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Getty 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 Tina Schellhorn, Electrical Foreman; Brandon Hodgin, Signal Tech II; Roger Wooden, Maintenance Electrician 2011 Davenport User's Group Davenport, Iowa December 13-15 2011 $765.00 Sergeant Hoelscher; another WPD Bomb Tech Transportation of Bomb Squad Incendiary Devices Marion, Arkansas December 19-20, 2011 $516.00 Ayes: Three. Motion carried. Moved by Welper, seconded by Getty that sewer refund in the amount of $127.12 for Bobbie Sinders on behalf of Virden Creek Congregation of Jehovah's Witnesses located at 55 Newell Street —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Getty that garbage refund in the amount of $136.50 for Charles & Lynne Gander for property located at 438 Belmont Avenue —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Getty that garbage refund in the amount of $63.00 for Berneice Meyers for property located at 1665 Independence Avenue —Submitted by Suzy Schares, City Clerk, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Welper 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 Clerk/Finance $2,430.00 Purchase 2-part parking tickets with carbon sheet and envelope Clerk/Finance $2,750.00 + $100.00 Purchase Waterloo and Cedar Falls City Directories for City Departments Leisure Services $1,489.12 Purchase 2 new radios for #410 and #201 Leisure Services $5,000.00 Pay for the rental of various heavy equipment Police $1,100.00 + $50.00 Pay for collector coins from Warrior Chips to be distributed in an effort to promote safe driving and a positive law enforcement image Finance Committee November 21, 2011 Page 2 Police $1,921.50 Pay for repair damage to a 2011 Ford Crown Vic police vehicle that was involved in a motor vehicle accident with a deer Traffic Operations $1,650.00 Pay for new repair system for terra camera and accessories from Katoski & Downing intersection Traffic Operations $2,134.00 Purchase 4 LED street lights Waste Management $7,639.00 + Purchase Moyno parts for pump located in the filter Services $200.00 building Waste Management Services $7,877.80 Purchase parts for Moyno pump located in the TAS building Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that Bills Payment, as contained in Schedule AP642, dated November 21, 2011, pp. 1-94, in the amount of $3,142,795.20, 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 Welper, seconded by Getty that the meeting be adjourned at 5:05 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _20Li. BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 1 ✓ rj Z7'c%C /6Or/ ' Copy - Department NAME(S) AND POSITION(S): Sergeant Brian Hoelscher & Officer Shawn Bram DATE: November 17th, 2011 NAME OF CLASS / MEETING: Advanced Electronics Course DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: January 9th, 2012 Return Date: January 13th, 2012 DATE(S) OF MEETING: January 9th-13th, 2012 PURPOSE OF TRAVEL: Lt Cirksena is requesting authorization to send Sergeant Hoelscher and Officer Bram to an advanced electronics course in Des Moines, IA. January 9th-13`h, 2012. These Officers are members of the Waterloo Police Department Bomb Squad. As members of the Bomb squad they will investigate and destroy incendiary devices. This course will aid certified Bomb Technicians in being able to identify the electronics used on bombs or incendiary devices they may encounter in the field. It will also train them to be able to dismantle or destroy said electrical devices. The cost of the course is covered but the officers will need to pay for lodging, meals and gas. This cost will be reimbursed to the department under an EOD grant. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 400.00 LODGING $392.00 MEALS $0.00 REGISTRATION $75.00 MILEAGE/FUEL TOTAL FOR ALL: $ 867.