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HomeMy WebLinkAbout12/15/20141. 2. FINANCE COMMITTEE December 15, 2014 5:10 p.m. Harold E. Getty Council Chambers Roll Ca11: Members: Chairperson Carolyn Cole Vice Chair Steve Schmitt David Jones Approval of Agenda, as proposed. Approval of Minutes of December 8, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Jimmy James Canales, Mat Vertigo Performance Waterloo 11/14/14 $300.00 Kubo — Performance Artist Art Series Center for the — Arts 11/17/14 Pre Authorizations to Expend over $1,000.00 Dept. Amount + Est. S/H Expenditure Bldg Maint. $6,274.76 Annual Contract w/Jaytech Inc. for inspections and chemicals for cooling towers at City Hall and Young Arena Central Garage $2,775.00 + $150.00 Clutch, drive ring and pilot bearing replacement — chipper 410314 Engineering $8,800.00 Implementation services for new inspection data for the City's Pavement Management System (PMS) Engineering $4,500.00 Pavement Management Services from Center for Transportation Research and Education (CTRE) Engineering $7,772.00 Builders Risk Insurance — 4 storm water pump stations (Fletcher, Black Hawk Road, Hollywood & Cedar Bend) Leisure Services $3,850.00 Annual subscription renewal to TreeKeeper Software MIS $2,800.07 OfficeProPlus TrueUp Licenses Police $2,077.00 1 yr renewal Fortigate firewall software for PD computer system Sewer $2,410.68 + Closed-circuit TV camera crawler rubber tires — 8 $300.00 each, carbide wheels — 8 each, and inner hub offset —1 each Sewer $19,025.00 12" pump for Edwards Lift Station BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO euSSet FINANCE DEPT. STAFF ONLY LINE ITEM USED '4 ; (F `/Vp h. /?4-4,1 FY gar ‘BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori.. inal - Clerk/Finance 7171-) Co. -Dertment NAME(S) AND POSITION(S): Jimmy James Canales and Mat Kubo—Performance Artists DATE: October 06, 2014 NAME OF CLASS / MEETING: Vertigo Performance Art Series DESTINATION: Waterloo Center for the Arts DEPARTURE POINT IF NOT WATERLOO: Dallas, Texas DEPARTURE DATE: Friday, November 14, 2014 RETURN DATE: Monday, November 17, 2014 DATE(S) OF MEETING: Saturday, November 15, 2014 PURPOSE OF TRAVEL/TRAINING: Jimmy James Canales and Mat Kubo will be participating as guest artists in the Vertigo: TX Performance Art Series to be held at the Waterloo Center for the Arts. They will also be providing assistance in workshops at the University of Northern Iowa. Vertigo is long standing collaboration between the Waterloo Center for the Arts and the University of Northern Iowa Department of Art. One additional night was needed for both artist due to flight cancellations out of ALO airport. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST$ YES NO METHOD OF TRAVEL: CITY VEHICLE X (paid by UNI) AIRFARE DEPARTING FROM: ESTIMATE OF COST: $300.00 LODGING MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 300.00 TAXI PARKING AIRFARE MISC/TOLLS PRIVATE VEHICLE 03,4 i afi- BUDGET LINE ITEM:0/0abiab5r/"3ryy GRANT REIMBURSABL W YES YES NO NO TOTAL: $ REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO i<Sli‘a I F' DEPARTMENT HEAD DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR // 1 DATE FINANCE DEPT. STAFF ONLY TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Jimmy James Canales and Mat Kubo—Performance Artists NAME OF CLASS / MEETING: Vertigo Performance Art Series DEPARTURE DATE: Friday, November 14, 2014 LINE ITEM USED /7,i,•, �. FY:/e1.3BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST .n 5_ >, DATE Original - Clerk/Finance >topy - Department PURPOSE OF TRAVEL/TRAINING: Jimmy James Canales and Mat Kubo will be participating as guest arti s in the Vertigo: TX Performance Art Series to be held at the Waterloo Center for the Arts. They will also be providing a sisfance in workshops at the University of Northern Iowa. Vertigo is long standing collaboration between the Waterloo nter for the Arts and the University of Northern Iowa Department of Art. RETURN DATE: Sunday, November 16, 2014 DATE: October 06, 2014 DESTINATION: Waterioo'6enter for the Arts DEPARTURE POINT / IF NOT WATERLOO Dallas, Texas /� DATE(S) OF MEETING: Saturday, November 15, 2014 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: CITY VEHICLE / X COST $ YES NO X (paid by UNI) AIRFARE DEP