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Home My WebLink About01/27/20141. 2. 3. 4. 5. 6. FINANCE COMMITTEE January 27, 2014 5:10 p.m. Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of January 21, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Greg Ahlhelm, Plans Examiner Fire Plans Examiner Des Moines, 05/04/14- $1,770.00 IA 05/09/14 Jeff Siebel, Property Safety Fire Plans Examiner Des Moines, 05/04/14- $1,770.00 Inspector IA 05/09/14 Lieutenant, Lisa Campbell Supervision & St. Paul, MN 02/11/14- $703.00 Management- 02/13/14 Mentoring & Coaching Greg Ahlhelm, Plans Examiner; Jeff Siebel, F3-2012 Fire Plans Examination Des Moines, IA 05/13/14 $360.00 Property Safety Inspector Sgt. Aaron McClelland Interdiction for the Johnston, IA 02/05/14- $157.00 Protection of Children 02/06/14 Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est S/fI Expenditure Building Maint $3,865.00 Asbestos removal for Police Dept. flooring Building Maint $3,500.00 Professional Service Agreement for Library restroom renovation — services shall be based on an hourly basis not to exceed $3,500.00 Building Maint $3,407.26 Air conditioner for IT Server room at City Hall Engineering $5,009.00 2014 Annual Dues-ISWEP-IA Stormwater Education & Outreach Leisure Services $6,500.00 NTE Rules signage within the Cedar Valley SportsPlex Amended from $4,000.00 NTE Leisure Services $6,000.00 Additional free weights & racks for the weight cardio area. Leisure Services $7,500.00 NTE Shelving in multiple areas throughout the Cedar Valley SportsPlex MIS $6,003.00 Mcafee end -point anti -virus software renewal for all city computers BUDGET LINE ITEMS TO BE AMENDED 7. Approve the project budget in the total amount of $8,800.00 for the Airport Zoning Ordinance to be funded with a grant through IDOT in the amount of $7,480.00, $440.00 from Black Hawk County and $440.00 from the airport operations budget. 8. Approve a budget amendment submitted by Planning to use general fund reserves (fund balance) in the amount of $30,800.00 to cover property maintenance expenses for mowing, utilities and snow removal for city -owned properties. BILLS PAYMENT ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director FINANCE COMMITTEE January 21, 2014 5:00 p.m. Council Chambers Members present: Cole, Schmitt, Jones. Moved by Schmitt, seconded by Jones that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that the Minutes of January 13, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones 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 John Hyman-ICT Tech; 2014 17th Annual DMACC 01/28/14- $630.00 Kevin Kuenstling-ICT Tech Maintenance Conference Campus, Ankeny, IA 01/29/14 Chris Pett-Maintenance Basic Wastewater Cedar Rapids, 02/12, $870.00 Mechanic; Mike Training IA 02/13, McDonald -Maintenance 02/18, Mechanic 02/20/14 Nancy Gulick, Community Development E-Con Planning Suites Training Ames, IA 02/14/14 $310.00 Coordinator Luke Even — Forestry MW Chapter of The Int'l Dubuque, IA 01/29/14- $270.00 Foreman Society of Arbori culture's Annual Conf & 01/31/14 Trade Show Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that yard waste refund in the amount of $72.00 located at 626 Keystone St. be approved. Ayes: Three. Motion carried. Moved by Jones, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Finance Committee January 21, 2014 Page 2 Pre -Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Airport $8,616.00 Emergency Repair -New engine for deicer truck Building Maintenance $7,898.00 VFD & Motor replacement emergency repair — 5 Sullivan Brothers Convention Center Building Maintenance $5,114.25 VFD & Motor replacement emergency repair — 5 Sullivan Brothers Convention Center Building Maintenance $3,631.00 VFD & Motor replacement emergency repair — 5 Sullivan Brothers Convention Center Central Garage $8,964.99 Cylinder head reconditioning & brake /clutch replacement on 624 Wheel Loader Central Garage $3,034.51 Replacement I/O Relay Box — Sanitation truck 903 Center for Arts $32,750.00 NTE FY2014-Blanket authorization for advertising & promotion for the Center for the Arts & the Phelps Youth Pavilion for FY2014 Center for Arts $5,000.00 NTE FY2014-Blaket authorization for collection conservation of the permanent collection artwork Center for Arts $7,000.00 NTE FY2014-Blanket authorization for food purchases (see attached estimates) Clerk/Finance $2,509.49 2014 Letterhead for all departments; Business cards for new councilmembers, Schmitt & Schares Engineering $3,000.00 NTE Further repairs to the expansion join plate at the SE end of the l l th St. bridge Leisure Services $6,000.00 Flower seed for park & golf course flower beds, flats & supplies needed to start the seeds Leisure Services $3,175.00 One 300 gallon self-contained