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Home My WebLink About09/09/20131. 2. 3. FINANCE COMMITTEE September 9, 2013 5:10 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of September 3, 2013 NEW BUSINESS Travel Requests Name & Tide of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Emmanuel Merisier, visiting artist Gallery Talk Waterloo, Iowa September 25-27, 2013 $996.00 Mohammad Elahi, Traffic Engineer 2013 MOVITE Annual Meeting and Iowa DOT Traffic & Safety Forum Des Moines, Iowa September 18-19, 2013 $449.00 Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/A Expenditure Engineering $3,490.00 + $9.66 External Clamp Ultrasonic Flowmeter Leisure Services $11,760.00 Trees for the SportsPlex Leisure Services $5,775.00 Materials and installation of fountain for number 9 pond at Iry Warren golf course Leisure Services $25,956.33 John Deere 1565 Series II front mower with side discharge mower deck to be delivered by P&K Midwest Leisure Services $10,000.00 Approximately 500 cubic yards of playground safety surface material Leisure Services $5,000.00 Installation of safety surface in various City parks Mayor $2,666.00 One-third of the cost of the Jeff Speck & Associates presentation and project to be funded with hotel/motel discretionary funds Police $3,392.50 + $50.00 Fifty 25ft Taser cartridges to be issued to police officers and 100 15ft Taser training cartridges for officer recertification Sewer NTE $4,000.00 Replace pump, shaft and drive belt set on Vacuum Truck 530210 Street $8,347.26 Front Differential and Axle Removal, Repair and Recondition BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 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 $ 3,490.00 plus est. shipping costs of $ 9.66 to pay for or purchase External CiQpip Ultrasonic Flowmeter. City Clerk Use Only Finance Committee Approval Date % I� This purchase or expenditure is being made because: As a part of Preliminary Engineering of the Highway 63 overpass, the IDOT desires to . have a 2nd flowmeter installed at the Edwards St Storm Water Lift Station for 12 mons. Vendor selected for this purchase: Bert Gurney & Associates Inc. (Omaha) QX Bids or written quotes were taken on this purchase, as follows: Bert Gurney & Associates, Inc. $3,499.66 Greyline Instruments, Inc. $5,205.74 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): N/A Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax D Sewer Sanitation 0 Bonds 0 Federal/other grants n Other (specify) 100% Reimb. by IDOT This expenditure is to be coded to the following budget line -item: 290-07-7500-2162 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is • Respectfu (Sig ature Dept. , L d or Des' : ee) (Project Code) $ 3c0 `- $ ?,y4ic yyrr / /.!%C. /.! .. 1Z42 1:5 i3 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) GREYLINE instruments inc. To: Jeff Bales City of Waterloo Waste Management Services 3505 Easton Avenue Waterloo, IA 50702 Phone: 319-291-4312 Fax: 319-291-4523 E-mail: jeff.bales@waterloo-ia.org REVISED QUOTATION 105 Water Street Massena, NY 13662 Tel: 315-788-9500 Fax: 315-764-0419 www.greyline.com RFQ #: Quotation #: 0521910555 Please refer to this number when ordering Date: July 16, 2013 Item Description Qty Unit Price Subtotal 1.00 1 $3,190.00 $3,190.00 TTFM 1.0-A-1-A-1-B-1-A-2-A Transit Time Ultrasonic Flow Meter PROJECT: APPLICATION: stormwater in vertical pipe A - power input - standard 100-240VAC 50/60Hz 1 - enclosure - standard watertight NEMA4X (IP66) polycarbonate A - enclosure temperature - standard -5° to 140°F / -20° to 60°C 1 - electronics protection - standard, not tropicalized B - sensors - SE16B pair, clamp -on ultrasonic for 1/2" to 48" (12 - 1200 trim) ID pipes 1 - rated non-incendive for Div 2, Groups A,B,C,D A - sensor cable - 25 ft / 7.6 m coaxial pair 2- 20 million point Data Logger with Windows software and USB output to Flash Drive A - control relays - qty 2 standard - sensor installation kit with silicone coupling compound PC4 stainless steel brackets, clamps and alignment guide - display - backlit white LED, 1.7" x 2.4" (43 x 61 mm) - calibration - built-in 5-button programmer - sensitivity - keypad adjustable - outputs - isolated 4-20mA (1000 ohm) - 2 control relays - 5amp SPDT - programmable for flow proportional pulse output and/or flow alarm - electrical surge protection & RFI filters - sensor, AC power input, 4- 20mA output - installation & operation manual - CSA/C-US approved OPTIONS: API W-30 High Temp Coupling Compound, 112 g (rated to 302°F/150°C) $15.00 CC - extra Dow Coming silicone compound 150 g $32.00 DC - 9-32VDC power input $75.00 DXC - sensor cable - shielded coaxial pair up to 250 ft (75 m) $1.50/ft TTJB - sensor cable junction box NEMA4X polycarbonate - for cable lengths over 25 ft / 7.6 m $45.00 PM - enclosure panel mount flange assembly $95.00 MNL - additional installation & operation manuals (1 supplied with each unit) $10.00 Page 1 of 2 Item Description Qty Unit Price Subtotal 2.00 Commissioning fee One day start-up by Glen Simonson, MDT Controls, Centerville, MN Tel: 651-426-8752 1 $2,000.00 $2,000.00 Subtotal $5,190.00 Taxable Subtotal $5,190.00 Shipping & Handling UPS $15.74 US $ Total $5,205.74 Terms & Conditions Proposed Shipping 1 week After Receiving Date Order Payment Terms Net 30 Days Shipping Method UPS Shipping