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Home My WebLink About08/20/20121. Roll Call: Members: FINANCE COMMITTEE August 20, 2012 5:00 p.m. Council Chambers Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of August 13, 2012 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Michelle Weidner, Chief Financial Officer New World Systems Annual Conference Chicago, Illinois September 22-25, 2012 $1,300.00 2. Approval of request to obligate up to $45,000.00 to purchase to support Building Maintenance Electrical/Downtown Submitted by Mark Rice, Public Works Director. 3. Approval to seek bids for Asbestos Abatement Services Submitted by Mark Rice, Public Works Director. 4. one (1) M/ ton Bucket Truck Maintenance operations — at 1001 Linden Avenue — Pre -Authorizations to Expend over $1,000.00 Dept. AmountEst Expenditure Cultural & Arts $2,000.00 Printing and mail service from Pioneer Graphics of Waterloo, Iowa Engineering $47,775.00 + $150.00 GPS enabled total station Fire $5,500.00 Consumables for classes held on site at the Training Center Leisure Services $10,350.00 450 jerseys for the Flag Football program Leisure Services $60,000.00 Funding for operations at Fairview Cemetery Leisure Services $6,000.00 Topsoil for Riverfront Sports Park Police $1,865.00 Cut concrete wall at the training center range Parking Maintenance $1,000.00 Spider control service for the 4 parking ramps Traffic Operations $7,640.00 + 4,000 feet of 12 pair —19 gauge interconnect cable $402.54 Traffic Operations $1,095.00 TRAX Apollyon counter Traffic Operations $9,050.00 Two camera video detection system Waste Management $5,324.75 Generator Services BUDGET LINE ITEMS TO BE AMENDED 5. Authorization to increase several line items on file in the City Clerk's office in the amount of $32,410.00—Submitted by Planning Department. 6. Approve the project budget for the Byrne Justice Assistance Grant for FY2013 in the amount of $261,979.00—Submitted by Daniel Trelka, Director of Safety Services. 7. Approve the project budget for the Justice Assistance grant in the amount of $85,817.00—Submitted by Daniel Trelka, Director of Safety Services. 8. Approve the project budget for the traffic signals at Franklin & East 1st Street to be paid for by CVS in the amount of $75,225.00—Submitted by Sandie Greco, Traffic Operations Superintendent. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk STAFF ONLY 010 03 8400 1346 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY i BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance 2,-(1 1 C CT, Lj C; Copy - D partment NAME(S) AND POSITION(S): Michelle Weidner, CFO DATE: 8/17/2012 NAME OF CLASS / MEETING: New World Systems Annual Conference DESTINATION: Chicago, IL DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 9/22/2012 RETURN DATE: 9/25/2012 DATE(S) OF MEETING: 9/25/2012 PURPOSE OF TRAVEL: Attend New World Systems Annual Conference regarding the new financial, payroll and community development software. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING TAXI 100.00 MEALS 120.00 PARKING 945.00 REGISTRATION AIRFARE 100.00 MILEAGE/FUEL 35.00 MISC/TOLLS TOTAL FOR ALL: $ 1,300.00 BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 1,300.00 PER PERSON 1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 CITY OF WATERLOO Committee Communication FINANCE Committee Meeting: August 20, 2012 Prepared: August 13, 2012 Dept. Head Signatur # of Attachments: SUBJECT: Request authorization to obligate NTE $45,000 to purchase one (1) 3/4 ton Bucket Truck to support Building Maintenance Electrical / Downtown Maintenance operations. Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Summary Statement: Building Maintenance Electrical responsibilities include maintenance of several downtown areas. The upper plaza / amphitheatre area require the use of a small bucket truck. Request authorization to spend up to $45,000 toward the purchase of a used vehicle to meet these needs. There is no dealer inventory of this type vehicle and thus, requires search from a variety of sources to locate such. Expenditure Required: NTE $45,000 Source of Funds: GO Bond Proceeds Policy Issue Alternative Background Information: Funding of this vehicle will be shared between Leisure Services and Building Maintenance GO Bond proceeds. CITY OF WATERLOO Committee Communication FNANCE Committee Meeting: August 20, 2012 Prepared: August 13, 2012 Dept. Head Signature: .