pressure washer unit Planning $1,568.00 Acquisition & delivery of 28 concrete pods (jersey barriers) to the Sherwood Park area WMS $3,109.00 + $50.00 Shipping Repair of Virginia Lift Station Pump #1 Waterloo Fire $6,150.00 + $300.00 Shipping Rescue strut & ram/Jack Conversion Kit Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated January 21, 2014, in the amount of $804,118.48, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Three. Motion carried. Mr. Schmitt abstained from a bills payment to Schmitt Telecom in the amount of $123.50. Finance Committee January 21, 2014 Page 3 With no further business before the committee, it was moved by Schmitt, seconded by Jones that the meeting be adjourned at 5:07 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director City Clerk Use Only Approval Date Finance Committee —2:1 —Vf 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 $ 6,003.00 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 E Bids or written quotes were taken on this purchase, as follows: Dell: $6003 CDWG: $8103 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund ❑ Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-8220-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 6,800.00 and the current available balance is $ 6,585.76 +� Respectfully submitted, (Signature Dept. Head or Designee) Date ( ghnture Finance Dept. Review)51_6(Lit,/r) Date K:\shared goodies\forms\mcafee 1-27-14.xls (Mar 2010) Quote Summary_673287340 Page 1 of 1 Date: 1/16/2014 QUOTATION Quote #: 673287340 Customer #: 1670783 Contract #: 45ABZ CustomerAgreement #: 090701.02 MHEC Quote Date: 01/16/2014 Customer Name: CITY OF WATERLOO Thanks for choosing Dell! Your quote is detailed below; please review the quote for product and informational accuracy. If you find errors or desire certain changes please contact your sales professional as soon as possible. Sales Professional Information SALES REP: JOHNATHAN OTERO PHONE: 1800 - 2893355 Email Address: Johnathan Otero a(7Dell.com Phone Ext: 5139062 SOFTWARE & ACCESSORIES GROUP TOTAL: $6,003.00 Product Quantity Unit Price Total VLA MCAFEE ENDPOINT PROTECT ADV MAINT ONLY (A7497849) 300 $20.01 $6,003.00 ELECTRONIC LICENSE CONFIRMATION elec dwnld only (A3458532) 1 $0.00 $0.00 "Total Purchase Price: $6,003.00 Product Subtotal: $6,003.00 Tax: $0.00 Shipping & Handling: $0.00 State Environmental Fee: $0.00 Shipping Method: LTL 5 DAY OR LESS (* Amount denoted in $) Statement of Conditions The information in this document is believed to be accurate. However, Dell assumes no responsibility for inaccuracies, errors, or omissions, and shall not be liable for direct, indirect, special, incidental, or consequential damages resulting from any such error or omission. Dell is not responsible for pricing or other errors, and reserves the right to cancel orders arising from such errors. Dell may make changes to this proposal including changes or updates to the products and services described, including pricing, without notice or obligation. This proposal is not intended to create a contractual relationship. Unless expressly agreed otherwise in a writing signed by the parties, all orders by CITY OF WATERLOO for Dell products and services shall be subject to Dell's Terms and Conditions of Sale -Direct, which can be found atwww.dell.com/terms and which incorporate Dell's U.S. Return Policy at www.dell.com/returnpolicv#total Please read those terms carefully and in their entirety, and note in particular that Dell EqualLogic and EqualLogic-branded products, DellIEMC and EMC- branded products, PowerVault ML6000 tape libraries, non -Dell -branded enterprise products, enterprise software, and customized hardware or software products may riot be returned at any time. Orders also shall be subject to the terms of any applicable service contract (s), which can be found at www.dell.com/servicecontracts. All information supplied to CITY OF WATERLOO for the purpose of this proposal is to be considered confidential information belonging to Dell. About Dell Dell Inc. (NASDAQ: DELL) listens to customers and delivers innovative technology and services they trust and value. Uniquely enabled by its direct business model, Dell is a leading global systems and services company and No. 34 on the Fortune 500. For more information, visit www.dell.com. Privacy Policy Dell respects your privacy. Across our business, around the world, Dell will collect, store, and use customer information only to support and enhance our relationship with your organization, for example, to process your purchase, provide service and support, and share product, service, and company news and offerings with you. Dell does not sell your personal information. For a complete statement of our Global Privacy Policy, please visit dell.com/privacy. file:///C:/Users/matt.obrien/AppData/Local/Microsoft/Windows/Temporary%20lnternet%2... 