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Home My WebLink About11/05/20121. 2. 3. 4. 5. 6. FINANCE COMMITTEE November 5, 2012 5:00 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of October 22, 2012 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Steve Grimm, Rental Housing Inspector 2012 IRC Performing Residential Building Inspections Clive, Iowa November 27-28, 2012 $320.00 Jeff Siebel, Property Safety Inspector 2012 IRC Performing Residential Building Inspections Clive, Iowa November 26-28, 2012 $355.00 Jason Hernandez, Medical Officer B Shift IEMSA Conference Des Moines, Iowa November 8-10, 2012 $768.31 Mike Bown, Air Service Consultant for Trillion Aviation Air Service meetings, Airport Board meetings, meet with Mayor and other city officials Waterloo, Iowa from Mader, Iowa October 1, 2012 — October 31, 2013 $1,500.00 Mark Brandes, CMOM Specialist; Brian Rath, Operations Supervisor Sanitary Sewer and Collection System Engineering Course Madison, Wisconsin December 3-6, 2012 $3,140.00 Officer Moore Patrol Officer Response to Street Drugs Johnston, Iowa November 26-30, 2012 $270.00 7. Approval to seek sealed bids for the Police Departments FYE 13 police vehicle equipment installation and equipment needs —Submitted by Dan Trelka, Director of Safety Services. 8. Pre Authorizations to Expend over $1,000.00 Dept AmountEst Expenditure Airport $19,000.00 Air service consultant services covered under IDOT Air Service Development Grant Center for the Arts $7,500.00 FY2013 Blanket authorization of food purchases Center for the Arts $24,320.00 Revised bid for design & install glass door for Forsberg Galleries Center for the Arts $18,736.00 Revised bid for design & install display cases for collection City Clerk $6,921.00 Annual service billing on InfoTronics Time System to cover the period through March 31, 2014 Planning & Zoning $4,000.00 Appraisal services for 8 parcels of land located within the Sherwood Park Neighborhood Police $1,916.80 Renewal of ServicePac Technical Support contract for police department computers and hardware system for RTS support of DS3400 SAN Police $4,403.00 Yearly maintenance agreement with L3 communications for hardware and software support of the mobile -vision equipment Police $6,397.00 Renewal of service technical support contract for police department computers and servers hardware for VMWare Traffic Operations $1,091.19 1,450 foot of wire to be used for the CVS traffic signal installation Traffic Operations $5,387.00 Traffic signal poles, bases, 3-section heads, tunnel visors, etc. Waste Management Services $9,650.00 + $50.00 Cartegraph software and license Waste Management Services $1,900.00 + $50.00 Software maintenance Waste Management Services $4,079.01 + $50.00 Autodesk Civil 3D software BUDGET LINE ITEMS TO BE AMENDED 9. Authorization to increase Line Items on file in the City Clerk's office in the $6,500.00—Submitted by Bradley Hagen, Airport Director. 10. Authorization to increase Line Items on file in the City Clerk's office in the $1,547.80—Submitted by Paul Huting, Leisure Services Director. 11. Approve the project budget for the FYE2013 Bullet Proof vest grant in the $23,560.00 Submitted by Captain Mohlis. amount of amount of amount of 12. Approve the project budget for the FY13 IDOT Air Service development grant in the total project amount of $35,000.00 including the matching contributions required — Submitted by Bradley Hagen, Airport Director. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE October 22, 2012 5:00 p.m. Council Chambers Members present: Cole, Schmitt (arrived after roll call at 5:02 p.m.), Hart. Moved by Hart, seconded by Cole that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Cole that the Minutes of October 15, 2012, as proposed, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Aric Schroeder, City Planner Symposium 21: From Production to Consumption Sioux City, Iowa November 13-14, 2012 $165.00 Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for two (2) Single Axle Snow Control Trucks —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for 2013 Bombardier to support snow operations —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for 2013 1-Ton Dump Trucks for various departments —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Building/Maintenance $4,180.50 Power washing of 4th Street Bridge & Veteran's Memorial Hall Building/Maintenance $3,514.80 Removal of peeling paint on 1st floor — E. 5th Parking Ramp City Clerk $10,859.00 Annual dues for Iowa League of Cities for FYE13 City Clerk $10,457.24 MS SQL Server Standard 2012 _ City Clerk $10,292.94 Dell PowerEdge 720 Server Engineering $10,410.00 Removal of concrete island, grading, and a.phalt overlay Human Rights $1,617.00 Advertising for The Warmth of Other Suns book discussion Finance Committee October 22, 2012 Page 2 Leisure Services $3,463.14 Purchase of (8) new UHF portable radios, chargers, speaker mics & upgrade of (6) current UHF portable radios with new batteries, reprogramming & appropriate licenses Leisure Services $4,500.00 Labor and materials for the concrete pad and sidewalk for the shelter at the Pat Bowlsby Dog Park Leisure Services $2,950.00 Labor and materials for concrete footings at Gates Pool Leisure Services $24,555.00 The repair and reroof of the wellhouse/storage building at River&ont Sports Park Police $6,000.00 Three Bee III Ka -band radar packages with three year limited factory warranty Traffic Operations $3,292.50 Speed limit signs, delineators, street name signs, etc. Traffic Operations $2,000.00 80 bags of reflective beads Traffic Operations $1,295.00 + TRAX Apollyon Counter Traffic Operations $2,338.04 Millerbernd Galvanized traffic signal pole with 20' arm Waste Management Services $4,103.67 Pump repair parts Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase Line Item 3720 (Restricted Donations) and Line Item 2168 (Park Improvements) in the amount of $9,000.00—Submitted by Paul Huting, Leisure Services Director, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Authorization to increase Line Item 3000 (Cash) & 1750 and Line Item 2180 (Parking) in the amount of $10,410.00—Michelle Weidner, Chief Financial Officer, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Accounts Payable Invoice Report, dated October 22, 2012, in the amount of $3,950,253.86, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Hart abstained from the bill payment to himself for $70.06. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:04 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED `/(,) q-& FY..t)I BUDGETED // (2O EXPENDED YTD<3'S THIS REQUEST 3✓i?G' LEFT AFTER THIS REQUEST (/ 0 % DATE ^,'%v %0 /e2. Original- Clerk/Finance ' Copy - ment NAMES) AND POSITION(S): Steve Grimm, Rental Housing Inspector DATE: 10-19-12 NAME OF CLASS / MEETING: 2012 IRC Performing Residential Building Inspections DESTINATION DEPARTURE POINT IF NOT WATERLOO: Clive, Iowa DEPARTURE DATE: 11-27-12 RETURN DATE: 11-28-12 DATE(S) OF MEETING: 11-27-12 & 11-28-12 PURPOSE OF TRAVELITRAINING Required Certification WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 100.00 LODGING TAXI 90.00 MEALS PARKING 130.00 REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 320.00 BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 320.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT"HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED `}//, ' 7 L! FY/,/,3 BUDGETED / /COL:- EXPENDED YTD / 73 THIS REQUEST _j 6-6 "� LEFT AFTER THIS REQUEST `/_` DATE /J Original -Clerk/Finance Co •y - be• . rtment NAME(S) AND POSITION(S): Jeff Siebel — Property Safety Inspector DATE: 10-19-12 NAME OF CLASS / MEETING: 2012 IRC Performing Residential Building Inspections DESTINATION DEPARTURE POINT IF NOT WATERLOO: Clive, Iowa DEPARTURE DATE: 11-2%12 RETURN DATE: 11-28-12 DATE(S) OF MEETING: 11-26-12 & 11-28-12 PURPOSE OF TRAVEL/TRAINING Required Certification WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 125.00 LODGING TAXI 100.00 MEALS PARKING 130.