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03/04/2013
1. 2. 3. 4. 5. 6. 7. 8. FINANCE COMMITTEE March 4, 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 February 25, 2013 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Investigator Girsch Clandestine Laboratory Certification Johnston, Iowa April 29- May 3, 2013 $234.33 Officer Erie; Investigator Gergen; Sergeant McClelland ILEETA Training Conference Wheeling, Illinois April 14- 19, 2013 $2,513.00 Suzy Schares, City Clerk; Nicole Fischels, Human Resources Specialist; Nancy Culpepper, Administrative Secretary 2013 Iowa Employment Training, Benefits & Wellness Conference Altoona, Iowa April 24- 25, 2013 $851.00 John Lenius, Housing Inspector IAHO Spring Conference Waterloo, Iowa April 3-5, 2013 $250.00 Sergeant Camarata; Sergeant McGeough; Sergeant Rasmussen; Sergeant Feaker First Line Supervisor School Johnston, Iowa April 22- 26, 2013 $3,260.00 Sergeant Farmer; Officer Bovy; Officer Bose 2013 USPCA Annual K9 Narcotics Recertification Training Fort Madison, Iowa April 15- 17, 2013 $1,375.00 Lieutenant Payne; Investigator Girsch; Jake Austin, DNE State of Iowa 2013 Iowa Narcotics Officers Association Training Conference West Des Moines, Iowa March 25-28, 2013 $1,860.00 Steve Carey, Fire Department Instructor Confined Space Rescue Albert City, Iowa March 12-14, 2013 $582.50 9. Recommendation to accept bid from Witham Auto Center for the purchase of one (1) 2013 Ford 3/4T Cargo Van for the Building Maintenance Department in the amount of $21,627.68—Submitted by Mark Rice, Public Works Director. 10. Pre Authorizations to Expend over $1,000.00 Dept. AmountEst. Expenditure Central Garage $17,500.00 Replace Tink Bucket Culture & Arts $1,850.00 Print services Leisure Services $1,304.50 Baseball/softball pants Leisure Services $5,900.00 Soil testing for the Virden Creek Project MIS $5,010.00 Mcafee end -point anti -virus software renewal for all city computers MIS $17,083.82 Core network equipment Planning $4,320.00 Contract with Title Services Corporation to complete abstracting services for up to 8 parcels of land located within the Sherwood Park Neighborhood Police $2,431.00 Three X26E Tasers without holsters Police $1,600.00 + $100.00 One Hydra -ram forcible entry tool Police $2,325.00 + $50.00 Assortment of chemical munitions to be used by the police tactical unit BUDGET LINE ITEMS TO BE AMENDED 11. Authorization to increase Line Item 3000 (Cash) and Line Item 1358 in the amount of $221,350.00—Submitted by Planning Department. 12. Approve the project budget for the Young Arena Scoreboard/Video/Audio systems funded with donations in the amount of $845,000.00—Submitted by Leisure Services Department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE February 25,2013 5:10 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 February 18, 2013, as proposed, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Lieutenant Payne; Investigator Saunders; Investigator Girsch Homeland Security Conference Los Angeles, California June 3-8, 2013 $6,387.75 Bill Harter, Captain Basic Fire/Arson Ames, Iowa March 11- 22, 2013 $1,106.50 Pat Treloar, Fire Chief Fire Department Company Officer -Level Des Moines, Iowa March 26- 29, 2013 $460.24 Eric Thorson, PE, City Engineer American Public Works Association Spring Conference West Des Moines, Iowa March 27- 29, 2013 $427.00 Ayes: Three. Motion carried. Ms. Cole noted that the Homeland Security Conference will be funded by a grant. Moved by Hart, seconded by Schmitt that request to seek bids for three (3) replacement pickup trucks for the sewer department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for one (1) 2013 stump cutter unit for the leisure services parks department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for one (1) 2013 sedan for fire department —Submitted by Mark Rice, Public Works Director, be approved. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that request to seek bids for six (6) 2013 police patrol vehicles —Submitted by Mark Rice, Public Works Director, 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. Finance Committee February 25, 2013 Page 2 Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Cultural & Arts $2,450.00 Telephone system repairs Fire $3,100.00 Laptop & computer monitors Fire $2,000.00 Leadership training and coaching Fire $39,500.00 + $1,000.00 Hazmat suits, boots, overpack drums Fire $1,794.48 + $30.00 Hazmat gloves and glove rings Leisure Services $1,900.00 Lumber for completion of dugouts at Tibbitts park Leisure Services $12,840.30 Trees to be delivered, planted and watered for the Airport Boulevard tree project Leisure Services $2,879.00 One Greens Groomer to be used at the 3 municipal golf courses Police $4,716.00 Client access licenses for the remote access of computers outside of the department Waste Management Services $18,720.00 Struv Free chemical Ayes: Three. Motion carried. Mr. Schmitt abstained on the Cultural & Arts phone repairs. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $16.250.00—Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $3,611.25—Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $45,253.26—Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $6,347.48—Submitted by Fire Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $400,200.00—Submitted by Community Development Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $653,000.00—Submitted by Community Development Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $6,020.00—Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that increase several Line Items on file in the City Clerk's office in the amount of $6,585.56—Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Finance Committee February 25, 2013 Page 3 Moved by Cole, seconded by Hart that project budget for the Washington St/US 218 System's Traffic Safety Improvements project in the total amount of $270,000.00 with $250,000.00 funded with a Traffic Safety grant —Submitted by Traffic Operations Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that project budget for the Traffic Safety Radio Broadcast Public Awareness Campaign in the amount of $20,000.00 funded with a Traffic Safety grant — Submitted by Traffic Operations Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that project budget for the 2013 Cedar Valley Human Rights conference funded with the Fair Housing contract in the total amount of $2,350.00—Submitted by Human Rights Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that project budget for the Riverfront Sports Park Path Lighting project with $18,000.00 funded by donations and rebates and $6,000.00 funded with city bond funds —Submitted by Leisure Services Department, be approved. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Accounts Payable Invoice Report, dated February 25, 2013, pp. 1-26, in the amount of $3,752,673.56, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. With no further business before the committee, it was moved by Schmitt, seconded by Hart that the meeting be adjourned at 5:15 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 36: ' ' ?;.'10 1lCi3 Copy - Department NAME(S) AND POSITION(S): Inv. Michael Girsch DATE: February 19,2013 NAME OF CLASS / MEETING: Clandestine Laboratory Certification DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 29,2013 Return Date: May 3,2013 DATE(S) OF MEETING: April 29-May 3,2013 PURPOSE OF TRAVEL: Lt Payne is requesting authorization to send Inv. Michael Girsch to the Clandestine Laboratory Certification School seminar at the Midwest Counter Drug Training Center on April 29-May 30,2013, at Camp Dodge. This 5-day course presents skill sets designed to certify Officers who investigate Clandestine drug investigations. The Officer will meet OSHA requirements and be certified to enter and dismantle Clandestine laboratories. The cost of registration is free. The city will be responsible for lodging and meals. 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: $ 100.00 LODGING $84.33 MEALS $0.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 234.33 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 234.33 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO 2 zr DATE I APPROVE THIS TRAVEL REQUEST MAYOR DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Officer Erie, Inv. Gergen, Sgt. McClelland NAME OF CLASS / MEETING: ILEETA Training Conference DEPARTURE DATE: April 14th FINANCE DEPT. LINE ITEM USED FY _20 /3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 ,q-r 3 -/-) / 1- C. :4 /3 Copy - Department DATE: January 8, 2013 DESTINATION: Wheeling, Illinois DEPARTURE POINT IF NOT WATERLOO: Return Date: April 19t'', 2013 DATE(S) OF MEETING: April 15-19, 2013 PURPOSE OF TRAVEL: Lt. Krogh is requesting to send Officers Erie, Gergen and McClelland to the International Law Enforcement Educators Trainers Association held in Wheeling, Illinois, April 15-19, 2013. This conference is for law enforcement trainers and educators only. It offers the latest in training and current trends in law enforcement taught by some of the most well known educators/trainers in the country. These officers gain valuable knowledge at this conference and in turn pass this on to WPD officers throughout the year during in-service training. Gergen and Erie are department use of force instructors and McClelland is lead firearms instructors. All benefit greatly from attending this conference. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ 0.00 YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 700.00 LODGING $588.00 MEALS $1125 REGISTRATION $100.00 MILEAGE/FUEL TOTAL FOR ALL: $ 2513.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010-11-1100-1346 YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 837.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPART NT HEAD MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S):Human Resources Staff Suzy Schares, Nicole Fischels, Nancy Culpepper NAME OF CLASS / MEETING: 2013 Iowa Employment, Training, Benefits & Wellness Conference DEPARTURE DATE: April 24, 2013 DATE: FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-09-8250-1346 FY _2013 BUDGETED ! - EXPENDED YTD z /y THIS REQUEST LEFT AFTER THIS REQUEST _f ?5 DATE Ori.inal - Clerk/Finance ,1i- De..rtment April 24 — 25, 2013 DESTINATION: Altoona, Iowa DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: DATE(S) OF MEETING: April 25, 2013 April 24 and 25 PURPOSE OF TRAVEL/TRAINING: 2013 Annual conference — update staff on new laws and regulations WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: City Hall, Waterloo, Iowa ESTIMATE OF COST: 111.00 LODGING TAXI 165.00 MEALS PARKING 525.00 REGISTRATION AIRFARE 50.00 MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ 851.00 BUDGET LINE ITEM: 010-09-8250-1346 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 239:00.;A j t L. PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMEN1HEAD MAYOR -1- _LO\ z _1 DATE K\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST DATE FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO LINE ITEM USED FY 3 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST ?.k /3 51 <,7 SL. DATE r .;7 :9 . w l 3 Ori•inal - Clerk/Finance Co. - De..rtment NAME(S) AND POSITION(S): John Lenius DATE: 2-20-13 NAME OF CLASS / MEETING: IAHO Spring Conference DESTINATION: DEPARTURE POINT IF NOT WATERLOO: Waterloo, IA DEPARTURE DATE: 04-03-13 RETURN DATE: 04-05-13 DATE(S) OF MEETING: 04/03 thru 05 PURPOSE OF TRAVEL/TRAINING: Attend IAHO Spring Conference for training and certification. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS $250.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 250.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 283-13-5452-1346 YES NO YES NO TOTAL: $ GRANT REIMBURSABLE REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PU AND IS NECESSARY AND BENEFICIAL CITY OF WATERLOO DEPARTMENT HEAD RPOSE E I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 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 /J, 2 / `1 4 /4,, S 1'�, l3 Copy- Department NAME(S) AND POSITION(S): Sgt.'s Rob Camarata, Matt McGeough, Mike Rasmussen, and Jason Feaker DATE: February 22,2013 NAME OF CLASS / MEETING: First Line Supervisor School DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 22,2013 Return Date: April 26,2013 DATE(S) OF MEETING: April 22-26,2013 PURPOSE OF TRAVEL: Lt Krogh is requesting authorization to send Sergeants Rob Camarata, Jason Feaker, Matt McGeough, and Mike Rasmussen to the First Line Supervisor School at the ILEA on April 22-26,2013 in Johnston, Iowa. This 5-Day course presented by Northwestern University presents skill sets designed to enhance the proficiency of Supervisors and improve their skills to perform their job functions. The cost of registration is $595.00 per Officer and would require lodging and food. A city vehicle will be needed for travel to the training facility. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE x COST $ YES NO DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $ 400.00 LODGING $380.00 MEALS $2380.00 REGISTRATION $/00.00 MILEAGE/FUEL TOTAL FOR ALL: $ 3260.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 815.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST ClEPARTMENT HEAD MAYOR DATE DATE 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 010-11-1160-1528 11-PRO-PDK9, ,,2ii3 Copy - Department NAME(S) AND POSITION(S): Sgt. August Farmer, Officer Al Bovy, and Officer Steve Bose DATE: February 26,2013 NAME OF CLASS / MEETING: 2013 USPCA annual K9 Narcotics Recertification Training DESTINATION: Fort Madison, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: April 15,2013 Return Date: April 17,2013 DATE(S) OF MEETING: April 15-17,2013 PURPOSE OF TRAVEL: Lt Krogh is requesting authorization to send Sgt. Farmer, Officer's Steve Bose and Al Bovy to the 2013 USPCA annual K9 Narcotics Recertification Training on April 15-17,2013, in Fort Madison, Iowa. This 3-day course is a mandatory certification course for the K9's and handlers for the purpose of narcotics detection. This is the only certification course that is held in the state of Iowa. The cost of this training includes registration, lodging, fuel, and meals. Each Officer will need to drive the city squad cars to the training. This training will be paid for out of the K9 fund. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: XX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $450.00 LODGING $315.00 MEALS $360.00 REGISTRATION $250.00 MILEAGE/FUEL TOTAL FOR ALL: $ 1375.00 TAXI PARKING AIRFARE MSC/TOLLS BUDGET LINE ITEM: YES YES x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION NO TOTAL: $ 459.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED /lt„„ r «'17 55 FY-20.3 BUDGETED/4.) 8AC. �� / � ! — EXPENDED YTD THIS REQUEST / Str C LEFT AFTER THIS REQUEST DATE 7/>-' Original - Clerk/Finance Coy - De•artntent NAME(S) AND POSITION(S): Corbin Payne, Lt.- Waterloo Police Department Michael Girsch, Inv. - Waterloo Police, Jake Austin-DNE State of Iowa DATE: February 26, 2013 NAME OF CLASS / MEETING: 2013 Iowa Narcotics Officers Association training Conference DESTINATION: West Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 25, 2013 RETURN DATE: March 28, DATE(S) OF MEETING: March 26-28, 2013 PURPOSE OF TRAVEL: To attend the 2013lowa Narcotics Officers Association Training Conference. The conference participants will have the opportunity to attend sessions that include: Social Media Investigations, Combat Blood Sports, The Sovereign Citizen Movement, Case Law Update, Officer (legal) Survival. The conference has been approved through Iowa Homeland Security and will be funded through the 2010 Grant. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: YES NO COST $ METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $900.00 LODGING $405.00 MEALS $555.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 1860.00 TAXI PARKING AIRFARE M ISCITOLLS 01011 1150 LEIN BUDGET LINE ITEM: 11 GRT LEN7 X GRANT REIMBURSABLE YES NO YES NO TOTAL: $ PER PERSON REQUIRED CERTIFICATION I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR 2- - Lot 1 DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY ::A;t 5 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori•innl- Clerk/Finance STAFF ONLY 6'd !2/1Ll /.3171 `�c.' f-.7'72 i3 Co. - De..rtment NAME(S) AND POSITION(S): Steve Carey DATE: February 26, 2013 NAME OF CLASS 1 MEETING: Confined Space Rescue DESTINATION: Albert City, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: March 12, 2013 RETURN DATE:r:: March 12, 13 & 14, 2013 DATE(S) OF MEETING: March 14, 2013 PURPOSE OF TRAVELITRAINING: To travel to Albert City to provide a Confined Space Rescue class for Valero Renewable Fuei. Depending on class size a second instructor may be needed for the final day. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE X PRIVATE VEHICLE DEPARTING FROM: ESTIMATE OF COST: 240.00 LODGING 95.00 MEALS REGISTRATION 247.50 MILEAGE/FUEL TAXI PARKING All ARE MISCFTOLLS TOTAL FOR ALL: $ 582.50 BUDGET LINE ITEM: 010-12-1415-1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR Z-21-13 DATE DATE K:\Shared Goodies\Forins\Travel Request Form January 2010 CITY OF WATERLOO Committee Communication Finance Committee Meeting: March 4, 2013 Prepared: February 27, 201 Dept. Head Signature: # of Attachments: SUBJECT: Recommend Award of Bid to Witham Auto Center for the purchase of one (1) 2013 Ford 3/4T Cargo Van for the Building Maintenance Department Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Approval Summary Statement: CIP Budgeted Replacement Expenditure Required: $21,627.68 Source of Funds: 412-22-8800-2117 Policy Issue: NA Alternative: NA Background Information: Bids received for one (1) 2013 Ford 3/4T Cargo Van: Witham Auto Center Waterloo, IA $21,627.68 Bill Colwell Ford Hudson, IA No Bid Charles Gabus Ford Des Moines, IA No Bid Authorization to seek bids was approved by Finance Committee at the February 4, 2013 meeting. 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 $ 17,500.00 plus est. shipping costs of $ 0.00 to pay for or purchase Replace Tink Bucket This purchase or expenditure is being made because: Tink bucket used on wheel loader at brush dump worn excessively Vendor selected for this purchase: Murphy Tractor Co ❑ Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: OEM Accessory Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund n Road Use Tax Sewer QX Sanitation Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 525-15-5400-2117 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully -subm fitted, (Signature Dept. Head or Designee) (Project Code) $ 260,000.00 V $ (sL%. CO , , ;-c%i,� .c I/ < fir 1 Date (Signature Finance Dept. Review) .;1 vti'i Date K:\shared goodies\forms\Sanitation - Replacement Tink Bucket - Feb 13.