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Council Packet - 12/9/2019
FINANCE COMMITTEE December 9, 2019 5:10 PM Harold E. Getty Council Chambers Members Chairperson Sharon Juon Vice Chairperson Bruce Jacobs Patrick Morrissey Roll Call: Approval of Agenda Approval of Minutes Minutes of December 2, 2019, as proposed. TRAVEL REQUESTS 1. Ben Neil, Engineering Technician Class/Meeting: IDOT recertification Destination: Cedar Rapids, IA Dates: January 13, 2020 Amount not to exceed: $130 2. Kelly T. Martin, Housing Rehabilitation Specialist Class/Meeting: Iowa Lead and Asbestos Safety Course Destination: Des Moines, IA Dates: January 12-17, 2019 Amount not to exceed: $2,305 3. Matt Buenger, Engineering Technician Class/Meeting: Iowa Department of Transportation Aggregate Technician Certification Destination: Cedar Rapids, IA Dates: February 3-6, 2020 Amount not to exceed: $520 4. Michelle Weidner, Chief Financial Officer Class/Meeting: 24th Annual Governmental Auditing and Accounting Principals Update Destination: Webinar - in office Dates: December 17, 2019 Amount not to exceed: $180 PRE -AUTHORIZATION TO EXPEND OVER $1,000.00 5. Building Maintenance Amount and Estimated S/H: $3,124.37 Page 1 of 67 Expenditure: Carnegie Building carpet replacement. 6. Building Maintenance Amount and Estimated S/H: $7,297 Expenditure: Upgrade of video server and camera at Five Sullivan Brothers Convention Center, including replacement of two video cameras. 7. Community Development Amount and Estimated S/H: $2,995 + $200 S/H Expenditure: Resourcing of an XRF machine. 8. Finance Amount and Estimated S/H: $93,056 Expenditure: Annual maintenance fees for financial, community development and code enforcement software. 9. Housing Authority Amount and Estimated S/H: $3,572.08 Expenditure: Replacement of shower surround with seat and grab bars, including new shower faucet and valve in apartment #205 at Ridgeway Towers. 10. Housing Authority Amount and Estimated S/H: $4,068.24 Expenditure: Tear -out, mold cleaning and restoration in shower area of apartrirent #205 at Ridgeway Towers. 11. Leisure Services Amount and Estimated S/H: $1,154 Expenditure: 55 gallons of ATR 717 compressor oil for the Young Arena ice system. 12. MIS Amount and Estimated S/H: $7,997.21 Expenditure: (8) Dell computers for Clerk and Finance departments. 13. Police Amount and Estimated S/H: $1,350 + $14 S/H Expenditure: (6) battery back up and crash sensors for digital video recorders in police patrol units. 14. Sewer Amount and Estimated S/H: $5,635 + $250 S/H Expenditure: Horizontal Inline Flame Arrester for Lagoon. 15. Sewer Amount and Estimated S/H: $3,707.10 + $250 S/H Expenditure: Rebuild kit for Fairbanks pump Douglas sanitary lift station. 16. Sewer Amount and Estimated S/H: $15,268.50 + $2,331 S/H Page 2 of 67 Expenditure: (5) 270 gallon totes of ST-2520 chemical to remove struvite from pipes in digester complex. 17. Sewer Amount and Estimated S/H: $1,456.16 Expenditure: Filing system. 18. Traffic Amount and Estimated S/H: $19,000 Expenditure: (1) ASC rotational siren package, inspection and testing. BILLS PAYMENT 19. December 9, 2019. ADJOURNMENT Kelley Felchle City Clerk Page 3 of 67 CITY OF WATERLOO Council Communication Minutes of December 2, 2019, as proposed. City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Clerk Office Higby, Nancy Approved 12/3/2019 - 10:41 AM ATTACHMENTS: Description Type ❑ Minutes of December 2, 2019 Backup Material Page 4 of 67 FINANCE COMMITTEE December 2, 2019 5:10 p.m. Harold E. Getty Council Chambers Members present: Vice Chairperson Bruce Jacobs, Jerome Amos, and Chairperson Sharon Juon. Moved by Jacobs, seconded by Amos, that the Agenda, as proposed, be approved. Voice vote - Ayes: Three. Motion carried. Moved by Jacobs, seconded by Amos, that the Minutes of November 25, 2019, as proposed, be approved. Voice vote - Ayes: Three. Motion carried. Moved by Jacobs, seconded by Amos 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 Leisure Services $3,300 Roadstone to install around the new Gates Golf Course Maintenance Building. Leisure Services $1,405.05 5 year inspection of the fire sprinkler system at the SportsPlex. Police $7,176 Renewal of Support Agreement for virtualization software for the department's computer servers attached to the network. Sewer $8,250 Granite annual licenses. Voice vote - Ayes: Three. Motion carried. Moved by Juon, seconded by Amos that Bills Payment, as contained in Accounts Payable Invoice Report, dated December 2, 2019, in the amount of $841,254.03, be received, placed on file and approved and forwarded to the full council for approval. Voice vote - Ayes: Three. Motion carried. With no further business before the committee, it was moved by Amos, seconded by Jacobs that the meeting be adjourned at 5:12 p.m. Voice vote - Ayes: Three. Motion carried. LeAnn M. Even, CMC, IaCMC Deputy City Clerk Page 5 of 67 CITY OF WATERLOO Council Communication Ben Neil, Engineering Technician City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Engineering Higby, Nancy Approved 12/4/2019 - 1:56 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 6 of 67 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Ben Neil, Engineering Technician FINANCE DEPT. STAFF ONLY LINE ITEM USED 21830 /3'H; FY2O ? BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE 7 J 42..3 Original - Clerk/Finance Copy - Department .3 Vov 587i9 7J DATE: November 27, 2019 NAME OF CLASS / MEETING: IDOT recertification DESTINATION: Cedar Rapids, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: January 13, 2020 RETURN DATE: January 13, 2020 DATE(S) OF MEETING: January 13, 2020 PURPOSE OF TRAVEL/TRAINING: IDOT recertification test WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING $10.00 MEALS $120.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 130.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: + 77g0 - tyke X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 130.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTM T HE D November 27, 2019 DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 I APPROVE THIS TRAVEL REQUEST MAYOR DATE Page 7 of 67 the examination. Web based reviews are available at: https://www.iowadot.gov/training/web based training. html Payment Type: Check Price:$120.00 If paying by check, please make the check out to "Iowa DOT" and send payment to: Iowa DOT 800 Lincoln Way Ames, IA 50010 Attn: Brian Squier Company Information for CIT funding: City of Waterloo 715 Mulberry St Waterloo50703 (319) 291-4312 ben.neil'a)waterloo-ia_org If this training is scheduled for more than one day, you will receive a separate calendar notification for each day of the training. Please accept all calendar notifications so your calendar includes all days of the training. If a large weather event is forecasted and classes are cancelled or delayed, efforts will be made to contact you by telephone and email. For all classes at DMACC-Boone Campus - The decision to cancel classes should be made by 7:00 am and a recording will be placed on Kelli Bennett's voice mail at 515-433-5232. You can also visit DMACC's website at www.dmacc.edu. Late starts, early closures and cancellations are listed at the top of the page. All other locations - Call the contact person for the