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 355.00 BUDGET LINE ITEM: 010-22-5100-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 355.00 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 OEPA'f2TMENT HEAD MAYOR 10-(0-}4O') DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED C/C /;, /ql)' i 4 FY_9C_3 BUDGETED EXPENDED YTD ., = THIS REQUEST '7(,- S 3 / LEFT AFTER THIS REQUEST ': 3/.L• DATE NAME(S) AND POSITION(S): Jason Hernandez, Medical Officer B Shift DATE: October 30,2012 NAME OF CLASS / MEETING: IEMSA Conference DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: November 8, 2011 :- RETURN DATE: November 10, 2014-'- DATE(S) OF MEETING: November 8-10, 2012 PURPOSE OF TRAVEL: To attend the IEMSA (Iowa Emergency Medical Services) Conference. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo, Iowa PRIVATE VEHICLE ESTIMATE OF COST: 203.62 LODGING TAXI 68.00 MEALS PARKING 400,00 REGISTRATION AIRFARE 96.69 MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 768.31 BUDGET LINE ITEM: 010-12-1410-1346 x GRANT REIMBURSABLE YES NO x YES NO TOTAL: $ 0 PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS-NECES R ND-$ENEFICIAL TO THE CITY OF WATE 00 � ----% — 1 V " I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR io — DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED p/r_ FY,) i BUDGETED EXPENDED YTD // •i. THIS REQUEST LEFT AFTER THIS REQUEST - DATE ??7 ' /- 3/- Original - Clerk/Finance Co. - Department NAME(S) AND POSITION(S): Mike Bown, Air Service Consultant Trillion Aviation DATE: 10/26/12 NAME OF CLASS / MEETING: Air Service Meetings, Airport Board Meetings, Meet with Mayor & other city officials DESTINATION: Waterloo, !A DEPARTURE POINT IF NOT WATERLOO: Elkader, IA DEPARTURE DATE: October 1, 2012 RETURN DATE: October 31, 2012 DATE(S) OF MEETING: Scheduled as needed PURPOSE OF TRAVEL: To attend meetings, as needed, throughout the year. Mike attends meetings with Airport Board, Mayor, GCVA or as needed by Airport. Travel request is tied directly to our contract with Trillion Aviation, which is effective from October 1, 2012— October 31, 2013. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST$ YES NO METHOD OF TRAVEL: CITY VEHICLE X PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: LODGING TAXI MEALS PARKING REGISTRATION AIRFARE 1500 MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 1500 BUDGET LINE ITEM: 010 29 7700 1346 GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO `DEPARTMENT /0/z6�z DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 1 APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED FY n(,i 3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori. final - Clerk/Finance cam. Cod - Department NAME(S) AND POSITION(S): Mark Brandes — CMOM Specialist Brian Rath — Operations Supervisor DATE: 10/29/2012 NAME OF CLASS / MEETING: Sanitary Sewer and Collection System Engineering Course DESTINATION: Madison, Wisconsin DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: December 3, 2012 RETURN DATE: December 6, 2012 DATE(S) OF MEETING: December 4, 5, 6 - 2012 PURPOSE OF TRAVEL/TRAINING: Education CEU's WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo, IA ESTIMATE OF COST: 750.00 LODGING 210.00 MEALS 2,130.00 REGISTRATION 50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 3,140.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 520-14-5200-1346 GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 1,570.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO D ARTMENT HEAD /©- go-1,, DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2013_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 2 _.c',G'du . 70 Copy - Department NAME(S) AND POSITION(S): Officer Marc Moore DATE: October 22,2012 NAME OF CLASS / MEETING: Patrol Officer Response to Street Drugs DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: November 26,2012 Return Date: November 30,2012 DATE(S) OF MEETING: November 26-30,2012 PURPOSE OF TRAVEL: Lt Campbell is requesting authorization to send Officer Marc Moore to the Patrol Officer's Response to Street Drugs seminar at the Midwest Counter Drug Training Center Nov. 26-30, 2012, in Johnston, Iowa. This 5-DayThis course is designed to enhance the ability and skills of all attendees to identify, detect, apprehend and successfully articulate the drug -impaired person. The cost of registration is free and Officer Moore has arranged to stay with relatives. The only cost will be food and a city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 0.00 LODGING $195.00 MEALS $0.00 REGISTRATION $75.00 MILEAGE/FUEL TOTAL FOR ALL: $ 270.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 270.00 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 DEPARTMENT HEAD MAYOR f - Z DATE DATE CITY OF WATERLOO Committee Communication Finance and Public Safety Committee Meeting: November Sth, 2012 Prepared: October 25, 2012 Dept. Head Signature: Director Dan Trelka # of Attachments: None SUBJECT: Permission to seek sealed bids for the Police Departments FYE police vehicle equipment installation and equipment needs. Submitted by: Safety Services Director Dan Trelka Recommended City Council Action: Authorization to seek sealed bids for our FYE 13 for installation and purchase of police vehicle equipment needs. Summary Statement: Installation and Equipment are bid out on an annual basis. Expenditure Required: Our FYE 13 budget. Source of Funds: General Funds Policy Issue: None Alternative None, required for the police department vehicle equipment. Background Information: None City Clerk Use Only Finance Committee �r Approval Date tt i (,70 'j- 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 $ 19,000.00 plus est. shipping costs of $ to pay for or purchase air service consultant services covered under IDOT Air Service Development Grant. This purchase or expenditure is being made because: Vendor selected for this purchase: Trillion Aviation Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: A competitive RFP was solicited in August 2010 and Trillion Aviation was selected. Any scope of work work will be negotiated and approved individually. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: TIC I General Fund n Road Use Tax n Sewer ❑ Sanitation nBonds n Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 291 29 7760 1319 / 010 29 7700 1319 29PRO ADV7 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Y�' idda'------__ /D/ZZ LL G t� /.<%l GiZt, L /✓ "5l 'E/1nature Dep eaignee) ate (Signature Finance Dept. Review) Date $ 15,2000/ 3;860r 59-00 $ 15,20U / 37868' .3 3 %' K:\shared goodies\forms\Air Service Consultant FY13 (Mar 2010) 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 Center for Arts Department to expend $ up to $7 500 plus est. shipping costs of $ 0.00 to pay for or purchase FY2013 Blanket authorization of food purchases (see attached estimates) This purchase or expenditure is being made because: list of estimated food purchase are attached Vendor selected for this purchase: ri Bids or written quotes were taken on this purchase, as follows: ri Bids or quotes were not taken on this purchase because: variety of vendors to be used for different events Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: [1]x General Fund ri Road Use Tax El Sewer n Sanitation nBonds ri Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: Arts 26-4250-, & Yth Pay 26-4250, & Grants/prj 26-4265- various codes (Fund - Department - Activity - Account Number) (Project Code) sL L (\r-ri (Ito 647-- in which the budgeted amount is $ $7,500 for all and the current available balance is Respectfully submitted, t S to v` (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) -?C ..?- Date K:\shared goodies\forms\Blanket authrz-FOOD pur-FY2013 (Mar 2010) Oct. 24, 2012 Finance Committee City of Waterloo Waterloo Center for the Arts & Youth Pavilion & Grant Budgets RE: FY2013 Blanket Authorization of Food Purchases Please authorize the following estimated food purchases that could occur in FY2013: 1. Youth & Adult Class supplies for classes that have food purchases. Food costs are paid for by the registrations fees paid to take the class. RANGE: $1-$100. (per each class) Annual Budget #1524 t3,,,a,e,f '�'-"`t' 66- I 010-26-4250-1524 $1000 30,,,' �r /'1 U. 010-26-4208-1524 $1000 6 0 0 — / 2. Food purchases for: Special Events, programs, promotional Shop Sales, Opening receptions, Art Festival patron party food expenses, Volunteer Events and receptions, Food for Volunteers working on mailings. RANGE: $1-$800. (per each event) Annual Budget: #1390 010-26-4250-1390 $1000 6L� .,,2 j)ue7 fit' 010-26-4208-1390 $500 7z,c. r,, 6; „ $L,-J. ) S. 3. Visiting Artists food and travel expenses related to programming at the Arts. RANGE: We will use the City's current travel policy rates for guidelines when reimbursing the Visiting Artist for food and other travel expenses. Annual Budget: #1349 (A travel request will be filled out for each event.) 