--j' # of Attachments: SUBJECT: Request for Authorization to seek bids for Asbestos Abatement Services at 1001 Linden Avenue Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Summary Statement: Request to seek bids for asbestos abatement per the asbestos survey completed on 1001 Linden Avenue (former Omega cabinet site) Expenditure Required: Source of Funds: GO Bond Proceeds Policy Issue Alternative Background Information: City Clerk Use Only Finance Committee�1�T V. man Approval Date I ✓u 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 Culture & Arts Department to expend $ 2000.00 or less plus est. shipping costs of $ N/A to pay for or purchase Printing and mail service from Pioneer Graphics, Waterloo, IA This purchase or expenditure is being made because: to promote Fall and Winter Classes, Workshops and programs for the Center for the Arts & Phelps Youth Pavilion Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: 1. $1928.35-Pioneer Graphics -Waterloo, IA 2. $2148.00-Professional Services, IA 3. $ .00-G & R Publishing, IA no bid received as of 8/14/12 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: Ti General Fund n Road Use Tax n Sewer n Sanitation Bonds El Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: City Printing Budget: 010 03 8970 1353 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Design (Project Code) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Schedule_Expenditure Pre -Authorization (2) (Mar 2010) Page 1 of 2 PAULETTE HAWKENSON From: JOHANNA KRAMER-WESTON Sent: Thursday, August 09, 2012 11:12 AM To: PAULETTE HAWKENSON Subject: RE: 2012 Vertigo Flyer - Wonder Women! The only things the WCA are responsible for paying for is the postage on the the mailer sent out to OUR patrons, and the lodging of each artist at Stella's Guest house. JOHANNA KRAMER-WESTON Public Programs Coordinator Waterloo Center for the Arts 225 Commercial Street Waterloo, Iowa 50701 (319) 291-4490 x3442 www.waterloocenterforth earts.orq From: PAULETTE HAWKENSON Sent: Thursday, August 09, 2012 10:48 AM To: JOHANNA KRAMER-WESTON Subject: FW: 2012 Vertigo Flyer - Wonder Women! ✓Vhat is the ARTS responsible for paying for? From: Jeffery Byrd [mailto:jeffery.byrd@uni.edu] Sent: Thursday, August 09, 2012 10:31 AM ro: JOHANNA KRAMER-WESTON Cc: CHAWNE PAIGE; ARTS STAFF Subject: Re: 2012 Vertigo Flyer - Wonder Women! That's fine. The Art Dept will pay for printing. Vlake sure we get some flat ones for posting. Dn Aug 9, 2012, at 10:20 AM, JOHANNA KRAIv1ER-WESTON wrote: Last year we sent out mailers to 1450 on our mailing list and gave Jeff 200 to distribute on campus. I would recommend printing 1800 copies of the Vertigo mailer. JOHANNA KRAMER•WESTON Public Programs Coordinator Waterloo Center for the Arts 225 Commercial Street Waterloo, Iowa 50701 (319) 291-4490 x3442 www. water) oocenterforthea rts. orq From: CHAWNE PAIGE 8/9/2012 Page 1 of 2 PAULETTE HAWKENSON From: Jim Miller [jmiller@thepioneergroup.com] Sent: Thursday, August 09, 2012 3:06 PM To: CHAWNE PAIGE Cc: PAULETTE HAWKENSON Subject: RE: Request for bid Chawne ISSUE# 60298 24pgs 2/2 and stitched to 4x9 (may reduce a percent or so to fit) 6,500 - $1928.35 Tab inkjet sort mail 5,400 - $436.92 Thanks and let me know if I should schedule. Jim Lim Miller - President Pioneer Graphics Commercial Printing NEW SUMMER HOURS 8 AM TO 4:30 PM Let us print your post cards and mailers - full mailing services available From: CHAWNE PAIGE [mailto:CHAWNE.PAIGE@WATERLOO-IA.ORG] Sent: Thursday, August 09, 2012 2:08 PM To: Jeff Miller; Jim Schaefer; Ben Swisher; G&R Publishing; Jim Miller Cc: PAULETTE HAWKENSON Subject: Request for bid Hello All. It's that time again for us to print this year's Fall/Winter Schedule. I would like to request a quote for the following specifications: /Ve will be accepting bids through August 13. Thanks. =all/Winter 2012-13 WCA Schedule aty. 6500 24-page 4"x9"(closed) (8"x9" spread) Saddle Stitch Booklet 2PMS/2PMS Full bleed (Process Black & Pantone Purple 2602) 70# matte text ncluding proof and delivery of extras Vlail service for approx. 