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date -;:3! ( t4 ?/C 1� The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Culture & Arts Department to expend $ 1850.00 or less plus est. shipping costs of $ N/A to pay for or purchase Print services This purchase or expenditure is being made because: To print marketing rack cards for the Waterloo Center for the Arts, Phelps Youth Pavilion, and RiverLoop Facilities. Vendor selected for this purchase: Pioneer Graphics ❑X Bids or written quotes were taken on this purchase, as follows: 2.) $1796.94 - Pioneer Graphics - Waterloo, IA 2.) $1816.00 - Woolverton - Cedar Falls, IA 3.) $2050.00 P.O.S., Waterloo, IA 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 ❑ Sanitation ❑ Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget Tine -item: 010-26-4265-1353 26HMT.0001 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ and the current available balance is Respectfully su itte tit / Z/ZQ i 7 3„' /, ra.; (2 (_�� r. , 27,Zi3 Signatuf e : ad eslgnee) Date (Signa'ture Finance Dept. Review) Date $ 2,131.00 I' :\shared goodies \forms\Rackcard_Expenditure Pre -Authorization (Mar 2010) CHAWNE PAIGE From: Jim Miller <jmiller@thepioneergroup.com> Sent: Saturday, February 23, 2013 10:29 AM To: CHAWNE PAIGE Subject: RE: Request for Quote Chawne I think this is pretty close to the specs I gave you this week, but you must be emailing me to ask for a little more, so I have done a number of things. I reviewed the past job that was almost the same thing, and I understand you may have a change on the front, but I have taken that into account. Also, I am making the assumption that since this job has been coming for months that it is not a rush and if so, I am taking that into account in the pricing as well. Just a note that other savings would be if you decided to not have the high res Epsons on this one since we have run similar copy before for you. But I have included the high res Epsons in the price below. Let me know how this looks and if I need to do anything else for you. Thanks NEW ISSUE# 63411 Gang 6 — 4x9 and 1— 8x9 that s$o—r-eltolds in half all pp 4/4 on 80# Matte Cover with proofs and deliver to Chawne 5,000 each of 7 total pieces g, n� ged - $1796.94 Let me know if you need press time scheduled. Jim Jim Miller - President Pioneer Graphics Commercial Printing OFFICE HOURS 8 AM TO 4:30 PM Let us print your post cards and mailers - full mailing services available From: CHAWNE PAIGE[mailto:CHAWNE.PAIGE(&WATERLOO-IA.ORG] Sent: Friday, February 22, 2013 4:24 PM To: (happenings©waterloocenterforthearts.orq) Subject: Request for Quote Hello All This is a request for a quote for the following project. Files have been finalized and ready to be delivered to the selected vendor. I would like to receive your quote for consider by end of the day Monday, February 25, 2013. If there are any questions please feel free to contact me. Thanks. Chawne. 6 Rack Cards - 5000 Each, 4"x9" Full -bleed, 4/4, 80# Matte Cover 1 Rack Card - 5000, 8"x9", scored/folded (4"x9"), Full -bleed, 4/4, 80# Matte Cover CHAWNE PAIGE Digital Arts Manager 1319.291.4490 Waterloo Center for the Arts www.waterloocenterfcrthearts cro 1 V� To: Woolverton 6714 Chancellor Dr Cedar Falls, IA 50613-6964 Phone (319) 277-2616 Fax (319) 277-8136 estimating@woolverton.com www.woolverton.com Quotation 15102 Waterloo Center for the Arts Date 02/23/2013 226 Commercial St Salesperson Jeff Miller Waterloo, IA 50701 Estimator Reed Brendan ATTN: Chawne Paige Phone (319) 291-4490 Email chawne.paige@waterloo-ia.org Dear Chawne Paige We wish to thank you for the opportunity to submit our quotation for this work. If our proposal is accepted you will receive the highest quality workmanship and a prompt delivery. Quotation subject to revision after sixty days or with any changes from below specifications. Paper is subject to price and availability at time and commencement of work. Please feel free to call with any additional questions or changes. Below Is Your Detailed Production Specifications for this Request Description Each of 7 — Rack Cards Size 6 Rack Cards: 4 x 9 1 Rack Card: 8 x 9 bleeds Paper 80.0 lb House (Flo) Dull Cvr Ink 4/4+ Dull Aqueous Process Finishing Trim 6 rack cards to size and trim score and fold 1 rack card to 4 x 9 Proofs Hi & Lo Res Proofs Prices Quantity 5,000 Ea of 7 Prices $1,816.00 The above pricing is based on output ready files. Any additional editing needed to process supplied files will bill at $75.00 per hour. Over -runs or under -runs are not to exceed 10% of the quantity ordered. Prices do not include sales tax or postage. Upon acceptance please indicate the quantity required CHAWNE PAIGE From: Jim Schaefer <jschaefer@poscorp.com> Sent: Monday, February 25, 2013 2:44 PM To: CHAWNE PAIGE Subject: RE: Request for Quote Hi Chawne, Here is the pricing you requested: Rack cards - 6 versions gang run - 4 X 9 final flat trim on all - 4/4 process - plus satin aqueous on both sides - bleeds - printed, trimmed and boxed separately. Stock 80#_velvet-cover. 5,000 of each version - $1,230.00 $ 9.05o Rack card - 8 X 9 flat trim - 4/4 process plus satin,aqueous on both sides - printed, trimmed, scored on folder, folded to 4 X 9 and boxed. / Stock 80# velvet cover 5,000 - $820.00 .? Plus any comp and proofing that may be required. Thanks for the opportunity and let me know if you have any questions, Jim Jim Schaefer Regional Territory Manager Professional Office Services 800-331-4976 866-755-4027 Fax www.poscorp.com www.facebook.com/poscorp www.linkedin.com/company/professional-office-services From: CHAWNE PAIGE[mailto:CHAWNE.PAIGE©WATERLOO-IA.ORG] Sent: Friday, February 22, 2013 4:25 PM To:(happeningsCTwaterloocenterforthearts.orq) Subject: Request for Quote Hello All i 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 $ 1,304.50 plus est. shipping costs of $ na to pay for or purchase Baseball/softball pants. This is an AMENDED amount. Originally requested 250 pants. Will need 280 pants. This purchase or expenditure is being made because: Participants in our baseball and softball programs receive pants as part of the registration fee. Vendor selected for this purchase: AD Starr (Pittsburgh, PA) ❑x Bids or written quotes were taken on this purchase, as follows: AD