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Home My WebLink About12/02/20131. 2. 3. FINANCE COMMITTEE December 2, 2013 ' SaXI p.rn. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of November 25, 2013. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Tom Lind & Patrick Morrissey, Council Elect Iowa League of Cities Municipal Leadership Conference Independence, IA 12/07/13- 12/07/13 $350.00 Mohammad Elahi, Traffic Engineer Brown Traffic 2013 User's Group Davenport, IA 12/09/13- 12/11/13 $290.00 Pre Authorizations to Expend over $1,000.00 Dept Amount Amount + Est S/H Expenditure Leisure Services $4,250.00 Employee module upgrade to the time keeping system Leisure Services $8,300.00 A rider scrubber and smaller cylindrical scrubber for the Cedar Valley SportsPlex Leisure Services $2,515.00 Padlocks and combination software program for Club Lockers at the Cedar Valley SportsPlex Mayor $3,150.00 Fees for putting on two goal setting sessions. The first, 1/7/14 with department heads the second, 1/23/14 is for Council Planning $2,700.00 (2) ArcGIS for Desktop Basic Single Use License at $1,350.00 each Police $10,000.00 Police K-9 dog for the Police Department K-9 unit Police $6,397.00 Renewal of SNS Vcenter server foundation and Vsphere agreement Police $20,960.25 Twenty-five (25) Dell Opti Plex Desktop computers with monitors Police $3,400.00 Paint walls at the police training center -:Police $2,975.00 Paint the walls of the first floor of the Police Department Police $3,330.71 + 64.99 Equipment to install in police patrol vehicle for transporting of a police K-9 Street $1,814.80 Snow fence and posts Traffic Operations $2,500.00 NTE Shelving for signs in Public Works Building paint and sign shop BUDGET LINE ITEMS TO BE AMENDED 4. Approve the project budget for the Bullet Proof Vests allocation, funded 50% with a federal grant in the amount of $3,278.12 and 50% with bond funds —Submitted by Director Trelka, Police Department. 5. Approve the project budget for the Law Enforcement Terrorism Prevention grant with federal funding in the amount of $48,353.00--Submitted by Director Trelka, Police Department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk ity of Waterloo Bill Payments Bit Date 12/2/2010 Banking D$te 12/3/2013 Prepared by: RH Joumal Number 658 Fund Amount Fund Amount for formula 010 182,856.03 010 1 $ 182,856.03 205 20,537.49 205 1 20,537.49 224 107,676.70 224 2 107,676.70 266 4,896.91 266 1 4,896.91 283 9,864.81 283 3 9,864.81 290 61,827.18 290 1 61,827.18 410 1,429.50 410 4 1,429.50 411 1,945.59 411 4 1,945.59 412 18,844.57 412 4 18,844.57 413 849.93 413 4 849.93 428 84,929.13 426 1 84,929.13 520 1,879.68 520 5 1,879.68 521 5,513.80 521 5 5,513.80 525 203.36 525 1 203.36 610 25,232.00 610 4 25,232.00 WAR 528,486.68 528,486.68 juomal total 1,056,973.36 WAR formula (528,486.68) Approved check total 528,486.68 w/d amount Bank Acc( VJ(RB) OVRNT $ 355,250.10 (RB) CDBG 107,676.70 N banking f J (USB)HOUSE 9,864.81 4 42,0-I 10199A, J(RB)GOB 48,301.59 , y.__ (RB)SEW 7,393.48 V 451516Mr— 0.00 To: (RB) ACCTS PYBL $ 528,486.68 $ 1,056,973.36 1 $ 355,250. 10 2 107 076.70 3 9,564.81 4 48,001.59 5 7,39040 6 000 528,486.68 12/3/2013 forms bill banking net.xlsx 120213 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED ,2(a6 / 7 '7/oT6 ( 5 FY AG/4/BUDGETED EXPENDED YID ;/, / V THIS REQUEST ;j y?, 6-6 LEFT AFTER THIS REQUEST DATE ]%,Z //`/ a'/S Ori • inal - Clerk/Finance Co - De • • rtment NAME(S) AND POSITION(S): Mohammad Elahi, Traffic Engineer DATE: November 26, 2013 NAME OF CLASS / MEETING: Brown Traffic 2013 User's Group DESTINATION: Davenport, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: December 9, 2013 RETURN DATE: December 11, 2013 DATE(S) OF MEETING: December 10"' & 11 th 2013 PURPOSE OF TRAVEL/TRAINING: Networking with personnel from other cities, meet leading traffic industry manufacturers and experience classroom sessions on innovative technology. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $200.00 LODGING TAXI $50.00 MEALS PARKING $40.00 REGISTRATION AIRFARE MILEAGE/FUEL MISC/TOLLS TOTAL FOR ALL: $ $290.00 BUDGET LINE ITEM: 266-17-7120-1345 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 290.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DE A TMENT H A k•� MAYOR � l k (�3 ( $ DATE DATE I APPROVE THIS TRAVEL REQUEST K:\Shared Goodies\Forms\Travel Request Form January 2010 7:30 - 8.00 8:00 - 8:15 8:15 - 8:15 8:45 . 