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Home My WebLink About06/03/20131. 2. 3. 4. FINANCE COMMITTEE June 3, 2013 5:10 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of May 28, 2013. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Jody Stratton, Police Officer Reserve Recruitment & Fundraising Course West Des Moines, Iowa June 4-6, 2013 $779.00 Kent Shankle, Director Travel to return/pick up art & attend Snake Burlington, Iowa June 13- 16, 2013 $200.00 Jeff Siebel, Property Safety Inspector Fire inspector II Certification Training Des Moines, Iowa November 4-8, 2013 $1,500.00 Craig Clark, Building Official/Maintenance Administrator Certified Building Official Legal/Management Des Moines, Iowa November 4-8, 2013 $1,375.00 5. Approval of request to seek bids for F14 ammunition needs for the Police Department -- Submitted by Dan Trelka, Director of Safety Services 6. Approval of request to seek bids for One (1) 2013 Ford F-250 for the Housing Department —Submitted by Mark Rice, Public Works Director 7. Pre Authorizations to Expend over $1,000.00 Dept Amount + Est. S/H Expenditure Mayor's Office $550.00 Mayor's volunteer awards Fire Rescue $1,488.00 Annual audiograms Airport $2,223.66 Millermatic shop welder Police $5,156.24 Repair of patrol vehicle #092 damaged from accident Leisure Services $2,900.00 Concrete pad for shelter Engineering $16,754.00 42" wide combination scanner/plotter Traffic Operations $3,456.93 + $200.00 Beldon coax cable & shielded cable for installation of cameras at llth & Washington Streets Police $13,457.00 Replace domain controller for Police Department computer system Police $5,000.00 Implementation of terminal service software as a replacement of Citrix solution software Leisure Services $6,645.00 Hardware for registration/membership management at Young Arena and Cedar Valley SportsPlex Police $6,550.00 Upgrade software to current website for Police Department BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk CITY OF WATERLOO Committee Communication Finance and Public Safety Committee Meeting: Tune 3rd, 2013 Prepared: Wednesday, May 29, 2013 Dept. Head Signature: Director Dan Trelka # of Attachments: None SUBJECT: Police Department Submitted by: Request authorization to seek bids for FY 14 ammunition needs for the Safety Services Director Dan Trelka Recommended City Council Action: Authorize the Police Department to seek sealed bids for ammunition needs for FY 14. Summary Statement: This is the annual purchase of ammunition used in firearms training for the Police Department. Expenditure Required: Yes Source of Funds: General Funds Policy Issue: None Alternative: None Background Information: None CITY OF WATERLOO Committee Communication FINANCE Committee Meeting: June 3, 2013 Prepared: May 29, 2013 Dept. Head Signature: # of Attachments: SUBJECT: Request authorization to seek bids for One (1) 2013 Ford F-250 for the Housing Department Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Summary Statement Expenditure Required Source of Funds: Section 8 and Public Housing Budget Policy Issue Alternative r Il3 ;253 i.3 /SLj ,31r7 fJUJc, .),s 3 / 3 5y5 .. I/ 7 /y I x' /,, Background Information: Request authorization to seek bids to replace Housing Department Pickup. Approval to purchase was granted by WHA Governing Board at their March 28, 2013 meeting. City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date tin 13 I )3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport $ 2,223.66 plus est. shipping costs of $ Millermatic shop welder Department to expend to pay for or purchase This purchase or expenditure is being made because: current welder is over 40 years old and in need of replacement. Vendor selected for this purchase: Airgas n Bids or written quotes were taken on this purchase, as follows: Airgas $2,223.66 Superior Welding $2,354.69 Harris Welding Supplies $2,395.00 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: 1 ^ 1 General Fund n Road Use Tax n Sewer n Sanitation ❑ Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-29-7700-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, C (Signature Dept. ad or Designe (Project Code) $ 133,300.00 ✓ $ 21,905.16 ate (Signature Finance Dept. Review) Date K:\shared goodieslforms\Shop Welder.xls (Mar 2010) 5/24/13 Waterloo Regional Airport Mail - Revised Auth i Revised Exp Auth Sheila Combs <scombs@flyalo.com> Fri, May 24, 2013 at 2:53 PM To: Brad Hagen <bhagen@flyalo.com>, Bradley Hagen <bradleyhagen@icloud.com> Hi Brad, Attached is the revised Expenditure Authorization for the shop welder. OK to sign? Thanks, Sheila Sheila M Combs Waterloo Regional Airport ph (319) 291-4483 fax (319) 291-4250 scombs@flyalo.com c Shop Welder.xls 60K Bradley Hagen <bradleyhagen@icloud.com> Fri, May 24, 2013 at 3:21 PM To: Sheila Combs <scombs@flyalo.com> Hi Sheila, Yes, I approve. Please attach my signature. Brad Sent from my iPhone [Quoted text hidden] <Shop Welder.xls> hops://mai I.g oog Ie.com/rroil/ca/u/0/?ui=28j1527d2712408oA pt&search=inbox&th=13ed81 a;ha7c W5 1/1 City Clerk Use Only Finance Committe Approval Date i3 i► 3 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 Mayor Department to expend $ 550.00 plus est. shipping costs of $ to pay for or purchase Mayor's volunteer awards This purchase or expenditure is being made because: annual fee for this project Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: n/a 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 U Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-8200-1345 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ Respectfully submitted, C �I Aim! ( ��--�C�L-i',�.u./ � �' -"i. 7 fir >../:LV /�,'.LLti- i.�'L S:S,i G`;} Date (Signature Finance Dept. Review) Date (Signature Dept. Head or Designee) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee] Approval Date tO 131 1,3 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 WFR Department to expend $ 1,488.00 plus est. shipping costs of $ 0.00 to pay for or purchase Annual Audiograms This purchase or expenditure is being made because: These hearing tests are a contractual obligation: Article XXIII-Health and Safety Section 23.02 (Page 35) Vendor selected for this purchase: Allen Occupational Health Qx Bids or written quotes were taken on this purchase, as follows: There is a City wide contract with Allen Occupational Health for all medical services for their employees. 