Starr (Pittsburgh, PA) $1304.50 Iowa Sports Supply (Cedar Falls, IA) $1,593.60 BSN (Cedar Falls, IA) $1,621.95 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 1/28/2013 approved at $1,161.00 Please check the following box(es) as appropriate to describe the funding for this expense: x General Fund n Road Use Tax nBonds Federal/other grants Sewer Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1566 Optimist Equipment (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 42,000.00 $ 36,236.00 Respectfully submitted, (Signatufk ept. Head or Designee) Date (Sighature Finance Dept. Review) Date v K:\shared goodies\forms\Expenditure Pre-Authorization-2013 pants.xls (Mar 2010) City Clerk Use Only City of Waterloo Expenditure Pre -Authorization Request Form Finance Committee ju / Approval Date , ' 1 l I 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 $ me 5,900 plus est. shipping costs of $ to pay for or purchase soil testing for the Virden Creek Project. This purchase or expenditure is being made because: required for the retaining wall. Vendor selected for this purchase: Terracon Cedar Falls IA X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Terracon Consultants is the only local vendor to provide this service. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds n Road Use Tax n Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 41p-37-4120-2174 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res ly submitted, -.4--/,.: � 7-5 / \-----(Signature D Heador Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) Sanitation 37GLF.VRDN (Project Code) $ 2-17209.00 /.3S6'c) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date ?? ) u t 26.77 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the MIS Department to expend $ 5,010.00 plus est. shipping costs of $ 0.00 to pay for or purchase Mcafee end -point anti -virus software renewal for all city computers This purchase or expenditure is being made because: We need to pay yearly maintenance on our anti -virus software in order to continue to receive security updates necessary to protect city computers. Vendor selected for this purchase: Dell ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Dell is the city's vendor for this software (the original license was purchased through them, so we do maintenance through them). 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: 010-01-8220-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 6,000.00/ $ 5;91464 6 62/v Respectfully submitted, du-dC. ( '-'x.� s zt L (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) , 4,.3 Date K:\shared goodieslforms\mcafee 3-4-13.xls (Mar 2010) Page 1 of 1 DELL Date: 2/20/13 4:27:18 PM QUOTE #: Customer #: Contract #: CustomerAgreement #: Quote Date: Customer Name: QUOTATION 645616043 1670783 WNO8ACA IA PA B27160 2/20/13 CITY OF WATERLOO TOTAL QUOTE AMOUNT: $5,010.00 Product Subtotal: $5,010.00 Tax: $0.00 Shipping & Handling: $0.00 Shipping Method: Ground Total Number of System Groups: 0 SOFTWARE & ACCESSORIES Product Quantity Unit Price Total VLA MCAFEE ENDPOINT PROTECT ADV MAINT ONLY (A6773879) 300 $16.70 $5,010.00 ELECTRONIC LICENSE CONFIRMATION oleo dwnld only (A3458532) 1 $0.00 $0.00 Number of S & A Items: 2 S&A Total Amount: $5,010.00 SALES REP: Gabriel Trapani PHONE: 1866-537-0706 Email Address: Gabriel_Trapani@Dell.com Phone Ext: 513-9043 Please review this quote carefully. You may order online by signing into Premier at www.premier.dell.com. Click on the eQuotes link. To order without Premier, go to www.dell.com/qto. If you do not have a separate agreement with Dell that applies to your order, please refer to www.dell.com/terms as follows: If purchasing for your intemal use, your order will be subject to Dell's Terms and Conditions of Sale -Direct including Dell's U.S. Return Policy, at www.dell.com/returnpolicy#total. If purchasing for resale, your order will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, and other terms of Dell's PartnerDirect program at www.dell.com/partner. If your order includes services, visit www.dell.com/servicecontracts for service descriptions and terms. Quote information is valid for U.S. customers and U.S. addresses only, and is subject to change. Sales tax on products shipped is based on "Ship To" address, and for downloads is based on "Bill To" address. Please indicate any tax-exempt status on your PO, and fax your exemption certificate, with seller listed as Dell Marketing L.P, to Dell's Tax Department at 800-433-9023. Please include your Customer Number. For certain products shipped to end -users in California, a State Environmental Fee will be applied. For Asset Recovery/Recycling Services, visit www.dell.com/assetrecovery. file:///C:/Users/matt.obrjen/AppData/LocaUMicrosoft/Windows/Temporary%201nternet%2... 2/22/2013 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 MIS Department to expend $ 17,083.82 plus est. shipping costs of $ 0.00 to pay for or purchase Core network equipment: 3750X-12S-E switch with smartNet, 3750X-24T-E switch with smartNet, 2 X C3KX-NM-1 G 1 gigabit expansion modules City Clerk Use Only Finance Committee .1 / Approval Date ' ) Ni2,r I �' This purchase or expenditure is being made because: The city's core network and firewall is nearly a decade old and software based rather than hardware based. This is phase 1 of 2 to update these critical network components. Vendor selected for this purchase: Networks Inc E Bids or written quotes were taken on this purchase, as follows: Networks Inc: $17,083.82 CDWG: $19,773.39 SoftChoice: $19,104.69 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 Ei Sewer I I Sanitation QX Bonds Federal/othergrants � Other (specify) This expenditure is to be coded to the following budget line -item: 410-01-8225-2106 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ -90,000.00 $ 30,745.04 4- --,21/271/4,3 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forms\core network 3-4-13.xIs (Mar 2010) Date Networks L,„ [Ssiem laegrafors] Customer City of Waterloo, Iowa (C01471) 715 Mulberry Street City Hall Waterloo, Iowa 50703 (P) (319) 291-4301 Customer PO: None Special Instructions: None 1 Cisco Catalyst 3750X-12S-E Switch - L3 - managed - 12 x Gigabit SFP - rack -mountable 2 Cisco SMARTnet - WS-C3750X-125-E Extended