HomeMy WebLinkAbout07/15/20131.
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FINANCE COMMITTEE
July 15, 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 July 8, 2013.
NEW BUSINESS
Travel Requests
Name & Title of Personnel
Class/Meeting
Destination
Date(s)
Amount not
to Exceed
Beverly Cosby, Housing
Coordinator
HQS Inspection
Training
Minneapolis,
MN
August
19-22,
2013
$1,803.84
Melissa Lippert, Police
Officer
Basic School Resource
Officer School
Plainfield, IL
August 4-
9, 2013
$1,468.00
S. Maureen Newbill, Visitor
Services Manager
Highland Fest Arts
Festival & 40th Annual
Stockholm Art Fair
St. Paul, MN
&
Stockholm,
WI
July 19-
20, 2013
$320.00
Steve Wareham or other
Principal of Trillion Aviation
Interim Management
Consultant
Provide interim
management services
for Waterloo Airport
Cannon
Falls, MN to
Waterloo, IA
Various
dates from
7-2-13 to
1-2-14
$3,000.00
Pre Authorizations to Expend over $1,000.00
Dept.
Amount + Est.
S/FI
Expenditure
Building Maintenance
$2,969.00 +
Compressor for Five Sullivan Brothers Convention
$100.00
Center
Central Garage
$16,500.00
Replacement track & roller assembly for Track Hoe
(NTE)
Fire Rescue
$1,500.00 (NTE)
Repair of Lincoln 225 Wire Welder
Fire Rescue
$6,000.00 (NTE)
Professional Management Coaching Inc. — Leadership
Webinars & Coaching for F.Y. 2014
Leisure Services
$2,800.00
Furnish & install sign foundation & stone sign at
Furgerson Fields Park
Leisure Services
$2,120.00
Sod for repair to construction areas at Riverfront
Sports Park (amended)
Police
$1,440.00
Yearly expenses to 3SI Security Systems Inc. for GPS
fees for LEIN Region 2 Information Sharing Office
Public Works
$5,365.00
Replacement Network Office Copier
Street
$1,075.00
Backfill Tamper
Waste Management
Services
$2,916.20
Monitor system for Black Hawk Creek
Waste Management
Services
$3,658.00
Pump stand & bowl for grit removal
BILLS PAYMENT
ADJOURNMENT
Suzy Schares
City Clerk
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 4 /.5',
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
$ 2,969.00 plus est. shipping costs of $ 100.00 to pay for or purchase
This purchase or expenditure is being made because:
Compressor for 5 Sullivan Brothers Convention Center
Vendor selected for this purchase: Mechanical Sales Inc.
E Bids or written quotes were taken on this purchase, as follows:
0 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:
EGeneral Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation
Bonds FederaVother grants ri Other (specify)
This expenditure is to be coded to the following budget line -item:
010-22-6860-1378
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
ctfully s itted,
r'
_ -
-Sigrrature Dept. Head or Designee)
(Project Code)
$ //'c`)> ✓
/ (l /yy1 al,d �i
Date (Signature Finance Dept. Review)
7-5;;20/3
Date
K:\shared goodies Worms \Pre-Auth - 5 Sull Bros Compressor.xls (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Dat�.- .-CYO
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Central Garage Department to expend
$ NTE 16,500 plus est. shipping costs of $ 0.00 to pay for or purchase
Replacement track and roller assembly for Track Hoe
This purchase or expenditure is being made because:
Rubber track separated and roller assembly frozen
Vendor selected for this purchase: Murphy Tractor
❑ Bids or written quotes were taken on this purchase, as follows:
E Bids or quotes were not taken on this purchase because:
OEM repair parts
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
nGeneral Fund E Road Use Tax n Sewer Ej Sanitation
❑ Bonds n Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
266-19-7100-1571 / 520-14-5200-1571 &25-b <S174
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully ubmitted,
, -7- 3 -i 3 :'
z—)
K:\share• . oodles .rms\ treet Department - Track Hoe Track and Holler replacement - July 2013 (Mar 2010)
75000 / 250000
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date 41,5;23
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
$ NTE $1,500.00 plus est. shipping costs of $ N/A to pay for or purchase
repair of Lincoln 225 Wire Welder.