location that your class is being held. Contact information is available at www.iowadot.gov/training/ttcp/RegBook/Contacts.pdf. 2 Page 8 of 67 TRACIA ROSS Subject: FW: Benjamin Neil - PCC Level I recertification Enrollment Complete Location: District 6 - Cedar Rapids District Office - Lower Room A - Exit from Highway US 30 to Kirkwood Blvd SW. Go South on Kirkwood Blvd. SW to the second stoplight and turn east. The DOT buildings are to the right. The Conference room is in the south buildin Start: Mon 1/13/2020 9:00 AM End: Mon 1/13/2020 4:00 PM Show Time As: Tentative Recurrence: (none) Meeting Status: Not yet responded Organizer: idotu@learnsoft.com Original Appointment From: idotu@learnsoft.com <idotu@learnsoft.com> Sent: Wednesday, November 27, 2019 3:06 PM To: idotuPlearnsoft.com; Ben Neil Subject: Benjamin Neil - PCC Level I recertification Enrollment Complete When: Monday, January 13, 2020 9:00 AM-4:00 PM (UTC-06:00) Central Time (US & Canada). Where: District 6 - Cedar Rapids District Office - Lower Room A - Exit from Highway US 30 to Kirkwood Blvd SW. Go South on Kirkwood Blvd. SW to the second stoplight and turn east. The DOT buildings are to the right. The Conference room is in the south buildin This confirmation notice also serves as the invoice for any payment required for this class. No additional invoices will be sent. Benjamin Neil, You have been enrolled in PCC Level I recertification. Class time(s): 1/13/2020 9:00 AM CST - 1/13/2020 4:00 PM CST The class will be held at: District 6 - Cedar Rapids District Office - Lower Room A - Exit from Highway US 30 to Kirkwood Blvd SW. Go South on Kirkwood Blvd. SW to the second stoplight and turn east. The DOT buildings are to the right. The Conference room is in the south building. Parking is south of the building. 5455 Kirkwood Blvd. Cedar Rapids IA 52404 Please bring to class a calculator (may not use phone calculator) and a photo ID. PLEASE NOTE: This is a recertification class, so you are expected to have an understanding of the subject matter that will be covered in i Page 9 of 67 CITY OF WATERLOO Council Communication Kelly T. Martin, Housing Rehabilitation Specialist City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Housing Authority Higby, Nancy Approved 12/4/2019 - 1:58 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 10 of 67 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED ,??� .5,2 6 3 /3 FY2-0 BUDGETED //,200 EXPENDED YTD THIS REQUEST ,.230b LEFT AFTER THIS ✓_-- REQUEST DATE Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Kelly T. Martin DATE: 12-3-2019 NAME OF CLASS / MEETING: Iowa Lead and Asbestos Safety Course 4725 Merle Hay Rd Suite 108 DESTINATION: Des Moines,lowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 1/12/2020 RETURN DATE: 1/17/2020 DATE(S) OF MEETING: January 13-17 PURPOSE OF TRAVEL/TRAINING New Housing Rehabilitation Specialist will need the 40-Hour Initial Lead Inspector training in order to work with the Lead Hazard Control Grant. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: Carnegie Annex PRIVATE VEHICLE ESTIMATE OF COST: 680.00 LODGING TAXI 200.00 MEALS 50.00 PARKING 1250.00 REGISTRATION AIRFARE 75.00 MILEAGE/FUEL 50.00 MISC/TOLLS TOTAL FOR ALL: $ 2305.00 224-32-5853.1315 (1250.00) BUDGET LINE ITEM: 224-32 5853.1346 (1055.00) x GRANT REIMBURSABLE BGLED18.CONSULT YES NO BGLED18.TRAVEL x REQUIRED CERTIFICATION YES NO TOTAL: $ 2305.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO ART = EA I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 Page 11 of 67 L9ELEE=dulu'b'L000 UUVE%UUVE%171.1E1.61)-UGUL=lelUGseuNw sap-uulu!w leglul-ly-Uq-Jupuusu! peal-Liuel/Se)!Ales/eI0/1.-Je4siuW/wuUnjalespUOIUMUl//au414 .zupuajeD 2uiulaz,L Please feel free to call us with any questions you have, and thank you for choosing Iowa Lead & Asbestos Safety! '069 L- LEE-S LS Jo S LE L-0 LL-888 O -h (D D 0 - (D (7) C (D n n (D N v aQ vi UPI N' '.< C fD SD C (D m (D `< n O (' n rt CD rY 0 - - 0 -h r(D n' O (D `< 0 -' — C n n N ( D in '< (D — v1 o 0O Q C < fDCD C = ((DD (D(D (D CT dQ cu Q (D t--r C (D Cu r-r O n.ps5 n D CT F cm O —h 73 0 C O * ? v 7 3 r,-- O" n D- ,-,- v (D UOnL'J SISa�J ss IJ III 5 rn cm I— rm O> T rn I<egister Iowa Lead ts, Asbestos Satety Page 12 of 67 LKLEE=21e101/LUUUUUVE70UUVE701761E1 4U-U6U6=1elu6sauluw-sup uuluiea{-leglul--y-Uq-Jupeusul-peal-Liuel/saolnJas/e10/1.-a94Sioaa/wuJn{a}espealemul//aU{}4 weu �se� aweu ls.lij UOLE aaoJ.uI ano,k V) 0 aagwa!Ai Hers C � N 3 (71. 0 0 - rt 0 _p ▪ n0 0 0 (5 0 D V r-r cL) O n r=r -N FP n CD - 0_N 0 o-o (D (D c e C <V- ) (D O 0CD • c r* v n • C 07 V1 N a)N Q v in 0 Cu Q m N < Z Q O 0 cu— Z � 0 0 D• CD m -1 O > 0 • _, 0 C - v n • Q O 0 N- Z - 0 - f rt c 03. m N 0 Z 3 fl, n Q, 0 m N Q N v _0 Q (D O —, 0 (D Q O rt..• a)-z O Q CU 0 � - a)a) - ay op '.iopadsu sauiow saa - 2uiu!eu saDvuas lie Ma!A Register I Iowa Lead & Asbestos Satety Page 13 of 67 CITY OF WATERLOO Council Communication Matt Buenger, Engineering Technician City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Engineering Higby, Nancy Approved 12/4/2019 - 2:00 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 14 of 67 K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Matt Buenger, Engineering Technician FINANCE DEPT. STAFF ONLY LINE ITEM USED #lo(' 0 1 7f130 /3 *(o FY 2020BUDGETED EXPENDED YTD 6.7 THIS REQUEST 5-20 (":"-- LEFT AFTER THIS REQUEST 0Q7/2 8'J DATE 7 7& /02.3 -199 Original - Clerk/Finance Copy - Department NAME OF CLASS / MEETING: Iowa Dept of Transportation Aggregate Technician Certification DEPARTURE DATE: February 3, 4, 5, 6, 2020 DATE: December 2, 2019 DESTINATION: Cedar Rapids, IA DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: February 3, 4, 5, 6, 2020 PURPOSE OF TRAVEL/TRAINING: Iowa Dept of Transportation Aggregate Technician Certification DATE(S) OF MEETING: February 3, 4, 5, 6, 2020 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING 40.00 MEALS 480.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 520.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 266-07-7830-1346 X GRANT REIMBURSABLE YES NO X YES NO REQUIRED CERTIFICATION TOTAL: $ 520.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO bEPARTM NT HEAD December 2, 2019 I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE Page 15 of 67 Payment Type: Check Price:$480.00 If paying by check, please make the check out to "Iowa DOT" and send payment to: Iowa DOT 800 Lincoln Way Ames, IA 50010 Attn: Brian Squier Company Information for CIT funding: City of Waterloo 715 Mulberry St. Waterloo50703 (319) 291-4312 Matt.Buenger(& Water loo-IA.org If this training is scheduled on more than one day, you will receive a separate calendar notification for each day of the training. Please accept all calendar notifications so your calendar includes all days of the training. If a large weather event is forecasted and classes are cancelled or delayed, efforts will be made to contact you by telephone and email. For all classes at DMACC-Boone Campus - The decision to cancel classes should be made by 7:00 am and a recording will be placed on Kelli Bennett's voice mail at 515-433-5232. You can also visit DMACC's website at www.dmacc.edu. Late starts, early closures and cancellations are listed at the top of the page. All other locations - Call the contact person for the location