9:15 9:15 - 9.30 9:30 - 10:00 10:00 10:30 10:30 -11.00 11 10 - 12:00 12:00 - 1:00 1:00 - 1:30 1:.30 . 2:00 2:00 - 2:30 2:30 -.3:00 3:00 3:10 3:20 - 3:30 3:10 - 1.50 3:S0 - 4:10 4:10 -- 4:30 I MOWN Wet Products, inc. Coffee & Donuts Oceninrj Rertmwlrti MY:, I ntroduCticxts R.eQ:I3Ti0n C1'.n e, What's New in Encoyures The / nportance of Ma=ntamingq your MMU Steak LED Warranties fix tfie Future Leltiats .^ew In "rage Protection Vekx ty - "What are we: going rA do with all Ws data?" Lund' The Latest Irr+ovitlors .n VICen Detection Tectw.obgy The Importance of d uood 'Spec Adaptive Systems Overview/ Comparison Drank HardwdrelBracket Advatx.trine xs BtInke, Sign Traffic Si{1no- Ntountirj Equipment "T?ie Pelco Astro•Bracket Product Suite" Siemens SEPAC TSP, LRC L-1 .19 rn i l-t,S hri fi m1 )i61ltS Vsi.___ Joel Wrt)ht, CfO Brown Traffk PrmCucts, In . Mike Grue,eMrdld Cdrneron Cooper - Eagle Trek Control Systems M.ln, Zinn - App4scahnn Sakes and Technical Senores +larager EDI Vendor Area Dregrer Draligt+l Gary riestxtt - Emerson Network Plower Adam Lyons - Hurts Atrium Meek feryta Doi inls Bei irlrtt-Alpha Tethrxsogies Shari Hernwp' 1i e GrieN.BroaldiTodd Dawn's Vendor area Mel Wilton • Ski BrICk[t Mark Moser - Brown fra`nr Pnxkicts., RSM Rob Frey - Frey Manufacturlrxi Lou.s Lopez - National Sales Manager, Pelen Products 201 3 Davenport User's Gtoup D.owe, 10-11, 2013 (P EMA, 1UTCD etc. Overview of errinsI1re advancements Col cr4er sew EDI's MMU recertifk:dtkr• pr.xiaro and ;he Importance of proper motile' sro..ir l on will lean a disnistrnn ahnut the- direction LE D rnanufarturees art: hearing Kith regard to warranties Gary will educate 4 Qii the latest developments regarding surge protection. This preserttatiurt .Yril examme the recent installations of Velocity un S Charier County, MO and Its success. Vector, ttw• at in ore sensor for Dileiroud Zone. Advaric.ed Detectkir, Stop Bar Detection and B.cycle Detection. This inck,les our latest 1.18 software. Dennis witl e>'amine the impact a well wrillen sperdication ran hove regarding the usefulnessfeftectiveness of Battery Backup systems This presentation will examine the current Adaptive Systems Niel will present wire.^,t industry specific hardwares solutions Safety IS one of Tie Weatest concerns In wrstrudion tunes. Mark will present a overview of new products devenec to protect the worker. Bob 'eel pre sei.t upogstes ue egripnwif t-nm fret' Manufacturing Advanoe*nents in rnp[ er [Best deterrence will be presented Shan. Herman - R M siemens SF PAC: `SP /` t ri TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED ;its, G' - X/Ut /346, FY . iGi BUDGETED 1G°/2O1) EXPENDED YTD — THIS REQUEST ��, 6¢0 LEFT AFTER THIS REQUEST DATE �l/v Ori.inal- Clerk/Finance Co. - De..rtment NAME(S) AND POSITION(S): Council Elect Tom Lind and Patrick Morrissey DATE: 11/25/13 NAME OF CLASS / MEETING: Iowa League of Cities Municipal Leadership Conference DESTINATION Independence, kiwi DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 12/7/13 RETURN DATE: 12/7/13 DATE(S) OF ME 12/7/13 PURPOSE OF TRAVEL: Attend the Municipal Leadership Conference. 1 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo ESTIMATE OF COST: LODGING TAXI MEALS PARKING $175.00 ea. REGISTRATION AIRFARE MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 350.00 BUDGET LINE ITEM: 010-02-8100-1346 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 175.00 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 11 DEPARTMENT HEAD MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 City Clerk Use Only Finance Committee j 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 $ 4,250.00 plus est. shipping costs of Leisure Services Department to expend $ to pay for or purchase employee module upgrade to the time keeping system. This purchase or expenditure is being made because: to have room in the payroll sytem for new employees at the Sports Plex. Vendor selected for this purchase: Midwest Automated Time Systems Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Need to use the vendor for the City's Time Keeping system. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Road Use Tax Bonds Federal/other grants Sewer Other (specify) This expenditure is to be coded to the following budget line -item: 413-37- 10 21-7-6 ; Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 104198440 $ 7-8436700� w ✓ �`=i� 1 //- Z.r—' �%� C �C I,f,{.f� i� . L.