RTING FROM: ESTIMATE OF COST: $250.00 LODGING MEALS REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 250.00 TAXI PARKING AIRFARE MISC/TOLLS PRIVATE VEHICLE 4 J/s,/r BUDGET LINE ITEM: e%G';rf% �I'�J rj3r GRANT REIMBURSABLE . YES NO YES NO TOTAL: $ REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SE VES A PUBLIC PURPOSE AND IS NECESSARY A D BENEFICIAL TO THE CITY WATERLOO ( DEPARTUEN A D DAT K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST i3 MAYOR (©(2-d `l0 DATE FINANCE COMMITTEE December 8, 2014 5:10 p.m. Harold E. Getty Council Chambers Members present: Cole, Schmitt, and Welper. Absent: Jones. Moved by Schmitt, seconded by Welper that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that the Minutes of December 1, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper 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 Jeff Siebel, Property Safety Inspector ICC Legal & Management Exam Coralville, IA 12/29/14 $116.00 Ayes: Three. Motion carried. Moved by Welper, 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 Airport $3,180.00 + $293.40 S/H Deicing product required to deice runways during inclement weather to provide safe operating conditions on runways, taxiways, and ramps. Airport $1,800.00 Sand for use on the runways, taxiways, and ramps to improve braking action. Airport $2,400.00 Urea for parking lots, sidewalks, and public roads to melt ice. Engineering $34,484.00 + A Trimble S6 robotic total station (GPS Surveying equipment). Engineering $150.00 Rain barrel for home -owners workshop. Management Information Systems $10,276.00 4 Windows Server Standard 2012 R2 licenses & 360 Windows Server 2012 user CAL licenses. Police $6,374.00 Renewal hardware warranty of IBM ServicePac onsite maintenance. Public Works $27,197.32 Mezzanine Caging materials & installation. Safety Committee $3,000.00 NTE 2 — AED Units (Public Market, Expo Plaza, and Amphitheatre area and replacement Pedi Pads. Safety Committee $1,000.00 NTE Safety Fair prizes. Sewer $3,821.00 + Replacement parts for Hayward Gordon pump, Digester Sludge Recirculation pump # 1. Traffic Operations $4,404.80 Directional bore along Park Ave. and Jefferson Street. Traffic Operations $2,817.00 Sheeting & film. Ayes: Six. Motion carried. Finance Committee December 8, 2014 Page 2 Mr. Schmitt questioned the caging and installation for the Public Works building. Mark Rice, Public Works Director, explained that the cages are in addition to the original project. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated December 8, 2014, in the amount of $1,052,086.65, 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 Cole, seconded by Schmitt that the meeting be adjourned at 5:14 p.m. Ayes: Three. Motion carried. Suzy Schares, CMC City Clerk/Human Resource Director City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee `l I Approval Date i 42 `L� I '1 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 6,274.76 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Annual Contract renewal with Jaytech Inc. to provide inspections & chemicals for cooling towers at City Hall & Young Arena Vendor selected for this purchase: Jaytech Inc. I I Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: Annual Contract renewal 12/1/2014 - 11/30/2015 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-22-8800-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respec,f3atly sub (Project Code) $ A4.00L0 $ (, d 7 b ``3 ,�- %i(i /:2-414 ( stature Dept. Head 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 ( <Z" k The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage Department to expend $ 2,775.00 plus est. shipping costs of $ 150.00 to pay for or purchase Clutch, drive ring and pilot bearing replacement - chipper 410314 This purchase or expenditure is being made because: Excessive Wear Vendor selected for this purchase: Iowa Clutch Masters ❑X Bids or written quotes were taken on this purchase, as follows: Iowa Clutch Masters - $2775 plus freight Aspen Equipment - $3741 plus freight 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: nGeneral Fund � Road Use Tax n Sewer n Sanitation Bonds ri 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, i K:\shared goodies\forms\Central Garage - Forestry - Clutch, Ring Gear and Pilot bearing - Chipper 314 - Dec 2014x1s.xls (Mar 2010) $ 200,000.00 ✓ $ /i3,/'3}� -- City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1,D- i The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 8,800.00 plus est. shipping costs of $ NA to pay for or purchase Implementation Services for new inspection data for the City's Pavement Management System (PMS) This purchase or expenditure is being made because: The pavement inspection data suppied by the IDOT/CTRE needs to be formatted for the City's PMS. Vendor selected for this purchase: Cartegraph ❑ Bids or written quotes were taken on this purchase, as follows: [ Bids or quotes were not taken on this purchase because: Cartegraph is the vendor the City's PMS software. Prior Committee Actions (Dates): NA Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds 0 Federal/other grants OX Other (specify) Local Option Sales Tax This expenditure is to be coded to the following budget line -item: 205-07-7830-1390 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 15,000.00'� $ /U Vie, _—✓ "L� /a//c/%{ 2 �����t C / 4 ., i,Z-/ -7/ (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Exp Auth - Cartegraph (Mar 2010) Cartegraph 3600 Digital Drive I Dubuque, Iowa 52003 I (800) 688-2656 I (563) 556-8120 I fax (563) 556-8149 Federal ID: 42-1419553 Software and Services Contract Date: December 8, 2014 Contract Expiration Date: December 31, 2014 Contract No.: C1401309-1 Organization City of Waterloo Contact Eric Thorson Department Address 715 Mullberry Street City Waterloo State/Prov. IA Zip/Code 50703 Purchase Type Qty. Unit Price Total Price Future Annual Renewal Fee FIELD SERVICES Implementation Services Fixed Fee Service 1 $8,800.00 $8,800.00 TOTAL PROJECT COST $8,800.00 Field Services Cartegraph staff will provide the following services to convert IDOT collected pavement condition data into a Cartegraph Navigator database: • Load parent -level segment records should none exist based on asset and spatial information provided by IDOT • Should segment records already exist, IDOT or the client will need to normalize this data, linking the collected data to existing segment records based on the Cartegraph ID • Create inspection records and manipulate collected sample data into a format that complies with Navigator rules • Import detailed distress information in compliance with ASTM standards During the duration of the project, the client will appoint a project coordinator to be responsible for the following aspects of the project: • Approve the Project Status Report • Authorize the project work • Acceptance of deliverables defined in the Project Status Report • Ensure the project is in compliance with and satisfies the requirements of the Project Status Report • Consult with the Cartegraph Project Manager on a continuing basis • Provide leadership on all issues related to the client, such as policy, organization, staff, technical architecture, data, and current systems. • Monitor progress of the project, including the review of Cartegraph regular status reports and managing internal resources. Page 2 of 4 Not -to -Exceed Contract Cartegraph will not exceed the total included in this Contract without written approval from Customer. In the event it becomes apparent to Cartegraph that additional service efforts will be needed due to any changes in the scope of this Contract, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval if additional software or services are required. Software Subscription, Maintenance and Support Services Terms/Renewal The initial term of Subscription, Maintenance or Support Services, if included, will commence upon execution of this Contract and will continue for a period of one (1) calendar year from the date of the execution of this Contract, unless noted differently in the pricing table above. Each subsequent term will commence upon completion of the prior term and will continue for a period of one (1) calendar year there from. Customer may terminate their Subscription, Maintenance or Service Support, if applicable, at the end of the Initial Term or any subsequent Renewal Term by notifying Cartegraph in writing of their intention to do so at least 60 days prior to the applicable End Date for that term. Software licensed under a subscription is governed by a license manager and must be renewed