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HomeMy WebLinkAbout11/12/20131. 2. AMENDED FINANCE COMMITTEE November 12, 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 November 4, 2013. NEW BUSINESS Travel Requests Name & Title of Date(s) Amount not Personnel Class/Meeting Destination to Exceed Mayor Buck Clark National League of Cities Seattle, WA 11/13/13 — $975.00 Annual Meeting 11/16/13 Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Airport $1,800.00 Sand for use on the runways, taxiways and ramps Engineering $4,000.00 NTE Emergency repairs to expansion joint cover plate at southeast end of 11th Street bridge Fire Rescue $7,995.00 Annual fee for ESO software for paperless ambulance reports and billing Leisure Services $7,500.00 NTE ADA room signage within Cedar Valley SportsPlex Leisure Services $10,538.38 Replacement of shrubs and trees for Riverloop Expo Plaza Leisure Services $60,000.00 Funding for operations at Fairview Cemetery Police $5,193.00 + $50.00 shipping Flashback 3 Digital Video System with back seat infrared camera Police $4,403.00 Renewal of extended maintenance agreement for Mobile Vision in car video systems server Public Works $1,445.67 Installation of cable service to Public Works building Street $6,508.00 Replacement cutting edges for motor grader and snow plow blades Traffic Operations $3,710.00 Two (2) 24 hour solar flashing beacons and square post mountings Traffic Operations $10,200.00 NTE + Replacement parking meters, coin boxes, $150.00 shipping decorative sleeves and bases Waste Management $3,021.00 + Replacement of Anaerobic Digester Boiler Services $155.00 shipping Expansion Tank Waste Management $1,319.67 Twelve (12) months of service from On -Board Services Communications for Code Enforcement vehicle GPS system BUDGET LINE ITEMS TO BE AMENDED 3. Approve the project budget for the Insurance Claims Hail Damage Spring 2013 — Leisure Services Buildings project, funded with $262,374.41 in insurance proceeds —Submitted by Leisure Services Department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 1. FINANCE COMMITTEE November 12, 2013 5:10 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of November 4, 2013. NEW BUSINESS Pre Authorizations to Expend over $1,000.00 Dept Amount + Est S/H Expenditure Airport $1,800.00 Sand for use on the runways, taxiways and ramps Engineering $4,000.00 NTE Emergency repairs to expansion joint cover plate at southeast end of 11th Street bridge Fire Rescue $7,995.00 Annual fee for ESO software for paperless ambulance reports and billing Leisure Services $7,500.00 NTE ADA room signage within Cedar Valley SportsPlex Leisure Services $10,538.38 Replacement of shrubs and trees for Riverloop Expo Plaza Leisure Services $60,000.00 Funding for operations at Fairview Cemetery Police $5,193.00 + $50.00 shipping Flashback 3 Digital Video System with back seat infrared camera Police $4,403.00 Renewal of extended maintenance agreement for Mobile Vision in car video systems server Public Works $1,445.67 Installation of cable service to Public Works building Street $6,508.00 Replacement cutting edges for motor grader and snow plow blades Traffic Operations $3,710.00 Two (2) 24 hour solar flashing beacons and square post mountings Traffic Operations $10,200.00 NTE + $150.00 shipping Replacement parking meters, coin boxes, decorative sleeves and bases Waste Management Services $3,021.00 + $155.00 shipping Replacement of Anaerobic Digester Boiler Expansion Tank Waste Management Services $1,319.67 Twelve (12) months of service from On -Board Communications for Code Enforcement vehicle GPS system BUDGET LINE ITEMS TO BE AMENDED 2. Approve the project budget for the Insurance Claims Hail Damage Spring 2013 — Leisure Services Buildings project, funded with $262,374.41 in insurance proceeds —Submitted by Leisure Services Department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 1. 2. 3. 4. FINANCE COMMITTEE November 4, 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 October 28, 2013, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Hart 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 Matt Chesmore, Rehab and 16-Hour Inspector/Risk Des Moines, 12/1/2013- $885.00 Relocation Specialist Assessor Refresher IA 12/3/2013 Course Safety Services Director Trelka Protection Order New Orleans, 12/10/2013- $2,666.00 & Investigator Stacy Hesse * Practice for Prosecutors and Law Enforcement Louisiana 12/13/2013 Training Brian Baker, Chief HVAC Inspector and Bob Osgood, Chief Plumbing Inspector State of Iowa Plumbing Code, Industry and Safety Cedar Falls, IA 11/9/2013 $240.00 *Dan Trelka, Director of Safety Services said that the State is paying for police training because he is doing a pilot program. Suzy Schares, City Clerk, stated that in regards to the Baker travel request, the date has been rescheduled and the correct date will be on the council agenda. Ayes: Three. Motion carried. Moved by Hart, seconded by Schmitt that the request for the following pre -authorizations to expend over $1,000.00, be approved. Pre -Authorizations to Expend over $1, 000.00 Dept. Amount + Est. S/H Expenditure Community Development $3,500.00 Re -certify 24 hour workers and 40 hour contractors- 8- hour Lead Refresher Training. Fire Rescue $1,500.00 + $300.00 shipping Repair piston intake valve and replace inventory. Housing $2,136.29 Accident repair-301231-Left front damage. Leisure Services $2,309.71 3 UPS units and a management card needed for computers to operate at the Cedar Valley SportsPlex. Leisure