This purchase or expenditure is being made because:
Welder was damaged during a lightning strike that occurred in June.
Vendor selected for this purchase: Superior Welding Company
❑ Bids or written quotes were taken on this purchase, as follows:
Q Bids or quotes were not taken on this purchase because:
Superior is the authorized repair dealer located in Waterloo.
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:
010-12-1400-1569
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 66,000.00 ✓
and the current available balance is $ 64,000 DO L:3 to 7 "
espectf i ,e
�.a ▪ ilk ti.7 _`i-,2e/3
Signature 1-pt. ad or Designee) Date ( ign.ture Finance Dept. Review) Date
K:\shared goodieslforms\Welder EXPENDITURE PRE aUTHORIZATION FORM.xls (Mar 2010)
City Clerk Use Only
Finance Committee ,,,,9999
Approval Da t¢ fLC JS,o 4
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
$ NTE $6,000.00 plus est. shipping costs of $ N/A to pay for or purchase
Professional Management Coaching Inc.- Leadership Webinars and Coaching for FYE 2014.
This purchase or expenditure is being made because:
Officer development is a WFR Organizational Goal and Leadership Coach James Rowan
is assisting us in meeting our goal.
Vendor selected for this purchase: Professional Management Coaching, Inc.
❑ Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Specialized training geared towards fire service personnel.
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 n Sewer ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-12-1400-1315
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
(Project Code)
$ 10,000.00
$ 10,000.00
7— 1-ao6 ���.[. L 2.644ZIL,6%1 Tel;
(Signature f pt. Head or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies \forms \Rowan EXPENDITURE PRE aUTHORIZATION FORM.xls (Mar 2010)
City Clerk Use Only
Finance Committee
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ 2,800.00 plus est. shipping costs of $ to pay for or purchase
Furnish and install sign foundation and stone sign at Furgerson Fields Park.
This purchase or expenditure is being made because:
to provide signage to the park and fitness area. This will replace the old sign that
had deteriorated with age.
Vendor selected for this purchase: Carl Schuler Masonry Waterloo IA
n Bids or written quotes were taken on this purchase, as follows:
Carl Schuler Masonry, Waterloo $2,800.00
*legal -Monuments, Waterloo $5,850.00
kago.rly
n Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑X General Fund
nBonds
Road Use Tax
Federal/other grants
Sewer n Sanitation
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 submitte
(2-et _ GJ-&-rc�� %r'2413
(Signature Deptjad or Designee) Date (Sign ture Finance Dept. Review) Date
(Project Code)
$
K:\shared goodies\forms\carl schuler.xls (Mar 2010)
07/10/2013 06:14 3192914297
WATERLOO LEISURE SER
PAGE 02/02
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Leisure Services Department to expend
$ 2,120.00 plus estshipping costs of $ to pay for or purchase
AMENDED sod for repair to construction areas at Riverfront Sports Park.
This purchase or expenditure is being made because:
turf areas throughout Riverfront Sports Park are in need of repair following the
extensive renovation to the facility.
Vendor selected for this purchase: Oleson Sod Cedar Falls IA
El Bids or written quotes were taken on this purchase, as follows:
EX Bids or quotes were not taken on this purchase because:
Oleson Sod is the only local vendor.
Prior Committee Actions (Dates): approved 6-19-2013 at $2,000
Please check the following box(es) as appropriate to describe the funding for this expense:
ElGeneral Fund Road Use Tax 0 Sewer Sanitation
nX Bonds Federal/other grants El Other (specify)
Tjisxexpenditure is to be coded to the following budget line -item:
4 37-4202-2178 37SPT.CRYS
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respe futiy-submitted,
.Imcc ,e , L4- t 7111 ": )/_3
ignature D - • •r Designee) Date (Sighature Finance Dept. Review) Date
$ -603,35aQ-- /// , /.7//1
K\shhred goodies\forms\Expenditure Pre-AuthoritatIon.xls (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee ��I/ ��tt
Approval Dater 4. /S�V
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Police Department to expend
$ 1,440.00 plus est. shipping costs of $ 0.00 to pay for or purchase
to pay for yearly expenses to 3S1 Security Systems Inc. for GPS fees for LEIN region 2
Information Sharing Office.
