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Home My WebLink About07/16/20121. 2. FINANCE COMMITTEE July 16, 2012 5:00 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of July 9, 2012. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed David Boesen, Property Evidence Coordinator Property Room Management Minneapolis, Minnesota September 25-27, 2012 $838.00 Paul Huting, Leisure Services Director National Recreation and Park Association Congress and Exposition Anaheim, California October 14-21, 2012 $1,895.20 3. Recommendation to award bid to Bill Colwell Ford for the purchase of one (1) 2013 Ford Explorer in the amount of $25,241.00 for the Fire Department —Submitted by Mark Rice, Public Works Director. 4. Pre Authorizations to Expend over $1,000.00 Dept. p Amount + Est. S/fI Expenditure Building/Maintenance $6,985.00 New aire handler & air conditioner for Fire Station #4 Building/Maintenance $20,000.00 Electrical work for Five Sullivan Brothers Convention Center Building/Maintenance $17,500.00 Electrical work for all City owned properties Fire $4,881.60 + Fire truck radiator Fire $1,062.40 Portable stransport unit (megamover) Fire $4,213.64 Twelve (12) tires for frontline ambulances Leisure Services $12,000.00 Four (4) drinking fountains for various parks Leisure Services $1,200.00 Lumber for shelter roof at Byrnes Park Leisure Services $22,000.00 Removal of Byrnes handball court and old tennis court area Leisure Services $12,500.00 Replacement concrete slab for new shelter at Sullivan Park Leisure Services $6,545.00 A new Advantech Processor and Compact Flash Card Back Up for Young Police $2,858.40 + $40.00 Three model X26 Tasers along with twelve replacement batteries Police $5,349.50 + $50.00 250 taser cartridges for annual training and recertification Police $2,657.37 Renewal of government maintenance contract for system software backup and server support Sewer $10,000.00 Replacement tires for Wheel Loader Street $17,000.00 + $250.00 Crack sealer sealant Traffic Operations $11,270.00 Sensys Equipment wireless detection for traffic signals Traffic Operations $8,560.00 Traffic signals, pedestrian signals and traffic signal poles Traffic Operations $13,349.00 Solar, wireless advance end of green signal system Traffic Operations $5,900.00 Solar radar feedback sign with data analyzer Waste Management Services $9,924.00 + $500.00 #2 barscreen repair parts BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE July 9, 2012 5:00 p.m. Council Chambers Members present: Cole, Schmitt, Hart. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of June 25, 2012, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that Authorization to seek bids for asphalt emulsions to support the City Seal Coat Program —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that Authorization to submit Request for Proposals (RFP) for an Asbestos Survey to be performed at 1001 Linden Avenue (formerly Omega Cabinet) — Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that Authorization to accept bid from Signs by Tomorrow of Waterloo, Iowa for Graphics Installation for Police Department Patrol Cars at a cost of $495.00 per vehicle at a total cost of $2,970.00 for six patrol vehicles —Submitted by Dan Trelka, Director of Safety Services, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that Authorization to accept bid from Wertjes Uniforms of Cedar Falls Iowa at a cost not to exceed $30,000.00 for the Purchase of FYE13 Police Uniform and Supplies —Submitted by Dan Trelka, Director of Safety Services, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart 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 Airport $2,204.00 Replace inoperative phones and upgrade system to include voicemail & caller ID Building/Maintenance $6,922.29 Roof drain and downspout replacement at Waterloo Veterans Memorial Hall Building/Maintenance $3,665.44 Emergency replacement of pool pumps/motors at Gates Pool Building/Maintenance $21,390.00 Asbestos removal for City Clerk's office Building/Maintenance $2,472.36 + $48.64 Outdoor antennas for River Loop Expo Plaza Cultural & Arts $10,000.00 Entertainment and sound expenses for the Riverloop