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 433.50 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE CITY OF WATERLOO Committee Communication Finance Committee Meeting: December 5, 2011 Prepared: November 29, 2011 Dept. Head Signatu 4"'' # of Attachments: SUBJECT: Request authorization to piggyback from the Iowa DOT Award of Contracts for the purchase of one (1) 2012 Bandit Wood Chipper, Model 1990XP for the Leisure Services Parks Department from the contracted vendor (Aspen Equipment Co, Ankeny, IA) in the amount of $74,311.30 Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Summary Statement Expenditure Required: $74,311.30 Source of Funds: 411-374100-2117 Policy Issue Alternative Background Information: Request authorization to use the DOT bid process for the purchase of one (1) 2012 Bandit Wood Chipper, Model 1990XP for the Parks Department. This purchase was forecast in the 2011 Capital Equipment Program. City Clerk Use Only Finance Committee Approval Date 15fems,,� (( City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 21,190.00 plus est. shipping costs of $ to pay for or purchase new entrance doors for the Livingston Aviation office building. This purchase or expenditure is being made because: this is part of the IDOT Vertical Infrastructure funding to update Airport buildings. Vendor selected for this purchase: Failor-Hurley Construction E1 Bids or written quotes were taken on this purchase, as follows: Failor-Hurley Construction $21,190 Peters Construction - unable to bid Cardinal Construction, Bryan Construction - no response 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 n Road Use Tax ❑ Sewer Sanitation nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 291 29 7760 2169 / 010 29 7700 1371 29PRO V109 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 106,181/ $85,000 21,279 / $48,342 L/3 5< Respectfully submitte ///.? // (Signature I/-f¢ d or Designee) ate '(Signature Finance Dept. Review) Date K:\shared goodies\forms\Livingston Entrance Door.xls (Mar 2010) FY '09 DOT Vertical Infrastructure Grant Engineering $9,000 T-Hangar A Doors $46,650 Livingston Hangar Window! $30,895 Livingston Office Door $21,190 $107,735 IDOT Grant $106,181 Net: ($1, 554) City of Waterloo Expenditure Authorization Request Form 4t1'411/v‘a 1,1 51760 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 1,013.60 plus est. shipping costs of $ 87.00 to pay for or puchase 20,000 magnetic stripe tickets for use in automated parking system spitters. Total cost is $ 1,100.60. This purchase or expenditure is being made because: Supply of tickets needs to be replenished. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Access Control Technologies is sole supplier of tickets. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nX General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation FederaVother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitte /4/fr ) ",,A )-G i f (Signature Deor Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 85,000.0017' $ 4873421613 ;6; users\shared goodies\forms\Tickets 11.xls(Oct 2004) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committeeee ( f Approval Date ( II2tct 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 $ 3,256.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replace inner boom arm for sanitation truck 708 This purchase or expenditure is being made because: Arm cracked beyond repair Vendor selected for this purchase: Wayne Engineering n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: OEM Part Only 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 Sewer ❑X Sanitation Federal/other grants ❑ 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 and the current available balance is (Project Code) $ 175,000.00 $ Ls.113 (S Respectfully submitted, -1/ ) / l,, (Signature Dept. Heor Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Sanitation - Inner Boom Arm - Truck 708.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date 1A5i90(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 $ 2,720.00 plus est. shipping costs of $ 0.00 Re -build of pack cylinders for garbage trucks Department to expend to pay for or purchase This purchase or expenditure is being made because: Cylinders leak hydraulic fluid - repairable Vendor selected for this purchase: Christopherson & Sons ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Rebuild versus buying replacements. Limited vendors capable of rebuild. 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 ElBonds 0 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) (Project Code) in which the budgeted amount is $ 175,000.00 and the current available balance is $ Respectfully submitted, (Signature Dept. Head or Designee) Date `(Signature Finance Dept. Review) Date K:\shared goodies\fortes\Sanitation - Pack Cylinders Rebuild - Nov 11.