that your class is being held. Contact information is available at www.io)A, adot.gov/training/ttcp/RegBook/Contacts.pdf. 2 Page 16 of 67 TRACIA ROSS Subject: FW: Matt Buenger - Aggregate Technician Certification Enrollment Complete Location: District 6 - Cedar Rapids District Office - Lower Room A - Exit from Highway US 30 to Kirkwood Blvd SW. Go South on Kirkwood Blvd. SW to the second stoplight and turn east. The DOT buildings are to the right. The Conference room is in the south buildin Start: Mon 2/3/2020 9:00 AM End: Mon 2/3/2020 4:00 PM Show Time As: Tentative Recurrence: (none) Meeting Status: Not yet responded Organizer: idotu@learnsoft.com Original Appointment From: idotu@learnsoft.com [mailto:idotu@learnsoft.com] Sent: Monday, December 02, 2019 11:01 AM To: idotu@Iearnsoft.com; MATT BUENGER Subject: Matt Buenger - Aggregate Technician Certification Enrollment Complete When: Monday, February 03, 2020 9:00 AM-4:00 PM (UTC-06:00) Central Time (US & Canada). Where: District 6 - Cedar Rapids District Office - Lower Room A - Exit from Highway US 30 to Kirkwood Blvd SW. Go South on Kirkwood Blvd. SW to the second stoplight and turn east. The DOT buildings are to the right. The Conference room is in the south buildin This confirmation notice also serves as the invoice for any payment required for this class. No additional invoices will be sent. Matt Buenger, You have been enrolled in Aggregate Technician Certification. Class time(s): 2/3/2020 9:00 AM CST - 2/6/2020 4:00 PM CST The class will be held at: District 6 - Cedar Rapids District Office - Lower Room A - Exit from Highway US 30 to Kirkwood Blvd SW. Go South on Kirkwood Blvd. SW to the second stoplight and turn east. The DOT buildings are to the right. The Conference room is in the south building. Parking is south of the building. 5455 Kirkwood Blvd. Cedar Rapids IA 52404 Please bring to class a calculator (may not use a phone calculator) and a photo ID. Safety glasses and steel toe shoes are required for all classes with laboratory work. Math skills are required for most TTCP classes. A free math course is available through web based training at: https://ioww-adot.gov/training/web-based-training i Page 17 of 67 CITY OF WATERLOO Council Communication Michelle Weidner, Chief Financial Officer City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Finance Higby, Nancy Approved 12/4/2019 - 2:01 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 18 of 67 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 3,0 BUDGETED EXPENDED YTD STAFF ONLY 010 03 84001346 qto og THIS REQUEST c). (? b LEFT AFTER THIS REQUEST 0 2i 3o. DATE CU 12.uC11 Original- Clerk/Finance Copy - bepdrtment NAME(S) AND POSITION(S): Michelle Weidner, Chief Financial Officer DATE: 12/4/2019 NAME OF CLASS / MEETING: 24th Annual Governmental GAAP Update DESTINATION: Webinar — in office DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 12/17/2019 RETURN DATE: 12/17/2019 DATE(S) OF MEETING: 12/17/2019 PURPOSE OF TRAVEL: Class covers governmental auditing and accounting principles update. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: N/A CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: LODGING MEALS 180.00 REGISTRATION MILEAGE/FUEL TOTAL FOR ALL: $ 180.00 TAXI PARKING AIRFARE MISCITOLLS BUDGET LINE ITEM: 010 03 8400 1346 x GRANT REIMBURSABLE YES NO x YES NO TOTAL: $ 180.00 REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO D ARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 Page 19 of 67 CITY OF WATERLOO Council Communication Building Maintenance City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Building Department Higby, Nancy Approved 12/4/2019 - 3:07 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 20 of 67 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 Bldg Maint Department to expend $ 3,124.37 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Carnegie Building carpet replacement Vendor selected for this purchase: D & W Floor Covering n Bids or written quotes were taken on this purchase, as follows: nBids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Bonds Road Use Tax Sewer n Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 418-22-8800-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, zi 7`= --� (; t 1-f- its( ,eii),r..%ee_i2.1/i /2 - it -if (Signature Dept. Head or 3esignee) Date (i)taere Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 21 of 67 CITY OF WATERLOO Council Communication Building Maintenance City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Building Department Higby, Nancy Approved 12/4/2019 - 3:08 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 22 of 67 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 Bldg Maint Department to expend $ 7,297.00 plus est. shipping costs of $ to pay for or purchase City Clerk Use Only Finance Committee Approval Date This purchase or expenditure is being made because: Upgrade of video server and camera at Five Sullivan Brothers Convention Center; including replacement of two video cameras Vendor selected for this purchase: Hawkeye Alarm & Signal Company n Bids or written quotes were taken on this purchase, as follows: xJ Bids or quotes were not taken on this purchase because: Hawkeye Alarm is vendor that installed the original video server Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: � General Fund I I Road Use Tax Sewer Sanitation 1 ^ I Bonds n Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 416-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) Date K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) (Project Code) ( 00,006 $ 333,.291? £`� ✓ (Signature Finance Dept. Review) Date Page 23 of 67 CITY OF WATERLOO Council Communication Community Development City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Community Development Higby, Nancy Approved 12/6/2019 - 10:55 AM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 24 of 67 K:\shared goodies\forms\Copy of Pre-Auth Community Development Ricoh Copier.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 Community Dev. Department to expend $ 2,995.00 plus est. shipping costs of $ 200.00 to pay for or purchase Resourcing of an XRF machine. This purchase or expenditure is being made because: The machine must be resourced after so many hours of use to operate. Vendor selected for this purchase: Viken Detectron ❑ Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: No other vendor is available for this XRF machine. Manufaturers maintenance of of the machine. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Bonds El Road Use Tax n Sewer Federal/other grants ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 224-32-5853-1378 BGLED18.CNSLT (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 5,780.00 and the current available balance is Respectfully submitted, / -;? 