prior to the expiration date of the term in order to keep the software active. For estimated future annual renewal fees, see pricing table above. Annual renewal fees will increase by no more than 5% each year. Payment Terms and Conditions In consideration for the Services and Products provided by Cartegraph to Customer, Customer agrees to pay Cartegraph Software Costs and Professional Service Fees in U.S. Dollars as described below: 1. Delivery: Software Products shall be licensed upon acceptance of this Contract. Project Services will be scheduled and delivered upon your acceptance of this Contract, which will be considered as your notification to proceed. 2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Project Services in a timely manner. All undelivered Project Services shall expire 365 days from the signing of this Contract. 3. Invoicing: Invoicing for the Field Services will be due in four (4) equal consecutive monthly payments beginning January 1, 2015. If the service is completed prior to the installments being p aid then the entire remaining balance will become due. 4. Expenses: In providing the services included in this Contract, Cartegraph shall be reimbursed for any reasonable out- of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket expenses are billed based on actual costs incurred and are due separately. 5. Payment Terms: All payments are due Net 30 days from date of invoice. This Contract constitutes the complete and exclusive agreement between Cartegraph Systems, Inc., and the above company, superseding all other Contracts, oral or written and all other communication with respect to the terms of the agreement. Contract must be executed and returned to Cartegraph prior to the expiration date shown above or all terms contained herein are invalid and the entire Contract is void. Customer acknowledges that all materials and documents associated with this project are proprietary in nature. Customer further agrees not to copy or otherwise make available such materials outside of Customer's organization and its divisions and departments without the prior written consent of Cartegraph, except as required by law. Page 3 of 4 Acceptance The parties, each acting under due and proper authority, have executed this Contract as of the date written below: CITY OF WATERLOO, IA By: Please Print CARTEGRAPH SYSTEMS, INC. By: Signature Date: Name Title Randy Skemp, V.P., Chief Revenue Officer Page 4 of 4 Date: City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1 I6-1 H The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 4,500.00 plus est. shipping costs of $ NA to pay for or purchase Pavement Management Services from Cetner for Transportation Research and Education (CTRE) This purchase or expenditure is being made because: The Engineerin Department needs new Pavement Management System Inspection Data Vendor selected for this purchase: CTRE ❑ Bids or written quotes were taken on this purchase, as follows: QX Bids or quotes were not taken on this purchase because: This is the vendor selected by the IDOT to provide the data to cities at no charge. Prior Committee Actions (Dates): NA Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation Bonds ❑ Federal/other grants ❑X Other (specify) Local Option Sales Tax This expenditure is to be coded to the following budget line -item: 205-07-7830-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 15,000.00 $ 15,000.00 ✓ .l C`%`iC� ✓�r�.� l2/!o/ i GuL(i- ‘+1.(,r i;).(.1 (Signature"Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Exp Auth - CTRE (Mar 2010) IOWA STATE UNIVERSITY Institute for Transportation Date: December 5, 2014 To: Eric Thorson City Engineer City of Waterloo Engineering Department 715 Mulberry Street Waterloo, Iowa 50703 RE: 2014 Pavement Management Services (CTRE) 2711 S. Loop Drive, Suite 4700 \Ines, IA 50010-8664 515-294-8I03 FAX 515-294.0467 wu w.InTrans.iastate.edu The Center for Transportation Research and Education (CTRE) is a unit of the Institute for Transportation (InTrans) at Iowa State University. CTRE will assist the City of Waterloo with the development of a local agency pavement management system as part of the Iowa Pavement Management Program (IPMP). The following are the terms for the services to be performed in this agreement. A. The