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date (a -I' ( it 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 $ 200.00 Human Rights Department to expend plus est. shipping costs of $ N/A to pay for or purchase Teri Trask (T2Training) Rising to New Heights Presentation This purchase or expenditure is being made because: Teri is speaking at our December 3 Commissioner Workshop. Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: [x Bids or quotes were not taken on this purchase because: Executive Director Funchess was very impressed with her presentation at the 11/7/2011 department head meeting. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EXi General Fund ri Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-27-2500-1315 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 1,000.00 V and the c -nt available balance is $ 1,000.00 V ( ly submi nature Dept. Head or Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre- uthori ation Teri Trask.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 $ 1,645.00 plus est. shipping costs of $ 0.00 to pay for or purchase Cooling tower chemical feed controller for the Young Arena Ice System City Clerk Use Only Finance Committee Approval Date laAGJ(9.6411 This purchase or expenditure is being made because: the cooling tower chemical feed controller on the Young Arena Ice System has failed and needs to be replaced. This is an emergency repair. Vendor selected for this purchase: JayTech Inc, Minneapolis, MN nBids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: JayTech holds the water treatment contract for the City of Waterloo's cooling towers. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Road Use Tax n Sewer n Sanitation LiBonds n Federal/other grants n Other (specify) YAMI This expenditure is to be coded to the following budget line -item: 010-37-4105-1382 37RST-YAMI (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully yssubmitted, //- �2-// .1/.7,1'1,.f t— %c..,! 'LC/2_ (Signature De t. H ad or Designee) Date (Sinature Finance Dept. Review) K:\shared goodies\forms\Chemical Feed Controler 11_22_11.xis (Mar 2010) a3 :/ $ 6,558.10 6 / $ 6558.10 after 11-22 depo5i j- &06 ('( Date City Clerk Use Only Finance Committee Approval Date � l 51pq 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 $ me 2,800 plus est. shipping costs of $ to pay for or purchase construction cost to bring cable services to 707 Park Road, Boat House. This purchase or expenditure is being made because: this is the cost of new service line for the Boat House. The City's portion is estimated at $2,600 Vendor selected for this purchase: E. X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: MediaCom is the cable provider in the City. Their cost is $5,365.15, City portion is estimated $2,600 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation I Bonds Federal/other grants n Other (specify) BH Gaming This expenditure is to be coded to the following budget line -item: 426-37-4207-2151 371MP-37BC (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, /'77 / j1 ;� ;; r� : ,':% cu , t it -)5 2ci i (Signature Dept. I -read r esignee) Date (Signature Finance Dept. Review) Date $ 171,510.00 K:\shared goodies\forms\Expenditure Pre-Authorization.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 $ me 5,000 plus est. shipping costs of $ to pay for or purchase Approximately 76 feet of 10 foot fencing at Exchange, includes labor and materials. And labor to set 4 foul poles. City Clerk Use Only Finance Committee Approval Date 12' (avt't This purchase or expenditure is being made because: fencing in front of dugouts and along base line on West Exchange. Foul poles will be set at Straub. Vendor selected for this purchase: Miller Fence, Waterloo [1 Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Miller Fence is under contract for East Exchange diamond fence replacement. This fencing is a separate project that they can complete so LS staff can construct dugouts. Miller Fence is currently working at East Exchange. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: riGeneral Fund ri Road Use Tax n Sewer n Sanitation LiBonds n Federal/other grants n Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 37SPT-CRYS (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 0-65,000.00 $ 50/�; S3 ✓ /� ;1(f/ j1 L �1�'' Signature Di�lead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date Ion- f 6J (/76t( The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ me 2,600 plus est. shipping costs of $ to pay for or purchase Labor and material to remove the shelter at Sullivan Park. This purchase or expenditure is being made because: to make room to replace with a new octagonal shelter as part of Community Development Grant. Vendor selected for this purchase: Benton's Sand and Gravel rX I Bids or written quotes were taken on this purchase, as follows: Benton's Sand & Gravel, Cedar Falls IA $2,450.00 Lehman Trucking, Waterloo IA $3,200.00 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax Sewer r] Sanitation L^J Bonds ❑ Federal/other grants r1 Other (specify) This expenditure is to be coded to the following budget line -item: ,'"4-37-4105-2168 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 807000:00 and the current available balance is Respectfully submitted ignature $ 11 843.00 / £i 4-G/(.) ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date (2'16 (20t 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 $ 2,000.00 plus est. shipping costs of $ to pay for or purchase Rental of Dollamur wrestling mats for the Battle of Waterloo 32 team high school wrestling tournament to be held at Young Arena December 16-17, 2011. This purchase or expenditure is being made because: The eight mats will be used during the wrestling tournament. Vendor selected for this purchase: Wisconsin Wrestling Federation Riverfalls WI n Bids or written quotes were taken on this purchase, as follows: Wisconsin Wrestling Federation, Riverfalls WI $2,000 includes shipping EZ Flex, Richland Hills TX $5,000 includes shipping 17 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 Bonds Road Use Tax Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ,�/ �% li >✓ ,14 L - ry � � 1% a ',2G y %/ r hc%`tit_: L � c L (Si. a ure Da t. h� or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 10,000.00 $ 6,535.00 K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date a /6f go 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 $ 4,000.00 plus est. shipping costs of $ to pay for or purchase Equipment parts from R&R Products, seals, bed knives, bearings, etc. This purchase or expenditure is being made because: To replace or repair worn out or broken parts to properly maintain the golf course mowing equipment. This is John Deere equipment. Vendor selected for this purchase: R&R Products Bids or written quotes were taken on this purchase, as follows: R&R Products (Arizona), Waterloo Imp (Waterloo), and Great American (DesMoines) each provided a price per part. Parts are being ordered from the lowest bidder per part. n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Road Use Tax n Sewer n Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4120-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. I-I>ad &Designee) (Project Code) $ 21,018.00 1/ $ 18 027,00 / 715 S -C-_7`f'll % i-)L+, (/ Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Winter parts order preauth R&R.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 $ 1,034.93 plus est. shipping costs of $ to pay for or purchase Metal material for Gates pool pump house roof. City Clerk Use Only Finance Committee I. Approval Date O'15(?el (I This purchase or expenditure is being made because: materials are needed for the replacement of the Gates pool pump house roof. Work being completed by Leisure Services staff. Vendor selected for this purchase: Pro Build, Waterloo IA Bids or written quotes were taken on this purchase, as follows: Pro Build, Waterloo $1,034.93 Home Depot, Waterloo $1,108.64 No reponse from Menards, ABC Supply moved, bid request returned by postoffice. 