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Home My WebLink About06/24/20131. 2. FINANCE COMMITTEE June 24, 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 June 17, 2013. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Bob Osgood, Plumbing Inspector IAPMO 2013 Annual Education/Business Conference Kansas City, Missouri September 29, — October 4, 2013 $895.00 Pre Authorizations to Expend over $1,000.00 Dept. AmountEst. Expenditure Building Maintenance $7,559.30 Repainting doors, frame, walls, railing, and refinishing benches at Five Sullivan Brothers Building Maintenance $8,610.00 Removing/disposing of existing ceiling and installation of new acoustical ceilings at Five Sullivan Brothers Leisure Services $1,655.00 Rock for containment bins at 3 municipal golf courses Leisure Services $2,000.00 (NTE) Sod for repair to construction areas at Riverfront Sports Park Planning & Zoning, Engineering, and Community Development $1,200.00 ArcView Software Maintenance Agreement Police $15,965.00 Renewal of annual maintenance contract for Shieldware software Waste Management Services $3,600.00 Truck tool box Safety Committee $2,176.00 Replacements required to meet OSHA requirements BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date...4,6„..014, The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the P&Z,Eng & CD Department to expend $ 1,200.00 plus est. shipping costs of $ 0.00 to pay for or purchase ArcView Software Maintenance Agreement This purchase or expenditure is being made because: The maintenance agreement is a yearly agreement that provides technical suport for the software, as well as no -cost upgrades that become available Vendor selected for this purchase: ESRI 0 Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: This is a maintenance agreement to current software Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund El Road Use Tax n Sewer ri Sanitation n Bonds El Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010 08 5700 1520($300); 224 32 5850 i 5� (Fund - Department - Activity - Account Number) (Project Code) .;ILL- Cl 79 C 15-ao ( (pDoo) / 3 I'✓ jv 07 in which the budgeted amount is $ 340 -3060' 330,) and the current available balance is $ 3�v tip ✓ v ' 400 • 15 ��' . guar i„ze ikn't 6d Sty /0 q5ti ( 1Srr3 (Signature Dept. Hea..r Designee) Date (ighature Finanbe Dept. Review) Date Respectf K:\shared goodies \forms\ESRIMtAgree 6.17.13.xls (Mar 2010) esri Esri Inc 380 New York Street Redlands CA 92373 SUBJECT: MAINTENANCE QUOTE DATE: TO: ORGANIZATION: FAX #: FROM: FAX #: EMAIL: Number of pages transmitted (including this cover sheet): 06/17/2013 Shane Graham City of Waterloo Planning & Zoning Dept 319-291-4262 PHONE #: (319) 291-4366 Theodore Burns PHONE #: 909-793-2853 Ext. 4666 tburns@esri.com QUOTATION #25553301 3 DOCUMENT DATE: 06/17/2013 6/17/13 QUOTE REVISED TO REFLECT 1:9 PRIMARY/SECONDARY RATIO. Please find the attached quotation for your forthcoming software maintenance term. Keeping your maintenance current entitles you to exclusive benefits, and if you choose to discontinue your coverage, you will become ineligible for these valuable benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your coverage at a later date. For details regarding the maintenance program benefits for your licensing, please visit http://www.esri.com/maintenancebenefits. Customers who have multiple copies of some Esri products may have the option of supporting some of their licenses with secondary maintenance. Please contact Customer Service to find out more about the availability of secondary maintenance. For information about Esri Desktop, Developer software, or Web services terms of use, as well as purchase order terms and conditions, please visit http://www.esri.com/leg al/licensing/software-license. html. Do you need training? You can get affordable Esri software training for your entire organization with a subscription to Esri Virtual Campus. To find out how, visit the campus: http://campus.esri.com/campus/catalog/subscriptions For details about ECP discounts and waivers for non-profit users please visit http://www.conservationgis.org/grant If you have any questions or need additional information, please contact Customer Service at 888-377-4575 Option 5. • esri Date: 06/17/2013 e 380 New York Street Redlands, CA 92373 Phone: 909-793-28534666 Quotation Number: 25553301 City of Waterloo Planning & Zoning Dept 715 Mulberry St Waterloo IA 50703 Attn: Shane Graham Customer Number: 159163 For questions regarding this document, please contact Customer Service at 888-377-4575. Item Qty Material# Quotation Send Purchase Orders To: Esri, Inc. 380 New York Street Redlands, CA 92373-8100 Attn: Theodore Burns Please include the following remittance address on your Purchase Order: Esri, Inc. File #54630 Los Angeles, CA 90074-4630 Unit Price Extended Price 10 1 87193 300.00 ArcGIS for Desktop Basic (formerly ArcView) Single Use Secondary Maintenance Start Date: 02/20/2013 End Date: 02/19/2014 1010 2 87193 300.00 ArcGIS for Desktop Basic (formerly ArcView) Single Use Secondary Maintenance Start Date: 02/20/2013 End Date: 02/19/2014 2010 1 87193 300.00 ArcGIS for Desktop