( �� (/Z I f • <* (i! (Signature De ead 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 (-2 - 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 $ 8,300.00 plus est. shipping costs of $ na to pay for or purchase a rider scrubber and smaller cylindrical scrubber for the Cedar Valley SportsPlex. This purchase or expenditure is being made because: these items will be used to assist in the cleaning of the facility. Vendor selected for this purchase: Martin Brother (Cedar Falls, IA) ❑x Bids or written quotes were taken on this purchase, as follows: Martin Brothers (Cedar Falls, IA) $8,300.00 Weber Paper (Cedar Falls, IA) did not submit complete bid Capital Supply (Des Moines, IA) did not submit 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: General Fund Bonds Road Use Tax Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) restricted donation This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 37SPLX-GIFT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 1,984,192.00 $ 83,720.00;Z 1l jlG• LP Le /1-C(.4 &K7. (Signature Dept. H=:d or Designee) Date (Signature Finance Dept. Review) `:2e/3 Date K:\shared goodies\forms\scrubber pre auth.xls (Mar 2010) 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 $ 2,515.00 plus est. shipping costs of $ na to pay for or purchase Padlocks and combination software program for Club Lockers at the Cedar Valley SportsPlex. This purchase or expenditure is being made because: Padlocks are needed for members that purhcase a Club Locker at the Cedar Valley SportsPlex. Vendor selected for this purchase: Locksperts (Waterloo, IA) x Bids or written quotes were taken on this purchase, as follows: Locksperts (Waterloo, IA) $2,515.00 Security Locksmith (Waterloo, IA) $2,550.00 Polks Lock Service (Cedar Falls, IA) did not submit 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: General Fund Bonds Road Use Tax Federal/other grants ❑X Sewer 1 Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 37PLX.GIFT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. He $ 1,984,192.00✓ $ 831,411.00 ✓ (Signature Finance Dept. Review) Date K:\shared goodies\forms\padlock preauth.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date f �� 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 $ 3,150.00 plus est. shipping costs of $ Department to expend to pay for or purchase fees for putting on two goal setting sessions. The first, 1/7/14 is with department heads the second, 1/23/14 is for Council. This purchase or expenditure is being made because: Training for staff/council. Vendor selected for this purchase: pi Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: Mr. Jeff Schott, Program Director of the Institute of Public Affairs at the University of Iowa, is well-known for his sessions to municipalities. Prior Committee Actions (Dates): n/a Please check the following box(es) as appropriate to describe the funding for this expense: ❑x ❑ General Fund Bonds ❑ Road Use Tax ❑ Sewer Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-8200-1319 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully spbm itted, $ 2,500.00 1(r. SC • $ 2,500.00 r (c.66 dr.-`i G' - it 4�s-/-/ .A_(f!'0. r.�i /�-d—S ' /j ') (Lt2 6/ // ,;-( ad/,5 (Si nature 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 2-2-J 2 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 Planning Department to expend $ 2,700.00 plus estshipping costs of $ 0.00 to pay for or purchase (2) ArcGIS for Desktop Basic Single Use License at $1,350.00 each This purchase or expenditure is being made because: to have additional licenses so additional employees can utilize the software Vendor selected for this purchase: ESRI n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: ESRI is sole provider of ArcGIS Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El ❑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: 41108-5700-2111 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ 5,000.00 and the current available b. _ • - is $ 5,000.00 Res• fitted, ,?2•1 �eit,1 .. L, -,GL.G)&t // 25 -,e/r 3 (Signature Dept. Head or '"I� �' 7 Date (Sign ttlre Finance Dept. Review) Date ctfully sub K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) esrie ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. St Louis Regional Office, 3060 Little Hills Expressway