City of Waterloo will: 1. Provide pavement management sections in GIS format 2. Provide pavement management parameters according to instructions as provided by CTRE B. CTRE will: 1. Reassign the pavement condition data to the pavement management sections provided per A-1 2. Update the pavement management sections with summarized pavement condition data 3. Deliver the data to the City of Waterloo in the required format For CTRE's management services, the City of Waterloo will be billed for not more than $4500. An invoice, that is payable within 45 days of receipt, will be submitted June 1, 2015. If these terms are in order, please sign and return one original of this letter of agreement. For questions, please contact Omar Smadi at 515 294-8103. We look forward to working with you on this project. Approved for CTRE, Approved for the City of Waterloo, mar Smadi Date (Signed) Date Printed: Title: City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 1 . L'AX 1 1-1 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Engineering Department to expend $ 7,772.00 plus est. shipping costs of $ 0.00 to pay for or purchase This request is for Builders Risk Insurance for 4-Storm Water Pump Stations. (Fletcher, Black Hawk Road, Hollywood & Cedar Bend.) This purchase or expenditure is being made because: This insurance is required per the City of Waterloo's Bid Specification. Vendor selected for this purchase: PDCM Insurance n Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: Not required 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 ❑ Sewer ❑ Sanitation EBonds ❑ Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 409-07- 6- 53i'0 /6 2 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ /'f, <glo 4.c ��. lzl� �iy 7 ,,L;..� C;.,: 'G 1 ignature ep . Head or Designee) D to (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 1) ` - 1 1 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services $ 3,850.00 plus est. shipping costs of $ Department to expend to pay for or purchase Renewal of annual subscription to TreeKeeper Software (TreeKeeper Mobile & TreeKeeper 7.7) This purchase or expenditure is being made because: TreeKeeper Software is used to collect data in the field and manage Waterloo's tree resources using that data Vendor selected for this purchase: Davey Resource Group Bids or written quotes were taken on this purchase, as follows: �X Bids or quotes were not taken on this purchase because: Davey Resource Group was chosen in 2012 to manage Waterloo's tree inventory after evaluating all vendors and bids. This payment is an annual renewal of that subscription Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund El Road Use Tax ❑ Sewer ri Sanitation ❑ Bonds 0 Federal/other grants El Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1319 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 14,552.00 ✓ and the current available balance is Respectfully submitted, 6.7 it4.2C‘-- „ L� ��� /z—Ci'/� (Signature Dept. H.ed or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Davey Resource Group - Treekeeper pre-auth.xls (Mar 2010) 1 City Clerk Use Only Finance Committee Approval Date (� (� I City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the MIS Department to expend $ 2,800.07 plus est. shipping costs of $ 0.00 to pay for or purchase OfficeProPlus TrueUp licenses. This purchase or expenditure is being made because: Revised from original action as vendor quoted from incorrect agreement/pricing level. Vendor selected for this purchase: Insight ❑ Bids or written quotes were taken on this purchase, as follows: ❑X Bids or quotes were not taken on this purchase because: This is an amendment to our existing agreement (which was awarded via state bid). Therefor, we must use the same vendor. Prior Committee Actions (Dates): 11/10/2014 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: 414 01 8225 2106 Sanitation (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 1 C/3,500.00 Jd and the current available balance is $ 145 584762 6QOdlJ' Respectfully submitted, t. _ i 1 , yhtei ' L-G1t a,cz 42- -;4ar. (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Office true -up revised 12-15-14.xls (Mar 2010) Insight.. PUBLIC SECTOR SOLD -TO PARTY CITY OF WATERLOO MATT O'BRIEN 715 MULBERRY ST WATERLOO IA 50703-5714 USA SHIP -TO ADDRESS CITY OF WATERLOO MATT O'BRIEN 715 MULBERRY ST WATERLOO IA 50703-5714 USA Insight Public Sector SLED 6820 S HARL AVE TEMPE AZ 85283-4318 Tel: 800-467-4448 Quotation Number 216282874 PO Number : PO Release : Customer No. : Sales Rep Email Telephone Sales Rep 2 Email Telephone ation 10706346 Shawn Wood swood@insight.com 651-523-6161 Creation Date 04-DEC-2014 : Beau Slayton : bslayton@insight.com : 509-742-2315 X 5097 We deliver according to the following terms: Payment Terms : Net 30 days Ship Via : Electronic Delivery / Electronic Delivery Terms of Delivery : FOB DESTINATION Currency : USD Material Description Quantity Unit Price Extended Price 269-05623-ESA3 Microsoft Office Professional Plus - License & software assurance -1 PC - EDU - Enterprise, Select, Select Plus - Win - All Languages Coverage Dates: 01-JAN-2015 - 31-DEC-2015 STATE OF IOWA COTS SOFTWARE CONTRACT(# 4276-12) LICENSE: 5339461 Deploy To Date: 12/04/2014 7 400.01 2,800.07 Product Subtotal 2,800.07 Page 1 of 2 Insight. PUBLIC SECTOR Quotation Number/ Creation Date 216282874 / 04-DEC-2014 Tax Total 0.00 2,800.07 Lease & Financing options available from Insight Global Finance for your equipment & software acquisitions. Contact your Insight account executive for a quote. I Thank you for considering Insight. Please contact us with any questions or for additional information about Insight's complete IT solution offering. Sincerely, Shawn Wood 651-523-6161 swood@insight.com Fax: 480-760-9899 Beau Slayton 509-742-2315 Ex 5097 bslayton@insight.com Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options. Subject to IPS Terms & Conditions online unless purchase is being made pursuant to a separate written agreement in which case the terms and conditions of the separate written agreement shall govern. https://www. ips. insight.com/us/en/terms-conditions/terms-of-sale-prod ucts. html Page 2 of 2 • City Clerk Use Only Finance Committee Approval Date I ktY ‘LA City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 2,077.00 plus est. shipping costs of $ 0.00 to pay for or purchase 1 year renewal of Fortigate firewall hardware for the departments computer system This purchase or expenditure is being made because: Renewal of computer hardware Vendor selected for this purchase: Aces ❑ Bids or written quotes were taken on this purchase, as follows: E Bids or quotes were not taken on this purchase because: Aces is the proprietary contractor for the maintenance for the Police Department computer system Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: Qx General Fund 0 Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds ❑ 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) in which the budgeted amount is and the current available balance is ectfully subn}i1ted, re Dept. Head o (Project Code) $ 61, G, ` e-d D to (Signatdre Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization (Mar 2010) 'ACES Page 1 of 1 aces TRUST IT TO US Renewals - Fortigate Support Quote Number: 006471 vl Prepared For Waterloo Police Department Wendy Drinovsky 715 Mulberry 5t. Waterloo, IA 50703 At This quote has been approved. Prepared By Rochelle Hahn Finance Manager rhahn@acesiowa.com Your available options Renewals Qty Description Price Ext. Price 1 1YR UTM Bundle Renewal for Fortigate 240D (24x7 FortiCare plus NGFW, AV, Web Filtering and Antispam Services) "Prices valid through 12/31/2014. $2,077.00 $2,077.00 Subtotal $2,077.00 Quote Summary Recurring One -Time Renewals Subtotal $2,077.00 Subtotal 52,077.00 Shipping Total Amount $2,077.00 Order Confirmation 0Click Here to download a pdf ,i,that contains all the details for your options. You can sign and fax us this document if you are not comfortable submitting your confirmation over the internet. Your Active Quotes Prices subject to change without notice. All delivery, training or consulting services, to be billed at published rates or rates quoted herein. Hardwarecomponents carry only standard manufacturer warranty unless otherwise stated. ACES specifically disclaims any and all warranties, express or implied,including but not limited to any licensed products. ACES shall not be liable for any loss of profits, business goodwill, data, interruption of business, nor forincidental or consequential merchantability or fitness of