Amphitheatre grand opening weekend and other inaugural events this summer Engineering $15,594.84 + $200.00 Four CAD computer workstations Leisure Services $8,700.00 Amusement park tickets sold June through August 2012 Traffic Operations $17,115.18 15 — street light poles including hardware Traffic Operations $1,605.00 ArcGIS Desktop Version 10.1 Software Waste Management Services $4,550.00 + $200.00 GE motor Waste Management Services $20,177.26 + $400.00 Pump and motor repair Finance Committee July 9, 2012 Page 2 Waste Management $2,835.10 Repair of water service line Services Waste Management $2,700.00 + Carbon for odor control Services $490.00 Ayes: Three. Motion carried. Mr. Schmitt abstained from the Airport request as it involves Schmitt Telecom. Moved by Cole, seconded by Hart that Inaugural Events for Riverloop Amphitheatre project budget of $10,000.00—Submitted by Cammie Scully, Cultural & Arts Commission Director, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Accounts Payable Invoice Report, dated July 9, 2012, pp. 1-33, in the amount of $2,118,158.71, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Schmitt abstained from the bills payment to Schmitt Telecom. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:05 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2013_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 %7r.-) `!'z.' /.2 Copy - Department NAME(S) AND POSITION(S): David Boesen DATE: July 3,2012 NAME OF CLASS / MEETING: Property Room Management DESTINATION: Minneapolis, Minnesota DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: September 25,2012 Return Date: September 27,2012 DATE(S) OF MEETING: Sept. 26-27,2012 PURPOSE OF TRAVEL: Lt Krogh is requesting authorization to send Property/ Evidence Coordinator David Boesen to the Property Room Management Seminar at the Minneapolis Police Department on September 26-27,2012, in Minneapolis, Minnesota. This 2-day course presents skill sets designed to enhance the proficiency of Property/ Evidence Room employees. This course will cover such topics as proper handling of seized property, audits, bar coding, bio-hazardous materials and auction procedures. The class will require meals & lodging. 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: $300.00 LODGING $113.00 MEALS $350.00 REGISTRATION $75.00 MILEAGE/FUEL TOTAL FOR ALL: $ 838.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 838.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO i- I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 37 woo /3 4 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE 2226.-' Ori•inal - Clerk/Finance Co. b - • meet NAME(S) AND POSITION(S): Paul Huting, Leisure Services Director DATE: October 14-21, 2012 NAME OF CLASS / MEETING: National Recreation and Park Association Congress and Exposition DESTINATION: Anaheim, CA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 10/14/2012 RETURN DATE: 10/21/2012 DATE(S) OF MEETING: 10/14/12— 10/19/12 (staying for weekend at own expense) PURPOSE OF TRAVEL: To attend the National Recreation and Park Association Congress and Exposition. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ NA YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE x AIRFARE DEPARTING FROM: Waterloo ESTIMATE OF COST: 840.00 LODGING 60.00 TAXI 170.00 MEALS PARKING 454.00 REGISTRATION 371.20 AIRFARE MILEAGE/FUEL MISCJTOLLS TOTAL FOR ALL: $ 1,895.20 BUDGET LINE ITEM: 010-4100-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 0 PER PERSON 1 BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF —WATERLOO `BEPAR1MNTIiEAI 1 APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 CITY OF WATERLOO Committee Communication Finance Committee Meeting: July 9, 2012 Prepared: June 22, 2012 Dept. Head Signature. '� ° # of Attachments: SUBJECT: Recommend Award of Bid to Bill Colwell Ford for the purchase of one (1) 2013 Ford Explorer for the Fire Department Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Approval Summary Statement: CIP Budgeted Expenditure Required: $25,241. Source of Funds: 410-12-1400-2152 Policy Issue: NA Alternative: NA Background Information: Bids received for one (1) 2013 Ford Explorer are: Witham Auto