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 ❑ Sewer Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-12-1400-1314 (Health Services) (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is submitted, (Signature De Head or Designee Date (Signature Finance Dept. Review) Date . Sanitation (Project Code) $ 9,000.00 $ 6,038.36 K:\shared goodies\forrns\Audiograms.xls (Mar 2010) Approval Date City Clerk Use Only Finance Committee ?P/3f/3 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 $ 5,156.24 plus est. shipping costs of $ 0.00 to pay for or purchase repair police patrol vehicle 092 that received damage during a motor vehicle accident This purchase or expenditure is being made because: this vehicle repair is needed to maintain the patrol fleet at the necessary level. Vendor selected for this purchase: Cecar Valley Motors and Collision Center LLC ❑ Bids or written quotes were taken on this purchase, as follows: Cedar Valley Motors and Collision Center LLC $5156.24 Iowa Auto Rebuilders $9205.68 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax ❑ Sewer Bonds pi Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1378 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, 47 Az </ $ i� C $ 4.t, `L, (Signa'fure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date C3i3113 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 $ 2,900.00 plus est. shipping costs of $ to pay for or purchase Concrete pad for shelter. This purchase or expenditure is being made because: the pad and sidewalks are needed for the shelter in the Byrnes parking lot. Vendor selected for this purchase: D.C. Corp Waterloo IA El Bids or written quotes were taken on this purchase, as follows: DC Corp, Waterloo $2,900.00 B&B Builders, Waterloo $3,150.00 Bowers Masonry, Waterloo $3,900.00 I I Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) BH Gaming This expenditure is to be coded to the following budget line -item: 426-37-4120 2174 37GLF.BDRN (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 642,000.00 and the current available balance is $ 5u3'y Ressubmitted, . (Signature Dept. lead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date: 13 113 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 $ 16,754.00 plus est. shipping costs of $ 0.00 to pay for or purchase a 42" wide combination scanner/plotter. This purchase or expenditure is being made because: Engineering's current scanner/plotter is failing. It is used by seven different department to scan large documents and print large maps. Vendor selected for this purchase: Rapids Reproduction x Bids or written quotes were taken on this purchase, as follows: Rapids Reproduction: $16,754.00 Advanced Systems: No bid Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: riGeneral Fund n Road Use Tax n Sewer Sanitation �X Bonds I I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 413-07-7830-2118 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 20,000.00 and the current available balance is $ 20,000.00 V Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Plotter Expenditure Pre-Authorization.xlsx (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date (D131 ( 3 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 $ 3,456.93 plus est. shipping costs of $ 200.00 to pay for or purchase Beldon Coax Cable and Shielded Cable This purchase or expenditure is being made because: For installation of cameras at the intersection of 11th & Washington Vendor selected for this purchase: Echo Automation and Controls ❑X Bids or written quotes were taken on this purchase, as follows: Echo Automation and Controls Cedar Falls, IA Farnsworth Electronics, Inc. Waterloo, IA Brown Traffic Products, Inc. Davenport, IA Bids or quotes were not taken on this purchase because: $3,456.93 $3,575.00 $4,875.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: • General Fund ❑ Road Use Tax ❑ Sewer QX Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-17-7161-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ 90,000.00 $ 13,507.39 / Ig ature Dept. He d or Designee) D to (Sigrnature Finance Dept. Review) Date K:\shared goodieslforms\2013-May-Expenditure Pre -Authorization - TO-Cable-11th & Washington Cameras.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date (` 13 1/ 13 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 $ 13,457.00 plus est. shipping costs of $ 0.00 to pay for or purchase replace domain controller for the police department computer system. This purchase or expenditure is being made because: needed to replace an older controller that is beyond its life cycle and is beginning to fail. Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: ACES $13457.00 CDWG $13460.42 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 Ox Bonds I 1 Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 411-11-1100-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Re ectfully submi ed, (Project Code) $ ,ro (76, l $ 18 64:6, — 05 Zc/3 'r`1 k <.. C . l: <; 6 c2(i- e13 (Signature D'pt. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date `C�f ,3 113 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 $ 5,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase implementation of terminal server software as a replacment of Citrix solution software This purchase or expenditure is being made because: this is phase one of moving from Citrix solutions to Mircrosoft terminal server software to reduce annual maintenace costs Vendor selected for this purchase: ACES LiBids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: this is proprietary to ACES company that is the provider of the police department internal networking technology. 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 ❑ Sanitation 111 Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-11-1100-2106 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ /,k),00 and the current available balance is Respectfully submitted U'/ Z / /3 (Signatie D pt. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee`�` Approval Date 311.3 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 $ 6,645.00 plus est. shipping costs of $ to pay for or purchase Hardware for new registration/membership management/point of sale hardware at Young Arena and the Cedar Valley SportsPlex This purchase or expenditure is being made because: This hardware is needed to operate the point of sale system and membership management module. Vendor selected for this purchase: Maximum Solutions Inc. (Plymouth, MN) n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Maximum Solutions provides hardware that works with the software purchased for Young Arena and the Cedar Valley SportsPlex. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund nBonds n Road Use Tax n Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-4202-247-8 $4,632** 4500-149.0 $2,013 37SPLX-GIFT** (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectf Ily submi e ead or Designee) Date $ 1984192 20OOO i3' $ ? ' 16499 Ci 3i (Signature Finance Dept. Review) Date K:\shared goodies\forms\Copy of Hardware pre auth.xls (Mar 2010)