Services $1,125.00 + $235.00 shipping Retractable belt barriers and sign frames to assist in directing visitors at the Cedar Valley SportsPlex. Leisure Services $1,620.00 Automated time clock necessary for payroll processing for the Cedar Valley SportsPlex. Police $1,174.00 Two X26 Tasers with DPM battery pack to replace two aging and non-functional Taser units. Finance Committee November 4, 2013 Page 2 Police $3,732.56 Fortigate firewall hardware and service bundle to replace aging department computer systems hardware. Sewer $6,000.00 NTE Replacement tires for Wheel Loader which is unserviceable and restricted from street use. Traffic $1,429.00 50 — 2 IN X 12' galvanized sign tubing to replace broken 4X4 posts. Waste Management Services $1,008.00 + $200.00 shipping Two each, 3 yard rear load containers for waste at the Cedar Valley SportsPlex. *Paul Huting, Director of Leisure Services, stated that the SportsPlex items will be paid for by a gift. Ayes: Three. Motion carried. Moved by Cole, seconded by Hart that Bills Payment, as contained in Accounts Payable Invoice Report, dated November 4, 2013, in the amount of $2,304,671.47, 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 Hart, seconded by Schmitt that the meeting be adjourned at 5:15 p.m. Ayes: Three. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Mayor Clark FINANCE DEPT. STAFF ONLY LINE ITEM USED FY 14 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori•inal - Clerk/Finance 316 oI )0cO 13-1) 3i,. 00 0. Go 6115 OC) iJ 2 i.3 Co. be..rtment NAME OF CLASS / MEETING: National League of Cities Annual Meeting DEPARTURE DATE: DATE: 11/12/13 DESTINATION Seattle, WA DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: 11/13/13 11/16/13 PURPOSE OF TRAVEL: Attend the annual National League of Cities meeting. DATE(S) OF MEETING: 11/14— 11/16/13 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: x COST $ YES NO x CITY VEHICLE AIRFARE DEPARTING FROM: Waterloo 61/6 of 6ecprl4 k/eG/wE ESTIMATE OF COST: 975.00 LODGING MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 975.00 TAXI PARKING AIRFARE MISC/TOLLS PRIVATE VEHICLE BUDGET LINE ITEM: 010-01-8200-1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 975.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD /3 I APPROVE THIS TRAVEL REQUEST „/ - C MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 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 Airport Department to expend $ 1,800.00 plus est. shipping costs of $ to pay_ for or purchase Sand for use on the runways, taxiways, and ramps to improve braking action. City Clerk Use Only Finance Committee �t Approval Date I t 1 0.113 This purchase or expenditure is being made because: Sand creates traction on runway surfaces to assist aircraft landing and taking off. Vendor selected for this purchase: BMC Aggregates n Bids or written quotes were taken on this purchase, as follows: nBids or quotes were not taken on this purchase because: FAA requires a special grade of sand that is only available through BMC. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund n Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: /1/2) „(6i 1740 12 7 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, '0p 0[4113 `21, j r t'a�_ /. )i t�f��-� //-1 ;40 3 (Signature Dept. Head or Designee) a e (5'ig ature Finance Dept. Review) Date K:\shared goodies\forms\Runway Sand 2013-14.xls (Mar 2010) (Project Code) $ 114,973.00 fr." $ 92,450 00 `ig ; Yti bi City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 11 I ►a / 13 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 4,000 NTE plus est. shipping costs of $ N/A to pay for or purchase emergency repairs to the expansion joint cover plate at the southeast end of the 11th Street bridge. This purchase or expenditure is being made because: The condition of the expansion plate is a traffic hazard and the outer northbound lane is currently closed. Street Dept. wishes to have all lanes open before winter. Vendor selected for this purchase: Peterson Contractors, Inc of Reinbeck, Iowa ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: PCI is the nearest bridge contractor who could quickly make the repairs. PCI has worked with AECOM to determine the best temporary repair for this joint. PCI estimates 1-day of work. Traffic control to be provided by Street Dept. Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: El General Fund ❑ Road Use Tax Bonds ❑ Federal/other grants Sewer ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 413-07-7400-2161 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 180,000.00 v- and the current available balance is $ 180,000.00 ✓ Respectfully submitted, .Lt�iG� o lii</1/3 1;, ci /,�1�,1�_��2 //"6 (Signature Dept. Head or Designee) Date (1Igiature Finance -Dept. Review) Date K:\shared goodies \forms\11th Street Bridge_Nov 2013.xlsx (Mar 2010) WAYNE CASTLE From: Ron DeHart <ronzoni@petersoncontractors.com> Sent: Monday, November 04, 2013 11:40 AM To: WAYNE CASTLE Cc: Kevin Steffen; Doug Clark (Doug Clark) Subject: RE: llth Street Bridge Wayne, The welder is $100/ Hour from portal to portal, based out of Grundy Center, IA. The PCI Supervisor, including his pickup, is $90.00 per hour. A small tractor backhoe to push down on the east end of the joint would be $110.00 per hour, including the operator and consumables. A full day welder and supervisor, with a few hours of backhoe time would be around a $2,000.00 deal realistically. To be safe, since the world is not a perfect place and it could take longer, use these rates and give