1, Z)i-61-sum /2-5'4 (Signature D . A d or Designee) Date (Sig ati}re Finance Dept. Review) Date Page 25 of 67 $ 5,780.00 VIKEN DETECTION formerly HEURESIS Return Materials Authorization (RMA): Repairs and Resourcing Viken Detection is pleased to service, repair, and resource your instrument(s). Payment Instructions *Please note that prior to returning your serviced instrument, Viken Detection will accept payment by Credit Card or Check. An invoice with an active link for credit card payments will be forwarded. Pb200i Lead Paint Analyzer Resourcing After you have submitted your Resourcing request to our service department, please contact Cathy Gilmer or Sue Grigolo at 617-467-5526 to make payment arrangements. Payment in advance will be accepted by Credit Card or Check. The cost of Resourcing is $2,995 per instrument. Shipping costs are $100 per instrument. Repairs After we receive your instrument for repair, we will contact you with any costs associated with your repair. We will generate an estimate reflecting these costs. Upon receipt of your estimate, please contact Cathy Gilmer or Sue Grigolo at 617-467-5526 to make payment arrangements. Payment in advance will be accepted by Credit Card or Check. Government Entities If your organization is a government entity, Viken Detection will accept Credit Cards, Checks, or Purchase Orders. Please contact Cathy Gilmer or Sue Grigolo at 617-467-5526 to make payment arrangements. Checks should be made payable to and mailed to: Viken Detection ATTN: RMA 21 North Avenue Burlington MA 01803 21 North Avenue Burlington, MA 01803 / 617.467.5526 / vikendetection.com Page 26 of 67 MATT CHESMORE From: Ralph Badger <rbadger@vikendetection.com> Sent: Tuesday, December 3, 2019 2:50 PM To: MATT CHESMORE Subject: RE: XRF re -source and updating Attachments: RMA payment instructions Burlington.pdf Hello Matt, I see that Waterloo has two units. You can let me know which one you would like resourced. I have one spot left for the week of Jan 27, I have added you for that one. I will be in contact with you the week prior to make sure that you are still in line for that week. The price for resourcing is $2,995.00 plus $100.00 for shipping. As part of the resourcing, we replace additional internal parts, update the unit to the latest software and provide three new battery holders with the return shipment. Also, due to recent company policy changes and in order to better serve all our customers, we are requesting that payments for services rendered are paid before we can release serviced instruments. Please see attached for payment instructions. Let me know if this works for you? Thanks, Please note our address change beginning 10/19/19 Ralph Badger Service Manager 21 North Avenue Burlington, MA 01803 Office: +1 (617) 467-5526 Ext. 3009 Technical Service: +1 (617) 659-2226 Fax: +1 (617) 467-5024 Email: rbadger@vikendetection.com Website: https://vikendetection.com 1 1P` 'O-92275brt7 VIKEN DETECTION formeig HEURESIS From: MATT CHESMORE <MATT.CHESMORE@WATERLOO-IA.ORG> Sent: Tuesday, December 03, 2019 3:24 PM To: Ralph Badger <rbadger@vikendetection.com> Subject: XRF re -source and updating Ralph, I would like to schedule 1 of our Heurisis XRF machine for a re -source and to have it updated. Last I spoke to you, you mentioned mid -January for re -sourcing. Doesn't matter we would like to have our name put on the list for first available, whenever that may be. I've not done this before, so I'll probably need to be walked through the process. Anyway I think the XRF is under Waterloo Community Development. Let me know if there's anything else I need to provide you. Thank You Matt Chesmore Senior Rehabilitation Specialist Waterloo Community Development Waterloo, Iowa 50703 Office — (319)291-4429 FAX — (319)291-4431 Email: matt.chesmore@waterloo-ia.org WWW: https://www.facebook.com/Community-Development-Waterloo-Iowa-691559217535703/ Webpage:http://www.cityofwaterlooiowa.com/government/municipalgovermentbids.php#revize document center rz 218 2 t1118:&17 CITY OF WATERLOO Council Communication Finance City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Finance Higby, Nancy Approved 12/6/2019 - 10:56 AM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 29 of 67 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 Finance Department to expend $ 93,056.00 plus est. shipping costs of $ to pay for or purchase annual maintenance fees for financial, community development and code enforcement software. City Clerk Use Only Finance Committee Approval Date This purchase or expenditure is being made because: Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: This is the required annual support and maintenance fee for the City's Enterprise Resource software that serves all departments with financial, human resoources, and building inspections applications. 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 Sewer Other (specify) This expenditure is to be coded to the following pudget line -item: 010- 03 - $70,433; 010-22 - $20,193; 525-15° $2,430 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 6 " r.4/i J /,r�i chin lit (Signature Dept. Head or Designee) Sanitation (Project Code) tit $ fao�3 aorn /166 N $ /7 '/' /2-49-7y t' G ) Date (Signature Finance pt. Review) Date K:\shared goodies\forms\Logos Software Annual Mtce FYE20.xls (Mar 2010) Page 30 of 67 CITY OF WATERLOO Council Communication Housing Authority City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Housing Authority Higby, Nancy Approved 12/4/2019 - 3:10 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 31 of 67 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) City of aterloo 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 Housing Authority Department to expend $ 3,572.08 plus est. shipping costs of $ N/A to pay for or purchase Replacement of shower surround with seat and grab bars, including new shower faucet and valve in Apt. #205 at Ridgeway Towers. This purchase or expenditure is being made because: Large crack in bottom side of shower stall leading to water build-up and mold under shower floor and surround. Vendor selected for this purchase: Bergen Plumbing, Heating and Cooling Ej Bids or written quotes were taken on this purchase, as follows: Bergen PHC $3,572.08 Tony's Plumbing & Heating $2,000.00 Although Bergen PHC's bid is higher, the Housing Authority is recommending they be selected as they can receive the surround in 3 weeks, rather than 5 weeks. Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund El Road Use Tax El Sewer D Sanitation Bonds E Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 283-13-5451-1382 (Fund - Department - Activity - Account Number) 13CAP (Project Code) in which the budgeted amount is d;OrJ and the current available balance is Respectfully submitted, \D 411.4 /ifitc ),4414tez) tict )1111 f1.1 /e2 I Date _ : ! $ KAshared goodieskforms1Expenditure Pre-AuthorizationAls (Mar 2010) Page 32 of 67 Plumbing fl Heating Cooling Office: (319) 234-1404 Fax: (319) 233-8426 35 Fletcher Ave Waterloo, IA 50701 Email: inforabergenphc.com City of Waterloo Housing Authority Phone: 319-233-0201 Quote Valid for 14 days 620 Mulberry St November 27, 2019 Waterloo, IA 50703 julie.dawson@waterloo-la.org BID#CJAMCG29717901 Job Location: Ridgeway Towers 225 West Ridgeway Ave #205 Waterloo, IA 50701 Tear out to be completed by others. Supply and install a 48x34 Oasis shower in white with seat and two grab bars. Bid includes shower faucet and shower valve in chrome. Bid includes all necessary copper where applicable, pex water piping and drain line connections to existing water and drain piping. Bid includes a drywall allowance of $500. No flooring, painting, or carpentry repairs are figured. Total labor, permits, and materials: $ 3,572.08 Bid does not include any carpentry, drywall, painting, tiling or flooring repairs. All carpentry and repairs am to be completed by others. Submitted By; Accented Bv: The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payments will be made as outlined below. If payment schedule noted above is not followed, signature below acknowledges that customer will pay legal fees to collect unpaid balances. Quote valid for 14 days. Payment Terms: Half down, remainder due upon completion.