010-26-4265-1349 $t006 v -.. 4. Food purchased for meetings that are reimbursed by participants attending the meeting. RANGE: $1-$300. (Per each event) Annual Budget: #1390 010-26-4250-1390 $1000 2)(-'` 5. Food purchased for building rentals such as coffee/sugar and cream products. People who rent rooms at the Center pay for coffee for their meetings. The rental cost for the room adds on extra charges for coffee and/or any equipment used. RANGE: $1-200. (per each purchase) ANNUAL BUDGET# 1539 �tk,,c,;; AtmtLlib `` 10-26-4250-1539 $1000 i/ 7 (. L; _ 3. w,F'1,' l 6. Food purchased for special events, Riverside luncheons, symposiums, meetings, and conferences that are funded by registrations. RANGE: $1-500 ANNUAL BUDGET: #1390 010-26-4250-1390 $1000 5vJt,l (,"t' RECAP: Budget Amt. Food Amt. 010-26-4250- 1390 Art Center Budget 5000 3,000 1524 3750 1,000 1539 4750 1,000 010-26-4265-1349 Grants/Projects 010-26-4208-1390 Yth. Pay. Budget 1524 1500 1,000 1000 500 2000 1,000 7,500 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Con -writhe? Approval Date 11 (11..W/ 1. The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Department to expend $ 24,320 Revised plus est. shipping costs of $ 0.00 to pay for or purchase revised bid for design & install glass door for Forsberg Galleries. Design fees of $2000 plus bid of $22,320 from Kidder Construction. This purchase or expenditure is being made because: the original estimated bid of $15,800 from InVision was estimated too low. Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: Kidder Construction $22,320 Huff Construction $23,800 Failor Hurley Construction............ ...$23,849 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 n Sanitation Qx Bonds Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Capital Impr.Fund 411 &410-26-4205-2152 Cap. Impr. (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) Gi3.Oc 410-$6000/411 $807968 76).0 OO U Respectfully submitted, (Signatu'Dept Head or Designee) Date (Sign`ature Finance Dept. Review) Date K:\shared goodies \forms\Exps-authz-Foresberg Gallery glass door (Mar 2010) Page 1 of 1 PAULETTE HAWON From: CAMMIE SCULLY Sent: Thursday, October 11, 2012 9:53 AM To: Roland Ganter Cc: KENT SHANKLE; PAULETTE HAWKENSON Subject: RE: Design fees for cabinets and glass door Thank you much Roland. I believe Paulette has those records as well and can reconcile the figures. Cammie From: Roland Ganter [mailto:rolandg@invisionarch.com] Sent: Wednesday, October 10, 2012 11:40 AM To: CAMMIE SCULLY Cc: KENT SHANKLE; PAULETTE HAWKENSON Subject: RE: Design fees for cabinets and glass door Hi Cammie, Yes I know, our estimate for the display case was low, but high for the doors, so it looks like the cost flip- flopped. You just never know how the cost ends up in a competitive bid. At any rate, our design fees are not included in the contractor's bid amounts. Our total design fees are: $2000 for the door project and $2800 for the display case. These are amounts not to be exceeded, as we bill you hourly. I believe you already paid us at least $3000 in fees. I can find out exactly how much if needed. Thanks- Roland Roland Ganter, Associate AIA, LEED AP® INVISION planning 1 architecture I interiors From: CAMMIE SCULLY [mailto:CAMMIE.SCULLY@WATERLOO-IA.ORG] Sent: Tuesday, October 09, 2012 4:13 PM To: Roland Ganter Cc: KENT SHANKLE; PAULETTE HAWKENSON Subject: Design fees for cabinets and glass door 10-9-12 Roland, We will need to go back to the finance committee to get approval for the new bids for cabinets and glass entry door. Are your design fees included in the bids or do I need to account for those as well? Originally you had quoted $15,800 for the glass entry door and the low bid was $22,320; and you quoted $24,500 for the cabinets with a low bid coming in at $15,936. It appears that they just flipflopped! Thanks for your assistance. Cammie _Q co — 00 0 0 0 =it 0 Its tj 0 1t• V 1-0 0 0 0 U C Q C CO a E = y 0 m CI z E p, U Z. i= = CO OJ •O O = F - d` p a 0 0 0 .— CD _ Y p V CD Nft Os COI" \ m 0 0 0 0 .p fx: (515) 633 2942 Finance Committee 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. Approval Date 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 thispurchase 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 FederaVother grants Sewer 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 Sanitation Cap.Impr. (Project Code) (.0,Leigi m 4 fl-;20a Date (Signature Finance Dept. Review) Date i 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 1 architecture I interiors 319.233.8419 RG 10.26.2011 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date (i i�i l� (9" The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Department to expend $ 18,736 Revised plus est. shipping costs of $ 0.00 to pay for or purchase revised bid for design & install display cases for collection. Design fees of $2800 plus bid of $15,936. From Failor Hurley Construction. This purchase or expenditure is being made because: the original estimated bid of $24,500 from InVision was estimated too high Vendor selected for this purchase: Bids or written quotes were taken on this purchase, as follows: Failor Hurley Construction $15,936 Prairie Construction Serv. $15,980 Kidder Construction $16,195 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 nBonds Road Use Tax n Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Capital Impr.Fund 410- & 411-26-4205-2152 Cap. Impr. (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 410450000 & 411 $80,00C $ G�.3(232- RR,espectfully submitted, " tf "/t 21L L . (Signatur Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodieslforms\Exps-authz-Display cases for collection (Mar 2010) Page 1 of 1 PAULETTE HAVVRE1 SON From: CAMMIE SCULLY Sent: Thursday, October 11, 2012 9:53 AM To: Roland Ganter Cc: KENT SHANKLE; PAULETTE HAINKENSON Subject: RE: Design fees for cabinets and glass door Thank you much Roland. I believe Paulette has those records as well and can reconcile the figures. Cammie From: Roland Ganter [mailto:rolandg@invisionarch.com] Sent: Wednesday, October 10, 2012 11:40 AM To: CAMMIE SCULLY Cc: KENT SHANKLE; PAULETTE HAWKENSON Subject: RE: Design fees for cabinets and glass door Hi Cammie, Yes I know, our estimate for the display case was low, but high for the doors, so it looks like the cost flip- flopped. You just never know how the cost ends up in a competitive bid. At any rate, our design fees are not included in the contractor's bid amounts. Our total design fees are: $2000 for the door project and $2800 for the display case. These are amounts not to be exceeded, as we bill you hourly. I believe you already paid us at least_ $3000 in fees. I can find out exactly how much if needed. Thanks - Roland Roland Ganter, Associate AIA, LEED AP® INVISION planning I architecture I interiors From: CAMMIE SCULLY [mailto:CAMMIE.SCULLY@WATERLOO-IA.ORG] Sent: Tuesday, October 09, 2012 4:13 PM - To: Roland Ganter Cc: KENT SHANKLE; PAULL lit HAWKENSON Subject: Design fees for cabinets and glass door 10-9-12 Roland, We will need to go back to the finance committee to get approval for the new bids for cabinets and glass. entry door. Are your design fees included in the bids or do I need to account for those as well? Originally you had quoted $15,800 for the glass entry door and the low bid was $22,320; and you quoted $24,500 for the cabinets with a low bid coming in at $15,936. It appears that they just flipflopped! Thanks for your assistance. Cammie 10/15/2012 I--VCS a CVS E a- 13.3 E N O O co d d Cl Prairie 1 Construction Services V M Michael Huff Kidder - Construction Construction IANI .9% , ------------- N .. Huff Contracting Failor Hurley Construction i C50o `.6 Don Gardner Constructio On r 1 _ 1 \ Bidding Company Base Bid r e z 7 la Waterloo Cent Prairie Construction Services NtS O� v Kidder Construction am N \ N. Michael Huff Construction 4% I w Huff Contracting Add. No. 1 r Failor Hurley Construction. Qs N. Don Gardner Construction fi.