them a range of $2000 to $3,000. Respectfully, PETERSON CONTRACTORS, INC. Ronald L. DeHart, Project Manager From: WAYNE CASTLE Finailto:WAYNE.CASTLE@WATERLOO-IA.ORG] Sent: Monday, November 04, 2013 9:38 AM To: ronzoni@petersoncontractors.com Subject: llth Street Bridge Ron, Talked with Doug Schindel about the repair. He is okay with Kevin's recommended repairs. I talked with the City Engineer about the repair and he is okay with the plan, and has directed me to prepare a Council authorization. Can I get from you an estimate and/or a rate sheet to give the Council an idea of what to expect for a final bill? I will have the authorization on for next Tuesday, (Monday is Veteran's Day and City offices will be closed). I expect an authorization that night with a Notice to Proceed — phone or email — from me Wednesday morning. Wayne W. Wayne Castle, PLS, El Associate Engineer City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 P: (319) 291-4312 F: (319) 291-4262 1 Approved IIhalls City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Rescue $ 7,995.00 plus est. shipping costs of $ 0.00 ESO Suite Subscription (09/01/13 to 08/31/14) This purchase or expenditure is being made because: Annual fee for ESO software for paperless ambulance reports and billing. Department to expend to pay for or puchase El Bids or written quotes were taken on this purchase, as follows: Bids were taken when we applied to BHC Gaming for the Grant. The subscription was paid the first year by the grant. Now that the grant is exhausted, we will need to pay the subscription out of the medical budget. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 010-12-1410-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Signature Dep Head or Designee) Sent over 102913 (Project Code) $ 10,000.00 ✓ $ 10,000.00 ✓ 1 3l-o �3ii., �.��� . r,/i/, /1-.xw 3 Date (Sign ture Finance Dept. Review) Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date III a/6 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 7,500.00 plus est. shipping costs of $ n/a to pay for or purchase room signage within the Cedar Valley SportsPlex. This purchase or expenditure is being made because: ADA room signage is required by code for the building. The preauth replaces on previously submitted & approved at $5,000. Vendor selected for this purchase: Signs & Designs n Bids or written quotes were taken on this purchase, as follows: x Bids or quotes were not taken on this purchase because: Signs & Designs is handling exterior signage for the project. In order to keep a level of consistencty in the appearance of signage in the building. 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 Bonds n Federal/other grants n El Sewer Other (specify) Sanitation 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 $ 866,475.48 '- (Signature De ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\sign preauth.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date It ioZl i 3 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 10,538.38 plus est. shipping costs of $ Shrubs and trees for Riverloop Expo Plaza. AMENDED previously approved at $9917.18 to pay for or purchase This purchase or expenditure is being made because: to replace shrubs and trees that have died at the Riverloop Expo Plaza. Another tree snapped off between preauth approved and the day new trees were planted. Vendor selected for this purchase: Jordan's Nursery ❑X Bids or written quotes were taken on this purchase, as follows: Jordan's $9,917.18 Matthias $9,997.11 Meyers Nursery did not respond to bid. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 8/26/2013 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: 413-37-4110 2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitt (Project Code) $ 30,000.00 $ 30,000.00 t/ (Signature Dep 'rad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\ Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 11 1 1a/t 3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 60,000.00 plus est. shipping costs of $ to pay for or purchase funding for operations at Fairview Cemetery. This purchase or expenditure is being made because: The cemetery is not able to pay their expenses. The number of burials has decreased, causing their revenue to decrease. Vendor selected for this purchase: Fairview Cemetery ❑ Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: The City subsidizes the current cemetery operations as an alternative to operating the cemetery directly. 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 El Sewer Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-4405-1393 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept( Sanitation (Project Code) $ 60,000.00 `/ $ 60,000.00 d or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Fairview Pre Auth.xlsx (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 11 + t•a' 13 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 5,193.00 plus est. shipping costs of $ 50.00 to pay for or purchase a Flashback 3 Digital Video System with backseat infared camera. This purchase or expenditure is being made because: patrol car video camera system to a replace older and unrepairable unit. Vendor selected for this purchase: L3 Communications n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: L3 is the provider of the mobile video systems that are used by the police department. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: 0 General Fund ❑ Road Use Tax 0 Sewer n Sanitation ❑ Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1563 11GRT TK56 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 376,20 and the current available balance is $ i3 Respectfully submitted, (Signatu' Dept. Head or Designee) Rn (/ 11.:- Itz li- 'L. Date �Sigiiature Finance Dept. Review) Date /t -6 :. 13 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 fllta/(3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 4,403.00 plus est. shipping costs of $ 0.00 to pay for or purchase renewal of extended maintenance agreement for mobile vision in car video systems server. This purchase or expenditure is being made because: the agreement covers the mobile video cameras server that stores all the video for. the patrol vehicle fleet. Vendor selected for this purchase: L3 Communications ❑ Bids or written quotes were taken on this purchase, as follows: ❑x Bids or quotes were not taken on this purchase because: L3 is the provider of the video systems that are 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 Bonds Road Use Tax ❑ Sewer 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) Sanitation (Project Code) in which the budgeted amount is $ 4/57, D ✓ and the current available balance is $ ,-4 4r<;`.` ✓ Respectfully submitted, %21,ci ��u'� C %�c.� 6 i it- 6.:;u), 3 (Signatur�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 ii(ial►3 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Public Works $ 1,445.67 plus est. shipping costs of $ 0.00 Installation of service to Public Works Building Department to expend to pay for or purchase This purchase or expenditure is being made because: Provide cable service to building Vendor selected for this purchase: Mediacom n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Only cable provider 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 ❑ Sewer Sanitation nBonds Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7950-1385 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully bmitted, (Project Code) $ 5,750.00 ✓ $ 2,947.01 1/ / /(-t' ',40/ 3 K:\shared goodies\forms\Public Works - Mediacom Service Installation (Mar 2010) (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Public Works - Mediacom Service Installation (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1 % Idl l3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ 6,508.00 plus est. shipping costs of $ 0.00 to pay for or purchase Cutting edges for motor grader and snow plow blades 5'X8"X3/4" This purchase or expenditure is being made because: Replacement cutting edges which are bolted/welded onto plow blades and moldboards Vendor selected for this purchase: Altorfer Inc n Bids or written quotes were taken on this purchase, as follows: Altorfer - Cedar Rapids, IA - $6508.00 Murphy Tractor Equip - Waterloo, IA - $8000.00 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: General Fund n Road Use Tax n Sewer n Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 200,000.00/ $ / 3 5 S7 rr l')t�'/,��ILZ �.)�� iu L //. K:\shared goodies\forms\Street Dept - Moldboard Cutting Edges - Nov 13 (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date It I lal 13 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 3,710.00 plus est. shipping costs of $ to pay for or purchase 2 - 24 hour solar beacon and square post mounting This purchase or expenditure is being made because: Flashing beacons to be installed westbound on Shaulis Rd. at Hwy 21 (Hawkeye Rd.) and eastbound on Shaulis Rd. at Ansborough Ave. Vendor selected for this purchase: Brown Traffic Products ❑X Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products, Inc. Davenport, IA Traffic Control Corporation Ankeny, IA General Traffic Controls, Inc. Spencer, IA Bids or quotes were not taken on this purchase because: $3,710.00 $4,600.00 $4,670.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax D Sewer ❑ Sanitation ❑X Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: Cfr/J —4t-17-7161-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (•`�?,Gi G(J ..o-' I//c /3/I / JJL (/lrter:,/1,. //7. (Sig ature Dept. H e or Designee) ate �Sij.nature Finance Dept. Review) Date (Project Code) $ 90,000.00 /. $ 3,963.04 K:\shared goodies\forms\2013-November-Expenditure Pre -Authorization - TO-2 flashing beacons for Shaulis Rd.-21 & ansborough.xls (Mar 2010) City Clerk Use Only City of Waterloo Expenditure Pre -Authorization Request Form Finance Committee Approval Date t illa 113 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 10,200.00 plus est. shipping costs of $ 150.00 to pay for or purchase 12 - parking meters, 6 - coinboxes, decorative sleeves and bases This purchase or expenditure is being made because: Parking meter replacement project - E. 5th and Commercial and W. 3rd St. area Vendor selected for this purchase: POM - ❑X Bids or written quotes were taken on this purchase, as follows: POM Incorporated Russellville, AR $10,169.31 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 D Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 412-17-7910-2126 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Signature Dept. $ 70,000.00 i✓ $ 6621-7 8 i.��/. ead or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodies \forms\2013-November-Expenditure Pre -Authorization - 12 meters, 6 coinboxes, sleeves, bases.