This purchase or expenditure is being made because:
this pays for wireless GPS service for Information Sharing office that is through
the Des Moines office of Homeland Security.
Vendor selected for this purchase: 3S1 Security Systems Inc.
❑x
Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
Homeland Security Emergency Management receives the state bid for this
service, and this is LEIN Region 2 portion of this service.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund
Bonds
❑X
Road Use Tax
Sewer ❑ Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-11-1150-1339 11GRT LEN 8
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully sub itt
1i.-AV' i iQf A k� �! b� 13 Xi7- c iu �� l,J c� �cc L .5 .: t)th
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
$
$
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date G , / 5 2 / 3'
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Public Works
$ 5,365.00 plus est. shipping costs of $ 0.00
Replacement Network Office Copier
Department to expend
to pay for or purchase
This purchase or expenditure is being made because:
Existing copier not supportable due to age / availability of repair parts
Vendor selected for this purchase: Office Elements
E Bids or written quotes were taken on this purchase, as follows:
Office Elements - Waterloo, IA - $5365
Advanced Systems - Waterloo, IA - $7265
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:
EGeneral Fund E Road Use Tax 0 Sewer ❑ Sanitation
ri Bonds ❑ Federal/other grants Other (specify)
This expenditure is to be coded to the following budget line -item:
010-18-7950-1385 / 266-19-7100-1385
(Fund - Department - Activity - Account Number)
( roject Code)
in which the budgeted amount is $ 5750 / 5000 ✓
and the current available balance is
Respectfully submitted,
3
$ 575U / 5000'�
K:\shared goodies Worms \Central Garage - Savin MPC 4502 Copier - July 2013 (Mar 2010)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date c> /, j9d9
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Street
$ 1,075.00 plus est. shipping costs of $ 0.00
Backfill Tamper
Department to expend
to pay for or purchase
This purchase or expenditure is being made because:
Required to perform finish work on street repairs
Vendor selected for this purchase: Gierke Robinson
n Bids or written quotes were taken on this purchase, as follows:
Gierke-Robinson - Waterloo, IA - $1075.00
Campbell Supply - Waterloo, IA - $1099.00
❑ 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 E Road Use Tax ❑ Sewer 0 Sanitation
❑ Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
266-19-7100-1555
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully` miffed,
(Project Code)
$ 4,500.00
$ 4,500.00
7-3 —/3
K:\shared goodies\forms\Street Department - Backfill Tamper - July 2013 (Mar 2010)
7 3 . Y-3
City Clerk Use Only
Finance Committee
Approval Da
LJ
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
$ 2,916.20 plus ext. shipping cost of $ 0.00 to pay for or purchase
Monitor system for black hawk creek
This purchase or expenditure is being made because:
need to be able to monitor the level on the Black Hawk creek
Bids or written quotes were taken on this purchase, as follows
Bids or quotes were not taken on this purchase because:
Radio Communications is the company that has been putting this kind of equipment in all
our lift stations and we need to keep conitinuty in all our trunking radios that are in the lift
stations.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund: nRoad Use Tax: nSewer: ❑Sanitation:
Bonds:
❑Federal/othergrants:
ther(specify):
This expenditure is to be coded to the following budget line -item:
570/14K200/1373
(Fund - Department - Activity - Account Number)
in which budgeted amount is
and the current available balance is
Respegtfully subtted,
7-
(Signature Dept. Head Or Designee) Date (Sign
(Project Code)
$ 10, 000.00 '/.
$ 10,000.00 'V
ture Finance Dept. Review)
Date
R CS YS TEMS
•r-Radio Communications
co,,,p„ny
1657 Falls Ave
Phone: 319-234-3511 Waterloo, IA. 50701
Fax: 319.233-8292 Order Line: 800-728-2929
Name waterloo Waste Management
Attn. Kent Quint County
Address: 3505 Easton Ave.
Address:2
Account #:
City: Waterloo
Zetron 1708 Alarm for Ansborough Lift Station
ST: Iowa ZIP:
Phone: 291-4553
•:•TraCklnp74
130703-11
• racKrig'Date.