Basic (formerly ArcView) Single Use Secondary Maintenance Start Date: 02/20/2013 End Date: 02/19/2014 DUNS/CEC: 06-313-4175 CAGE: OAMS3 Subtotal Estimated Tax Total 300.00 600.00 300.00 1,200.00 0.00 $ 1,200.00 This quotation is valid for 90 days and is subject to your Esri License Agreement. The quotation information is proprietary and may not be copied or released other than for the express purpose of system selection and purchase/license. This information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Any estimated sales and/or use tax has been calculated as of the date of this quotation and is merely provided as a convenience for your organization's budgetary purposes. Esri reserves the right to adjust and collect sales and/or use tax at the actual date of invoicing. If your organization is tax exempt or pays state taxes directly, then prior to invoicing, your organization must provide Esri with a copy of a current tax exemption certificate issued by your state's taxing authority for the given jurisdiction. Esri reserves the right to include a price or fee uplift or charge a handling fee appropriate to cover costs associated with implementation and participation in any third party vendor management, procurement, or invoice program required by the customer that passes the fees along to vendors providing products or services. Issued By: Theodore Burns Ext: 4666 ICSBATCHDOM1 To expedite your order, please reference your customer number and this quotation number on your purchase order. • 380 New York Street esri e Redlands, CA 92373 Phone: 909-793-28534666 Date: 06/17/2013 Quotation No: 25553301 Item Qty Material# Customer No: 159163 Quotation Page 2 Unit Price Extended Price IF YOU WOULD LIRE TO RECEIVE AN INVOICE FOR THIS MAINTENANCE QUOTE YOU MAY DO ONE OF THE FOLLOWING: • RESPOND TO THIS EMAIL WITH YOUR AUTHORIZATION TO INVOICE • SIGN BELOW AND FAX TO 909-307-3083 • FAX YOUR PURCHASE ORDER TO 909-307-3083 REQUESTS VIA EMAIL OR SIGNED QUOTE INDICATE THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION AND THAT YOUR ORGANIZATION DOES NOT REQUIRE A PURCHASE ORDER. If there are any changes required to your quotation, please respond to this email and indicate any changes in your invoice authorization. If you choose to discontinue your support, you will become ineligible for support benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your support coverage at a later date. This transaction is governed exclusively by the terms of the above -referenced contract, if any, or Esri's standard terms and conditions at www.esri.com/legal. In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. By signing below, you are authorizing Esri to issue a software support invoice in the amount of $ i„.9, O C plus sales tax, if applicable. Please check one of the following: I agree to pay any applicable sales tax. L/ I am tax exempt. Please contact me if Esri does not have my current exempt information on file. Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinve ent AcF',-anld whether Esri is a Prime Recipient, Sub -recipient, or Vendor for reporting purposes. Signaure of Authorized Representative Date I Ce �l �K Name (Please Print) Title ICSBATCHDOMI City Clerk Use Only Finance Committee n�J/�� (Approval Datevf, �( .016/, 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 $ 3.600.00 plus ext. shipping cost of $ 0.00 to pay for or purchase Truck tool box This purchase or expenditure is being made because: To fabricate tool box on the newest flusher truck that was damaged n Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: General Sheet Metal Works is the company that can do this type of work Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: nSewer: (Sanitation: Bonds: nFederal/other grants: Other(specify): This expenditure is to be coded to the following budget line -item: 520/14/5200/1569 (Fund - Department - Activity - Account Number) (Project Code) $ 40,000.001 in which budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date $ 10,178.35 / General Sheet Meta! Works, Inc. GENERAL SHEET MET'AI. P.O. BOX 1535 217 RATH STREET WATERLOO, IA 50704 (319)234-5428 lan.widmann agmail.com http://generalsheetmetaliowa.com Bill To CITY OF WATERLOO 715 MULBERRY STREET WATERLOO, IA 50703 Service FSales Activity • LABOR & MATERIAL TO FAB NEW TRUCK TOOL BOXES. PAINT WITH PROTECTIVE (LINT X) STYLE COATING Date (15/30/2013 Terms Net 30 P.O. No. !CENTRAL GARAGE Quantity 1 Rate Invoice Invoice # 110973 Due Date 06/29/2013 Our Order # 23007 Amount 2,990.00 IF YOU WOULD LIKE TO RECEIVE YOUR INVOICE VIA E-MAIL, PLEASE CONTACT JAN AT Jan.Widmann@gmail.com. Total'. $2,990.00 General Sheet Metal Works, Inc. GENERAL SHEET META I, P.O. BOX 1535 217 RATH STREET WATERLOO, IA 50704 (319)234-5428 jan.widmann@grnail.com http://generalsheetmetaliowa.com GSM, inau. „ .E>« :Bill To 1 CITY OF WATERLOO 1715 MULBERRY STREET WATERLOO, IA 50703 Service I Activity Sales I • LABOR & MATERIAL TO ROLL: 3PC #1OHR 11"ODx36"L I 3 PC #10 HR 15"ODx36"L Date 05/11/2011 Terms Net 30 Invoice Invoice # 110980 Due Date 06/30/2013� P.O. No. I Our Order # I WASTE MANAGEMENT 23063 I Quantity Rate Amount 610.00 IF YOU WOULD LIKE TO RECEIVE YOUR INVOICE VIA E-MAIL, PLEASE CONTACT JAN AT Ian.Widmann@gmail.com. Totali $610.001 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date Sisttii P,,b17 2/2 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Safety Committee Department to expend $ 2,176.