St. Charles, MO 63301 Phone: (636) 949-6620 Fax: (800) 330-7053 DUNS Number: 06-313-4175 CAGE Code: OAMS3 To expedite your order, please attach a copy of this quotation to your purchase order. Quote is valid from: 11/06/2013 To: 02/04/2014 Quotation # 20437260 Date: November 6, 2013 Customer # 159163 Contract # City of Waterloo Planning & Zoning Dept 715 Mulberry St Waterloo, IA 50703 ATTENTION: Ben Wagner PHONE: (319) 291-4312 FAX: Material Qty Description Unit Price Total 93198 2 ArcGIS for Desktop Basic (formerly ArcView) Single Use License 1,350.00 Item Total: 2,700.00 2,700.00 Subtotal: Sales Tax: Estimated Shipping & Handling(2 Day Delivery) : Contract Pricing Adjust: 2,700.00 0.00 0.00 0.00 Total: $2,700.00 The following items are optional items listed for your convenience. These items are not included in the totals of this quotation. Material Qty Description Unit Price Total 87193 2 ArcGIS for Desktop Basic (formerly ArcView) Single Use Secondary Maintenance 300.00 600.00 • Please Indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether Earl Is a Prime Recipient, Sub -recipient, or Vendor for reporting purposes. Esri may charge a fee to cover expenses related to any customer requirement to use a specific vendor management, procurement, or invoice program. For questions contact: Kim Burns Email: kburns@esri.com Phone: (636) 949-6620 x8533 Acceptance of this quotation is limited to the Esri License Agreement and the Quotation Terms and Conditions This Quotation is made in confidence for your review. It may not be disclosed to third parties, except as required by law. If sending remittance, please address to: Esri, File No. 54630, Los Angeles, Ca 90074-4630 BURNSK This offer is limited to the terms and conditions incorporated and attached herein. esrie ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. St Louis Regional Office, 3060 Little Hills Expressway St. Charles, MO 63301 Phone: (636) 949-6620 Fax: (800) 330-7053 DUNS Number: 06-313-4175 CAGE Code: OAMS3 To expedite your order, please attach a copy of this quotation to your purchase order. Quote is valid from: 11/06/2013 To: 02/04/2014 Quotation # 20437260 Date: November 6, 2013 Customer # 159163 Contract # City of Waterloo Planning & Zoning Dept 715 Mulberry St Waterloo, IA 50703 ATTENTION: Ben Wagner PHONE: (319) 291-4312 FAX: BY SIGNING BELOW YOU ARE INDICATING THAT YOU ARE AUTHORIZED TO OBLIGATE FUNDS FOR YOUR ORGANIZATION. DO NOT USE THIS FORM FOR ORDER ACTIVATION IF YOUR ORGANIZATION WILL NOT HONOR AND PAY AN INVOICE THAT HAS BEEN ISSUED AT YOUR DIRECTION WITHOUT ADDITIONAL AUTHORIZING PAPERWORK. If you have made ANY alterations to the line items included in this quote and have chosen to sign the quote to indicate your acceptance, you must fax Esri the signed quote in its entirety in order for the quote to be accepted. You will be contacted by your Customer Service Representative if additional information is required to complete your request. If your organization is a US Federal, state, or local government agency; an educational facility; or a company that will not pay an invoice without having issued a formal purchase order, a signed quotation will not be accepted unless it is accompanied by your purchase order. If you choose to discontinue your maintenance, you will become ineligible for maintenance benefits and services. All maintenance fees from the date of discontinuation will be due and payable if you decide to reactivate your maintenance coverage at a later date. This quotation is subject to the terms set forth herein and the terms of your agreement with Esri, if any, or as otherwise provided by Esri's standard terms and conditions at www.esri.com/legal, which are incorporated by reference. Federal Government entities and prime contractors buying under GSA pricing/terms are subject to Esri's Federal Supply Schedule GS-35F-5086H. Acceptance is limited to terms of this quotation. Esri objects to and expressly rejects any different or additional terms contained in any purchase order, offer or confirmation sent or to be sent by buyer. All terms of this quotation as referenced above shall be incorporated into and are part of any further or additional agreement regarding Esri's software data, web services, training, services and maintenance. In order to expedite processing, please reference the quotation number and any/all applicable Esri contract