5400 & Tabbing with 3 tabs and inkjet riles: August 20th Mail drop date: August 27th (Preferred) — 31st (latest) 4ote: Please submitted Quotes to Paulette Hawkenson Paulette.Hawkenson(a�waterloo-ia.org and myself. will be out of the office until September 7 - Johanna Kramer -Weston (johanna.kramer- 8/9/2012 Page 1 of 2 PAULETTE HAWKENSON From: Jim Schaefer [jchaefer@poscorp.com] Sent: Monday, August 13, 2012 2:50 PM To: PAULETTE HAWKENSON Cc: CHAWNE PAIGE Subject: RE: Request for bid Hi Paulette. Here is the pricing that Chawne requested last week. Small booklet - 4 X 9 final - 24 pages self -cover - 2/2 - Black & PMS 2602 Purple - printed, trimmed, folded, stitched. Stock 70# velvet text. 6.500 - $2,148.00 Mail Service $124/1000 Plus postage $18 for email proof. Thanks and let me know if you have any questions, Jim Jim Schaefer Regional Territory Manager Professional Office Services 800-331-4976 www.poscorp.com www.facebook.com/poscorp www.linkedin.com/company/professional-office-services From: CHAWNE PAIGE [mailto:CHAWNE.PAIGE@WATERLOO-IA.ORG] Sent: Thursday, August 09, 2012 2:08 PM To: Jeff Miller; Jim Schaefer; Ben Swisher; G&R Publishing; Jim Miller Cc: PAULETTE HAWKENSON Subject: Request for bid Hello All. It's that time again for us to print this year's Fall/Winter Schedule. I would like to request a quote for the following specifications: Ne will be accepting bids through August 13. Thanks. allnVinter 2012-13 WCA Schedule sty. 6500 24-page 4"x9"(closed) (8"x9" spread) Saddle Stitch Booklet 2PMS/2PMS Full bleed (Process Black & Pantone Purple 2602) 70# matte text ncluding proof and delivery of extras 8/13/2012 City Clerk Use Only Finance Committee J� Approval Date (2Z 1 r/ 0I City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 47,775.00 plus est. shipping costs of $ 150.00 to pay for or purchase a gps enabled total station. This purchase or expenditure is being made because: Engineering needs a new total station for surveying. The new equipment allows for one person to survey versus needing two or three people. Vendor selected for this purchase: Precision Midwest Bids or written quotes were taken on this purchase, as follows: Precision Midwest(Trimble):$47,775.00 Transit Works(Sokkia): No bid Quinn Equipment(Lieca): No bid 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 Bonds Federal/other grants x Sewer Sanitation Other (specify) Local Option This expenditure is to be coded to the following budget line -item: 205-07-7830-2111 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 48,000.00 v and the current available balance is Respec r ri firiaptA • q w/ - %� (%a_/.k /)-62 L,-; (Signature Dep Head or Designee) ( Date (Signathre Finance Dept. Review) Date K:\shared goodies Worms \Total Station Expenditure Pre-Authorization.xls (Mar 2010) $ 48,000.00 7 11)..,olt( /. p-6W c( City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR/RTC Department to expend $ 5,500.00 plus est. shipping costs of $ 0.00 to pay for or puchase consumables for classes held on site at the Training Center This purchase or expenditure is being made because: This is a service we provide customers. Some organizations prefer to keep their employees on site rather than allow them to leave for lunch. As this is optional to our customers and varies by number of classes held at the Center. n Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: We have used various options and agencies over the years and stick with those who provide us the best quality and delivery versus cost. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund � Road Use Tax n Sewer Sanitation t ^ 1 Bonds El Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: Food Service 010-12-1415-1394 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is R spaully b itte• (Sign re Dept. f4ead or Designee (Project Code) $ 5,500.00 $ 552)6 . �J Date (Signature Finance Dept. Review) Date userslshared goodies\formsVExpenditure Authorization(Oct 2004) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1)(av('2-- 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 $ 10,350.00 plus est. shipping costs of $ to pay for or purchase 450 jerseys for the Flag Football program. This purchase or expenditure is being made because: jerseys are provided to the participants in the Flag Football program. Each participant pays a registration fee. Vendor selected for this purchase: BSN Sports, Dallas TX (Sport Supply Group) Bids or written quotes were taken on this purchase, as follows: BSN Sports, Dallas TX $23.00 per jersey Did not receive bids back from: Hopkins Sporting Des Moines, Kesslers Cedar Falls, Iowa Sports Supply Cedar Falls, Decker Sporting Mason City, Tomark Sports Corona CA, MASA Jasper IN. 