Center Waterloo, IA $25,452.00 Bill Colwell Ford Hudson, IA $25,241.00 Stivers Ford Waukee, IA $23,911.00 *** Courtesy Ford Davenport, IA $25,561.72 *** Bid from Ed Stivers Ford did not meet established specifications and is therefore removed from consideration.... *** Recommendation of award of Bid to Ed Stivers Ford, approved by Finance Committee on June 18, 2012 is hereby rescinded. City Clerk Use Only Finance Committee Approval Date —If I q12-00' City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint $ 6,985.00 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: New Air Handler & Air Conditoner for Fire Station #4 Vendor selected for this purchase: Young Plumbing & Heating n Bids or written quotes were taken on this purchase, as follows: Young Plumbing & Heating $6,985.00 Aire Sery $ 9,160.00 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 ri Road Use Tax n Sewer n Sanitation EBonds FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-22-1400-2152 (Fund - Department -Activity -Account Number) in which the budgeted amount is and the current available balance is Res ctfully "miffed, C ( /, , i:C< , l` 1 i 2 �' iLi.. 7 /v Zvi 7- ( gnature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ -7 c'o o K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committe Approval Date r, L'(� City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 20,000.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Electrical work for Five Sullivan Brothers Convention Center - work not to exceed $20,000.00 Vendor selected for this purchase: K & W Electric Bids or written quotes were taken on this purchase, as follows: K & W Electric $42.00/hr Scott's Electric $48.50/hr Sieben Electric $45.00/hr Paulson Electric $46.50/hr Li 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 0 Sewer Sanitation ❑ Bonds FederaVother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res tfully s{bmitted, atur(��pf (Project Code) $ 000 $ „31,000✓� la C6/� 1u ( Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization-K&W Elec.xls (Mar 2010) City Clerk Use Only Finance Committee f / Approval Date —11( I76 (� City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 17,500.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Electrical work for all City Owned Properties - work not to exceed $ 17,500.00 Vendor selected for this purchase: K & W Electric n Bids or written quotes were taken on this purchase, as follows: K & W Electric $42.00/hr Scott's Electric $48.50/hr Sieben Electric $45.00/hr Paulson Electric $46.50/hr 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: riGeneral Fund I I Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds I 1 FederaVother grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-8800-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respe tfully suitted, (Project Code) $ 116i)(� $ itiiCc n -�� (Signature Depp . Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth City All City Owned Properties - K & W Elec Quote 2013.xls (Mar 2010) • City Clerk Use Only Finance Committe Approval Date Committe 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 Waterloo Fire Department to expend $ 4,881.60 plus est. shipping costs of $ 150.00 to pay for or purchase Fire truck radiator This purchase or expenditure is being made because: Radiator on Engine 304 has failed. Vendor selected for this purchase: Global Emergency Products, Inc. • Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Single Source Provider 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 0 Sanitation ❑X Bonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-12-1400-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and current available balance is (Signature Dept. Plead or Designee) (Project Code) $ 69,000.00 ✓ $ 69,000.00 'frr i) ayuzi 7 /2 c("i.z- Dat(Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.304 radiator.xls (Mar 2010) Print Page 1 of 1 Subject: Quote From: Jon, Michael (nnjon@tennco1 com) To: wfrmech@yahoo.com; Date: Wednesday, May 9, 2012 12:47 PM Hi Darryl, The radiator is in stock @ Pierce, $4,881.60. It will have to ship motor freight but shouldn't take more than a couple days. Thanks, Mike 4)) 1 ) 