number(s) (e.g. MPA, ELA, SmartBuy, GSA, BPA) on your ordering document. By signing below, you are authorizing Esri to issue an invoice for the items included in the above quote in the amount of: $ . plus sales taxes if applicable. (Note: Shipping costs are subject to change.) Please check one of the following: I agree to pay any applicable sales tax. _ I am tax exempt, please contact me if exempt information is not currently on file with Esri. Signature of Authorized Representative Date Name (Please Print) Title The quotation information is proprietary and may not be copied or released other than for the express purpose of system selection and purchaseAicense. This information may not be given to outside parties or used for any other purpose without consent from Environmental Systems Research Institute, Inc. (Esri). Any estimated sales andlor use tax reflected on this quote has been calculated as of the date of this quotation and is merely provided as a convenience for your organization's budgetary purposes. Esri reserves the fight to adjust and collect sales andlor use tax at the actual date of invoicing. If your organization is tax exempt or pays state tax directly, then prior to invoicing, your organization must provide Esri with a copy of a current tax exemption certificate issued by your state's taxing authority for the given jurisdiction. • Please indicate on your purchase order if this purchase is funded through the American Recovery and Reinvestment Act, and whether Earl is a Prime Recipient, Sub -recipient, or Vendor for reporting purposes. Esri may charge a fee to cover expenses related to any customer requirement to use a specific vendor management, procurement, or invoice program. For questions contact: Kim Burns Email: hburns@esri.com Phone: (636) 949-6620 x8533 Acceptance of this quotation is limited to the Esri License Agreement and the Quotation Terms and Conditions This Quotation is made in confidence for your review. It may not be disclosed to third parties, except as required by law. If sending remittance, please address to: Esri, File No. 54630, Los Angeles, Ca 90074-4630 BURNSK This offer is limited to the terms and conditions incorporated and attached herein. esri ESRI QUOTATION TERMS AND CONDITIONS Esri, 380 New York St., Redlands, CA 92373-8100 USA • TEL 909-793-2853 • FAX 909-793-5953 All quotations are valid for ninety (90) days unless otherwise stated on the quotation form. These prices and terms are valid only for items purchased for use and delivery within the United States. This quotation information is proprietary and may not be copied or released other than for the express purpose of the current system selection and purchase. This information may not be given to outside parties or used for any other purpose without written consent from Environmental Systems Research Institute, Inc. (Esri). To expedite your order, please reference the quotation number on your purchase order. ORDER PROCESS The order process is initiated when Esri receives an original purchase order or some form of advance payment. Several additional documents (e.g., Master License Agreement, credit application, Tax Exemption Certificate) may be required to complete the order process. Generally, the need for these documents varies by the type of software, data, web -enabled services, subscriptions, professional services or other products ordered, which is determined upon receipt of the purchase order (or advance payment). If delivery must be expedited, please contact your marketing representative for assistance. IMPORTANT! Collectively, these documents contain the authorizations and information necessary to ship proper versions of the software or data on the correct media, or to initiate web -enabled services, subscriptions, or professional services. Please return them promptly to avoid unnecessary delays in shipping or delivery. Please return all documents to Esri Customer Service, or as otherwise directed. Please show the following remittance address on your purchase order: Esri, File No. 54630, Los Angeles, CA 90074-4630 ESRI LICENSE AGREEMENTS All Esri software, data, web -enabled services, and subscriptions offered in this quotation are commercial off -the -shelf items developed at private expense and subject to Esri commercial license terms. You may have a signed license agreement on file that covers this order. If