• rss Bidding Company Base Bid Finance Committee i tApproval 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 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 Sewer Federal/other grants 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) in which the budgeted amount is � 410 and the current available balance is 411 Sanitation Cap.Impr. (Project Code) $ - (3000 vs 65 06A- Algoti 4 R ctfully suffmitted3 ` Date (Signature Finance Dept. Review) Date (Signature Dept. Head or Design Project: Date: Waterloo Center for the Arts Interior Renovation 10.26.2011 Scope: Two built-in maple and glass display cases. 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 & ComR Contingency e check; ql Venn Building Area (sf): Cost / Square Foot NA NA Project Total $21,700 'eneral ndS Not Included Any electrical work such as additional lighting or existing lighting modification, ceiling modification Sales Tax 'nditure r. FUnd Fund - D� budget erg avail ' litte INVISION planning 1 architecture I interiors Center for the Arts 319.233.8419 RG 10.26.2011 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committel Approval Date tl 1 J I /l fa - The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the City Clerk Department to expend $ 6,921.00 plus est. shipping costs of $ 0.00 to pay for or purchase Annual service billing on InfoTronics Time System to cover the period through 31-Mar-14 This purchase or expenditure is being made because: Vendor selected for this purchase: Midwest Automated Time System n Bids or written quotes were taken on this purchase, as follows: 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 Bonds El Road Use Tax n Sewer n Sanitation Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 411-03-8400-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) Q _ $ ¥5 L� o��o $ Respectfully submitted, /i 7. /0-3/�� (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Midwest Automated Time System.Expenditure Pre-Authorization.xls (Mar 2010) QU.i},7-3r1'P INVOICE MIDWEST Automated Time System 2324 West 63rd Street Davenport, Ia 52806 (563)386-9393 Fax (563)386-3338 CITYWATE S City of Waterloo :O T 715 Mulberry L- 0 Waterloo, IA 50703 . D- Invoice No: Order No: Invoice Date: Due Date: Salesperson: S City of Waterloo H T 715 Mulberry I 0 Waterloo, IA 50703 F (319)291-4323 51791A 09/24/12 09/24/12 Ted Neese Ship Via: IA - UPS F.O.B.: Shipping Reference: Carol Failor Terms: Due on receipt Ln Description Price Quantity Shipped -+ + + 1 InfoTronics Attendance Enterprise Version 2 Software Upgrade, 750 Employee Capacity, 60 User Account Capacity with Manager Self Service, Employee Self Service, and Leave Management. 2 Accruals Module for Attendance Enterprise 3 Estimated Programming of Accruals Module 4 Programming, Installation, and Training for Attendance Enterprise Software 5 (5) InfoTronics IT3100 Bar Code Network Time Clocks 6 Programming of (5) IT3100 Time Clocks 7 Payroll Interface to New World Systems 8 Annual Service Billing on InfoTronics Time System to cover the period through March 31, 2014. 9 Less Discount for Full Payment with Order Extension` 31030.00 3600.00 3750.00 3000.00 6600.00 500.00 1200.00 6921.00 -1698.03 For your convenience we now accept: VISA and MASTERCARD Taxable Non -taxed S & H 0.000% Sales Tax Total 0.00* 54902.97 0.00 0.00 54902.97 Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large Nl� j/Iy� CITY OF WATERLOO, COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street • Waterloo, Iowa 50703-5783 • (319) 291-4366 Fax NOEL C. ANDERSON, Community Planning & Development Director Finance Committee Communication Finance Committee Meeting: November 5, 2012 Prepared: October 31, 2012 Dept. Head Signature: Noel Anderson, Community Planning & Development Director # of Attachments: 5 SUBJECT: Approval of bid for appraisal services for the appraisal of 8 parcels of land located within the Sherwood Park Neighborhood. Submitted by: Noel Anderson, Community Planning & Development Director Recommended Finance Committee Action: Approval Summary Statement: The City is requesting approval of the bid submitted by Rally Appraisal, LLC. of Cedar Rapids in the amount of $4,000.00 for the appraisal of 8 parcels of land located within the Sherwood Park Neighborhood. Staff received no other bids for the request, and believe the submitted bid appears to be a fair price based on the costs of other appraisals that have been conducted in the surrounding area in the past. The city requested bids from 3 other firms, including Appraisal Associates, Valuation Services, and Smith Realty and Appraisals. The properties in question are being appraised for the Sherwood Park Recreation Area and the Hartman Reserve expansion. Staff feels that the bid received from Rally Appraisal, LLC in the amount of $4,000.00 for the appraisal appears to be fair and recommends approval of the request. Expenditure Required: $4, 000.00 for appraisal services with Rally Appraisal, LLC. Source of Funds: REAP Grant Policy Issue: Recreation Development & Land Use Alternative: Background Information: The City has received a Resource Enhancement and Protection (REAP) Fund Grant in the amount of $193,400 from the Iowa Department of Natural Resources for the purpose of acquiring and developing the land for the enhancement and protection of open space areas. SG:NA cc: Aric Schroeder, City Planner Michelle Weidner, Finance -file-. CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer RALLY APPRAISAL, L.L.C. Cedar Rapids Office • 1 930 St. Andrews Court NE • Cedar Rapids, IA 52402-5832 Dave Passmore, MAI — Office Manager Shane Hartzler, MBA Scott Means Kasey McMahon October 22, 2012 Shane Graham, Planner II City of Waterloo 715 Mulberry Street Waterloo, IA 50703 RE: 8 parcels in Sherwood Park Neighborhood Phone: (319) 538-0888 Fax: (31 9) 393-7357 www.rallyappraisal.com Dear Mr. Graham: As you requested, we can provide eight appraisals for the properties you requested in the Sherwood Park Neighborhood. The fee is $500 a property or $4,000. We will have the appraisals completed on or before November 30, 2012. Thank you for the opportunity to be of service to you. Sincerely, it I i 'i .Jc?"'-ter David D. Passmore, MAI Iowa Certified General CG01577 City of Waterloo (Client) COh/SFSTE'NTL=/ EXCEEDING EXPECTF7TFON.5 Terms of agreement: The client recognizes and agrees that the additional processing and handling charge of $150.00 to be added to the billing when such billing has been outstanding for more than 30 days represents a fair and reasonable estimate of cost that Rally Appraisal, LLC will incur. The client agrees to reimburse Rally Appraisal, LLC for all costs, expenses and reasonable attorney's fees that may be incurred or paid by Appraiser in enforcing the terms and conditions set forth in this engagement including any proceedings in any court to collect any sums due and payable for the appraisal billing. CANS15' EN TLu EX CEEQ INC EX 'E G'TR T/Q NS General Limiting Conditions 1. The appraisers will not be required to give testimony or appear in court because of having made the appraisal with reference to the subject property in question unless arrangements have been previously made. 2. Possession of the report does not carry with it the right of publication. Out -of - context quoting from or partial reprinting of this appraisal report is not authorized. Further, neither all nor any part of this appraisal report shall be disseminated to the general public by the use of media for public communication without the prior written consent of the appraisers signing this appraisal report. 3. Disclosure of the contents of this report is governed by the By -Laws and Regulations of the Appraisal Institute. Neither all nor any part of the contents of this report (especially any conclusions as to value, the identity of the appraisers or the firm with which they are connected, or any reference to the Appraisal Institute or to the appraisal designations) shall be disseminated to the public through advertising media, public relations media, news media, sales media, or any other public means of communication without the prior consent and approval of the authors. 