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WMS Department to expend $ 1,319.67 plus est. shipping costs of $ 0.00 to pay for or purchase Twelve months of service from On -Board Communications for Code Enforcement City Clerk Use Only Finance Committee Approval Date (oi,'t 3 vehicle GPS system. This purchase or expenditure is being made because: To refer to vehicle locations, monitoring of fuel efficiency and driving pattern efficiency. Under contract with On -Board Communications for vehicle GPS system Vendor selected for this purchase: On -Board Communications ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: On -Board Communications is the Rep for this service and equipment. Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax ❑ Sewer n Sanitation Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 525-15-5125-1390 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 40,000.00 and the current available balance is $ 22,071.60 Respectfully submitted, ` •,J1 Nair S12.013 i) ,c(..ibi,l.ii_. 6 iff /..ert ,) lI-6 a(,,, 4- (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\On-Board Communications GPS Service; cm 11-12-13.xis (Mar 2010) cinrb d 12720Ilillcresl Road commurIICATIONS Suite 30(1 Dallas, TX 75 )10 BILL TO City of Waterloo Public Works Department Mark Rice 625 Glenwood Street Waterloo, IA 50702 QTY t P.O. NUMBER Cust. Part # S.O. No. OBC Part # 1-Ann439.89.. SFIIP 10 Invoice t)A t t INVOICE # 10/2201 1 5511) s - ('ity of Waterloo Public Works Department Mark Rice 1 t11 Black Ilawk SI Waterloo, IA i0711:2 REP N-VGM Description SHIP 10/2/2013 Unlimited annual digital plan offering 12 months of service for the prepaid cost of II months ofscrviee. 143 1 12 3390 143 112 3391 143 112 3392 November 2013 - October 2014 Out -of -slate sale, exempt from sales lax VIA Price Ea. 439.89 0.00% Terms Srvc Mo NoVCIIIher Total Special Amount 1,319.671 0.00 $1,319.67 Phone # Fax # 214-346-0300 214-346-0361 Balance Due $1,319.67 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date IIIIal(3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WMS Department to expend $ 3,021.00 plus est. shipping costs of $ 155.00 to pay for or purchase Anaerobic Digester boiler Expansion Tank replacement This purchase or expenditure is being made because: Current boiler Expansion Tank not maintaining boiler system pressure Vendor selected for this purchase: Waterloo Boiler Company (WBC) ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Rep for boiler work and equipment. Total cost $ 3176.00 Prior Committee Actions (Dates): None 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 I I Other (specify) This expenditure is to be coded to the following budget line -item: 520-14-5200-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 250,000.00 and the current available balance is $ 1•7-38-t5- /5 , 'i 3 / s3 "/ Respectfully submitted, 84.1 S2sOE?, /', C L 7/-6,.;zai3 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies Worms \Anaerobic Digester Boiler Expansion Tank, WBC; CM 11-12-13.xls (Mar 2010) 11/04/2013 10:21 FAX WRC MI?CIIANICAL [0OOOI /000l DATE: TO: QUOTE MECHANICAL FROM: Danielle Droste ATTENTION: DICK OLSON LOCATION: WASTE MANAGEMENT QUOTE: PHONE: FAX: PROJECT: EXPANSION TANK ( REVISION ) 11/4/2013 CITY OF WATERLOO PART # /DESCRIPTION MANUFACTVER SUPPLIER BELL AND GOSSETT b260 V 125 P5I , EXPANSION TANK EACH QUANTITY PRICE 1 $3,021.00 FREIGHT 476 # $155.00 PRICES ARE FIRM FOR 20 DAYS UNLESS OTHERWISE NOTED. PRICES QUOTED DO NOT INCLUDE TAX. TAX WILL BE ADDED IF APPLICABLE. WBC MECHANICAL DANIELLE DROSTE DATE 11/4/2013 5( Ahaer6,k, Di/04ex 3,01(e r Bp? ar1SaWNTa„k I` Imearkvif ACCEPTED BY 1801 Falls Ave. ♦ Waterloo, IA 50701 • (319) 233-6101 ♦ Fax (319) 233-6102 Project Budget Descriptions for 11/12/2013 Finance Committee Meeting Agenda: 1. Approve the project budget for the Insurance Claims Hail Damage Spring 2013 — Leisure Services Buildings project, funded with $262,374.41 in insurance proceeds. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date I J I' / 13 Project Name (from page one) Insurance Claims Hail Damage Spring 2013 Department No. project will be budgeted under Activity No. project will be budgeted under REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds a9ei'-1 I OS To be assigned by the Finance Dept. Project No. 1 / 03 Subproject No. VI /L. (Each column should only include amounts by fund) Fund: QI 3 Fund: Fund: Fund: e4e-O3 80O - , a,1;u:,-„,:'e_ 262,374.41 TOTALS $ 262,374.41 $ Total 262,374.41 $ $ $ 262,374.41 EXPENDITURES: 2d.039- E ngineering & Consulting $ 3,000.00 $ 3,000.00 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc pn rael?provements 259,374.41 TOTALS $ 262,374.41 $ 259,374.41 $ $ 262,374.41 Z/ / l S /% 3 7I' le 1 i.,.GGt (; JJt f(',01-- t l -4' ✓i'Ji Signature Dept ead) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Project Budget Hail Damage Spring 2013.xls\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Insurance Claims Hail Damage Spring 2013 City Contract No. Project Manager Project Budget Total Travis Nichols $ 262,374.41 1. How will this project be funded? A. Federal Grant Yes Grant Name No CFDA # B. State Grant Yes Grant Name No C. City Match Source of Funding D. Other Entities Yes Name No insurance proceeds 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. Subproject No. % 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) Done None Yes No ❑ ❑X ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ uo 0 The insurance proceeds are from hail damage in the spring of 2013. The project will include the repair/replacement of the roofs on various buildings, such as: the Boat House, various park shelters, lighting repairs in Exchange Park (RSP). Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Insurance Claims Hail Damage Spring 2013 City Contract No. Project Manager Project Budget Total Travis Nichols $ 262,374.41 1. How will this project be funded? A. Federal Grant Yes Grant Name B. State Grant Grant Name C. City Match No CFDA # Yes No Source of Funding D. Other Entities Yes Name No insurance proceeds 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. Subproject No. % 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) Done None Yes No ❑ ❑ ❑ E The insurance proceeds are from hail damage in the spring of 2013. The project will include the repair/replacement of the roofs on various buildings, such as: the Boat House, various park shelters, lighting repairs in Exchange Park (RSP). Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) 1. FINANCE COMMITTEE November 12, 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 November 4, 2013. NEW BUSINESS Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est S/H Expenditure Airport $1,800.00 Sand for use on the runways, taxiways and ramps Engineering $4,000.00 NTE Emergency repairs to expansion joint cover plate at southeast end of 11th Street bridge Fire Rescue $7,995.00 Annual fee for ESO software for paperless ambulance reports and billing Leisure Services $7,500.00 NTE ADA room signage within Cedar Valley SportsPlex Leisure Services $10,538.38 Replacement of shrubs and trees for Riverloop Expo Plaza Leisure Services $60,000.00 Funding for operations at Fairview Cemetery Police $5,193.00 + $50.00 shipping Flashback 3 Digital Video System with back seat infrared camera Police $4,403.00 Renewal of extended maintenance agreement for Mobile Vision in car video systems server Public Works $1,445.67 Installation of cable service to Public Works building Street $6,508.00 Replacement cutting edges for motor grader and snow plow blades Traffic Operations $3,710.00 Two (2) 24 hour solar flashing beacons and square post mountings Traffic Operations $10,200.00 NTE + $150.00 shipping Replacement parking meters, coin boxes, decorative sleeves and bases Waste Management Services $3,021.00 + $155.00 shipping Replacement of Anaerobic Digester Boiler Expansion Tank Waste Management Services $1,319.67 Twelve (12) months of service from On -Board Communications for Code Enforcement vehicle GPS system BUDGET LINE ITEMS TO BE AMENDED 2. Approve the project budget for the Insurance Claims Hail Damage Spring 2013 — Leisure Services Buildings project, funded with $262,374.41 in insurance proceeds —Submitted by Leisure Services Department. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 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 Airport Department to expend $ 1,800.00 plus est. shipping costs of $ to pay for or purchase Sand for use on the runways, taxiways, and ramps to improve braking action. This purchase or expenditure is being made because: Sand creates traction on runway surfaces to assist aircraft landing and taking off. Vendor selected for this purchase: BMC Aggregates ri Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: FAA requires a special grade of sand that is only available through BMC. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Road Use Tax n Sewer Sanitation Bonds Federal/other grants n Other (specify) X This expenditure is to be coded to the following budget line -item: 1)//) 170c i2 ? J (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 114,973.00 U and the current available balance is Respectfully submitted, (1c� tlJ�-/tzj �,.l,°°.,de_ ll�a�'r2r.-� //4 `2613 (Signature Dept. Head or Designee) JJ bate (Signature Finance Dept. Review) Date $ 92450.00 K:\shared goodies\forms\Runway Sand 2013-14.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 Engineering Department to expend $ 4,000 NTE plus est. shipping costs of $ N/A to pay for or purchase emergency repairs to the expansion joint cover plate at the southeast end of the 11th Street bridge. This purchase or expenditure is being made because: The condition of the expansion plate is a traffic hazard and the outer northbound lane is currently closed. Street Dept. wishes to have all lanes open before winter. Vendor selected for this purchase: Peterson Contractors, Inc of Reinbeck, Iowa n Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: PCI is the nearest bridge contractor who could quickly make the repairs. PCI has worked with AECOM to determine the best temporary repair for this joint. PCI estimates 1-day of work. Traffic controlto be provided by Street Dept. Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund n Road Use Tax n Sewer Bonds n Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 413-07-7400-2161 (Fund - Department - Activity - Account Number) in which the budgeted amount is Sanitation (Project Code) $ 180,000.00 and the current available balance is $ 180,000.00 V Respectfully submitted, &cr...)� , / //lam j/3 /; ,'< / „'� , //':4'i:i 3 (Signature Dept. Head or Designee) Date (Signature Finance`Dept. Review) Date K:\shared goodies\forms\11th Street Bridge_Nov 2013.xlsx (Mar 2010) City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Waterloo Fire Rescue Department to expend $ 7,995.00 plus est. shipping costs of $ 0.00 to pay for or puchase ESO Suite Subscription (09/01/13 to 08/31/14) This purchase or expenditure is being made because: Annual fee for ESO software for paperless ambulance reports and billing. Bids or written quotes were taken on this purchase, as follows: Bids were taken when we applied to BHC Gaming for the Grant. The subscription was paid the first year by the grant. Now that the grant is exhausted, we will need to pay the subscription out of the medical budget. ri Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): This