1-11-trollilc maS mail xral-inn rvyrrartpralarmr119 rain1=11r61-17c.earci 1 ri 7/11 /11111 City of Waterloo Expenditure Authorization Request Form (419 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Rescue Department to expend $ 1,062.40 plus est. shipping costs of $ 0.00 to pay for or puchase Portable Stransport Unit (MegaMover)- Tarps with handles used to move larger patients. This purchase or expenditure is being made because: To replenish ambulance inventory. I x 1 Bids or written quotes were taken on this purchase, as follows: Single Source Provider C Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 010-12-1410-1551 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectful (Signature lep ea $ 131, 000.00 ---- /t!--- 4�f '-c (L%'_itLi2 70 .2o0. ate (Signature Finance Dept. Review) Date users\shared goodies\forms\f File] (April 2003) City Clerk Use Only Finance Committeee Approval Date 1LLI9-012 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 Waterloo Fire Department to expend $ 4,213.64 plus est. shipping costs of $ to pay for or purchase Twelve (12) tires for frontline ambulances. This purchase or expenditure is being made because: To replace worn ambulance tires. Vendor selected for this purchase: Blacks Tire Company, L.L.C. ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: State bid price. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund Bonds x C Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1410-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is an (Project Code) $ 5,000.00 available balance is $ 5,000.00 ': (Signatu e Dep Heaesignee) (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.Tires.xls (Mar 2010) Print Page 1 of 1 Subject: 19.5's Availability and Pricing From: Jim Robinson (jim@blackstirecompany.com) To: wfrmech@yahoo.com; Date: Wednesday, July 11, 2012 10:41 AM Darrell, MSPN # 05797 245/70R19.5 XDS2 Net State Bid is $358.49 and availability is good. V {' Q` 7 • T 2 MSPN # 66338 245/70R19.5 XZE Net State Bid is $6.43 and availability is poor. Let me know if you would like to place an order. I don't normally stock the LRG XZE's. Jim Robinson Black"s Tire Company L.L.C. 641-682-8063 httn://us.mg5_mail.vahn(_com/nen/launch?.ranrl='ik5h7e6,sarn 1 n 7/11/' 11i WSCA CONTRACT - MA211 TIRES AND TUBES MICHELIN NORTH AMERICA, INC. CONTRACT STA S: ALASKA, ARKANSAS, CALIFORNIA, COLORADO, DELAWAR OWA INNESOTA, MISSOURI, MONTANA, NEVADA, NEW HAMPSHIRE, NORTH DA TA; O1EGON, SOUTH DAKOTA, UTAH, WISCONSIN EFFECTIVE DATES: PASSENGER LIGHT TRUCK TRUCK OFF-THE-ROAD/EARTHMOVER INDUSTRIAL AGRICULTURE/FARM BFGoodricli ®UNIJIOYIL ,fl /YIIYIMIII Ypy MINI" 07/11/2012 08:30 3192914297 WATERLOO LEISURE SER PAGE 02/02 City Clark Use Only Finance Committee Approval Data if I t4/17 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 to pay for or purchase $ me 12,000 plus est shipping costs of Four (4) drinking fountains for various parks. This purchase or expenditure is being made because: to install new drinking fountains at West Exchange and Bontrager and replace the fountain at Miriams Park. Vandal resistant drinking fountains. Vendor selected for this purchase: AY McDonald Bids or written quotes were taken on this purchase, as follows: AY McDonald $11,219.82 Plumb Supply $12,780.80 Ferguson $12,660.00 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 0 Road Use Tax 0 Sewer 111 Sanitation Bonds Federal/other grants n Other (specify) Ixi This expenditure is to be Coded to the following budget line -item: (1) 411-37-4202-2178 (3) 411-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 111712- (Signature Dept. Head or Designe ) Date K.\shared goodies\fomts\Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ 150,000 45,000 $ T 11,55'd 4_lam w (!th/t- (Signature Finance Dept. Review) Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ rite 1,200 plus est. shipping costs of $ to pay for or purchase Lumber for shelter roof, 2X6 southern yellow pine, material only. City Clerk Use Only Finance Committee Approval Date li [ `1 2— This purchase or expenditure is being made because: to replace the roof on the south shelter at Byrnes Park. The roof needs replaced due to ,age and deteroriation. Vendor selected for this purchase: Arbor Forest Products, Waterloo rJ Bids or written quotes were taken on this purchase, as follows: Arbor Forest Products, Waterloo $1,090.56 ProBuild, Waterloo $1,920.00 Barnes Lumber, CF $1,296.00 Waterloo Lumber, Wloo $1,405.