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: ri General Fund n Road Use Tax n Sewer n Sanitation I ^ I Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-22-4200-2132 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept�H or Designee) (Project Code) $ 130,000.00 $ 2,253.54 /; LL '1_ / - 7-rj t (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only City of Waterloo Expenditure Pre -Authorization Request Form Finance Committee I Approval Date li�1rJl?lli 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 $ 1,355.82 plus est. shipping costs of $ to pay for or purchase Steel roofing for two (2) dugouts at Tibbitts, material only. This purchase or expenditure is being made because: roofing material needed for diamond #3 dugouts at Tibbitts Park. Vendor selected for this purchase: Pro Build, Waterloo Bids or written quotes were taken on this purchase, as follows: Pro Build, Waterloo $1,355.82 bid complete Home Depot, Waterloo $1,263.46 bid NOT complete, they can not get fascia Menards did not return bid request. 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 Bonds Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4202-2178 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitte nature De (Project Code) $ 150, 000.00 V $ 62,333.001/ 1 , if1'l//1.7/ 7,1-e-( (LL') ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee / Approval Date )7/51 2 �t The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ me 8,000 plus est. shipping costs of $ included to pay for or purchase tables and chairs for the Boat House, 707 Park Road, as part of the Black Hawk Gaming Grant. This purchase or expenditure is being made because: Seven (7) tables and twelve (12) chairs to be used at the Boat House around the patio area. Vendor selected for this purchase: Fry & Associates, North Kansas City MO rX I Bids or written quotes were taken on this purchase, as follows: Fry & Associates, North Kansas City MO $7,837.00 Storey Kenworthy, Waterloo IA $9,234.00 Bids were sent to: Office Concepts, Wabash Valley Manufacturing, no response received. ❑ 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 Bonds Road Use Tax [ ] Sewer ❑ Sanitation Federal/other grants QX Other (specify) BH Gaming Grant This expenditure is to be coded to the following budget line -item: 426-37-4207-2151 371MP-37BC (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res pectfil.tlys u b m itte (Signature Dept. $ /`'66/L' G�f_rcam titi.�!�fu2 /, d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date ' a-151 2-1)� The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 7,060.00 plus est. shipping costs of $ 125.00 to pay for or purchase purchase five Tactical CAR A4 rifles with EOTech sights. This purchase or expenditure is being made because: these five rifles will be assigned to the tactical team, to replace five rifles that were re -assigned to the patrol vehicles. Vendor selected for this purchase: Rock River Arms, Mark E. Hanssen Bids or written quotes were taken on this purchase, as follows: Rock River Arms, Mark E. Hanssen $7185.00 Rock River Arms, Jim Peck $7335.00 Rock River Arms, Philip Hemphill $7475 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund 0 Road Use Tax n Sewer Li Sanitation L1Bonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-11-1100-2128 Police Guns, Body Armor & Taser (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ r^U<l)[)[) $ 7'7 3"; Respectfull submitted, / (Signat a Dept. Head or'esignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committt5 Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,426.33 plus est. shipping costs of $ 100.00 to pay for or purchase purchase and intall new carpet in polygraph interview room, to include carpet on the walls. This purchase or expenditure is being made because: Installing new carpet to replace the old that has been there for several years. Also installing carpet on the walls to sound proof the room. Vendor selected for this purchase: Floor Decor ❑ Bids or written quotes were taken on this purchase, as follows: Floor Decor $2526.33 Rileys Floors $2936.41 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund ❑ Road Use Tax ❑ Sewer n Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 409-11-1100-2152/410-11-1100-2152 Police Dept Improv (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ / - )(.v 5 OD s6/ � $ USS Oc: Re$pectfully submitted, di6 ( ig oture Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date I 7-16 (f City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ NTE $6100 plus est. shipping costs of $ 200.00 to pay