expenditure is to be coded to the following budget line -item: 010-12-1410-1520 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is $ 10,000.00 (Project Code) $ 10,000.00 10- 1-d19 Ile' 1/ .0/3 (Signature Dep . Head or Designee) Date (Signature Finance Dept. Review) Date Sent over 102913 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 $ me 7,500.00 plus est. shipping costs of $ n/a to pay for or purchase room signage within the Cedar Valley SportsPlex. This purchase or expenditure is being made because: ADA room signage is required by code for the building. The preauth replaces on previously submitted & approved at $5,000. Vendor selected for this purchase: Signs & Designs n Bids or written quotes were taken on this purchase, as follows: x Bids or quotes were not taken on this purchase because: Signs & Designs is handling exterior signage for the project. In order to keep a level of consistencty in the appearance of signage in the building. 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 Sewer I Sanitation Bonds I I Federal/other grants n Other (specify) 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 $ 1,984,192.00 and the current available balance is $ 866,475.48 Respectfully submitted, l! �l Lr,.14 Lcf : c i;t /;(•(.'- /1-6 ";,�i_3 (Signature Dept%Flead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\sign preauth.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 $ 10,538.38 plus est. shipping costs of $ Shrubs and trees for Riverloop Expo Plaza. AMENDED previously approved at $9917.18 to pay for or purchase This purchase or expenditure is being made because: to replace shrubs and trees that have died at the Riverloop Expo Plaza. Another tree snapped off between preauth approved and the day new trees were planted. Vendor selected for this purchase: Jordan's Nursery X Bids or written quotes were taken on this purchase, as follows: Jordan's $9,917.18 Matthias $9,997.11 Meyers Nursery did not respond to bid. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 8/26/2013 Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 413-37-4110 2168 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitt (Project Code) $ 30,000.00 d $ 30,000.00 (/ Signature Dep . 'rad or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) 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 Leisure Services Department to expend $ 60,000.00 plus est. shipping costs of $ to pay for or purchase funding for operations at Fairview Cemetery. This purchase or expenditure is being made because: The cemetery is not able to pay their expenses. The number of burials has decreased, causing their revenue to decrease. Vendor selected for this purchase: Fairview Cemetery X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: The City subsidizes the current cemetery operations as an alternative to operating the cemetery directly. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax [ Sewer Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-01-4405-1393 (Fund - Department - Activity - Account Number) Sanitation (Project Code) in which the budgeted amount is $ 60,000.00 and the current available balance is Respectfully submitted, $ 60,000.00 i/ (Signature Dept',Ffed`d or Designee) Date (Signature Finance Dept. Review) K:\shared goodies \forms\Fairview Pre Auth.xlsx (Mar 2010) //'6-i16`/_3 Date 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 $ 5,193.00 plus est. shipping costs of $ 50.00 to pay for or purchase a Flashback 3 Digital Video System with backseat infared camera. This purchase or expenditure is being made because: patrol car video camera system to a replace older and unrepairable unit. Vendor selected for this purchase: L3 Communications ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: L3 is the provider of the mobile video systems that are 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 ❑ Road Use Tax 0 Sewer ❑ Sanitation ❑ Bonds �X Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1150-1563 11 GRT TK56 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, (SignatuDept. Head or Designee) $ .278. '✓ �, fit.. :_;c, Date (�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 $ 4,403.00 plus est. shipping costs of $ 0.00 to pay for or purchase renewal of extended maintenance agreement for mobile vision in car video systems server. This purchase or expenditure is being made because: the agreement covers the mobile video cameras server that stores all the video for. the patrol vehicle fleet. Vendor selected for this purchase: L3 Communications n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: L3 is the provider of the video systems that are used by the police department. 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 El 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) in which the budgeted amount is $ 45 js'6 and the current available balance is $ 44 Respectfully submitted, ,ricJ 7-o 3(/.j l i L 'r�'i 3 (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 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Public Works Department to expend $ 1,445.67 plus est. shipping costs of $ 0.00 to pay for or purchase Installation of service to Public Works Building This purchase or expenditure is being made because: Provide cable service to building Vendor selected for this purchase: Mediacom n Bids or written quotes were taken on this purchase, as follows: ri Bids or quotes were not taken on this purchase because: Only cable provider 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 n Sewer n Sanitation 