4. The distribution of the total valuation in this report, between land and improvements, is applicable only as a part of the whole property. The land value, or the separate value of the improvements, must not be used in conjunction with any other appraisal or estimate and is invalid if so used. 5. No environmental impact studies were either requested or made in conjunction with this appraisal report. The appraisers, thereby, reserve the right to alter, amend, revise, or rescind any of the value opinions based upon any subsequent environmental impact studies, research or investigation. 6. Unapparent Conditions: The appraisers assume that there are no hidden or unapparent conditions of the property, subsoil or structures which would render it more or less valuable than otherwise comparable property. The appraisers are not experts in determining the presence or absence of hazardous substance, defined as all hazardous or toxic materials, waste, pollutants or contaminants (including, but not limited to, asbestos, PCB, UFFI, or other raw materials or chemicals) used in construction or otherwise present on the property. The appraisers assume no responsibility for any engineering studies or analysis which would be required to conclude or discover the presence or absence of such substances or for loss as a result of the presence of such substances or for unapparent physical conditions. The value estimate is based on the assumption that the subject property is not so affected. CC?NS/STENTLS' EXCE'EDIN10' EXRECTr^,TIQNt� 7. The Americans with Disabilities Act ("ADA") became effective January 26, 1992. The appraisers have not made a specific compliance survey and analysis of this property to determine whether or not it is in conformity with the various detailed requirements of the ADA. It is possible that a compliance survey of the property, together with a detailed analysis of the requirements of the ADA, could reveal that the property is not in compliance with one or more of the requirements of the Act. If so, this fact could have a negative effect upon the value of the property. Since the appraisers have no direct evidence relating to this issue, possible noncompliance with the requirements of ADA in estimating the value of the property has not been considered. 8. An appraisal related to an estate in land that is less than the whole fee simple estate applies only to the fractional interest involved. The value of this fractional interest plus the value of all other fractional interests may or may not equal the value of the entire fee simple estate considered as a whole. 9. The appraisal report related to a geographical portion of a larger parcel is applied only to such geographical portion and should not be considered as applying with equal validity to other portions of the larger parcel or tract. The value for such geo- graphical portions plus the value of all other geographical portions may or may not equal the value of the entire parcel or tract considered as an entity. 10. Acceptance of and/or use of this appraisal report constitutes acceptance of the foregoing General Underlying Assumptions and General Limiting Conditions. The appraisers' duties, pursuant to the employment to make the appraisal, are complete upon delivery and acceptance of the appraisal report. However, any corrections or errors should be called to the attention of the appraisers within 60 days of the delivery of the report. 11. Confidential information that is either: identified by the client as confidential when providing it to an appraiser and that is not available from any other source; or classified as confidential or private by applicable law or regulation*. *NOTICE: For example, pursuant to the passage of the Gramm -Leach -Bliley Act in November 1999, some public agencies have adopted privacy regulations that affect appraisers. As a result, the Federal Trade Commission issued a rule focused on the protection of "nonpublic personal information" provided by consumers to those involved in fmancial activities "found to be closely related to banking or usual in connection with the transaction of banking." These activities have been deemed to include "appraising real or personal property." (Quotations are from the Federal Trade Commission, Privacy of Consumer Financial Information; Final Rule, 16 CFR Part 313) COI,TIO.N5 Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD .At-Lmge STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA COMMUNITY PLANNING AND DEVELOPMENT 15 Mulberry Street • Waterloo, Iowa 50703-5783 • (319} 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning & Development Director October 11, 2012 RE: Request for bid for an appraisal of 8 parcels of land located within the Sherwood Park Neighborhood Dear Appraisal firm: The City of Waterloo is requesting bids to appraise 8 parcels of land, 2 of which include structures, and 1 of which includes an active rubble site. The parcels are currently located within the Sherwood Park Neighborhood, along Greenwood Avenue, Woodside Drive, and Blackwood Avenue. The properties in question are being appraised for the Sherwood Park Recreation Area and the Hartman Reserve expansion. Because this is an appraisal for an Iowa Department of Natural Resources Resource Enhancement and Protection Fund Grant, the Iowa Department of Natural Resources Real Estate Appraisal Report Guidelines must be followed. I have attached those guidelines for your review. Also enclosed is a map depicting the properties in question, along with their parcel ID numbers. We are requesting that your firm submit a bid for the appraisal for the properties in question by Friday, October 26, 2010, no later than 5 p.m. Please ensure the bid includes a breakout of the cost for each individual property. If the City of Waterloo accepts your firm's bid, your firm will be notified to proceed with the appraisal reports. The appraisal reports shall be due by Friday, November 30, 2012. Please place your bid in an envelope and mark it: " DO NOT OPEN APPRAISAL BID" Sherwood Park Recreation Area & Hartman Reserve Expansion Parcel Appraisals and return the bid to the Planning, Programming and Zoning Department. Our address is listed above. If you have any questions or need any further information or documentation regarding this matter, please contact our office at the phone number listed above. Thank you in advance for your time and cooperation and I look forward to hearing back from you. Shane Graham, Planner II Enc: Cc: Noel Anderson, Community Planning & Development Director Aric Schroedeer, Ci7y Planner WEBSITE: wVi/W.ci.waterloo.ia.us 'WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee/ t/ Approval Date i � I , ( 7- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,916.80 plus est. shipping costs of $ 0.00 to pay for or purchase Renewal of ServicePac Technical Support contract for police department computers and hardware system for RTS support of DS3400 SAN. This purchase or expenditure is being made because: This is an annual renewal of our computer service contract. Vendor selected for this purchase: ACES n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: this service agreement is proprietary to ACES computer company. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ri Road Use Tax El Sewer Sanitation nBonds I I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1321 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Re,pectfully submitte (Project Code) ( .r�/- — 7,0 -27 /2- 7k-clu (Sigr#bt�ure b®ept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committe Approval Date �5/( n The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 4,403.00 plus est. shipping costs of $ 0.00 to pay for or purchase yearly maintenance agreement with L3 communications for hardware and software support of the mobile -vision equipment. This purchase or expenditure is being made because: this is an annual renewal of our mainteance agreement with L3 Communications for the police departments audio -video system for in car cameras. Vendor selected for this purchase: L3 Communications n Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: this service agreement is proprietary to L3 Communications company that supports. mobile vision technologies. 