1 /21 /2014 CDW Shopping Cart Page 1 of 2 Hi, Matt I Log Off Hardware Shopping Cart Save. Yierr and Share... Item Need Help? 800.808.4239 Follow us Act' Software Brands McAfee Gold Business Support technical support -1 veer - for McAfee Endooi MFG Pari#: EPAYFM-AA-E4. CDW Pare 2069458 UNSPSC. 81.112201 [National IPA Technology. $27 01 l:J Quick Links • Cart (300)- $8,103.00 Mare search options • qj All Product Catalog Best Deals Search for.., Product Finders Favorites 1ldd Item to Cart Enter CDVJ# or MFG# �... _. Quantity Availability Unit Price Item Total 300 In Stock Update $27.01 Add Multiple Items $8.103.00 Remove Subtotal: $8,103.00 Tax and shipping .vd! be calculated in checkout. 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RCA... ;34.90 Extranet Price ;104.73 Extranet Price $9.97 Extranet Price $57.85 Extranet Price $19.9 https://www.cdwg.com/shop/cart/default.aspx 1 /21 /2014 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 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 $ 3,865.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Asbestos removal for Police Department flooring. Once flooring was removed asbestos was found and needed to be abated. Vendor selected for this purchase: Advanced Environmental n Bids or written quotes were taken on this purchase, as follows: Q 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 ❑X Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 407-22-8800-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ k)0,c)06 — ept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodies\forms\Pre-Auth - City Hall AC IT Server Room.xls (Mar 2010) ;. '"i ^, Date Proposal Proposal Submitted To: City of Waterloo Attn: Craig Clark 715 Mulberry Street Waterloo, IA 50703 Project & Address: Asbestos removal - Police hallways and two rooms Floor tile & mastic 715 Mulberry Street Waterloo, IA 50703 Phone: (319) 291-4319 Date: 01/13/2014 E NE IN�AO A'VO4�TENIENT ITA L1 803 Ricker St. Waterloo, IA 50703 Phone: 319-287-4447 Fax: 319-287-4449 We hereby propose to furnish all the materials, equipment and perform all labor for the completion of: removal & disposal of approximately 690 sq. ft. of floor tile & mastic (double layered) from Waterloo Police lower level hallways and two small rooms as per visual inspection with Craig. Proposal Includes: (1) Daily OSHA required personal & excursion air monitoring; (2) Three final air clearance air monitoring tests. State of Iowa requires a ten (10) working day notification by the contractor prior to commencement of work. Owner's responsibilities: (1) Provide all required utility services (water/electric) • (2) Remove all movable fixtures prior to starting project Misc. Acknowledgments: (1) This project is to be completed during a weekend (set up, removal, clearances, & tear down) WE PROPOSE to fumish material and labor, complete in accordance wit ii the above specifications for the sum of: Three Thousand Eight Hundred Sixty Five Dollar ($3,865 J00 Terms: 100% due on completion N: work is guaranteed to be as specified. NI work Io be completed In a workmanlike manner according to specified practices My alteration or deviation from the above speciicaeons involving extra costs will be executed only upon widen orders and will become an extra charge above the earwigs. NI agreements contingent upon stakes acddenls or delays beyond our control. Owner to carry ire, tornado, and other necessary insurance. We any general tiabkty Insurance end our workers ere ruby armed by workers compensation wurenda. NOTE: This proposal may be withdrawn by us if not accepted within 60 days. Respectfully Submitted, ADVANCED ENVIRONMENTAL TESTING AND ABATEMENT, INC. ay Llewellyn ACCEPTANCE OF PROPOSAL The prices, specifications and condition ar satisfa ory and are hereby accepted. You are authorized to do the work as specified. Payment(s) will be made as outline. above. Signature: Date: Name & Title (PRINT): City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date / 7_7.1 4( 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 $ 3,500.00 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Professional Service Agreement for Library restroom renovation - services shall be based on an hourly basis not to exceed $3,500.00. Vendor selected for this purchase: Struxture Architects 0 Bids or written quotes were taken on this purchase, as follows: E 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 0 Road Use Tax ❑ Sewer ❑ Sanitation Bonds ri Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 410-22-3100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respec subm. (Project Code) $ ea d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010)