service agreement - replacement - 8x5 - NBD 1 Year 3 Cisco Catalyst 3750X-24T-E Switch - managed - 24 x 10/100/1000 - rack -mountable 4 Cisco SMARTnet - WS-C3750X-24T-E Extended service agreement - replacement - 8x5 - NBD 1 YEAR Cisco 5 Expansion module - Gigabit LAN - 4 ports - for Catalyst 3560X-24, 3560X-48, 3750X-12, 3750X-24, 3750X-48 NetWorks Inc / ItNetGear 2255 73rd Street Windsor Heights , Iowa 50324 United States http://www.networks-inc.com Bill To City of Waterloo, Iowa Accounts, Receivable 715 Mulberry Street City Hall Waterloo, Iowa 50703 (P) (319) 291-4301 Date Feb 26, 2013 2:08 PM CST Doc # 28175 - rev 1 of 1 Description Cisco Catalyst 3750X and Cisco SMARTent Support SalesRep Penniman, Christine (P) 515-222-2281 ext. 3 (F) 515-221-0175 Customer Contact Hintz, Brian (P) 319-433-1884 hintzb@waterlooschools.org Expiration Date Mar 13, 2013 Terms: Ship Via: Undefined FedEx Ground ------._-__----- Carrier Account #: None Ship To City of Waterloo, Iowa O'Brien, Matt 715 Mulberry Street City Hall Waterloo, Iowa 50703 (P) (319) 291-4301 WS-C3750X-12S-E 1 CON-SNT-SMS-1 1 WS-C3750X-24T-E 1 CON-SNT-SMS-1 1 No $9,064.00 $9,064.00 No $1,044.00 $1,044.00 No $6,066.69 $6,066.69 No $339.13 $339.13 C3KX-NM-1G= 2 No $285.00 $570.00 Quotes are valid for 15 days. Pricing and/or availability is subject to change without notice. These prices do NOT include applicable taxes, shipping, delivery, labor, project time or cabling service fees unless specifically listed above. For rush overnight order requests, please notify the Networks Sales Team by 1:00 (CST) to better guarantee overnight delivery. Credit Card transactions will incur a 3% processing fee. Returns: Up to a 30% restocking fee may apply to all unopened product retums; no return Is allowed on opened items unless agreed -to in writing by NetWorks, Inc. Subtotal: $17,083.82 Tax (0.000%): $0.00 Shipping: $0.00 Total: $17,083.82 CDW Shopping Cart Page 1 of 2 MFG Parte: C3KX-NM-1G= c CDW Part#: 2089752 Update UNSPSC: 43201404 Pacing Option Applied: Advertised Price 0Show Warranties Hi, Log On or Create Account Need Help? 800.808.4239 Follow us Quick Links Cart (5) - $19,773.39 Solutions & Services Account Center ( � All Product Catalog Hardware Software Shopping Cart Lod On to Save this Cart, View Saved Carts or E-mail this Cart Item • - Search for... Brands Best Deals Product Finders Favorites Cisco Catalyst 375OX-12S-E - switch -12 ports - managed - rack - mountable MFG Part#: W-C3750X-12S-E CDW Para*: 2418439 UNSPSC' 43727612 Pricing Option Applied: Advertised Price 0 Show Accessories 0 Show Warranties 0 Show Services Mere search options 4 WAS Print \y¢dd Item to Cart: Enter CDW# or MFG# Add Multiple Items Quantity Availability Unit Price Item Total 1 CaII $9,985.96 $9,986.98 Remove Update Cisco SMARTnet extended service agreement MFG Par CON-SNT-C375X12E CDW Pan#: 2448385 UNSPSC: 81111812 Pricing Option Applied: Advertised Pnce 1 In Stock $1,176.04 $1,176.04 Remove Update ,1112 Cisco Catalyst 3750X-24T-E - switch - 24 ports - managed - rack - mountable MFG Pants: WS-C3750X-24T-E CDW Part#: 2741164 UNSPSC: 43222812 Pricing Option Applied: Advertised Price 0 Show Accessones 0 Show Warranties Show Services Call Update $7,491.22 $7,491.22 Remove Cisco SMARTnet extended service agreement MFG Part#: CON-SNT-3750X2TE CDW Part# 2741372 UNSPSC: 81111812 Pricing Option Applied: Advertised Price 1 Update In Stock $383.03 $383.03 Remove Cisco expansion module-4 ports --_----- In Stock $368.07 $736.14 Remove Update All j Remove All Coma.* Shopping Customers Who Bought Products in Your Cart Also Bought... (12) Cisco Catalyst 375OX-48PF-S - switch - 48 ports - managed -... $9,988.96 Advertised Price Cisco Catalyst 3750X-24p-S - Cisco Catalyst 375OX-24T-S - switch - 24 ports - managed switch - 24 ports - managed $5,208.94 Advertised Price $4,637.37 Advertised Price Subtotal: $19,773.39 Tax and shipping will be calculated in checkout. Leese Oction($591.62 /month) �•�l'L -A�a4 Cisco Aironet 1140 Series Cisci Access Point -Dual -band S02.11a/g; n $710.21 Advertised Price $36 http://www.cdwg.com/shop/cart/default.aspx?prc=1 2/26/2013 2/27/13 Softchoice- Shopping Cart Shopping Cart Quick Buy: Enter Softchoice LI » Cisco Catalyst 3750X-12S-E - switch -12 ports - managed - rack -mountable MFG Part #: WS-C3750X-12S-E Softchoice Part #: JP0730 Quantity: 1_ Unit Cost: $9,121.61 Tota I Cost: $9,121.61 » Cisco SMARTnet Premium extended service agreement MFG Part #: CON-SNTP-C375X12E Softchoice Part #: JW8460 Quantity:', 1 Unit Cost: $1,920.00 Total Cost: $1,920.00 Q » Cisco Catalyst 3750X-24T-E - switch - 24 ports - managed - rack -mountable MFG Part #: WS-C3750X-24T-E Softchoice Part #: MQ1171 Quantity: 1 Unit Cost: $6,841.80 Total Cost: $6,841.80 d » Cisco SMARTnet Enhanced extended service agreement MFG Part #: CON-SNTE-3750X2TE Softchoice Part #: NQ3833 Quantity: 1 Unit Cost: $566.00 Total Cost: $566.00 wiwesoftchoi ce. comis hoppi ng /cart/ 1/2 2/27/.3 Softchoice- Shopping Cart » Cisco expansion module - 4 ports MFG Part #: C310C-NM-IG= Softchoice Part #: FE9635 Quantity: 2 Unit Cost: $327.64 Remove All Items Total Cost: $655.28 Cart Sub -Total: $19,104.69 Continue Shopping wnw.softchoice.connishopping/cart! 2/2 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date JLI / 7C 2 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Planning Department to expend $ 4,320.00 plus est. shipping costs of $ to pay for or purchase Contract with Title Services Corporation to complete abstracting services for up to 8 parcels of land located within the Sherwood Park Neighborhood. This purchase or expenditure is being made because: Abstracting services are required by the REAP Grant obtained to purchase the properties. Vendor selected for this purchase: Title Services Corporation �x Bids or written quotes were taken on this purchase, as follows: Bids were requested from 2 firms, including Title Services Corporation and Black Hawk County Abstract and Title. Bids were received from both firms. ❑ 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 ❑ Sewer n Sanitation El Bonds ❑ Federal/other grants ❑X Other (specify) REAP Grant This expenditure is to be coded to the following budget line -item: 290 08 6110 2140 08GRT SHERWD (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully c•submitYed, y f ( L ( (Signature Dept. Head or Designee) $ 193,400.00 ✓ $ 189,400.00 (Signature Finance Dept. Review) - 'i 3 Date K:\shared goodies\forms\Expendature Pre -Authorization - REAP Grant Abstracting Services.xls (Mar 2010) v MI e. MINK .7 TITLE SERVICES CORPORATION 603 Commercial Street Waterloo, Iowa 50701 P 319.236.9002 F 319.236.9003 www.titlesc.com February 14, 2013 Shane Graham City of Waterloo Community Planning & Development 715 Mulberry St. Waterloo, IA 50703-5783 In Re: Abstracting Services Bid for Sherwood Park Recreation Area & Hartman Reserve Expansion Acquisition Project Dear Mr. Graham: On behalf of Title Services Corporation, please consider this our bid for abstracting services in connection with the Sherwood Park Recreation Area & Hartman Reserve Expansion Acquisition Project, which we are submitting in response to your request for bids dated February 8, 2013. In connection with the provision of such abstracting services we would agree to the following terms and conditions: 1. We would agree to perform abstracting services in accordance with applicable city codes and ordinances, accepted standards of the abstracting profession, and all applicable state regulations. 2. We would agree to provide updates to existing abstracts at the rate of $145.00 per update. 3. We would agree to prepare and provide new abstracts for the sum of $395.00 each. Thank -you for the opportunity to submit this bid. Please do not hesitate to contact us if you have any further questions or need any further information. Sincerely yours, TITLE SERVICES CORPO By: Charles P. Augustine Vice President A GJ I ?iv l 6� l 14 L Tel: 319-291-4000 614 Sycamore Street Fax: 319-291-3929 Waterloo, Iowa 50703-4726 www.blackhawkabstract.com February 25, 2013 City of Waterloo Planning and Zoning Department 715 Mulberry Street Waterloo, IA 50703-5783 Re: Abstract bids Sherwood Park area Enclosed is our bid for providing abstract services for the 8 parcels identified in your letter to us dated Feb. 8, 2013. We have identified these parcels as 1 thru 8 as was shown on the enclosed map that you had provided to us. We have broken down the costs associated with updating the existing abstracts on these 8 parcels as well as the costs for providing new abstracts on the 8 parcels. Should there be any questions do not hesitate to contact us. Thank you for considering our services and we look forward to hearing back from you. Sincerely Timothy R. R ill, Pres. Black Hawk ounty Abstract & Title Tel: 319-291-4000 614 Sycamore Street Fax: 319-291-3929 Waterloo, Iowa 50703-4726 www.blackhawkabstract.com City of Waterloo Sherwood Park abstract bids Parcel: 1 Tax Parcel: #89-13-16-301-001 Pt Lot 54, Aud. Whitney Road Plat Jens Olseson & Sons Const. New Abstract: $445.00 Update Existing Abstract: $240.00 Parcel: 2 Tax Parcel: #89-13-16-301-004 Pt Lot 17, Sherwood Park Robert Bearbower New Abstract: $520.00 Update Existing Abstract: $275.00 Parcel: 3 Tax Parcel: 89-13-16-301-005 Pt Lot 17, Sherwood Park Fred Metzner New Abstract: $495.00 Update Existing Abstract: $260.00 Parcel: 4 Tax Parcel: 89-13-16-151-015 Lot 4, Aud. Barnes Plat No. 5 Maxine Scott New Abstract: $495.00 Update Existing Abstract: $250.00 Parcel: 5 Tax Parcel: 89-13-16-151-016 Lot 5, Aud. Barnes Plat No. 5 James Lown New Abstract: $520.00 Update Existing Abstract: $240.00 Continued on Page 2 Page 2 Parcel: 6 Tax Parcels: 89-13-16-451-025 & 89-13-16-451-024 Lots 19 & 20, Burds Subdiv Sherwood Park John Harter/Joe Ann Harter New Abstract: $750.00 Update Existing Abstract: $290.00 Parcel: 7 Tax Parcel: 89-13-16-451-003 Lot 41, Burds Subdiv Sherwood Park Michael Cox New Abstract: $545.00 Update Existing Abstract: $245.00 Parcel: 8 Tax Parcels: 89-13-16-451-031, 89-13-16-451-032 & 89-13-16-451-033 Lots 28, 29 & 30, Burds Subdiv Sherwood Park Dennis Patterson New Abstract: $725.00 Update Existing Abstract: $190.00 February 8, 2013 RE: Request for bid for abstracting services of up to 8 parcels of land in conjunction with the Sherwood Park Recreation Area & Hartman Reserve Expansion Acquisition Project. Dear firm: The City of Waterloo is seeking a qualified abstract or title company to provide abstracting services as directed by the City in implementing property acquisitions related to the Sherwood Park Recreation Area & Hartman Reserve Expansion Project. The services to be performed shall consist of the following: 1. All services must be performed in accordance with all applicable codes and ordinances of the City of Waterloo, Iowa, accepted standards of the abstracting profession, as well as all applicable State regulations. 2. Updating (Continuation) of an existing abstract. 3. Preparation of a new abstract, where one does not exist or cannot be found. 4. Provide the above -described services on an as -needed basis, without assurance of regularity in the frequency of transactions, the number of transactions that may be handled concurrently, or the total number of transactions. The parcels are currently located within the Sherwood Park Neighborhood, along Greenwood Avenue, Woodside Drive, and Blackwood Avenue. The properties in question are being acquired for the Sherwood Park Recreation Area and the Hartman Reserve expansion. Enclosed is a map depicting the properties in question, along with their parcel ID numbers. We are requesting that your firm submit a bid for the abstracting services by Tuesday, February 26, 2013, no later than 5 p.m. Please ensure the bid includes a breakout of the cost for updating (continuation) of an existing abstract, and the preparation of a new abstract for up to 8 parcels (price for each abstract creation and each abstract continuation). If the City of Waterloo accepts your firm's bid, your firm will be notified to proceed with the abstracting services. Please place your bid in an envelope and mark it: " DO NOT OPEN ABSTRACTING SERVICES BID" Sherwood Park Recreation Area & Hartman Reserve Expansion Abstracting Services and return to the Planning, Programming and Zoning Department. Our address is listed above. If you have any questions or need any further information or documentation regarding this matter, please contact our office at the phone number listed above. Thank you in advance for your time and cooperation and I look forward to hearing back from you. Best regards, Shane Graham, Planner II Enc: Cc: Noel Anderson, Community Planning & Development Director Aric Schroeder, City Planner 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 $ 2,431.00 plus est. shipping costs of $ 0.00 to pay for or purchase three X26E Tasers without holsters. City Clerk Use Only Finance Committee Approval Date 72f ` /? This purchase or expenditure is being made because: these Tasers will be used to replace aging and non-functioning units. Vendor selected for this purchase: Taser International Bids or written quotes were taken on this purchase, as follows: I i Bids or quotes were not taken on this purchase because: This is a propritary purchase from Taser International that is used by the police department. 