* Alternate payment options available, by written order only. If project exceeds 45 days — project will be billed by percentage completed to date. Bid Exclusions: All work not stated within proposal is considered a change order addition to be billed accordingly. Any alteration or deviation from above specifications involving extra costs will be executed upon written order, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. We are not responsible for any costs to customers for delays due to subcontractors, contractors, parts, weather, change orders, or additional issues uncovered during the work. Page 33 of 67 December 2, 2019 Ridgeway Towers Tony's PIumbing and Heating, LLC 5630 Westminster Drive Cedar Falls, IA 50613 P: 319-277-2750 I E: info@tonysphc.com IF: 319-277-3311 Shower replacement • Install new shower with seat and faucet Total $2,000 Not included • Shower door • Patching walls or floors around new shower Dan Halterman cell 319-939-0699 dan®tonysphc.com All employees I0 hour OSHA certified A service company that offers you quality work at a very reasonable rate! Page 34 of 67 CITY OF WATERLOO Council Communication Housing Authority City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Housing Authority Higby, Nancy Approved 12/4/2019 - 3:11 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 35 of 67 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 Housing Authority Department to expend $ 4,068.24 plus est. shipping costs of $ N/A to pay for or purchase Tear -out, mold cleaning and restoration in shower area of Apt. #205 at Ridgeway Towers. This purchase or expenditure is being made because: Large crack in bottom side of shower stall leading to water build-up and mold under shower floor and surround. Vendor selected for this purchase: Hambly & Sons Restoration and Cleaning ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Both plumbing companies contacted for bids recommended that we use this vendor, as theare the best in the area. As the tenant has many health issues, we want to be certain that all mold is detected and removed. 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 Bonds OX Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 283-13-5451-1382 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) tt Sanitation 13CAP (Project Code) $ 68;578.00 €o,oao $ $2,609:00 440 3 / 16- (Signature Finance Dept. Review) Date K:lshared goodieslformslExpenditure Pre-Authorization.xls (Mar 2010) Page 36 of 67 0•14124LIFICImblY Hambly & Sons Restoration & Cleaning 2958 W. Airline Hwy. Waterloo, IA 50703 Ph. (319) 266-9046 Federal ID# 22-4577996 Client: Property: Waterloo Housing Authority - MLD 225 W Ridgeway Ave. Waterloo, IA 50701 Operator: DANIEL.H Estimator Position: Company: Property: Type of Estimate: Date Entered: Date Est. Completed: Price List: Labor Efficiency: Estimate: File Number: Daniel Hambly Estimator Hambly and Sons Restoration and Cleaning 2958 W Airline Hwy. Waterloo, IA 50703 Water Damage 11/26/2019 Date Assigned: 11/22/2019 12/2/2019 Date Job Completed: 1AWA8X_NOVI9 Restoration/Service/Remodel 9-0173-MLD CF-19-0173-MLD We thank you for the opportunity to serve you. Thank You! Hambly & Sons Restoration & Cleaning Home: (319) 233-0201 Business: (319) 266-9046 E-mail: daniel. hambly@dreamsteaminc.com Page 37 of 67 ?;!PNLIarnblY Humbly & Sons Restoration & Cleaning 2958 W. Airline Hwy. Waterloo, IA 50703 Ph. (319) 266-9046 Federal ID# 22-4577996 General DESCRIPTION QTY CF-19-0173-MLD REMOVE I. Equipment setup, take down, and 4.00 HR monitoring (hourly charge) 2. Negative air fan/Air scrubber (24 hr 5.00 DA period) - No monit. 3. Add for HEPA filter (for negative 1.00 EA 0.00 air exhaust fan) 4. Add for HEPA 1liter (for 1.00 EA 0.00 canister/backpack vacuums) 5. Equipment decontamination charge- 2.00 EA 0.00 HVY, per piece of equip 6. Peel & seal zipper - heavy duty 2.00 EA 0.00 7. Containment Ranier - tension post - 20.00 DA 1100 per day 8. Containment Barrier/Airlock/Decon, 200.00 SF 0.00 Chamber 9. Ducting - flexible - 6" round 15.00 LF 0.00 10. Powered Air -Purifying Respirator 4.00 DA 0.00 (PAPR) - per day 11. PAPR cartridge - HEPA & vapor 1.00 EA 0.00 & gas (single cartridge) 12. Add for personal protective 8.00 EA 0.00 equipment- Heavy duty 13. Haul debris - per pickup truck load 1.00 EA 121.67 - including dump fees 14. Contamination - pre test - full 1.00 EA 0.00 service (Bid Item) Third party pre -testing & written scope. Cost may vary depending on complexity of project. 15. Contamination • post test - full 1.00 EA 0.00 service (Bid Item) Third party post -testing. Cost may vary depending on complexity of project. REPLACE 0.00 0.00 42.57 73.08 188.01 53.01 56.91 TAX TOTAL 0.00 0.00 0.00 0.00 0.00 170.28 365.40 188.01 53.01 113.82 14.79 0.00 29.58 3.30 0.00 66.00 0.86 0.00 172.00 1.42 0.00 21.30 73.25 39.78 18.82 0.00 500.00 500.00 0.00 293.00 0.00 0.00 0.00 0.00 39.78 150.56 121.67 500.00 0.00 500.00 Totals: General Main Level CF-19-0173-MLD 0.00 2,784.41 12/2/2019 Page: 2 Page 38 of 67 Hambly Hambly & Sons Restoration & Cleaning 2958 W. Airline Hwy. Waterloo, IA 50703 Ph. (319) 266-9046 Federal ID# 22-4577996 70. Women - Cattainal 2' 6" -61-4' 3" -E 4 DESCRIPTION 1 s" Bathroom - Contained Height: 8' 194.67 SF Walls 227.15 SF Walls & Ceiling 3.61 SY Flooring 24.33 LF Ceil. Perimeter 32.48 SF Ceiling 32.48 SF Floor 24.33 LF Floor Perimeter QTY REMOVE REPLACE TAX TOTAL 16. Remove Fiberglass shower unit 1.00 EA 60.74 0.00 0.00 60.74 17. Remove Vinyl floor covering 32.48 SF 0.74 0.00 0.00 24.04 (sheet goods) 18. Floor prep (scrape rubber back 32.48 SF 0.00 0.58 0.00 18.84 residue) 19. Remove Cove base molding - 24.33 LF 0.25 0.00 0.00 6.08 rubbcr or vinyl, 4" high 20. Tear out wet drywall, cleanup, bag, 24,33 LF 5,45 0.00 0.00 132.60 per LF - to 2' - Cat 3 21. Tear out and bag wet insulation - 48.67 SF 1.23 0.00 0.00 59.86 Category 3 water 22. Sand exposed framing - Walls 48.67 SF 0.00 1.23 0.00 59.86 23. Hazardous Waste/Mold Cleaning 2.00 HR 0.00 63.42 0.00 126.84 Technician - per hour Additional time spent mitigating mold from concrete floor using source removal method as needed. 