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 n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 6471/00 $ 3 "i / C•-),t c14u.�, /,'-3/-9,7? (Sig ture ept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) Finance Committee Approval Date ii 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 $ 6,397.00 plus est. shipping costs of $ 0.00 Department to expend to pay for or purchase Renewal of Service Technical Support contract for police department computers and servers hardware for VMWare. This purchase or expenditure is being made because: This is an annual renewal of our computer service contract. Vendor selected for this purchase: ACES ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: this service agreement is proprietary to ACES computer company. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X El 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: 010-11-1105-1321 /5 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, - / l / (Ili ( .r a lc� , )t. r.2.47%- -'l -q-3i 2 (Sign r ure Dept Head or Designee) Date /27ZZ/ 2-- (Signature Finance Dept. Review) Date (Project Code) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance CommitteeG Approval Date 11 13/ e 2 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 $ 1,091.19 plus est. shipping costs of $ to pay for or purchase 1,450 ft. of wire This purchase or expenditure is being made because: To be used for the CVS traffic signal installation Vendor selected for this purchase: Crescent Electric Supply Company M Bids or written quotes were taken on this purchase, as follows: Crescent Electric Supply Compamy $1,091.19 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: E General Fund ❑X Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7125-1576 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ ,6,/, ,�s^ /abW/Ic /. /c, 3/-�4',)- Signature Dept. Hod or Designee) r ate (Signature Finance Dept. Review) Date K:\shared goodies\forms\2012-October-Expenditure Pre -Authorization -wire for CVS traffic signals.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 11 / 3I ' ;2 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 $ 5,387.00 plus est. shipping costs of $ to pay for or purchase Traffic signal poles, bases, 3-section heads, tunnel visors, etc. This purchase or expenditure is being made because: To replenish stock Vendor selected for this purchase: Traffic Control Corporation n Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation Ankeny, IA $5,387.00 Brown Traffic Products, Inc. Davenport, IA $5,412.50 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 ❑ Sewer ❑ Sanitation Bonds FederaVother 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, 7` (Project Code) $ 28,000.00 V $ 26,508.80 (Si nature Dept. Het�d o Designee) / Date (Signaturb Finance Dept. Review) Date K:\shared goodies \forms\2012-October-Expenditure Pre -Authorization -Poles, Heads, visors, etc. for stock.xls (Mar 2010) City Clerk Use Only Finance Committe Approval Date I(( 1) (2 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 $ 9.650.00 plus ext. shipping cost of $ 50.00 Cartegraph software and license Departmant to expend to pay for or purchase This purchase or expenditure is being made because: Asset and inspections related to the CMOM program Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: The City already owns this software and will be capatible with what we doing in CMOM Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: nSewer: Sanitation: [Bonds: nFederaliother grants: nOther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1520 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respgctfully submitted, (Project Code) $ 20,000.00 '7 $ 20,000.00 / /0- Zsj _�� (L', ^ f,i � %2i 1 . /d ".3,(-;2ai (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date Cartegraph 0 O d w a 0 0 0 M To: Mark Brandes Organization: City of Waterloo From: Teresa Dodds Date: October 26, 2012 RE: Cartegraph Sales Proposal Attached, please find a proposal from your Sales representative at Cartegraph Systems, Inc. We are pleased with the prospect of serving you and hope this meets with your approval. Should the products and/or services and the associated pricing terms be agreeable to you as stated, please sign in the area indicated and return all pages of the proposal to Cartegraph by one of the following means: • By email - salesoperations@cartegraph.com • By fax— (563)556-8149, Attn: Sales Operations • By mail — Cartegraph Attn: Sales Operations 3600 Digital Drive Dubuque, IA 52003 Please be aware that in order for Cartegraph to process an order, we must receive all of the following items: . Fully -executed Cartegraph proposal returned in its entirety Approved Purchase Order from your organization Should you have any questions about the contents of the proposal, please contact your Sales representative at (800) 688-2656. Thank you! Cartegraph 3600 Digital Drive I Dubuque, Iowa 52003 I (800) 688-2656 I (563) 556-8120 I fax (563) 556-8149 Federal ID: 42-1419553 Software and Services Proposal Date: October 26, 2012 Organization Contact Department Address City Proposal Expiration Date: December 14, 2012 City of Waterloo Mark Brandes 715 Mulberry Street Waterloo Contract No.: C 1210032-1 State/Prov. IA Zip/Code 50703 Purchase Type Qty. Unit Price Total Price Future Annual Renewal Fee SOFTWARE PRODUCTS CARTEftex' Subscription License 1 $5,150.00 $5,150.00 $1,512.00 PROJECT SERVICES Implementation Services (Time & Expense) Implementation Services I Service Hours 30 $150.00 $4,500.00 TOTAL PROJECT CosT $9,650.00 TOTAL FUTURE ANNUAL RENEWAL FEE $1,512.00 NOTES: Services to focus on SEWERview, STORMview and GlSdirector/GlSconnect for ESRI. Not -to -Exceed Proposal Cartegraph will not exceed the total included in this Proposal without written approval from Customer. In the event it becomes apparent to Cartegraph that additional service efforts will be needed due to any changes in the scope of this proposal, Cartegraph will notify Customer prior to exc i ding the approved efforts and obtain written approval if additional software or services are required. Additional Services Cartegraph can also provide additional fixed fee business and technical services as may be requested by Customer, including: • Business Assessment Services • Data Conversion Services • Modification Services Any additional services are available to Customer at the rate of $150 per hour (2-day minimum required for on -site service) plus travel expenses. 1 CARTElex Subscriptions include the above -named number of concurrent licenses of any of the following applications: WORKdirector, CALLdirector, PAVEMENTview, PAVEMENTview Plus, SIGNview, SIGNALview, MARKINGview, LIGHTview, BRIDGEview, STORMview, WATERview, SEWERview, TREEview, PARKview, VERSAtools, MAPdirector, MAPdirector for ArcGIS, and GlSdirector. Page 2 of 4 Software Subscription, Maintenance and Support Services Terms/Renewal The initial term of Subscription, Maintenance or Support Services, if included, will commence upon execution of this proposal and will continue for a period of one (1) calendar year from the date of the execution of this proposal, unless noted differently in the pricing table above. Each subsequent term will commence upon completion of the prior term and will continue for a period of one (1) calendar year there from. Customer may terminate their Subscription, Maintenance or Service Support, if applicable, at the end of the Initial Term or any subsequent Renewal Term by notifying Cartegraph in writing of their intention to do so at least 60 days prior to the applicable End Date for that term. Software licensed under a subscription is governed by a license manager and must be renewed prior to the expiration date of the term in order to keep the software active. For estimated future annual renewal fees, see pricing table above. Annual renewal fees will increase by no more than 5% each year. Payment Terms and Conditions In consideration for the Services and Products provided by Cartegraph to Customer, Customer agrees to pay Cartegraph Software Costs and Professional Service Fees in U.S. Dollars as described below: 1. Delivery: Software Products shall be licensed upon acceptance of this Proposal. Project Services will be scheduled and delivered upon your acceptance of this Proposal, which will be considered as your notification to proceed. 