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 Sewer El Sanitation riBonds El Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 411-11-1100-2128 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully sub iiitte (Signature' Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) (Project Code) $ //. 26. '-`) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date -'h,(, 1?-6 0-) The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,600.00 plus est. shipping costs of $ 100.00 to pay for or purchase one Hydra -ram forcible entry tool. This purchase or expenditure is being made because: this device will be used by the police tactical team for search and rescue operations on doors that need to be opened. Vendor selected for this purchase: Fire Hooks Unlimited Inc. n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Fire Hooks Unlimited Inc. is the sole source provider of this piece of rescue equipment. 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 0 Sewer 0 Sanitation 0 Bonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1512 11TRI WPDF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ ( 66 /Gfsi3 and the current available balance is $ Respectfully submitted, f \ (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 /.7I 4 (� The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,325.00 plus est. shipping costs of $ 50.00 to pay for or purchase assortment of chemical munitions to be used by the police tactical unit. This purchase or expenditure is being made because: these devices will be used by the police tactical team for search and rescue operations and will replace aging and expired munitions. Vendor selected for this purchase: Streichers ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Streichers is the sole source provider of this equipment. No other company carries the specific munitions needed by the tactical unit. 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: 010-11-1150-1512 11TRI WPDF (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully sub'fled, (Signatu Dept. Head or Designee) $ 9 i //I 4 L'. 7 . - i 2413 Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance C(nmittee approval required? YES V NO J/ If so, date approved: '3L Li(2C r3 City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 13 submitted by the PLANNING Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 426 08 6260 3000 MIDPORT TIF qiC44 221,350.00 426 08 6260 1358 ECON DEV 221,350.00 TOTAL $221,350.00 TOTAL $221,350.00 This amendment is being requested because: To make an ED grant incentive payment to Cedar Valley Warehouse, LLC relating to improvements to existing bldg and construction of one industrial bldg not less than 40,000 sf Prior Committee Actions (Dates): (Signature Dept. -ad or i- rnee) Date f k//%.1 (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:Wserslshared goodieslformslBudget Amendment Request Form.xls (Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Young Arena ScoreboardNideo/Audio Systems City Contract No. Project Manager Project Budget Total Paul Huting $ 715,000.00 1. How will this project be funded? A. Federal Grant Yes No X CFDA # Grant Name B. State Grant Yes Grant Name C. City Match D. Other Entities Yes X No Name No Source of Funding Waterloo Black Hawks, BHC Gaming 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. I a G Subproject No. ,SC0e Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number Paid by City % Paid by other entity 3. Does the project include the purchase of right of way or other real property? If yes, will real property purchases be reimbursable under the grant? If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non -participating expenses, such as: A. Stormwater permit fees B. Publication, or printing costs C. Others, list 5. Does this project cover any regular full-time salaries or benefits? If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) 1001.00% Done None n❑ Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑X ❑ 0 ❑ 0 ❑ 0 The project includes the purchase and installation of a new scoreboad/video/audio system at the Young Arena. The project will be paid by a donation from the Waterloo Black Hawks, $245,000, and by a grant from the Black Hawk County Gaming Association, $470,000. 1?ertfi,iIli nq Ri{CG/} Cxu.r $ U1M CaOl3 t i-dS 4��i10 he . fed yip" ,ir }-i1A,�fh-{real-once'on e6L� 1pIiuGr• Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 1' 1t-f i7 i ML41/0/0Cti iOrd t: kf%' Project Name (from page one) YOUNG ARENA SCOREBOARD Department No. project will be budgeted under 37 Activity No. project will be budgeted under 4500 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program - Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 3750 Sale of Bonds 3111 Hotel Motel Discretionary EXPENDITURES: To be assigned by the FinanceinDept. Project No. 31T.CE Subproject No. SCOKE (Each column should only include amounts by fund) Fund: N 249 Fund: q Z ta Fund: Fund: q2(D-31-4S0O ,011337 4105?? 426-37-4500?? Wloo Black Hawks BHC Gaming 245,000.00 Total 170,000:-00 %(0 0 715,000.00 TOTALS $ 245,000.00 $.4744g49-96-" $ $ $ 715,000.00 LOX), 010 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services 2177 Young Arena Improvement: 245,000.00 $ 245,000.00 boo; DOD Date 47n,000.00 (pc...X1 t)rc`' 715,000.00 $ 3,300 tfi0 $ $ $ 715,000.00 (Signature Finance Dept. Review) -96. • 9-03 Date K:\shared goodies\forms\Project Budget Worksheet.xls\Page 2 (Donat or NON-constr) (Mar 2010)