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds I I Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1549 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, tgnature De (Project Code) $ 3,000.00 1.7 $ 3,000.00 WIZ f )� (L it -i b iead or Designee) Date (Si§nature inance Dept. Review) Date K:lshared goodieslforms\Frhwnditure Pro_quthorization.xis (Mar 2010) Z0/Z0 3E d el3S 32:11-1SI31 0012131BM L6Zt'IE 6TE 8S:L0 ZTOZ/TT/L0 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) City Clerk Use Only Finance Committee Approval Date -711 Lf (96, 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 $ NTE 22,000 plus est. shipping costs of $ to pay for or purchase removal of Byrnes handball court and old tennis court area, sodding of this area. This purchase or expenditure is being made because: Handball court is in dangerous condition, tennis court is over 25 years old and surface is no longer in usable condition. Vendor selected for this purchase: Frickson Bros. Excavating Bids or written quotes were taken on this purchase, as follows: Frickson Bros Excavating, Evansdale $21,250 Bentons Sand Gravel, Cedar Falls $26,750 Lehman Trucking Wloo did not return bid request 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 n Sewer n Sanitation Bonds Federal/other grants n Other (specify) X This expenditure is to be coded to the following budget line -item: 412-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ /* co $ /3i Ooi'O p/IIL 22- k -/u2 /c_ Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date i/ 1 01 19- 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 12,500.00 plus est. shipping costs of $ to pay for or purchase Replacement concrete slab for new shelter at Sullivan Park-1300 block of East 4th Street. This purchase or expenditure is being made because: Replacement of concrete (approx 3,200 sq ft 5 inches thick) for new shelter at Sullivan Park. Vendor selected for this purchase: B&B Builders n Bids or written quotes were taken on this purchase, as follows: B&B Builders $4.15 per sq ft ASPRO $4.40 per sq ft 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 Bonds ❑ Road Use Tax n Sewer ❑ Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is 371MP-SULS (Project Code) $G>%O $ 577g�, 6L, 00 0 Respectfully submitted, 'C3C-) 171 O/ ►z � (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) ,,i a.a:. City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 6,545.00 plus est. shipping costs of $ to pay for or purchase A new Advantech Processor and Compact Rash Card Back Up for Young Arena's Ice System Controls. Installation, mounting, & wiring inclulded This purchase or expenditure is being made because: The current controls are over 10 years old and need replaced. The compatability of the new controls will allow the system to be tied into the City's HVAC controls network. Vendor selected for this purchase: ALL TEMP REFRIGERATION, CEDAR RAPIDS IA ri Bids or written quotes were taken on this purchase, as follows: I x1 Bids or quotes were not taken on this purchase because: All Temp Refrigeration is a Certified Vilter Ammonia Compressor Specialist. It's Staff has performed all maintenance work on the Young Arena ice system since 1994 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund Road Use Tax ❑ Sewer Bonds I I FederaUother grants Other (specify) This expenditure is to be coded to the following budget line -item: 1411- 3-`1-'15co - a 17-7 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ iG,5 om V $ 1c�a,niy✓ n,.c — -17t 0/1 Z. i'l.7.r r.,/.r /,< 1,� 2e2 7 <U L�/� (Signature De Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Ice system controls 2012.xIs ( r 2D10) City Clerk Use Only Finance Committ Approval Date (� City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,858.40 plus est. shipping costs of $ 40.00 to pay for or purchase three model X26 Tasers along with twelve replacement batteries This purchase or expenditure is being made because: to replace aging Tasers and batteries Vendor selected for this purchase: Ed Roehr Safety Products Co. ❑ Bids or written quotes were taken on this purchase, as follows: ri Bids or quotes were not taken on this purchase because: This equipment is vendor specific to Ed Roehr Safety Products Co. by Taser International Co. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund ❑ Road Use Tax ❑ Sewer ri Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 410-11-1100-2128 Police Guns, Body Armor & Taser (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is R pectfully submitte (Sig ture Dept. Head or Designee) Date (Signature Finance Dept. Review) Date f'y $ 6� LCC $ 11,460 g'" Y K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committe Approval Date lb LP WO - I City 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 $ 5,349.50 plus est. shipping costs of $ 50.00 to pay for or purchase two hundred fifty taser cartridges for annual training and recertification. This purchase or expenditure is being made because: These cartridges are used to train every officer that carries the Taser as part of his duty equipment. Vendor selected for this purchase: Ed Roehr Safety Products Co. ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: This equipment is vendor specific to Ed Roehr Safety Products Co. by Taser International Co. 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 ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1542 Taser Supplies (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) RXLL .(411.4/?.LC (� %/ ( ZG2 7 lC 1 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committ� Approval Date- 1J City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,657.37 plus est. shipping costs of $ 0.00 to pay for or purchase renewal of government maintenance contract for system software backup and server support This purchase or expenditure is being made because: this is an annual maintenance agreement with ACES -Advanced Computer Engineering Solutions. Vendor selected for this purchase: ACES Advanced Computer Engineering ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: ACES -Advanced Computer Engineering Solutions provides this proprietary service to the police department systems. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: L1 General Fund n Road Use Tax n Sewer Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1520 Computer Software (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ ` -F,/O0 $ �f� fUti (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) 7-f) " i/ Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee,J r Approval Date -71 .P l9V I2 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 Sewer Department to expend $ NTE $10,000 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement tires for Wheel Loader This purchase or expenditure is being made because: Loader presently unserviceable and restricted from street use due to condition of tires Vendor selected for this purchase: Wingfoot n Bids or written quotes were taken on this purchase, as follows: Wingfoot Commercial Tire - $9756.50 Bauer Bilt - $10859.50 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund 0 Road Use Tax n Sewer n Sanitation 0 Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 200,000.00 V $ Qie • Gl u 0 Respectfully submitted, L. 6�t Fs7z '!,� (fjLL cl-7) I Ic .1 /)-- (Signature Dept. Head o esignee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Sewer Dept - Replace Foam Filled Tires on 544J - Jun 2012.xls (Mar 2010) City Clerk Use Only Finance Committe 1r Approval Date -17I (��7r'l%- City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ NTE $17,000 plus est. shipping costs of $ 250.00 to pay for or purchase Crack Sealer Sealant This purchase or expenditure is being made because: Sealant for Crack Seal Program Vendor selected for this purchase: Logan Contractors ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Mfg recommended sealant for use with new Crack Seal Unit 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 El Bonds I I FederaVother grants n Other (specify) Local Option This expenditure is to be coded to the following