2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Project Services in a timely manner. All undelivered Project Services shall expire 365 days from the signing of this Proposal. 3. Invoicing: Invoicing for any given Software Products shall occur upon delivery. Invoicing occurs monthly for Project Services as they are incurred on the project. Partial billings on fixed fee costs will be invoiced monthly as incurred. 4. Expenses: In providing the services included in this Proposal, Cartegraph shall be reimbursed for any reasonable out- of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket expenses are billed based on actual costs incurred and are due separately 5. Payment Terms: All payments are due Net 30 days from date of invoice. This Proposal constitutes the complete and exclusive agreement between Cartegraph Systems, Inc., and the above company, superseding all other proposals, oral or written and all other communication with respect to the terms of the agreement. Proposal must be executed and returned to Cartegraph prior to the expiration date shown above or all terms contained herein are invalid and the entire Proposal is void. Customer acknowledges that all materials and documents associated with this project are proprietary in nature. Customer further agrees not to copy or otherwise make available such materials outside of Customer's organization and its divisions and departments without the prior written consent of Cartegraph, except as required by law. Page 3 of 4 Acceptance The parties, each acting under due and proper authority, have executed this Proposal as of the date written below: CITY OF WATERLOO, IA By: Please Print CARTEGRAPH SYSTEMS, INC. Signature Date: Name Title Mark Weber, CFO Date: 10/26/2012 Page 4 of 4 City Clerk Use Only Finance Committee Approval Date f(t C-71 .711( 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 $ 1,900.00 plus ext. shipping cost of $ itor 4,50, oo to pay for or purchase software maintence This purchase or expenditure is being made because: Annual software and maintenance renewal for Pipeteck Peninsular Technologies nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: It's a renewal on Pipetech licenses also includes all software updates and support. This is for the TV vans viedo library. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: Sewer: Sanitation: nBonds: ❑FederaVother grants: DOther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/157.0 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is and the current available balance is Resp- tfully submitjed, $ 20,000.00 r/ $ 297000410 /L 56 / ll/q/!2—. i,i A ,L ,e— 2,i /'2c l )- (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date PENINSULAR TECIINoLOGI ES Peninsular Technologies, LLC 555 Ada Drive SE POBox728 Ada, MI 49301 USA Voice: 616 676-9811 Fax: 616 676-9818 Quoted To: CITY OF WATERLOO, IA 3505 EASTON AVENUE WATERLOO, IA 50702 QUOTATION Quote Number: 121029001 Quote Date: Oct 29, 2012 Page: 1 Customer ID 997845 Good Thru 11/28/12 Payment Terms N Sales Rep 6460 Quantity 1.00 Su Item rt Description ear Software Support/Maintenance Renewal for 2 existing PipeTech Scan 5.x licenses and 1 existing PipeTech View 5.x license. Includes Unlimited Software Support (Telephone, E-Mail, Fax) 8:30AM-5:OOPM EST M-F. Includes all software updates for the contract term. Valid through 12/31/13. Unit Price 1,900.00 Amount 1,900.00 City Clerk Use Only Finance Committe Date C) f I 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 $ 4,079.01 plus ext. shipping cost of $ 50.00 Autodesk Civil 3D software Departmant to expend to pay for or purchase This purchase or expenditure is being made because: To get the CMOM programs up and running Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Taking advantage of a program upgrade that the City already has in house 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: []Bonds: []Federal/other grants: COther(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1520 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 20,000.00 $ 281-969teO s7 4 ia.29//Z r ), A. (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date D[TSOIIIflOMS Price Quotation Quote: 4245890 Reference: 845404 Date: 10/22/2012 Expires: 11 /21 /2012 To: Mr. Jamie Knutson Waterloo City of (IA) 715 Mulberry Street Waterloo, IA 50703-5714 Phone: (319) 291-4312 Fax: (319) 291-4262 Email: jamie.knutson@waterloo-ia.org From: Nathan Chua DLT Solutions 13861 Sunrise Valley Drive Suite 400 Herndon, VA 20171 Phone: (703) 708-9680 Fax: (866) 708-6705 Email: nathan.chua@dlt.com DLT Part No. Contract 9701-8801D :OM Autodesk Infrastructure Design Suite Premium 2013 Get Current Upgrade Serial342-40998417 and 342-40998516 9701-8801XW1 1 OM Autodesk Infrastructure Design Suite Premium 2013 Subscription -1 year Merge to contract 110000493277 exp 3/5/2013; prorate 5 months Qty Unit Price x $3,754.21 $324.80 Ext. Price $7,508.42 $649.60 Total: Contract Number: OPEN MARKET DUNS #: 78-646-8199 Federal ID #: 54-1599882 CAGE Code: OSOH9 FOB: Destination Terms: Net 30 (On Approved Credit) DLT accepts VISA/MC/AMEX DLT's standard Terms & Conditions apply PLEASE REMIT PAYMENT TO: ACH: DLT Solutions SunTrust Bank ABA* 061000104 Acct# 1000032705898 -OR- Mail: DLT Solutions PO Box 102549 Atlanta, GA 30368 Customer orders subject to applicable sales tax in: CA, CO, CT, DC, FL, GA, HI, IL, IN, KS, KY, LA, MA, MD, MI, MO, MS, NC, NM, NJ, NV, NY, OH, OK, PA, RI, SC, TN, TX, VA, WA, WI The terms and conditions of the Manufacturer's standard commercial license and subscription agreement are made a part of this quotation and shall govem purchaser's use of any Manufacturer product. Contact the DLT Sales Rep if further information is required. Documentation to be submitted to validate Invoice for payment: a. Authorized Services shall be invoiced with a corresponding time report for the period of performance identifying names, days, and hours worked. b. Authorized reimbursable expenses shall be invoiced with a detailed expense report, documented by copies of supporting receipts. c. Authorized Education or Training shall be invoiced with a Report identifying date and name of class completed, and where applicable the name of attendees. Page 1 of 1 Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mitts* approval required? YES NO If so, date approved: t(I J' ( 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 6/30/2013 submitted by the WATERLOO REGIONAL AIRPORT Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount nd Dept Activity Acct # Acct Name Proj Code Amount 010 29 7700 1371 Bldg Maint VI 1,700.00 010 29 7700 1319 Other Prof Svc 29PROADV7 1,700.00 291 29 7760 3361 State Grant 29PROADV6 4,800.00✓291 29 7760 1319 Other Prof Svc 29PROADV6 4,800.00 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 TOTAL $6,500.00 This amendment is being requested because: Airport must match 20% of IDOT Grant for Air Service Development. Balance of FY12 grant carried into FY13.—c24etio AjVtp TOTAL $6,500.00 Prior Committee Actions (Dates): NONE ad or Designee) /0 Z �l�inli. /a>,t_ /C }��,�1€i Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \forms\Alr Service FY13.xls (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? YES NO If so, date approved: II ! J' 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 2013 submitted by the Leisure Services Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Dept Activity Acct # Acct Name Proj Code Amount /Fund cash 37GFT.0008 V 1,547.80 010 37 4105 1567 REC Equip 37GFT.0008 1,547.80 TOTAL This amendment is being requested because: $1,547.80 TOTAL $1,547.80 to budget the carryover balance in this project on 7-1-2012. Balance is needed to pay expenses for memorial trees, benches, plaques. Prior Committee Actions (Dates): (Signature t. H or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies \ forms \Budget Amendment Request Form.xls (Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Bullet Proof Vests Director Trelka $ 23,560.00 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 Name No CFDA # 16. 