for or purchase 2-10 Foot and 2 - 14 Foot Tarps for Dump Trucks to comply with City Ordinance 5075 This purchase or expenditure is being made because: Compliance with City Ordinance on covering loads Vendor selected for this purchase: Don's Truck Sales ❑X Bids or written quotes were taken on this purchase, as follows: Dons Truck Sales - 10': $1385 / 14': $1438 Stuber Enterprises - 10': $1425 / 14': $1625 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 n General Fund Bonds Road Use Tax Federal/other grants Sewer n Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 411-19-7100-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 398,000.00 $ 358,353.70 r� Respectfully submitted, rh.c eLz.l.fc�. ��-.C�r ti,iZc='i✓ (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Street Dept - Tarps for Dump Trucks.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee 5 Approval Date t� ✓ 1 v 115 c 1 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 $ 5,250.00 plus est. shipping costs of $ to pay for or purchase VISSIM Traffic Software Upgrade - new versions for three years including maintenance and technical assistance. This purchase or expenditure is being made because: We are using the older version at the present. This software is used for traffic timing and optimization. Vendor selected for this purchase: PTV America, Inc. ❑X Bids or written quotes were taken on this purchase, as follows: PTV America, Inc. Portland, Oregon $5,250.00 ❑ 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 ❑X Bonds Road Use Tax n Sewer ❑ Sanitation FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 409-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 26,000.00 '7 $ 6,107.73 v Res ectfully submitted, ate -,C 1 Cl -Al( / 1'L(;, t , Y'1.'.! 71 ) lc /, .1 r ; i , // A -.2a // (((Signature Dept. tad or Designee) / Date (Signature Finance Dept. Review) Date K:lshared goodies\forms\2011-November-Expenditure Pre-Authorization-VISSIM Traffic Software Update.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 $ 3,995.00 plus est. shipping costs of $ to pay for or purchase Back up battery system to operate traffic signals during power outage. City Clerk Use Only Finance Committee r Approval Date 1 0q"I51 tt ( This purchase or expenditure is being made because: To be installed at the Intersection of Hwy. 63 and Airline Hwy. Vendor selected for this purchase: Mid American Signal, Inc. EX Bids or written quotes were taken on this purchase, as follows: Mid American Signal, Inc. Kansas City, Kansas $3,995.00 O 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: O General Fund 0 Road Use Tax Sewer El Sanitation ❑X Bonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 409-17-7161-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 4,000.00 '7 $ 4,000.00 `7- Respectfully�submi e`d, /14//1 P-a..J /.-e&i") II InIg 7 77 -vi, i / < % 1 �,( /,;' / ( ' at." L ll / // '(Signature Dept. ad or Designee) ' Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2011-November-Expenditure Pre -Authorization -Battery Back up system - 63 & Airline.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date !5I91 tl 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 $ 4,177.00 plus ext. shipping cost of $ 300.00 new pump H3b Departmant to expend to pay for or purchase This purchase or expenditure is being made because: Old pump cannot be repaired this pump is for Tower Park lift station X Bids or written quotes were taken on this purchase, as follows Quality Pump & Control quote $4177.00; Nelson & Hagey quote is $5035.00; Hutcheson Eng. Products quote is $5295.00 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: nRoad Use Tax: nSewer: nSanitation: C Bonds: FederaVothergrants: nOther(specify): This expenditure is to be coded to the following budget line -item: 590/14/5900/7119 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is and the current available balance is Respectfully submitted ✓j.'�w�' � -�/ iz r� t , i'r` �, / 1 : ,R l ll . -/ l (Si ature Dpt. Head Or Designee) Date (Sign'ature Finance Dept. Review) Date $ 350,000.00 $ 350, 000.00 Fax Quotation Quality Pump & Control 830 — 151h ST. S.W. Mason City, IA. 50401 Phone (641) 422-0441 Fax (641) 422-0442 Job Description: Hydromatic Pump Date: 11/16/11 To: City Of Waterloo, IA ALLcnani: Rich Olsen Fax # 319-291-4523 From: Kit Alcorn QUANTITY UNIT DESC1U lON PRICE TOTAL Hydromatic Pump 1 Ea Hydromatic S4m300M $4,177.110 $4,177.00 1 Ea Freight TBD TBD J l _. i G'LL.. ^ ..