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 ❑ Sanitation Bonds I I Federal/other grants ❑ Other (specify) Xj This expenditure is to be coded to the following budget line -item: 010-37-4200-1567 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resptly submitt (Project Code) $ 18,500.00 $ 10,7627(30 /4- -6 7 ' 7 5 /3 ; v/ )- Signature Dep . ead or Designee) Date (Signature Finance Dept. Review) Date Kr\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee te Approval Date o((2 i 2 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services $ 60,000.00 plus est. shipping costs of $ funding for operations at Fairview Cemetery. Department to expend to pay for or purchase This purchase or expenditure is being made because: The cemetery is not able to pay their expenses. The number of burials has decreased, causing their revenue to decrease. Vendor selected for this purchase: Fairview Cemetery n Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: The City subsidizes the current cemetery operations as an alternative to operating the cemetery directly. 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 ri Sewer El Sanitation Bonds pi Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-4405-1393 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ 60,000.00 7 and the current available balance is $ 60,000.00 ✓ Respectfully submitted, f%� (SigfSature Dept'Head or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodieslforms\Fairview Pre Auth.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 6,000 plus est. shipping costs of $ to pay for or purchase topsoil for Riverfront Sports Park. This purchase or expenditure is being made because: Renovation of diamonds at Riverfront Sports Park. Vendor selected for this purchase: Benton's Sand & Gravel nBids or written quotes were taken on this purchase, as follows: Benton's Sand & Gravel, Cedar Falls IA $17.00 per ton Cedar Valley Lawn Care, Waterloo $19.33 per ton 1 St Call, Cedar Falls does not meet our requirements. 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 n Federal/other grants 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; (A_' -d )- (Signature De¢t Head 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 ' 9 "n j' V C2 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Parking Maint. Department to expend $ 1,000.00 plus est. shipping costs of $ to pay for or purchase Spider control service for the 4 parking ramps This purchase or expenditure is being made because: Spiders are a huge problem in the ramps this summer. City crew cleans and sprays but cannot stay ahead of the problem - many complaints from customers. Vendor selected for this purchase: Plunkett's Pest Control 0 Bids or written quotes were taken on this purchase, as follows: Plunkett's Pest Control Waterloo $1,000.00 Aable Pest Control Waterloo $1,091.40 Ryan Exterminating, Inc. Waterloo $1,300.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): $7,640.00 approved on August 6, 2012 Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund n Road Use Tax ❑ Sewer Sanitation Bonds Federal/other grants QX Other (specify) This expenditure is to be coded to the following budget line -item: 010-17-7910-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 1,900.00 $ 1,742.08 V Respectfully submitted, e / %/�Z Signature Dept. He d or Designee) / Date (Signature Finance Dept. Review) 7,,2 Date K:\shared goodies\forms\2012-August-Expenditure Pre -Authorization -pest control for spiders.xls (Mar 2010) City Clerk Use Only Finance Committe � Approval Date _5*(;/6001 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 $ 1,865.00 plus est. shipping costs of $ 0.00 to pay for or purchase cut concrete wall at the training center range This purchase or expenditure is being made because: cut concrete to lower the wall of the firearms range for safety during