00 ,13ullfprndf vest Paiirsh,p Prr '2 t No Source of Funding Bond Fund5 Yes No % 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) The Waterloo Police Department will use these monies to purchase bulletproof vests. ._5o �a 50.00% Done None ❑x ❑ Yes No ❑ 0 ❑ El ❑ ❑X ❑ ❑X ❑ 0 ❑ ❑X Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheetl0\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 4.46,70 (2— Project Name (from page one) Bullet Proof Vests Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 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 3370 School Share Liaison EXPENDITURES: (Each column should only include amounts by fund) Fund: 010- Fund: _010- 11 11 1150 1160 11,780.00 TOTALS $ 11,780.00 $ 1111 Salaries - Regular 1112 Salaries - Part Time 1121 FICA 1122 IPERS 1123 Disability 1131 Health 1347 Pension 1130 Empl. Benefits 1114 Overtime 1579 Wearing Apparel 2128 Guns & Body Armor 1302 - Outside Agencies 2125 Traffic Control Equipment 11,780.00 Bond Fund 11,780.00 Total 23,560.00 $ $ 11,780.00 $ 23,560.00 11,780.00 11,780.00 11,780.00 TOTALS $ 11,780.00 $ $ 11,780.00 $ 23,560.00 (Signal a Dept. Head) /a 23 /Z, Date LaiZe (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheetl0\Page 2 (Donat or NON-constr) (Mar 2010) Application Summary Page 1 of 1 Section Status > Current Status > Application Summary Application Profile OMB #1121-0235 (Expires: 10/31/2006) Participant WATERLOO CITY Fiscal Year 2012 Number of Agencies Applied 1 Total Number of Officers for Application 138 Number of Officers on Approved Sub - Applications Unspent BVP Funds Remaining Unspent BVP Funds Obligated for Vest Purchases Sub -Application Profile 138 $5,909.24 $5,909.24 Fiscal Year 2012 Vest Replacement Cycle 5 Number of Officers 138 Zylon Emergency Replacement 0 Replacement Stolen or Needs Damaged 0 Officer Turnover 40 Date Submitted to BVP: Application Status: Application Details 05/31/12 Approved by BVP Application Summary for FY2012 Regular Fund Applicant WATERLOO CITY Quantity Total Cost Date Submitted 40 $23,560.00 05/31/12 Grand Totals: 40 $23,560.00 Status Approved by BVP View Details Award Summary for FY2012 Regular Fund Funds Type Eligible Award Date Status Amount Approved Regular Fund $23,560.00 $11,780.00 09/10/12 Ap proved By BVP Grand Totals: $23,560.00 $11,780.00 https://grants.ojp.usdoj .gov/bvp/vests/roles/jurisdiction/history/app_summary.j sp?applYe... 10/23/2012 Page 5 Resolution __opted and -con aporova1 by Mayor a Nc- _ r -sp assigned 2:10-791. 135021 - Hart/Welper that "Resoluticn authorizing to proceed in con;ur.ction with Purchase of One 2010 John Deere 7330 Tractor with Attachments" be adopted. - Ayes: Five. Absent: Greenwood, Schmitt. Re,-' —i^n adopted and upon approval by Mayor assigned No. 2010-702. 133022 - hart/Wolper to receive, file and instruct City Clerk to open and read bids and refer to Leisure Services Director for review: Bidder Bid Prount Waterloo implement 2415 Sergeant Rd Waterloo, IA 53701 $140,4266.91 Waverly Implement 141E 4th St Waverly, IA 50677 $141,364.91 Ayes: Five. Absent: Greenwood, Schmitt. Notion ca rried. RESOLUTIONS 135023 - Cole/Hart that "Resolution approving recommendation of acceptance of bid from Uniform. Den of Moline, Illlincis in conjunction with- the Police Department Body Armor Replacement Program at a cost of $589.00 per vest over the coarse of the five- year contract -Submitted by Dan Trelka, Chief of Police", be adopted. Ayes: Five. Absent: Greenwood, Schmitt. Mr. Welper stated Chief Trelka, you and : have discussed the bidding process and I see that you did not take lox bid on either one of these items. Obviously I want to support our police department. Are we comparing apples to oranges here? Police Chief Dan Trelka stated we are comparing apples to apples actually. For the first item far $589.00 cut of both vendors, they are only vendors that would supply as with vests fitted for women. And in addition the way they are made, they are more comfortable than all the other vests. In regard to the second item for $2,275.00 again comfort was superior over the other vendors and it provided much more protection than the other vendors for the off'^ars. Resolution adopted and upon approval by Mayor assigned No. 2010-703. 135024 - Cole/Hart that "Resolution approving recommendation of acceptance of bid from Stre`-cher's Supply of Butler, -Wisconsin in con unction with the Purchase of Tactical Body Armor at a cost of S2,275.00 per unit -Submitted by Dan Trelka, Chief of Police" be adopted. Ayes: Five. Absent: Greenwood, Schmitt. Resolution adopted and 'anon approval by Mayor assigned Nc. 2010-704. 135025 - Cole/Hart that "Resolution approving recommendation of award of bid to Space Age Synthetics, Inc. of Fargo, North Dakota in conjunction with the Purchase_ of Young Arena Ice Floor Cover in the amount of S63,8C0.00-Sabm.5tted by Paul Hating, leisure Services Director", be adopted. Ayes: Five. .absent: Greenwood, Schmitt. Resolution adopted and upon approval by Mayor assigned No. 2010-705. 135026 - Getty/Cole that "R.esolut-on approving acreeme_nt with =owa Department of Cultural Affairs for an Iowa Great Places Grant in the amount of 590, 000.00 with: a 3C percent Match award conjunction with the River Renaissance Trail and authorize Mayor to execute said document -Submitted by Paul Hating, Leisure Services D'r=motor", be adopted. Ayes: Five. Absent: Greenwood, Schmitt. PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name !DOT Air Service Development FY13 City Contract No. Project Manager Project Budget Total Brad Hagen $ 35,000.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes X No % Paid by federal grant % Paid by state grant Grant Name 2013 Air Service Development Program C. City Match Source of Funding Airport Operations Budget % Paid by City % Paid by other entity D. Other Entities Yes No Name Attach copies of any grant agreements that will fund the project (REQUIRED) 2. 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, attach authorization to purchase real property to this document. 3. Please indicate any non -participating expenses that you are aware will be incurred, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 4. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 80.00% 20.00% Done None Q ❑ Yes No ❑ 0 1E1 El Done None ❑ ❑ Yes None ❑ Q El ❑ Q ❑ ❑X 5. Include a brief description of the project in the space below: (REQUIRED) This is an agreement between the Waterloo Regional Airport and the Iowa Department of Transportation for Air Service Sustainment funding. Pursuant to the terms of this agreement, the Iowa DOT agrees to provide authorized funding to help in air service development activities to include purchase of air service consultant services to obtain market data, develop airline proposals, provide air sevice analysis, and assist in other air service issues related to passenger air service. A portion of funds will be used for traditional advertising in television, newspaper, billboard and website formats. Page 2 must be attached and signed. users\michelle-w\forms\Project Budget Wkshts_IDOT Air Svc Dev FY13.xls\Page 1 All Projects (Feb 2007) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) IDOT Air Service Development FY1J Department No. project will be budgeted under 29 J Activity No. project will be budgeted under 7760 / 7700 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3353 Federal U-Step Grant 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3720 Donations - Restricted 3750 Sale of Bonds 3800 Miscellaneous Revenue 3111 Hotel/Motel Tax qe rJ >nS EXPENDITURES: (Each column should only include amounts by fund) Fund: Fund: 291 010 Fund: Fund: Total 28,000.00 28,000.00 ei, o(} D '7 Off? TOTALS $ 28,000.00 $ OUD $ $ $ 35P24,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1319 Other Prof 1351 Advertising 15,200.00 12,800.00 3,800.00 19, 000.00 3,200.00 16,000.00 TOTALS $ 28,000.00 $ 7,000.00 $ $ $ 35,000.00 102 /�21�trG ,vlt �iil1 (Signature Dept. H d) Date (Signature Finance Dept. Review) Date users\michelle-w\forms\Project Budget Wkshts_IDOT Air Svc Dev FY13.xls\Page 2 (Donat-non constr) (April 2003)