budget line -item: 205-19-7110-1513 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, • (Signature Dept. Heador Designee) (Project Code) $ 155,000.00 $ 155,000.00 Date ( atur* Finance Dept. Review) Date K:\shared goodies\forms\Street Dept - Crack Sealer Sealant (10 Pallets) - Jul 2012.xls (Mar 2010) 11/09/2010 10:00 FAX Li001 City clerk Use Only Finance Committee � Approval Date 7' ((1(; t City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 11,270.00 plus est. shipping costs of $ to pay for or purchase Sensys Equipment - wireless detection for traffic signals This purchase or expenditure is being made because: New traffic signals to be installed at 1st & Franklin for CVS Pharmacy. City will be reimbursed for materials. Vendor selected for this purchase: Brown Traffic Products, Inc. �X Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products, Inc. Davenport, IA $11,270.00 ❑ 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 Q Road Use Tax 0 Sewer El Sanitation QBonds 0 Federal/other grants N. Other (specify) el �r iVi L,< C 1 This expenditure Is to be coded to the following budget Tine -item: 266-17 -1575 (Fund - Department - Activity - Account Number) In which the budgeted amount is and the current available balance is Respectfully submitted, nature a=ptead or aesignee) ‘-i(/'�{( iPig 7�/,/) e (re Finance Dept. Review) Date (Project Code) $ $ iL 7O ✓ K;\shared goodlas\forms‘2012-July-Expenditure pre-Authortzatton-Sensys Equip-CVS-1st&Franklin signais.xls (Mar 2010) in which the budgeted amount is and the current available balance is Respectfully submitted, '(Si nature Dept. ea or Designee) / to (Sigtfaturp Finance Dept. Review) Date City Clerk Use Only Finance Committee Approval Date !f( (Q f 2tf?- City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 8,560.00 plus est. shipping costs of $ to pay for or purchase Traffic signals, pedestrian signals and traffic signal poles This purchase or expenditure is being made because: E. 1st and Franklin signalization for CVS CVS will reimbuse city for materials Vendor selected for this purchase: Traffic Control Corporation ❑X Bids or written quotes were taken on this purchase, as follows: General Traffic Controls, Inc. Spencer, IA Traffic Control Corporation Ankeny, IA Brown Traffic Products, Inc. Davenport, IA Bids or quotes were not taken on this purchase because: $8,850.80 $8.560.00 $9,006.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax n Sewer ❑ Sanitation Bonds FederaUother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7125-1576 TOF-202 (Fund - Department - Activity - Account Number) (Project Code) $ 56), (2 Y[ i- / / 16 J117 Jt K:\shared goodies \forms\2012-July-Expenditure Pre -Authorization -signals, poles, 1st & Franlin - CVS.xls (Mar 2010) City Clerk Use Only Finance Committe Approval Date ( I C f City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 13,349.00 plus est. shipping costs of $ to pay for or purchase Solar, wireless advence end of green signal system This purchase or expenditure is being made because: US 63 and Airline City Project Number TOF-201 State Project # UST-8155(730)--4A-07 Vendor selected for this purchase: General Traffic Controls, Inc. E Bids or written quotes were taken on this purchase, as follows: General Traffic Controls, Inc. Spencer, IA Traffic Control Corporation Ankeny, IA Brown Traffic Products, Inc. Davenport, IA (i Bids or quotes were not taken on this purchase because: $13,349.00 $17,250.00 $16,270.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund 0 Road Use Tax ❑ Sewer 0 Sanitation ❑X Bonds ❑X Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 55% - 290-17-7161-2125 45% - 411-17-7120-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted (Project Code) $ `45;000700 / L,,/ 1)3 $ -45 0A9-90 / (, / J.3' (Signature Dept. -ad or Designee) 'ate (Signature Finance Dept. Review) Date %; G'OGl 3J � //53 K:\shared goodies\forms12012-July-Expenditure Pre-Authorization-solar,wireless,advance end of green signal system-Airline863.