7/3/2013
Fax:
.Sates Orders
: • $-Q•bite:
'Rev. none
: •: • Irivoioe 4
• •
L#
• Irivoioe• Dates
Q
QTY
MODEL
-
DESCRIPTION
. - - - - - -- -
UNIT PRICE
TOTAL PRICE
1
1
TK 980
Kenwood Trunking Mobile Radio
385.70
2
Includes Govt Discourt of 30%
385.70
3
1
A-1
P
Programming and Configuration
75.00
4
1
KCT-19
Accessory cable between Model 1708 and TK980
22.00
75.00
5
1
NPN
Mag Mount 800mHz Mobile Antenna Gain
45.00
22.00
6
1
ICT 12-20
ICT Power Supply
125.00
45.00
125.00
7
1
901-9260
Zetron Model 1708 RTU with PS and Software
1,575.00
1,575.00
6
1
NPN
Base Kin Cabinet for Radio and Power Supply
28.50
28.50
9
8
A-1 Hours
P
Program 1708 and Install the site (Includes Travel)
75.00
600.00
10
1
Year
800 trunking fee
60.00
60.00
1
12
13
14
15
16
17
1
Misc
Li
Notes or Special Instructions:
Page Total
$2,916.20
L2
L3
•••'PhOe
Total ••'
$2,916.20
L4
AYSTALLATION
L5
•'
_
• SOB TOTAL • •
$2,916.20
L6
SALES TAX
EXEMPT
L7
SHIPPING
Included
L8
:':
TOTAL :'
$2,916.20
Delivery: 2-3
Week(s), ARO.
Teens: Net-30
PO Number:
Delivery is based on manufacturers estimates
and is subject to change.
Down Paym't P.O.
Project: Service -Installations
Disclaimer:
RCSystems - Radio Communications Co. Inc. & MWSN, will assume
NO Liability as a result of Equipment failure and/or loss of services.
BY: Todd Carlson
Email:
Accepted by:
E-Mail:
Todd @rcsystems.com
Name Date
Visit nnr wohdro.
Valid for:
The FUTURE is with RCSvstems - Serving Iowa for over 40 years - Engineering. Sales. Service 6 Consulting
60 Days
City Clerk Use Only
Finance Committee ! /1
Approval Date /✓ 1613
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
$ 3,658.00 plus ext. shipping cost of $ 0.00
Pump stand & bowl
to pay for or purchase
This purchase or expenditure is being made because:
To replace pump stand and bowl that are worn out this is for grit removal
Bids or written quotes were taken on this purchase, as follows
Bids or quotes were not taken on this purchase because:
Zimmer & Francescon are the rep for Smith & Loveless grit pump parts
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund: Road Use Tax: Sewer: ❑Sanitation:
Bonds:
❑Federal/other grants:
ther(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 sul?miffed,
(Project Code)
$ 250,000.00
$ 246,283.45 ✓
i ature Dept. ead Or Designee) Date (Signature Finance Dept. Review) Date
APR/22/2013/MON 02:18 PM ZIMMER & FRANCESCON
FAX No, 877 244 2508 P. D01
ZIMMER & FRANCESCON, INC. 6200 66th Avenue
Moline, II-. 61265
1-800-621-1118
QUOTATION 309-797-1117 tel
TO: City of Waterloo 877-244-2508 fax
Mr_ Richard Olson
3505 Easton Avenue QUOTATION NO: 130423
Waterloo, Iowa 50702 DATE: 4/22/13
SUBJECT: Smith & Loveless Pump Stand
We are proposing to furnish the following equipment at the prices indicated
and in accordance with the terms set forth herein.
1 ONE Smith & Loveless Part Number 60D232-300
Pump Stand - Model 4B2J Pump
TOTAL DELIVERED PRICE $3,658.00
Notes:
1) Above price INCLUDES freight costs to Waterloo
2) Please provide pump Serial Number upon ordering to
re -confirm correct part number
3) Delivery is Approx. 3 - 4 Weeks After Receipt of Order
-7:1.2 6'/7-
Water, Sewage and Industrial Waste Treatment, Pumps Blowers 1