purpose, damages related to this agreement. - Minimum 15% restocking fee with originalpackaging. Authorization to order may be made by returning the signed quote, or, In lieu of a signature, acceptance of the quote by e-mail will constitutea legally binding obligation, subject to the terms set forth herein. For hardware and software orders over $1,000, a 50% down payment for these components mustaccompany the order. All other payments are due on receipt of invoice. Finance charges will be assessed on past -due accounts over 30 days at the rateof 1.5% monthly. I agree to these terms and conditions and authorize purchase of the items detailed herein. Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. 47,'p',4 This page was created using Order Porter technology by Quosal LLC. (c) 2012 Quosal LLC https://www.orderporter.com/OrderPorter3.2/online.order?passcode=7a900e3 ddec9d2ea2b... 12/4/2014 City Clerk Use Only Finance Committee Approval Date IICI City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer Department to expend $ 2.410.68 plus ext. shipping cost of $ 300.00 to pay for or purchase Closed-circuit TV camera crawler Rubber tires-8 each, Carbide wheels-8 each, and inner hub offset-1 each. This purchase or expenditure is being made because: Replacement tires and wheels because of wear. Vendor selected for this purchase: Mid -Iowa Solid Waste Equipment Co, Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Mid -Iowa Solid Waste Equipment Co, Inc. is rep. for closed-circuit TV camera parts/equipment. Total cost inclding freight $2,710.68 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: Sewer: ❑Sanitation: Bonds: nFederal/other grants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 5,0-14-5,00-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 250,000.00 ✓ $ 70.888.83 '/ hztizlu.t& Liateitm (Signature Dept. Head Or Designee) r Date (Signature Finance Dept. Review) Date M SOLID W WA ENT CO, INC. Thank -you for this opportunity to provide a quote for your spare parts needs! QUOTATION 4-Dec-14 MID-IOWA SOLID WASTE EQUIPMENT CO., INC. 5105 NW BEAVER DRIVE JOHNSTON, IOWA 60131 TOLL FREE 800-733-8731 FAX: 515-276-2976 COMPANY: CITY OF WATERLOO ATTENTION: KENT QUINN FAX NUMBER: EMAIL: QUANTITY PART NUMBER 8 8 1 DAVE BELL CUSTOMER SUPPORT DESCRIPTION UNIT PRICE TOTAL PRICE ARIES 584150 4 3/8" RUBBER TIRES $101.01 6808.08 584015 4 3/8" CARBIDE WHEELS $183.80 61,470.40 584015 INNER HUB, OFFSET $132.20 $132.20 QUOTED BY: Dave Bell email: dave@mid-iowa.com Quoted price does NOT include applicable Taxes or Freight unless otherwise stated QUOTE TOTAL $2,410.68 fir4e t - 3OC 4 2110. City Clerk Use Only Finance Committee Approval Date 1 6-) 1 City of Waterloo Expenditure Authorization Request Form The Finance Committee of the City Council is here by requested to authorize the following purchase or expenditure submitted by the Sewer $ 19,025.00 plus ext. shipping cost of $ 0.00 12" Pump for Edwards Lift Station. Department to expend to pay for or purchase This purchase or expenditure is being made because: Pump worn and will need a replacement pump for #1 pump. Vendor selected for this purchase: Zimmer & Francescon, Inc. nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Zimmer & Francescon, Inc. is rep. for this pump. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund: DRoad Use Tax: Sewer: Sanitation: Bonds: ❑Federal/other grants: ❑Other(specify): This expenditure is to be coded to the following budget line -item: 5n-15-5,00-1571 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 250,000.00 and the current available balance is Respectfully submitted, $ 7$-888.83 t 7 A Ham' oiti ) r.G l t �- (:LLQ:'-GU,) 0-40 l`f (Signature Dept. Head Or Designee) ° Date (Signature Finance Dept. Review) Date Quotation Zimmer & Francescon, Inc. 6200 65th Avenue Moline IL 61265 309-797-1117 877-244-2508 Fax real ci zfoump.com QUOTATION# 141207 Date: 12/04/2014 To: Waterloo WWTP Attention: Richard Olson Fax # 319-291-4523 From: REX LARSON Job Description: FM 12" B5711 T40 Pump to match sn 1750846 which was to replace K2F31246 QUANTITY UNIT DESCRIPTION Item PRICE TOTAL 1 ea 12" B5711 Complete pump only to match 1750848 $19,025.00 $19,025.00 7:6 A.,/J/ITJS - /Fe' f=U� rief tF'/ /mil! - /-' Delivery 14-16 weeks ARO fpt Materials Total $19,025.00