-ri cif 4.5 . dPf,--,G,,4,s n.: .",L,,.-.a.ro Materials Total 2011-11-16 12:40 4523 P 1/1 dvz 7-66, /2 - LS - .c' £:�c.CGt .. 0 j cc \ Nr Gc- \%\ �1'8G-1 `-e.ctt eQ,.\� sj2f- f\cS -�\`\.5. Froui liutCHESON -i --'Ni f'... ,....J „. !...:,.:,,,.,... ...:".1 . ..... -f " ---r':Jtt'Pr4fdt4'at',.*-,:..i. ..._.... i t ...("e-t..,-.1,,.. 1 I [ 1 1, 1 I.- - -1 ."- ---- -1.. ictuo-r,tvrxoN 5mii15-1616 '-'if Nome Cily of A 0 riPil;,-)u.c. 319-291 --...1...5,7.".,3 ( l'o.;,..---:?..91 ... 4-ti:? 2, ', Q-PI XYr ) • rri 1.1 ( / (I // trtydrOriatiCr 31.1bIr1iri?•:F;114,Irrlhr-rir irrvirt!(:! r`i rrrilirrl'r-rl'rir Yr.:Or rrr 3/60/230 'I/471,, 11f3f)- fir rirt If lir', )t rir Delivery appie.); 12r.,rzE31', rrrrr Thrit; You, Steve kilezicher I '.irrlirtrrl 0 Irr,rr,rr?r,r)r.r.-)1)1 Nec.os .Net:t LIS if you Nave owiy questions. i•vItyvv.ht.Itchesonengneering.com steve@hutchesonengineering.coin 640'5 Pershing brive Omaha, NE 68112 Phone (402) 455-2000 Fex. (402) 455-1848 City Clerk Use Only !Finance Committee Approval Date City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the WMS Departmant to expend $ 4,319.00 plus ext. shipping cost of $ 0.00 pump motor repair to pay for or purchase This purchase or expenditure is being made because: to rebuild Hawkeye lift station pump motor Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Janda Motor rebuilds the big motors Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: riGeneral Fund: Road Use Tax: X Sewer: nSanitation: Bonds: Federal/other grants: Other(specify): This expenditure is to be coded to the following budget line -item: S70/14/5200/1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully subi}tted, (Project Code) $ 201,422.00 $ 1-17,39t 13 /06).(t)t; y)•• �; l7 . f. i r -,'L , l %( o)" fit''' / gnature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date 319) 393- 1230 319)393-6911 Fax JANDA MOTOR SERVICES 901 17TH STREET NE P.O. BOX 10045 CEDAR RAPIDS, IA 52410 Repair Estimate Mail Tc): ob: 148359 Department: AC Job Desc: 75I8I4450DIOPEN1220/440IL RR/SM REPAIR STANDAR Type: 09 SLIPRING MOTOR REPAIR ust #: 132769 Ship To #: 000099 job Revd CITY OF WATERLOO CITY OF WATERLOO 10/31/11 715 MILBERRY STREET 3505 EASTON AVE WATERLOO, IA WATERLOO, IA 50703 WATERLOO, IA 50703 ust P. 0. # P.O. Rel# Mi sc # Terms Cd Slm KITING NET 30 DAYS 20 ameplate Data: P:75, POLES:8, FRAME:445OD, ENCLOSURE:OPEN, VOLTAGE:220/440, MAKE:LOUIS ALLIS, DDEL:2252527MD03, FL RPM:875, AMPS. :206/103, SHELF:NE ROOM pecial Instructions: EMOVE RINGS AND SHORT ROTOR ascription Price VSPECT/TEARDOWN --EAN PARTS EWIND STATOR HOUSE MACHINE WORK RECISION BALANCE ROTOR/ARMATURE >SEMBLE, TEST AND PAINT EW BEARINGS AND MATERIAL KACT REPLACEMENT UNAVAILABLE, NEW MOTOR ITH BASE MODIFICATIONS $17,500.00 Total: 4,319.00 epair estimate valid for 30 calendar days Plus Sales Taxes, -om the above date. If Applicable. T' Date: ised Upon Our Standard Terms And Conditions. Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance mittee approvalaprequired? YES NO If so, date app oveed: 1 P'1'1D (1 City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 12 submitted by the POLICE Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount fund Dept Activity Acct # Acct Name Proj Code Amount 010-11-1160-3603 Forfeitures 11TRI TRIF , 60,000.0& 0,10 11 1160 1512 Tri County For 11TRI TRIF 60,000.00 010-11-1160-3000 Cash 11TRI TRIF 55,000.00 g.10 11 1160 1512 Tri County For 11TRI TRIF 55,000.00 ( 010 11 1160 1512 Forf. Exp. 11TRI TRIF 39,000.0 �0/y0 11 1160 3603 Tri Co. Forf. 11TRI TRIF 39,000.00t 010 11 1150 3603 Tri Co. 11TRI WPDF 39,000.00, 0610 11 1150 1512 WPD Forf. Exp. 11TRI WPDF 39,000.00' TOTAL $193,000.00 TOTAL $193,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy using existing revenue. Using current FY12 Revenue for distribution to outside agencies & budget for WPD's share of the distribution. WPD share is accounted for in activity 1150 rather than 1160. Prior Committee Actions (Dates): (Si ature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \ forms \csbudgetamendregform (Apr 2003)