Terms Prepaid and Added to Invoice FOB Massena, NY This Quotation is valid until 14/09/2013. Page2of2 Quote #: FLO 13-152-2 Date: 9/5/2013 Contact: Jeff Bales/ Mark Callahan Waterloo, IA No. of pages: 2 Reference: US 63 Segment 2 - Flow Meter Installation on Edwards Lift Station From: Jeff Hubby QTY.. UNIT DESCRIPTION/PART NO. LEAD TIME PRICE TOTAL 1 each Fiomotion Systems Series BE6200-L0331 3 weeks $ 3,490.00 $ 3,490.00 wall mount flow transmitter with 2 line, 20 character backlit LCD display, integral 8-position programming -operator keypad, programmable 4-20mA and (1) alarm relay output 115VAC, with SD card option 1 each L1 clamp -on ultrasonic transducers 33' transducer cable assembly Frieght should be around $100 $ 3,490.00 ITEMS NOT INCLUDED: • Sales or use taxes of any kind or type. • Freight, mounting Transmitter, or Electrical installation • Anchor bolts, brackets, fasteners, lubricants, controls, gauges, valve box, valve tags wiring, or any other item unless specifically mentioned in the above Scope of Supply NOTE: Quote is based on Gurney & Associates Terms and Conditions No Monies or Contingencies have been included for different Terms and Conditions • Warranty for equipment contained in this proposal has a One (1) year warranty. Any trips made by Bert Gurney and Associates will be extra. ($1,500.00/trip) WHEN ORDERING: • Address Purchase Orders to Bert Gurney and Associates, Inc. (402) 551-7995 4428 SOUTH 108th STREET OMAHA, NE 68137 FAX (402) 553-5879 FLO 13-152-2 Waterloo, IA Clampon 1 09/04/2013 07:52 3192914297 WATERLOO LEISURE SER PAGE 04/04 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 Leisure Services Department to expend $ 11,750.00 plus est, shipping costs of $ to pay for or purchase Trees for the SportsPlex_ City Clerk Use Only Fihance Committee Approval Date 6?— q—/3 This purchase or expenditure is being made because: to provide landscaping for the SportsPlex. Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: Matthias Landsca in Co $11,760 Jordan's Nursery $11,850 Bids or quotes were not taken on this purchase because: 4111111. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: I I General Fund Ei Road Use Tax Sewer n Sanitation Bonds n Federal/other grants ❑X Other(specify) MidAmerican Funds This expenditure is to be coded to the following budget Tine -item: 010-37-4.105-1536 (Fund -. Department - Activity - Account Number) 37RST.MIDA (Project Code) in which the budgeted amount is $ 20,000.00 and the current available balance is $ 20,000.00 ✓ Respectfully submitted v,.r i c _ /! i,Gc.(;4,6e,1 141;e1/3 ( (Signature De ead or Designee) Date i94iature Finance Dept. Review) Date K\shared goodies Worms \Expenditure Pre-Authorizatlon.xls (Msr 2010) 09/04/2013 07:52 3192914297 WATERLOO LEISURE SER PAGE 03/04 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 $ 5,775.00 plus est. shipping costs of $ to pay for or purchase Materials and installation of fountain for number 9 pond at Iry Warren golf course. City Clerk Use Only Finance Committee Approval Pato 9-9—PA —PA This purchase or expenditure is being made because: replacing worn out fountain. Vendor selected for this purchase: KWS Inc. n Bids or written quotes were taken on this purchase, as follows: [x Bids or quotes were not taken on this purchase because: KWS installed the previous unit. They are most familiar with the wires and controls currently in place. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EX General Fund n Road Use Tax ri Sewer Sanitation Bonds El Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4120 1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 8,810.00 ✓ $ 8,810.80 7K6 a' nature Dept H or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorizatlon.xla (Mar 2010) 09/04/2013 07:52 3192914297 WATERLOO LEISURE SER PAGE 02/04 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Uso Only Finance Committee Approval Date 9-9-/3 The Finance Committee of the City Council purchase or expenditure submitted by the $ 25,956.33 plus est, shipping costs of John Deere 1565 Series II front mower with To be delivered by P&K Midwest, is hereby requested to authorize the following Leisure Services Department to expend $ to pay for or purchase side discharge mower deck. This purchase or expenditure is being made because: Vendor selected for this purchase: John Deere Corporate ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: This is previously bid State of Iowa DOT pricing through P&K Midwest, 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 0 Falderal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 412-37-4120-2113 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is R eo fully submitted (Project Code) $ 167,000.00 $ 33,463.00 ✓ (Signature Dept d or Designee) Date Signature Finance Dept. Revievi K,\ahared goodies\forms\Expenditure Pro-Authorixatlon.xls (Mar 2010) Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 9 .7-/3 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 $ 10,000.00 plus est. shipping costs of $ to pay for or purchase approximately 500 cubic yards of playground safety surface material. We will use the two lowest bidders, who ever is able to get the product to us the fastest when needed. This purchase or expenditure is being made because: to replenish safety surface in various City parks. Vendor selected for this purchase: will use two lowest bids as available. ❑X Bids or written quotes were taken on this purchase, as follows: Boland Recreation, Marshalltown IA $17.50 per cubic yard Ever -Green Inc, Cedar Rapids IA $19.35 per cubic yard Fry & Associates, North Kansas City, MO $35.92 per cubic yard. 