so, please reference the license agreement number on your purchase order. Unless a signed license is on file with Esri, Esri software, data, web -enabled services and subscriptions are subject to the Esri License Agreement included with the deliverable item as an on-line or click -through agreement. A copy is enclosed. Certain software or data requires a Master License Agreement signed by both parties. Professional services agreements may also include license terms. Some Esri software is copy protected with a software keycode or hardware key, and some software, data, web -enabled services or subscriptions require registration or a password. You will be given instructions to access the keycode, register, or obtain a password through the Esri website or by other means. MAINTENANCE After expiration of any complimentary period of maintenance that may apply to the licensed software, Esri will quote maintenance payable annually in advance. A reinstatement fee applies when maintenance has lapsed. DATA AND WEB SERVICES DISCLAIMER Data and Web Services may contain some nonconformities, defects, errors, or omissions. THE DATA AND WEB SERVICES ARE PROVIDED "AS -IS" WITHOUT WARRANTY OF ANY KIND. Without limiting the generality of the preceding sentence, Esri and its licensors do not warrant that the data and Web Services will meet Licensee's needs or expectations, that the use of the data or Web Services will be uninterrupted, or that all nonconformities can or will be corrected. Esri and its licensors are not inviting reliance on this data or Web Services, and Licensee should always verify actual data or Web Services. DELIVERY FOB Redlands, CA, USA G272 Page 1 of 2 04/29/2011 City Clerk Use Only Finance Committee Approval Date i 2 I 72 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 $ 10,000.00 plus est. shipping costs of $ 0.00 a police K-9 dog for the police department K-9 unit. Department to expend to pay for or purchase This purchase or expenditure is being made because: this purchase is to add another police dog to the K-9 unit, bringing the unit back to a level of a four dog unit. Cost of the K-9 is being paid for by private donations. Vendor selected for this purchase: Vohne Liche Kennels ❑ Bids or written quotes were taken on this purchase, as follows: Vohne Liche Kennels $10,000.00 Adlerhorst Kennels $10,175.00 I 1 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 Federal/other grants ❑ Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: tiff,) f%,or rj 010-11-1160-1528 K-9 Program Expense (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is RSpectfully s tbmitte (Signature Dept. Head or Designee) Date $ fArmt 72 ,r i1L (� �f!yL�2 // .2S/3 (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) 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 Police Department to expend $ 6,397.00 plus est. shipping costs of $ 0.00 to pay for or purchase renewal of SNS Vcenter server foundation and Vsphere agreement. This purchase or expenditure is being made because: this is a renewal of software for virtualization of servers for the department network. Vendor selected for this purchase: ACES ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: ACES is the support provider for software and hardware of the computer network for the police department. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds El ❑ Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1105-1520 (Fund - Department - Activity - Account Number) (Project Code) c) in which the budgeted amount is $ 't" r'r(;) and the current available balance is $ &46 ce F3espectfully submitted, (SignatuTe 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 I' —22 ! 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 $ 20,960.25 plus est. shipping costs of $ 0.00 to pay for or purchase twenty five Dell Opti Plex Desktop computers with monitors. This purchase or expenditure is being made because: these computers are being purchased to replace older and aging desktop computers were issued over eight years ago. Vendor selected for this purchase: Dell Computer Co ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: the department uses Dell computers exclusively to minimize repair costs with internal parts exchange as well as the additional cost of peripherial attachments if we switched computers. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ri Bonds El Road Use Tax ❑ Sewer ❑ Sanitation 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) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ RUC/G C $ 35;3Ice.1 d ��► //-zZ'i5 71�,��ti � 1,�,� ) 11-:24/•4/. (Signs a ept. Head or Designee) Date (Signat re Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date l 72 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 $ 3,400.00 plus est. shipping costs of $ 0.00 to pay for or purchase paint walls at the police training center. This purchase or expenditure is being made because: paint the walls in all the rooms of the police training facility that has not been painted for several years. Vendor selected for this purchase: Personified Inc ❑x Bids or written quotes were taken on this purchase, as follows: Personified Inc. $3400.00 Performance Painting $4200.00 Michael Painting and Decorating $5708.00 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: 111 General Fund ❑ Road Use Tax n Sewer Sanitation EBonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 412-11-1100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ead /I.z5 /j 7 1 cit,(E �C v` (Signatup� Dept. eor Designee) Date (Sign Lure Finance Dept. Review) Date $ (Project Code) $ K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date l 91 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 $ 2,975.00 plus est. shipping costs of $ 0.00 paint the walls of the first floor of the police department Department to expend to pay for or purchase This purchase or expenditure is being made because: paint the walls of the main floor hallway of the police department. Vendor selected for this purchase: Personified Inc ❑x Bids or written quotes were taken on this purchase, as follows: Personified Inc. $2975.00 Performance Painting $1700.00 Michael Painting and Decorating $2980.00 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 ❑ Road Use Tax ❑ Sewer 0 Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 410-11-1100-2152 411-11-1100-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Project Code) $ 5oi;O $ / /f? ,5't �5-c:ctc Respectfully submitted, -: � �_ } 2 ! l', � .' � vC �Ju C //-jl L ;(6l3 (Signatu a 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 1 ' 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 $ 3,330.71 plus est. shipping costs of $ 64.99 to pay for or purchase equipment to install in police patrol vehicle for transporting of a police K-9. This purchase or expenditure is being made because: this purchase of equipment will allow the K-9 to be transported in a police patrol vehicle that protects the dog and allows for rapid deployment. Vendor selected for this purchase: Ray Allen Manufacturing ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: Ray Allen Manufacturing is the designer of this insert and it is propriatary to their company. This equipment is currently being used by the existing K-9 members and is the prefered equipment for training, deployment, and safety of the dog. 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 nBonds 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 submitte — (I $ ", 0.. - Soli, 6.7 '71 �l v (Signatt)te 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 77 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 Street Department to expend $ 1,814.80 plus est. shipping costs of $ 0.00 to pay for or purchase Snow fence and posts This purchase or expenditure is being made because: Replacement of damaged snow fence materials Vendor selected for this purchase: Iowa DOT Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Utilized state bid Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ❑ Bonds El 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: 266-19-7100-1577 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 10,500.00 j/ '/- i s-'3 'l /l � /A! K:\shared goodies\forms\Street Department - Snow Fence - Iowa DOT - Nov 2013 (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ NTE 2,500.00 plus est. shipping costs of $ to pay for or purchase Shelving City Clerk Use Only Finance Committee Approval Date (9-1 - 3 - I ?7 This purchase or expenditure is being made because: Shelving for signs in the Public Works Building paint and sign shop. Vendor selected for this purchase: Menards QX Bids or written quotes were taken on this purchase, as follows: Menards Waterloo, IA App. $2,300.00 Home Depot Waterloo, IA App. $2,500.00 0 