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replacement of AED Pads This purchase or expenditure is being made because: Replacements required to meet OSHA requirements Vendor selected for this purchase: AED Professionals ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: OEM required item Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund I I Road Use Tax n Sewer ❑ Sanitation ❑ Bonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-09-8255-1573 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 3,018.95 -« /go 3/( $ r I 'u Jo 4s Respectfully ubmitted, 6 - i7—/3 K:\shared goodies\forms\Safety Committee - Purchase of Replacement AED Pads - June 2013 (Mar 2010) City Clerk Use Only Finance Committee 1� Approval Date \ idoe 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 $ 15,965.00 plus est. shipping costs of $ 0.00 to pay for or purchase renewal of the annual maintenance contract for Shieldware, the primary software used by the police department. This purchase or expenditure is being made because: this is a contract renewal with Shieldware that provides the software and support for the CAD and RMS systems. Vendor selected for this purchase: Shield Technology Corporation ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: The Shieldware program is proprietary to Shieldware Technology Corporation providing this service to all Black Hawk County Public Safety Agencies. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Road Use Tax n Sewer n Sanitation n Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ //6/ O " and the current available balance is $ 6/h/8u`' Respectfully submitted, (11\0 r (SignatUrb 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 vicar ady :).4%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 $ me $2,000.00 plus est. shipping costs of $ to pay for or purchase 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. FY Q 1 1 Vendor selected for this purchase: Oleson Sod (Cedar Falls, Iowa) x Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Oleson Sod is the only local vendor. 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: 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 submitte $ (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\sod pre auth (2).xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee ��/q)� Approval Date S__u_y'T" 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 $ 1,655.00 plus est. shipping costs of $ to pay for or purchase rock for the containment bins at the three municipal golf courses. This purchase or expenditure is being made because: rock is needed for compacted gravel approach to the containment bins at the golf courses. Vendor selected for this purchase: BMC Waterloo ❑ Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: BMC, Basic Materials, is the only local vendor that has rock. 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 1 Sewer Federal/other grants Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 411-37-4120-2174 37GLF-0001 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully-sjbmitted, ; Z r gnature(Dep' Iad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) $ 135,000.00 $ 135,000.00 ✓ City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 'slime yid/a 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 $ 8,610.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Remove & dispose of existing ceiling system (temporarily support fixtures) Furnish & install acoustical ceilings to match adjacent metting areas. 5 Sull Bros Vendor selected for this purchase: Artisian Ceiling Systems & Acoustical Specialties n 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: QX General Fund n Road Use Tax n Sewer Sanitation 111 Bonds n FederaVother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1382 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfulsubmitted, (Project Code) c (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodies\forms\Pre-Auth 5 Sull Bros - Ceiling System.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 Building Maint Department to expend $ 7,559.30 plus est. shipping costs of $ to pay for or purchase City Clerk Use Only Finance Committee Approval Date aveke DJ.1J- This purchase or expenditure is being made because: Repainting doors, frames and walls & refinish/stain railings. Stripped & refinished wood benches for Five Sullivan Brothers Convention Center Vendor selected for this purchase: Personified Inc. ❑ 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: ❑X General Fund ❑ Bonds Road Use Tax ❑ Sewer IT Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-6860-1382 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ /O75/5 and the current available balance is `' y Respectfully subrted, 7 (Sigriafure Dea-Head or Designee) Dafe (Signature Finance Dept. Review) K:\shared goodies\forms\Pre-Auth 5 Sull Bros - Personified (painting).xls (Mar 2010) Date