24. HEPA Vacuuming - Detailed - 259.63 SF 0.00 0.75 0.00 194.72 (PER SF) 25. Clean stud wall - Heavy 48,67 SF 0.00 1.52 0.00 73.98 26. Clean the walls and ceiling - 227.15 SF 0,00 0.62 0.00 140.83 Heavy 27. Clean the floor - Heavy 32.48 SF 0.00 0.62 0.00 20.14 28. Apply anti -microbial agent to more 259.63 SF 0.00 0.27 0.00 70.10 than the walls and ceiling Totals: Bathroom - Contained Bedroom Cs CF- I 9-0173-MLD 0.00 988.63 Decon. Room Height: 8' 144.00 SF Walls 162.00 SF Walls & Ceiling 2.00 SY Flooring 18.00 LF Ceil. Perimeter 18.00 SF Ceiling 18.00 SF Floor 18.00 LF Floor Perimeter 12/2/2019 Page: 3 Page 39 of 67 ,ori°4014N.1tm* Hambly & Sons Restoration & Cleaning 2958 W. Airline Hwy. Waterloo, IA 50703 Ph. (319) 266-9046 Federal ID# 22-4577996 DESCRIPTION CONTINUED - Dccon. Room QTY REMOVE REPLACE TAX TOTAL 29. HEPA Vacuuming - Detailed - (PER SF) 30. Clean the walls and ceiling - Heavy 31. Clean the floor - Heavy 32. Apply anti -microbial agent to more than the walls and ceiling 180.00 SF 162.00 SF 18.00 SF 180.00 SF 0.00 0.75 0.00 0.00 0.62 0.00 0.00 0.62 0.00 0.00 0.27 0.00 135.00 100.44 11.16 48.60 Totals: Dccon. Room 0.00 295.20 Total: Main Level 0.00 1,283.83 Line Item Totals: CF-19-0173-MLD Grand Total Areas: 338.67 SF Walls 50.48 SF Floor 0.00 SF Long Wall 50.48 Floor Area 357.00 Exterior Wall Area 0.00 Surface Area 0.00 Total Ridge Length CF-19-0173-MLD 50.48 SF Ceiling 5.61 SY Flooring 0.00 SF Short Wall 64.26 Total Area 39.67 Exterior Perimeter of Walls 0.00 Number of Squares 0.00 Total Hip Length 0.00 389.15 SF Walls and Ceiling 42.33 LF Floor Perimeter 42.33 LF Ceil. Perimeter 338.67 Interior Wall Area 0.00 Total Perimeter Length 12/2/2019 4,068.24 Page: 4 Page 40 of 67 Hambly Hambly & Sons Restoration & Cleaning 2958 W. Airline Hwy. Waterloo, IA 50703 Ph. (319) 266-9046 Federal ID# 22-4577996 Summary Line Item Total 4,068.24 Replacement Cost Value Net Claim Daniel Hambly Estimator CF-I9-0173-MLD $4,068.24 S4,068.24 12/2/2019 Page: 5 Page 41 of 67 `--1,0i ,£ , II I -1 Bathroom - Contained 116 , V 11.17 19 I g 8 x d 0 u E „9 ,9 Main Level CF-19-0173-MLD Page 42 of 67 CITY OF WATERLOO Council Communication Leisure Services City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Leisure Services Higby, Nancy Approved 12/4/2019 - 3:11 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 43 of 67 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 $ 1,154.00 plus est. shipping costs of $ n/a to pay for or purchase 55 gallons of ATR 717 compressor oil for the'Young Arena ice system. This purchase or expenditure is being made because: we are almost out of oil and need to restock. Vendor selected for this purchase: All Temp Refrigeration, Cedar Rapids Iowa ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: All Temp Refrigeration is a Certified Vilter Ammonia Compressor Specialist. It's Staff has performed all maintenance workon the Young Arena ice system since 1994 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 n Sewer Sanitation Federal/other grants.. Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1388 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 2/1 A ./�.� i2-1-ty (Signature Dept -Head or Designee) Date (Signature F+aante ��ept. Rev ) Date (Project Code) 13, 000.00 >- $ 7,2-55.00 5 74/4 K:\shared goodies\forms\2019 Ice System Oil Pre-Authorization.xlsx (Mar 2010) Page 44 of 67 CITY OF WATERLOO Council Communication MIS City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Information Services Higby, Nancy Approved 12/4/2019 - 3:12 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 45 of 67 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 $ 7,997.21 plus est. shipping costs of $ to pay for or purchase 8 Dell Computers for Clerk and Finance Department City Clerk Use Only Finance Committee Approval Date This purchase or expenditure is being made because: This is part of our computer replacement program. Also, will be able to rebuild and reutilize some of the PC's in Clerks office for other departments to save costs. Vendor selected for this purchase: Dell nBids or written quotes were taken on this purchase, as follows: Dell - $7,997.21 CDW-G, $ 10,307.26 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 0 Road Use Tax n Sewer n Sanitation nBonds 0 Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 418-01-8225-2106 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 50,000.00�' and the current available balance is Respectfully submitted C (Signature De $ 47,501.15 aaSGifif'" Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Dell PCs for Clerk_Finance.xls (Mar 2010) Page 46 of 67 CITY OF WATERLOO Council Communication Police City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Police Department Higby, Nancy Approved 12/6/2019 - 10:57 AM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 47 of 67 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 $ 1,350.00 plus est. shipping costs of $ 14.00 to pay for or purchase six battery back up and crash sensors for digital video recorders in police patrol units This purchase or expenditure is being made because: installing these sensors units in six new patrol units to continue recording if the patrol vehicle is involved in a crash, or the main battery fails. Vendor selected for this purchase: SF Mobile -Vision, Inc n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: SF Mobile -Vision, Inc is the provider of the mobile recording equipment 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 n Sewer n Sanitation EBonds El Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 419-11-1100-2127 In -Car Audio/Video Cameras (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) (Project Code) $ a?c;000 / 2 - `/-1 /7)�a Z‘),64.4244.vi Date K:\shared goodies\forms\Expenditure Pre-Authorization.xlsx (Mar 2010) Page 48 of 67 CITY OF WATERLOO Council Communication S ewer City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Waste Management Higby, Nancy Approved 12/4/2019 - 3:14 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 49 of 67 City Clerk Use Only Finance Committee Approval Date 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 $ 5.635.00 plus ext. shipping cost of $ 250.00 to pay for or purchase HORIZONTAL INLINE FLAME ARRESTER FOR LAGOON This purchase or expenditure is being made because: REPLACEMENT FLAME ARRESTER FOR LAGOON. CURRENT ARRESTER WORN DUE TO AGE Vendor selected for this purchase: MILLER MECHANICAL nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: MILLER MECHANICAL SPECIALTIES IS SOLE REP FOR REPLACEMENT FLAME ARRESTER Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: flSewer: nSanitation: Bonds: [JFederal/other grants: nOther(specify): This expenditure is to be coded to the following budget line -item: 570-14-5200-1571 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 400,000.00 and the current available balance is R • = fully suittett- $ /Z/ /y, %/Ldu. ()/i rum 42-3-/4 ( ignature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date Page 50 of 67 QUOTATION Miller Mechanical Specialties, Inc. PO Box 161.3 Des"Moines, IA 50305-1613 515-243-4287 Bill To: CITY OF WATERLOO WATER POLLUTION PLANT 3105 EASTON AVENUE WATERLOO. IA 50702 USA Customer ID: 12207 Quote Number - Rev # 1003174- Order Date 11/5/2019 07:40:20 Page 1 of 1 Quote Expires On 12/5/2019 Ship To: CITY OF WATERLOO WATER POLLUTION PLANT 3505 EASTON AVENUE WATERLOO. IA 50702 USA Requested By: Jesse Gaherty PO Number Terms Ship Route Taker Shand and Jurs Stainless Steel Flame arrest() Net 30 DAVE FROHLING Qn I y Unit Size 4 Item ID Pricing Unit Extended Lead Time Item Description UOM1t Price Price Delivery Instructions: UPS GROUND 1.00 1.0 6 Weeks Lead Time 94407-83-22-05 Horizontal Inline Flame Arrester Horizontal Inline Detlagrtion Flame Arrester: (83) - 8" Unit Size / Cast Aluminum Body Material (22) - 316 Stainless Steel / 316 Stainless Steel Tube Bank Material Shell/Element and 316 SS Hardware (05) - ANSI 125/15016. FF Flange Type/ 3/4" NPT (B)(2) w/1/2" NPT (Drain) (Qty 4) Auxiliary Connections EA 5,635.00 5,635.00 Total Lines: I SUB -TOTAL: TAX: AMOUNT DUE: U.S. Dollars 5,635.00 0.00 5,635.00 12.16.2014 - 05/ 2115 Salesrep: Dan Lucey Phone: 952-807-3825 Email: DLucey@mmsinconline.corn Page 51 Fofi67 CITY OF WATERLOO Council Communication S ewer City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Waste Management Higby, Nancy Approved 12/4/2019 - 3:15 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 52 of 67 City Clerk Use Only Finance Committee lApproval Date 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 $ 3.707.10 plus ext. shipping cost of $ 250.00 Department to expend to pay for or purchase REBUILD KIT FOR FAIRBANKS PUMP DOUGLAS SANITARY LIFT STATION This purchase or expenditure is being made because: NON WORKING PUMP NEED REBUILD Vendor selected for this purchase: QUALITY PUMP & CONTROL []Bids or written quotes were taken on this purchase, as follows X Bids or quotes were not taken on this purchase because: QUALITY PUMP IS SOLE PROVIDER FOR PUMP REBUILD KIT Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: [] General Fund: []Road Use Tax: []Sewer: []Sanitation: []Bonds: []Federal/other grants: DOther(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 budgeted amount is $ 400,000.00 and the current available balance is $ 177.913.97 Res • - Iy s • • d, ( ature Dept. ead Or Designee) %�✓ 7/ ,ilu k- (x,u e, /2 -j 4 Date (Signature Finance Dept. Review) Date Page 53 of 67 Quality Pump & Control 840 15th Street S. W. Mason City, IA 50401 Name / Address Waterloo. City of Waste Water Department 715 Mulberry Street Waterloo. IA 50703-5783 Quotation Date Quote # 11125'2019 535 P.O. No. Project Item Description Qty Cost Total Fairbanks pump Part Mech seal kit I L663.20 1.663.20 Part Casing gasket I 16.00 16.00 Part Oring kit I 44.55 44.55 fart Terminal hoard I 483.35 483.35 On Site I lours On Site Hours 9 110.00 990.00 Part dielectric oil 3 125.00 375.00 Shop Supplies I 25.00 25.00 Freight Freight I 110.00 110.00 Subtotal S3.707. 10 Sales Tax (5.0%) soy) Total $3.707.10 Page 54 of 67 CITY OF WATERLOO Council Communication S ewer City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Waste Management Higby, Nancy Approved 12/4/2019 - 3:17 PM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 55 of 67 City Clerk Use Only Finance Committee Approval Date 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 $ 15.268.50 plus ext. shipping cost of $ 2.331.00 to pay for or purchase 5-270 GALLON TOTES OF ST-2520 - CHEMICAL This purchase or expenditure is being made because: ST-2520 IS CHEMICAL TO REMOVE STRUVITE FROM PIPES IN DIGESTER COMPLEX Vendor selected for this purchase: GUARD PRODUCTS Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: GUARD PRODUCTS IS SOLE PROVIDER FOR CHEMICAL Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund: Road Use Tax: X Sewer: Sanitation: []Bonds: []Federal/other grants: DOther(specify): This expenditure is to be coded to the following budget line -item: 520-14-1513 (Fund - Department - Activity - Account Number) in which budgeted amount is and the curre ailable balance is c y s i fitted, (Project Code) $ 340,000.00 $ 212.755-5-3 3.5; 8'0 !M %Z n• 17- t c t,f 1.2-3 � � Signature pt. Head Or Designee) Date (Signature Finance Dept. Review) Date Page 56 of 67 Guard Products, Inc. 39 California Ave, STE #108 Pleasanton, CA 94566 Ph: (925)417-8800 Fax: (510) 777-3450 sales@guardproducts.com Bill To City of Waterloo 715 Mulberry Street Waterloo, IA 50702 USA (319) 291-4323 Brad.Manahl@waterloo-IA.org ATTN: Brad Manahl ISSUEDSY SHIP VIA David Best Way Item No. 1049 Product Name ST-2520 (.1%h Guard Products Your Order#: TBD Our #: 5118 Origin Sales Quote Quote No. 5118 Effective: 12/2/2019 Due: 12/6/2019 Your Representative: Kevin Strahan (541)520-7218 kevin@guardproducts.com Ship To ATTN: B City of Waterloo 3505 Easton Ave. Waterloo, IA 50702 USA (319) 291-4323 Brad.Manahl@waterloo-IA.org SHIPPING TERMS Prepay Charge Back post discount & ta), Pkg Unit Unit Price Unit QTY Price (gal) Discount Tax Ext Amount 75,ga! S3,1.1015 5 11 3 $15,551.25 Terms & Conditions PMT Terms. NET-30 Shipping Terms: Origin I Prepay Charge Back -VIA- Best Way Contact your representative for tracking/delivery information after you receive shipment notification. Prices are subject to change without notice. SDS available upon request Quote based on (5) 275 GALLON Totes of ST-2520 shipped [best way] to Littleton WWTP FOB Origin; Thanks! Subtotal $15,551.25 Discount $0.00 Tax $0.00 Freight $2,900.00 Service 50.00 Deposit 50.00 use TOTAL $18,451.25 Customer acknowledges that Guard Products Inc. manufactures and distributes products to Customer's specifications Guard Products Inc. warrants that it will distribute products in accordance with Customer's specifications. Guard Products Inc. does not warrant however, that the use of the products or articles made therefrom either alone or in conjunction with other material, will not infringe any third party Intellectual rights. Determination of the suitability of the products for the uses and applications contemplated by Customer and others shall be the sole responsibility of Customer. Any suggestions or recommendations made by Guard Products Inc. concerning uses or applications of the products are believed to be reliable, but Guard Products Inc makes no warranty or guarantee of the results to be obtained since the conditions of the use and application by Customer and others are beyond Guard Products Inc's control. Guard Products Inc. is not liable for warranty claims caused by the following negligence of the Customer or third party, alteration or misuse of the products; any spec bcation or modification made at the request of Customer, Customer's failure to follow health and safety instructions provided by Guard Products Inc. at in accordance with industry standards; and/or Customer's failure to comply with laws. Customerr agrees to promptly inspect the products upon delivery to confirm compliance with Customer s specifications. Customer's failure to provide Guard Products Inc with watten notice of a warranty claim within 30 days of delivery of products to Customer shall constitute an absolute and unconditional waiver of such claim. GUARD PRODUCTS INC. MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, WHETHER ARISING BY OPERATION OF LAW OR OTHERWISE, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FORA PARTICULAR PURPOSE AND/OR AGAINST INFRINGEMENT. TO THE FULLEST EXTENT ALLOWED BY LAW, GUARD PRODUCTS INC'S LIABILITY FOR BREACH OF [THIS AGREEMENT] SHALL BE LIMITED TO REPLACEMENT OF THE NON -CONFORMING PRODUCT AT NO COST TO CUSTOMER. IN NO EVENT WILL GUARD PRODUCTS INC BE LIABLE IN ANY ACTION OR CLAIM FOR CONSEQUENTIAL, INCIDENTAL. INDIRECT OR SPECIAL DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS OR LOSS OF OPPORTUNITY, WHETHER SUCH ACTION OR CLAIM IS BASED IN CONTRACT, TORT INCLUDING NEGLIGENCE AND STRICT LIABILITY), STATUTE OR OTHERWISE. TO THE EXTENT PERMITTED BY LAW, ANY STATUTORY REMEDIES WHICH ARE INCONSISTENT WITH THIS PROVISION ARE EXPRESSLY WAIVED BY CUSTOMER. www.guardproducts.com Thank you for your business! kevin@guardproducts.com Page 57 of 67 CITY OF WATERLOO Council Communication S ewer City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Waste Management Higby, Nancy Approved 12/6/2019 - 10:57 AM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 58 of 67 City Clerk Use Only Finance Committee Approval Date 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 $ 1,456.16 plus ext. shipping cost of $ 0.00 to pay for or purchase FILING SYSTEM This purchase or expenditure is being made because: CONVERTING TO NEW FILING SYSTEM FOR SEWER AND STORM WATER PLANS Vendor selected for this purchase: O&K FURNITURE -HANG A PLAN IIIBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: SYSTEM ONLY FOUND VENDOR HANG A PLAN, AND THORUGH AMAZON. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: [] General Fund: []Road Use Tax: []Sewer: []Sanitation: []Bonds: []Federal/other grants: 111Other(specify): This expenditure is to be coded to the following budget line -item: 52,0-14-5200-2. lsss (Fund - Department - Activity Account Number) in which budgeted amount is and the current av- - • - , - lance is ignature Dept. ead Or Designee) (Project Code) $ 175,000.00 • /SS(O7& $ 4 9-5$ .21(0(e " 2 1 )./),ru ,f, u/L /1 'fo /'l Date (Sign`ature Finance Dept. Review) Date Page 59 of 67 az COM' Print this 0 your records. Order Placed: October 30, 2019 Amazon.com order number: 112-0633461-1721069 Order Total: $808.88 Shipped on October 30, 2019 Items Ordered Price 4 of: Hang -A -Plan, 18" - 24" Quickfile Hanging Clamp, Black, Holds up to 150 plans, 5 $149.00 Pack Sold by: Export)( Exclusives iseile, rur +e) Product question? Ask Scher Condition: New Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: One -Day Shipping Shipped on October 31, 2019 Items Ordered Price 3 of: Hang -A -Plan, 18" - 36" Wall Rack, Capacity 5 Hanging Clamps (Sold Separate) $39.99 Stores up to 750 plans Sold by: Exportx Exclusives sell r oflie i Product question? Ask Seifex Condition: New Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: One -Day Shipping Shipped on October 31, 2019 Items Ordered Price 1 of: Harr -A -Plan, 18" - 36' Wall Rack, Capacity 5 Hanging Clamps (Sold Separate) $39.99 Stores up to 750 plans Sold by: ExportX Exclusives tse ieE ,r, ufi ) I Product question? As Se1Ge Condition: Mew Page 60 of 67 Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 I United States Shipping Speed: One -Day Shipping Payment Method: Visa 1 Last digits: 0891 Billing address City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Credit Card transactions Payment information Item(s) Subtotal: $755.96 Shipping & Handling: $0.00 Total before tax: $755.96 Estimated tax to be collected: $52.92 Grand Total: $808.88 Visa ending in 0891: October 31, 2019: $808.88 To view the status of your order, return to Order Summary. Condition.; of U p Privacy Notre ) 1996-2019, Amazon.com, Inc. or its affikates Page 61 of 67 amazoneom. Print this page for your records. Order Placed: October 30, 2019 Amazon.com order number: 112-4376921-5097001 Order Total: $101.64 Shipped on October 31, 2019 Items Ordered Price 1 of: IRONCK Computer Desk, 55" Office Desk Simple Study Writing Table, Industrial $99.99 Style Workstation for Home Office, Easy Assembly, Vintage Brown Sold by_ IRONCK Direct Corr} Condition: New Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: Standard Shipping Payment Method: Visa 1 Last digits: 0891 Billing address City of Wateiloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Credit Card transactions Payment information Item(s) Subtotal: Shipping & Handling: Your Coupon Savings: Total before tax: Estimated tax to be collected: $99.99 $0.00 -$5.00 $94.99 $6.65 Grand Total: $101.64 Visa ending in 0891: October 31, 2019:$101.64 To view the status of your order, return to Order �`and+lio =± or Use I Pi ak. Hoti a > 1996-2019, Aenazon.co.m, Enc. or as affiliates Page 62 of 67 ainazonece- page your t'ecpi d . Order Placed: October 30, 2019 Amazon -corn order number: 112-8853398-5822631 Order Total: $545.64 Shipped on November 8, 2019 Items Ordered Price 1 of: O&K Furniture 3 Tier Vintage Bookshelf, Industrial Style Bookcases Furniture, $129.99 Vintage Brown Said by: 0 & K Furniture ( 1 r j ) Product Question? ,Ask Set Condition: New Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: Two -Day Shipping Shipped on November 8, 2019 Items Ordered Price 1 of: O&K Furniture 3 Tier Vintage Bookshelf, Industrial Style Bookcases Furniture, $129.99 Vintage Brown Sold by: 0 & K Furniture teener gtraii1} Product quetion? Ask Seiler Condition: New Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: Two -Day Shipping Shipped on November 8, 2019 Items Ordered Price 1 of: O&K Furniture 3 Tier Vintage Bookshelf, Industrial Style Bookcases Furniture, $129.99 Vintage Brown Soil by: o & K Furniture r elS IeY aye,} I Product question? Ask Seder Condition: New Page 63 of 67 Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: Two -Day Shipping Shipped on November 8, 2019 Items Ordered Price 1 of: O&I( Furniture 3 Tter Vintage Boolcsheif, Industrial Style Bookcases Furniture, $129.99 Vintage Brawn Sold by: 0 & K Furniture (sober i r fiiti ! Product question? Ask Seiler Condition: New Shipping Address: City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Shipping Speed: Two -Day Shipping Payment Method: Visa j Last digits: 0891 Billing address City of Waterloo 3505 EASTON AVE WATERLOO, IA 50702-2000 United States Credit Card transactions Payment information Item(s) Subtotal: $519.96 Shipping & Handling: $0.00 Your Coupon Savings: -$10.00 Total before tax: $509.96 Estimated tax to be collected: $35.68 Grand Total: $545.64 Visa ending in 0891: November 8, 2019: $545.64 To view the status of your order, return to Order- Summar . '._____ © 1996-2019, Amazon.com, Inc. or Rs affiliates Page 64 of 67 CITY OF WATERLOO Council Communication Traffic City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Traffic Operations Higby, Nancy Approved 12/6/2019 - 10:58 AM ATTACHMENTS: Description Type ❑ Department Requests Backup Material Page 65 of 67 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 Traffic Department to expend $ 19,000.00 plus est. shipping costs of $ to pay for or purchase 1 - ASC Rotational Siren Package, Inspection & Testing This purchase or expenditure is being made because: Replace defective siren on Hess Road. (Bids were taken ealier in the year for Logan Ave. siren replacement) Vendor selected for this purchase: RC Systems n Bids or written quotes were taken on this purchase, as follows: RC Systems Waterloo, IA ASC Mass Notification Solutions Milwaukee, WI $19,000.00 $25,434.70 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: X General Fund Bonds Road Use Tax Federal/other grants Sewer nSanitation Other (specify) This expenditure is to be coded to the following budget line -item: 418-17-7100-2110 & 419-17-1700-2110 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 25,000 V 5,000 ✓ $ 16,100'/ 5,000V r�l 1?de.r ems, / V ic� �f��,lu�`' Lv� (Signature Dept. ead or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2019-December-Expenditure Pre-Authorization-Traffic-ASC Siren - RC systems-$19,000.00 - 418 & 9-17-1706 2110.xls (Mar 2010) Wage 6of 67 CITY OF WATERLOO Council Communication December 9, 2019. City Council Meeting: 12/9/2019 Prepared: REVIEWERS: Department Reviewer Action Date Finance Higby, Nancy Approved 12/3/2019 - 10:41 AM Page 67 of 67