live fire. Vendor selected for this purchase: Iowa Wall Sawing n Bids or written quotes were taken on this purchase, as follows: Iowa Wall Sawing $1865.00 Ace Concrete Cutting LLC $2101.00 ❑ 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: 0 General Fund n Road Use Tax n Sewer El Sanitation � Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 409-11-1100-2152 Training Center Improvements (Fund - Department - Activity - Account Number) in which the budgeted amount is $ and the current available balance is Respectful! brr) fitted, nA, )�1�M -mod f-( z- )2r�r��, k��u•1 /4>; (Sign ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) cil $ /S53 K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee jj Approval Date I I 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 $ 7,640.00 plus est. shipping costs of $ 402.54 to pay for or purchase 4,000 ft. of 12 pair - 19 gauge interconnect cable This purchase or expenditure is being made because: University Ave. interconnect - damaged and reimbursed by MidAmerican Energy Vendor selected for this purchase: Farnsworth Electronics, Inc. El Bids or written quotes were taken on this purchase, as follows: Farnsworth Electronics, Inc. Waterloo, IA $8,042.54 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): $7,640.00 approved on August 6, 2012 Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Bonds Road Use Tax ❑ Sewer Federal/other grants ❑X Other (specify) This expenditure is to be coded to the following budget line -item: 411-17-7120-2125 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 45,000.00 $ 45,000.00 Respectfully submitted, / / GC/llr! I �11%1 J C'a �7 ��n 1e i ((Sig ature Dept. H ad or Designee) Dat� Si nature Finance Dept. Review)Date 9 )( 9 P K:\shared goodies \forms12012-August-Expenditure Pre -Authorization -interconnect cable -University Ave. repair-Farnsworth+shipping.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form Ci y Clerk Use Only Finance Committee Approval Date 53191)(')-019— 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 $ 1,095.00 plus est. shipping costs of $ to pay for or purchase TRAX Apollyon counter This purchase or expenditure is being made because: To replace an obsolete TRAX Flex counter Vendor selected for this purchase: JAMAR Technologies, Inc. El Bids or written quotes were taken on this purchase, as follows: Jamar Technologies, Inc. Hatfield, PA $1095.00 ❑ 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 ❑ Bonds Road Use Tax ❑ Sewer Sanitation Federavother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 20,000.00 $ 20700 -00 / `s6 C ) Respectfully submitted, (Signature Dept. ead or Designee) t / ate (Signature Finance Dept. Review) Date K:\shared goodies\forms\2012-August-Expenditure Pre-Authorization-Jamar TRAX Apollyon counter.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date S-(2( 9 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 $ 9,050.00 plus est. shipping costs of $ to pay for or purchase 2- camera video detection system This purchase or expenditure is being made because: CVS project - Logan Ave. and Almond St. signalized intersection Vendor selected for this purchase: Traffic Control Corporation ❑X Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation General Traffic Controls, Inc. Brown Traffic Products, Inc. Ankeny, IA Spencer, IA Davenport, IA $9,050.00 $9,219.00 $10,885.00 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 21 Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds n Federal/other grants QX Other (specify) This expenditure is to be coded to the following budget line -item: 0261,-11- 7/015" 74 /1T,cc 6v. s 6. (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ '13 9a.5-, oO $ -' / �i% JGd-' 8/g/%� ? �ttr ,.L� '_ 1, ! �'.; a< 7 S r7,;0/ 2 ( Ignature Dept. He or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms12012-August-Expenditure Pre-Authorization-CVS Cameras-638AImond.xls (Mar 2010) City Clerk Use Only Finance Committee( Approval Date S[9-0(9 `0— 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 VVM3 Departmant to expend $ 5,324.75 Generator plus ext. shipping cost of $ 0.00 to pay for or purchase This purchase or expenditure is being made because: The tv van the older unit needs a new generator because the origenal one is worn out nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Cummins Central Power is the area rep for the direct replacement for the Onan generator that was fitted for the TV van. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: Road Use Tax: rSewer: nSanitation: nBonds: nFederal/other grants: ❑Other(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1571 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is and the current available balance is Respegtfully submitted, 'exe I / 2 ) 2 /A,a'(-- �.�%cam %; L �`/s `;)/ (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date $ 200,000.00 $ 102,952.46 (SU, slcy. FROM : FAX NO. : _ 19 6157.19:=3 Ott 9. 1F1 2012 12 4:47PM F'3/3 Cummins Central Power, LLC CEDAR RAPIDS 625 33RD AVE. SW P.O. BOX 1107 CEDAR RAPIDS, IA 52406- (319)366-7537 BILL TO CITY OF WATERLOO 1314 BLACKHAWK ST WATERLOO, IA 50702- DATE CUSTOMER DRCE.R NO. 10-AUG-2012 01:17PM CUSTOMER NO, 247763 REF. NO- 3984 SHIP vIA TERMS! Payable In U.S, Dollars at tho time el receipt unless email hat; boon approved In advance, Invnicn with approved credit aro DUF 111E 10TH OF THE MONTH FOLLOWINO THE DATE OF INVOICE. Past duo Invoices are subject to interest at the rate of 1 1/2% per month (18% per annum), JOHN HYMAN - 319 2914553 DATE IN SERVICE ENOtNE MODEL SALESPERSON FAIL DATE INVOICE NO ESTIMATE REMIT TO: PO Box 010397 Des Moines, IA 50331-0397 PAGE 1 OF 1 4" CHARGE *** PUMP NO. EQUIPMENT MAKE ENGINE SERIAL NO. CPL NO, PARTS DISP. MILEAOEMOURS PUMP CODE EQUIPMENT MODEL UtUT NO. `QUANTITY Ultci ` .I,hUAN H7Y-,I PART 4ADLItLU'I nRRFREDI_ SfnPPFn NIIIIEEP Oh bCRIP T,r,J - PRUDilcr CU➢L• VtaT PRICE AI,{UI INT COMPLAINT 1 QUOTE REPLACING, GEN SET 0 7.OHGJAE•2132 COMMERCIAL - QG TAX EXEMPT NUMBERS: IA "*ALL RETURNS SUBJECT TO A 15% RESTOCKING CHAFIGE"* '**DIESEL PARTICULATE FILTER CLEANING AVAILABLE AT MOST OF OUR CUMMINS CENTRAL POWER LOCATIONw.A* "'NO RETURNS FOR INSTALLED ELECTRONIC PARTS*'* "'PLEASE NOTE OUR NEW REMIT TO ADDRESS BELOW THE INVOICE NUMBER*" ONAN PARTS: PARTS COVERAGE CREDIT: TOTAL PARTS; SURCHARGE TOTAL: LABOR: LABOR COVERAGE CREDIT: TOTAL LABOR; MISC.: MISC COVERAGE CREDIT: TOTAL MISC-: GOVERNMENT Completion date : 10-Sep-2012 04:17PM. Estimate expires : 09-Sep-2012 04:17PM. We are conforming with the Fair tabor Standards Act of 1938 as amended. detailed This Involve is subject to the terms and conditions of sale, Including limitations on warranties. conditions and confirms they halve the reverse side of is been eadtand fully k derstood dges the exi tenr a of the terms and TAXES: 5,324.75 5,324.75 5,324.78 0-00CR 5,324.75 0.00 0.00 0.00CR 0.00 0.00 0.0OCR 0.00 STATE 0.00 SUBTOTAL: TOTAL TAX: 5,324.75 0.00 AUTHORIZED BY (print name) SIGNATURE TOTAL. AMOUNT; US $ DATE. 5,324.75 Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C mittee approval required? YES NO If so, date app oved [ / t ( V ([71- 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 13 submitted by the PLANNING 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 290 08 6110 3345 fema 08GRT PADC 29,169.00 290 08 6110 2146 demolition 08GRT PADC 29,169.00 290 08 6110 3361 state 08GRT PADC 3,241.00 290 08 6110 2146 demolition 08GRT PADC 3,241.00 TOTAL $32,410.00 TOTAL $32,410.00 This amendment is being requested because: 6riovr l3u�e-r TO CARRYOVER{Xf EN3ES INTO FY 13 to cover demo invoices , (nJ/1Gi l r ,-//3 hp IGef OGJ CQ� cd� (�� lye S el-k� n he con-leLe h� (c 3o-72, t ,nfe fet7+ ?4-Jc 'n CISevi (t,w1( i71 6 f I)r57 ( CP! icl� /91'7111 Prior Committee Actions (Dates): (Signature Dept. Head 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 Byrne Justice Assistance Grant FY2013 City Contract No. Project Manager Project Budget Total 10JAG/ARRA-42075 Director Trelka $ 349,306.00 1. How will this project be funded? A. Federal Grant Yes x No CFDA # 16.803 % Paid by federal grant 75.00% Grant Name Iowa Byrne -Justice Assistance Grant Program Grant Agreement Number 11JAG/ARRA-42075 B. State Grant Yes Grant Name C. City Match D. Other Entities Yes Name No x Pass thru Source of Funding Property taxes No % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. Salary Lt. Payne, Inv. Zubak & Berry 6. Include a brief description of the project in the space below: (REQUIRED) The grant funds the salary of (3) Tri-County Drug Task Force members WPD: Payne, Berry, Zubak CFPD: Bellis 25.00% Done None Q ❑ Yes No ❑ El ❑ ❑X ❑ El ❑ ❑X ❑ ❑X ❑ ❑X BHCSO: Sidles BHCA - Walz This is a 75/25% split grant which has been funded through the Governor's Office of Drug Control for years. Federal Grant FY12 Edward Byrne Memorial Justice Assistance Grant Program Local Solicitation will pick up $$ shortfalls Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet101Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee/ Approval Date 31 2-0 In 0-- Project Name (from page one) Byrne Justice Assistance Grant FY2013 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 3373 Fed pass thru from state 010 11 1160 (Each column should only include amounts by fund) Fund: 010- Fund: 010- 11 11 1150 1160 Bond Fund Total 3349 GASA Grant 13q, 5q3 4-79 458-6e 169,848.00 3497300.00 TOTALS $--1-79 4 UU $ 169,848.00 $ $ $ 9497099700 )34, 543 24.1, q--79 EXPENDITURES: 13,4 53 5qi 3 1111 Salaries - Regular $ 4-70,450.00 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 169,848.00 169,848.00 TOTALS $47978100— $ 169,848.00 $ na ut re Dept. Head) 9 P /31; 66 3a9 / 2-- Date (Signature Finance Dept. Review) $ .3491398760' 2w1,'f 29 Date K:\shared goodies\forms\Project Budget Worksheetl0\Page 2 (Donat or NON-constr) (Mar 2010) IOWABYRNE - JUSTICE ASSISTANCE GRANT (JAG) PROGRAM/ARRA FFY 10 RECOVERY ACT CONTRACT Governor's Office of Drug Control Policy Wallace State Office Bldg., Y` Floor 502 E. 9`° Street, Des Moines, Iowa 50319 (515) 725-0300 FAX (515) 725-0304 JAG CFDA 416.733 ARRA JAG CFDA 416.303 U.S. Department of justice Grantee: Citv of Waterloo 715 Mulberry Street Waterloo. Iowa 50703 Phone: 319291-k339 FAX: Grant AiIOJAG - 42075 Grant Period: July 1, 2012 through June 30, 2013 Federal: S261,979 Match; S 87,327 Total: S349,306 Federal ID Number: 42-6005327 ODCP Contact: Dennis Wiggins 515'725-0311 Legal Applicant: Ernest G. Clark, Mayor Program Director: Daniel Trelka Phone: 319'291-4339 Email: trelkad awaterloopolice.com This grant is subject to the terms and conditions incorporated either program request for proposal and the stipulations, if any,noted this grant, this award does not constitute approval of waiver from Department of Justice grant. The grantee agrees to perform all services consideration stated herein. This grant consists of the application conditions, the reporting forms, and all approved grant revision documents. understand this contract, and agree to abide by the terms set forth SPECIAL •Drug. enforcement task force projects are required to participate directly or indirectly by reference in the grant program legislation, the grant "Special Conditions." Except for any waiver explicitly elsewhere in under granted any Federal or state statutory/regulatory requirements for a United States andfurnish all supplies set forth in the application of this grant mcard for the for funds,. the grant award notice, the budget documents, the standard grant Alt parties to this grant award acknorcledge that they have fully read and within. CONDITIONS in the RISS or HIDTA event deconfliction program. ^In witness wherefore, the parties hereto have executed this grant the day and year specified below. /i / SIGNATURES'DATES . 7/ Legal Applicant Date 1 Program Director Date ODCP Adtninistrator'Da-e . ,. aGrants Page 1 of 2 Grant Details 41501 - SFY 2013 Byrne JAG/RSAT - Continuation Applicants 45677 - Tri-County Drug Task Force Byrne -Justice Assistance Grant Program (JAG) Grant Title: Grant Number. Grant Status: Comments: Applicant Organization: Grantee Contact: Award Year: Program Area: Amounts: Contract Dates: Project Dates: Grant Administrator. Tri-County Drug Task Force 10-JAG-42075 Underway Waterloo Police Department Corbin Payne 2012 Byrne -Justice Assistance Grant Program (JAG) Contract Sent 05/21/2012 Proposal Date Personnel PositionlTitle & Employing Agency Waterloo Police Lieutenant. CP Waterloo Police Investigator, B Waterloo Police Investigator, Z Cedar Falls Police Investigator, B Black Hawk County Investigator, S Black Hawk County Attorney, W Contract Received Contract Executed 07/01/2012 06/30/2013 Project Start Project End Match Share Federal Share Total Fed & Match Percentage Priority $17,121.00 $51,363.00 $68,484.00 0.25 1 $13,872.00 $41,615.00 $55,487.00 0.25 2 $13,872.00 $41,615.00 $55,487.00 0.25 3 $12,157.00 $36,471.00 $48,628.00 0.25 4 $11,901.00 $35,702.00 $47,603.00 0.25 5 $18,404.00 $55,213.00 $73,617.00 0.25 6 $87,327.00 $261,979.00 $349,306.00 Fringe Benefits Positlon/Title & Employing Agency Match Share $0.00 Overtime Position/Title & Employing Computation Agency Equipment Item Computation Federal Share Total Federal & Match Percentage Priority $0.00 $0.00 Match Share $0.00 Match Share Federal Share $0.00 $0.00 Training Training Computation Match Share Federal Share Federal Share $0.00 Total Federal & Percentage Priority Match $0.00 Total Federal & Match Percentage Priority $0.00 Total Federal & Match Percentage Priority https://www.iowagrants.gov/getGrantPrintPreview.do?documentPk=1337622313 813 &co... 7/13/2012 PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name FY12 Bureau of Justice Assistance (JAG) City Contract No. Project Manager Project Budget Total 2012-DJ-BX-0617 Director Trelka $ 85,817.00 1. How will this project be funded? A. Federal Grant Yes x No CFDA # 16.738 Grant Name FY12 Bureau of Justice Assistance (JAG) B. State Grant Yes No Grant Name C. City Match D. Other Entities Yes No Name Source of Funding Paid by federal grant 100.00% Grant Agreement Number 2012-DJ-BX-0617 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) Funds allocated by the 2011 Justice Assistance Grant will be used in a joint effort by the City of Waterloo, city of Cedar Falls and BH County for law enforcement personnel costs for officers assigned to the Tri-County Drug Enforcement Task Force which is a multi -jurisdictional task force responsible for investigation of drug related crime. The funds will be used to supplement salary/benefits & overtime not funded through the Byrne Justice Assistance Grant. Done None ❑x ❑ Yes No ❑ ❑X ❑ ❑X El El ❑ ❑X ❑ ❑X ❑ ❑X ❑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 ry, Approval Date SI,I` /U(a - Project Name (from page one) FY12 Bureau of Justice Assistance (JAG) 2012-DJ-BX-0617 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 47,797.00 38,020.00 85,817.00 3352 Federal HUD Grant 010 11 1160 (Each column should only include amounts by fund) Fund: 010- Fund: _010- 11 11 1150 1160 Bond Fund Total 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3373 Fed pass thru from state 3349 GASA Grant EXPENDITURES: TOTALS $ 47,797.00 $ 38,020.00 $ $ $ 85,817.00 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 21,941.00 $ 21,941.00 11,737.00 8,935.00 — 20,672.00 14,119.00 7,602.00 - 21,721.00 21,483.00 21,483.00 TOTALS $ 47,797.00 $ 38,020.00 (Signature Dept. Head) Date $ $ 85,817.00 /f1ZC� CC�1� Lc Et-/dLc" z (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheetl0\Page 2 (Donat or NON-constr) (Mar 2010) J . Project Name City Contract No. Project Manager PROJECT BUDGET WORKSHEET - ALL PROJECTS jI PAGE ONE CVS AT FRAKLIN AND E. 1ST SIGNALS N/A SANDIE GRECO Project Budget Total $ 75,225.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name CFDA # B. State Grant Yes Grant Name C. City Match D. Other Entities Yes X No Name CVS No Source of Funding % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number 0.00% 0 0.00% 0 % Paid by City 0.00% % Paid by other entity 100% 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) TRAFFIC SIGNALIZATION FOR CVS Done None a Yes No ❑ ❑X ❑ ❑X ❑ ❑X ❑ El ❑ ❑X ❑ ❑X Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committe Approval Date Project Name (from page one) CVS AT FRAKLIN AND E. 1ST SIGNALS Department No. project will be budgeted under Activity No. project will be budgeted under REVENUES: To be asstg ott,by thitr•Flnance`0 Project No Subproject.No. (Each column should only include amounts by fund) Fund:91/24i Fund: Fund: Fund: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds i L xt d nulls 75,225.00 IZei ib EXPENDITURES: Total 75,225.00 TOTALS $ 75,225.00 $ $ $ $ 75,225.00 2103 Engineering & Consulting I510 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 75,225.00 TOTALS $ 75,225.00 $ $ $ 75,225.00 $ $ 75,225.00 14211Cu lee A j,)//d, � �, � : <�; r _ (izu , o. nature Dept. He ) e (Signature Finance Dept. Review) S /7:tw2- Date K:\shared goodies\forms\Project Budget Worksheet.xls\Page 2 (Constr Proj) (Mar 2010)