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund El Road Use Tax Sewer ❑ Sanitation QX Bonds ❑ Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 410-17-7120-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 23,000.00 ✓ and the current available balance is $ 5,270.38 '7 Respectfully submitted, L4'LG(`;eU /./„.,"- /// / J }}ma�c �r :E-C /L)L 6= ,cc/) /',.,'f -2u/ 3 (Sig ature Dept. He d or Designee) at€ (Signatttre Finance Dept. Review) Date K:\shared goodies\forrns\2013-November-Expenditure Pre -Authorization - TO-shleving for signs in PWB.xls (Mar 2010) Project Budget Descriptions for 12/2/2013 Finance Committee Meeting Agenda: 1. Approve the project budget for the Bullet Proof Vests allocation, funded 50% with a federal grant in the amount of $3,278.12 and 50% with bond funds. 2. Approve the project budget for the Law Enforcement Terrorism Prevention grant with federal funding in the amount of $48,353. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Bullet Proof Vests City Contract No. Project Manager Project Budget Total Director Trelka $ 6,556.24 1. How will this project be funded? A. Federal Grant Yes Grant Name No CFDA # /6 607 B. State Grant Yes Grant Name C. City Match D. Other Entities Name No Source of Funding Bond Fund Yes No % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? 6. Include a brief description of the project in the space below: (REQUIRED) The Waterloo Police Department will use these monies to purchase bulletproof vests. 50.00% Done None ❑x ❑ Yes No ❑ ❑X El El ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X ❑ ❑X Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheetl0\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO Project Name (from page one) Bullet Proof Vests Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 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 3370 School Share Liaison 3373 Fed Pass thru for Iowa Funded with property tax EXPENDITURES: City Clerk Use Only Finance Committee is-2'17., Approval Date (Each column should only include amounts by fund) Fund: 010- Fund: _010- 11 11 1150 1160 3,278.12 TOTALS $ 3,278.12 $ 1111 Salaries - Regular 1112 Salaries - Part Time 1131 Health 1122 IPERS 1121 FICA 1123 Disability 1579 Wearing Apparel 2128 Guns & Body Armor Bond Fund Total 3,278.12 6,556.24 $ $ 3,278.12 $ 6,556.24 3,278.12 3,278.12 3,278.12 3,278.12 TOTALS $ 3,278.12 $ - $ 3,278.12 $ 6,556.24 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheetl0\Page 2 (Donat or NON-constr) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total Police Grant - Law Enforcement Terrorism Prevention - LEN9 E M W-2012-S S-00028-02 Director Trelka $ 48,353.00 1. How will this project be funded? A. Federal Grant Yes No 1 CFDA # 97.067 Grant Name X B. State Grant Yes Grant Name No C. City Match Source of Funding D. Other Entities Yes Name No % Paid by federal grant 100.00% Grant Agreement Number 2o12-SS-00028-02 % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) 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? Carol Harris, Jack Stainbrook 6. Include a brief description of the project in the space below: (REQUIRED) This grant will be used to enhance the Iowa Intelligence Fusion Center & Regional fusion office to support the Done None ❑x ❑ Yes No development of statewide fusion process towards strengthening homeland security. Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheetl0\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee -I Approval Date IJi`' 2;7 Project Name (from page one) Police Grant - Law Enforcement Terrorism Prevention Department No. project will be budgeted under 11 Activity No. project will be budgeted under 010 11 1150 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 3370 School Share Liaison 3373 Fed Pass thru for Iowa Funded with property tax EXPENDITURES: 010 11 1160 (Each column should only include amounts by fund) Fund: 010- Fund: _010- 11 11 1150 1160 Bond Fund Total 48, 353.00 48, 353.00 TOTALS $ 48,353.00 $ $ $ $ 48,353.00 1111 Salaries - Regular 25,068.00 $ 25,068.00 1112 Salaries - Part Time 3,842.04 3,842.04 1131 Health 8,530.00 8,530.00 1122 IPERS 5,570.00 _ 5,570.00 1121 FICA 5,000.00 5,000.00 1123 Disability 342.96 342.96 TOTALS $ 48,353.00 $ $ $ 48,353.00 _ Vc)kt.. I1 - I�t�13�i�cGr CCC l %��7�r? (Signature DApt. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheetl0\Page 2 (Donat or NON-constr) (Mar 2010)