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 n Road Use Tax n Sewer n Sanitation nBonds I I Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 413-37-4105-2168 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 72,290.00 .7 O and the current available balance is Respectfully submitted, /li (Signature Dept. dead -1 ✓ $ .72,200.00 '- esignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Sept 2013 safety surface.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date %49./5 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 $ 5,000.00 plus est. shipping costs of $ to pay for or purchase installation of safety surface in various City parks. This purchase or expenditure is being made because: need to install safety surface to bring parks up to safety codes. Vendor selected for this purchase: Professional Lawn Care Waterloo IA ❑X Bids or written quotes were taken on this purchase, as follows: Professional Lawn Care, Waterloo IA $10.00 per cubic yard. The following did not reply to bid request: Cedar Valley Lawn Care (Wloo) Wapsie Pines Lawn Care (Wlo( Matthias Landscaping (Wloo) Bear Creek Landscapes (Cedar Falls) 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 Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 413-37-4105-2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, C_ `7 �� /, 1V/(.,• (4t- 1.•L)J.42/%ZC.iL il,3'2-4/� (Signature Dept. H:.. or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) $ 1- 2 296-66— 7h r4:3 $ 172,.2A&93 9- 9-/3 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 Mayor's Department to expend $ 2,666.00 plus est. shipping costs of $ 0.00 to pay for or puchase one-third of the cost of the Jeff Speck & Associates presentation and project to be funded with hotel/motel discretionary funds. This purchase or expenditure is being made because: ❑ Bids or written quotes were taken on this purchase, as follows: ❑ 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 n Sanitation Federal/other grants ❑x Other (specify) Hotel/motel discr funds This expenditure is to be coded to the following budget line -item: 010 01 6660 1393 01HMT DISC (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 123,674.39 and the current available balance is Respectf7 lly smitte (SignatYe-bept. Head or Designee) $ 123,674.39 ate (Sig ature FinanceDept-. Review) Date users\shared goodies\forms\Exp Auth Jeff Speck Aug 2013(Oct 2004) (Signa City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 9_ 7 - 5 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 3,392.50 plus est. shipping costs of $ 50.00 to pay for or purchase fifty 25ft Taser cartridges to be issued to police officers. 100 15ft Taser training cartridges for officer recertification. This purchase or expenditure is being made because: these cartridges are necessary for deployment of Taser to Police Officers as safety equipment. Vendor selected for this purchase: Ed Roehr Safety Products Co. ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Ed Roehr Safety Products Co. is the sole distributor of Taser products. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: QGeneral Fund n Road Use Tax ❑ Sewer n Sanitation ElBonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1542 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is espectfully submitted, j 2 � t- (7i �r'taYirtL° Date (Project Code) Dept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 9-/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 Sewer Department to expend $ NTE 4000.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replace pump, shaft and drive belt set on Vacuum Truck 530210 This purchase or expenditure is being made because: Tank waterpump locked up Vendor selected for this purchase: Elliott Equipment Co ❑ Bids or written quotes were taken on this purchase, as follows: l l Bids or quotes were not taken on this purchase because: OEM Repair Parts Only Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ri Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, 9-3-,3 $ 200, 000.00 4f $ //:(;' St) : -3 -;lci.3 K:\shared goodies\forms\Sewer Dept - Camel 530210 Waterpump Shaft and Belts (Mar 2010) City Clerk Use Only Finance Committee Approval Date 9-9— � 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 Street Department to expend $ 8,347.26 plus est. shipping costs of $ 0.00 Front Differential and Axle Removal, Repair and Recondition to pay for or purchase This purchase or expenditure is being made because: Leaking excessively Vendor selected for this purchase: Murphy Tractor ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: OEM Prior Committee Actions (Dates): Approved NTE $2500 on 7-1-13 Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund Bonds ❑X Road Use Tax ri Sewer Sanitation Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 266-19-7100-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, K:\shared goodies\forms\Street Department - Loader A02 Front Differential and Axle Recondition - FY14 (Mar 2010) (Project Code) $ 75,000.00 $/1,Gi