0 Bonds pi Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7950-1385 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully bmitted, $ 5,750.00 ✓ $ 2,947.01 ✓ v K:\shared goodies\fortis\Public Works - Mediacom Service Installation (Mar 2010) 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 Street Department to expend $ 6,508.00 plus est. shipping costs of $ 0.00 to pay for or purchase Cutting edges for motor grader and snow plow blades 5'X8"X3/4" This purchase or expenditure is being made because: Replacement cutting edges which are bolted/welded onto plow blades and moldboards Vendor selected for this purchase: Altorfer Inc n Bids or written quotes were taken on this purchase, as follows: Altorfer - Cedar Rapids, IA - $6508.00 Murphy Tractor Equip - Waterloo, IA - $8000.00 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: General Fund nBonds ❑X 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: 010-18-7955-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, it-G -i 3 $ 200,000.00/ K:\shared goodies\forms\Street Dept - Moldboard Cutting Edges - Nov 13 (Mar 2010) 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 Traffic Operations Department to expend $ 3,710.00 plus est. shipping costs of $ to pay for or purchase 2 - 24 hour solar beacon and square post mounting This purchase or expenditure is being made because: Flashing beacons to be installed westbound on Shaulis Rd. at Hwy 21 (Hawkeye Rd.) and eastbound on Shaulis Rd. at Ansborough Ave. Vendor selected for this purchase: Brown Traffic Products Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products, Inc. Davenport, IA Traffic Control Corporation Ankeny, IA General Traffic Controls, Inc. Spencer, IA Bids or quotes were not taken on this purchase because: $3,710.00 $4,600.00 $4,670.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund l l Road Use Tax ❑ Sewer n Sanitation QX Bonds Ell Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: tea -17-7161-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 90,000.00 '' and the current available balance is $ 3,963.04 Respectfully submitted, 7ACU; ilklra r Lc/. 1. ii 7: (Sig ature Dept. Hid or Designee) 1 ate (Si6nature Finance Dept. Review) Date K:\shared goodies\forms12013-November-Expenditure Pre -Authorization - TO-2 flashing beacons for Shaulis Rd.-21 & ansborough.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ NTE 10,200.00 plus est. shipping costs of $ 150.00 to pay for or purchase 12 - parking meters, 6 - coinboxes, decorative sleeves and bases City Clerk Use Only Finance Committee Approval Date This purchase or expenditure is being made because: Parking meter replacement project - E. 5th and Commercial and W. 3rd St. area Vendor selected for this purchase: POM - QX Bids or written quotes were taken on this purchase, as follows: POM Incorporated Russellville, AR $10,169.31 El 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: 0 General Fund 0 Road Use Tax 0 Sewer n Sanitation QX Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 412-17-7910-2126 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, v (Project Code) $ 70, 000.00 $ 66247787 ,•f s L- '/ Signature Dept. ead or Designee) t / Date (Signature Finance Dept. Review) Date K:\shared goodies\forrns\2013-November-Expenditure Pre -Authorization - 12 meters, 6 coinboxes, sleeves, bases.xls (Mar 2010) 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 WMS Department to expend $ 3,021.00 plus est. shipping costs of $ 155.00 to pay for or purchase Anaerobic Digester boiler Expansion Tank replacement This purchase or expenditure is being made because: Current boiler Expansion Tank not maintaining boiler system pressure Vendor selected for this purchase: Waterloo Boiler Company (WBC) n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Rep for boiler work and equipment. Total cost $ 3176.00 Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax n Sewer n Sanitation ElBonds n FederaUother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 520-14-5200-1571 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 250,000.00 $ 1-73,53$9-5- 61 5 / (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodies \forms\Anaerobic Digester Boiler Expansion Tank, WBC; CM 11-12-13.xls (Mar 2010) 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 WMS Department to expend $ 1,319.67 plus est. shipping costs of $ 0.00 to pay for or purchase Twelve months of service from On -Board Communications for Code Enforcement vehicle GPS system. This purchase or expenditure is being made because: To refer to vehicle locations, monitoring of fuel efficiency and driving pattern efficiency. Under contract with On -Board Communications for vehicle GPS system Vendor selected for this purchase: On -Board Communications n Bids or written quotes were taken on this purchase, as follows: nBids or quotes were not taken on this purchase because: On -Board Communications is the Rep for this service and equipment. Prior Committee Actions (Dates): None Please check the following box(es) as appropriate to describe the funding for this expense: 111 General Fund n Road Use Tax n Sewer X Sanitation Bonds I I FederaVother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 525-15-5125-1390 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 40,000.00 and the current available balance is $ 22,071.60 Respectfully submitted, Nor ci 2OI3 1)1},A1,f Ll.r' C: C i L,i � r:r.- � �� eta /,- (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\On-Board Communications GPS Service; cm 11-12-13.xls (Mar 2010)