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date -7I ((212-15 (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 $ 5,900.00 plus est. shipping costs of $ to pay for or purchase Solar Radar Feedback Sign with Data Analyzer This purchase or expenditure is being made because: For traffic and pedestrian safety/awareness for construction sites and during special activities. Vendor selected for this purchase: Traffic Control Corporation E Bids or written quotes were taken on this purchase, as follows: General Traffic Controls, Inc. Spencer, IA $5,900.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund 0 Road Use Tax 0 Sewer Sanitation n Bonds ❑ Federal/othergrants El Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 30,000.00 v and the current available balance is Respectfully submitted, ture Dept. e:d or Designee) $ 9,687.27 22Vdiay, /J)J L4.Y:7,' e (Signature Finance Dept. Review) Date K:\shared goodies \forms\2012-July-Expenditure Pre -Authorization -Solar Radar Feedback Sign.xls (Mar 2010) arty merit use uniy Finance Committee Approval Date 71f LP ( .— 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 $ 9,924.00 plus ext. shipping cost of $ 500.00 • to pay for or purchase #2 barscreen repair parts This purchase or expenditure is being made because: Parts need to be replaced worn out riBids or written quotes were taken on this purchase, as follows n Bids or quotes were not taken on this purchase because: Vulcan Ind.is the company that make the barsreens we use. This is an important piece of equipment in the wastewater process this needs to be repaired as soon as possible. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: Road Use Tax: []Sewer: Sanitation: Bonds: []Federal/other grants: nOther(specify): This expenditure is to be coded to the following budget line -item: 520/ 14/5200/ 1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, r, . 7-ir —/ 2 '(1,c `)-g-e 2 74:2-.*/ (S nature Dept. Head Or Designee) Date Finance '(Signature Dept. Review) Date (Project Code) $ 200,000.00 $ 197,257.61 `-'-' Jul. 6. 2012 9 : 54AM No.0099 P, 2 4 vgodOortax Quoted by: Vulcan industries, Inc. 212 South Kirtin Street Missouri Valley, IA 51555 Ph: (712) 642-2755 mark @ vu Icani ndustdos.com TO: City of Waterloo i3505 Easton Ave. Waterloo, IA !Richard Olson Fax: 319-291-4523 QUOTATION QUOTE NO. DATE 070612-001 07/06/12 Please reference the above Quote Number for all correspondence. SHIPPING METHOD Best PAYMENT TERMS ESTIMATED SHIP DATE Way Net 30 Days 3-4 Weeks ARO SHIPPING TERMS Prepay/Add QTY PART N / MAT'L. TYPE DESCRIPTION MFG. UNIT PRICE LINE TOTAL 1 23.15 Drive shaft, 2.75 x 69.63 Vulcan $1,130,00 $1,130.00 1 120016 Cogwheet set Vulcan $878.00 $878.00 2 3.5X40 Cogwheel roller with bearings, snap ring, flat washer Vulcan 5201.00 $402.00 2 3X30 Idler roller with bearings, snap ring, flat washer Vulcan 5191.00 5382.00 2 Pln rack section x 5'-3" long (lower) Vulcan $462.00 5924.00 2 Pin rack section x 12'-0" long (tower- center) Vulcan $1,056,00 $2,112.00 2 Pin rack section x 10'-0" long (upper center) Vulcan $880.00 $1,760.00 2 Pin rack section x 8'-0" long (upper) Vulcan 5704.00 $1,408.00 0 $0.00 S0.00 ° a (5/9/e s-.2sl�t---- $0.00 S0.00 0 $0.00 $0.00 0 $0.00 $0,00 0 $0.00 $0.00 ° 50.00 $0.00 0 $0.00 50.00 0 $0.00 50.00 0 $0.00 $0.00 0 $0.00 $0.00 0 $0.00 $0.00 0 50.00 $0.00 SUBTOTAL $8,996.00 50.00 TOTAL $6,996.00 g21r•ro rre;2dt seao.,6 Acknowledged r� L 440,'z'6t Jul. 9. 2012 2:06PM No. 0120 P. 1 Vulcan Industries, Inc. 212 South Kirlin Street Missouri Valley, IA 51555 Ph: (712) 642.2755 marks vulcanindustries,con Tb: ICity of Waterloo 3505 Easton Aye, Waterloo, IA Richard Olson Fax: 319.291.1523 QUOTATION QUOTE NO. 070912.003 DATE I 07/09/12 Please reference the above Quote Number for all correspondence_ SHIPPING METHOD PAYMENT TERMS ESTIMATED SHIP DATE Best Way Net 30 Days 3-4 Weeks ARO SHIPPING TERMS Prepay/Add QTY PART N / MAT'L. TYPE DESCRIPTION MFG. UNIT PRICE LINE TOTAL 1 Rake guide shaft assembly Vulcan $926.00 $928,00 0 $0.00 $0.00 0 $0.00 $0.00 o $0.00 $0.00 o a�� Si': fe f f,„� $0.00 $0.00 o $0.00 $0.00 o $0.00 $0.00 o $O.oO 50.00 0 $0.00 $0.00 0 $0.00 $0.00 0 50.00 $0.00 0 $0.00 $0.00 0 $0.00 $0.00 0 $0.00 $0.00 0 $0.00 $0,00 0 $0.00 $0.00 0 $0.00 $0.00 0 $0.00 $0I00 0 $0.00 $0.00 0 $0.00 50.00 SUBTOTAL TOTAL 7/14 l4 Wa6dota# Quoted by: Acknowtedted