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HomeMy WebLinkAbout06/16/20141. 2. FINANCE COMMITTEE June 16, 2014 5:05 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 June 9, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Herkelman Defensive Tactics Instructor Recert. Johnston, IA 08/20/14 $165.00 Pre Authorizations to Expend over $1,000.00 Dept. P Amount + Est S/H Expenditure Airport $1,200.00 Repair and replacement of slats on the passenger loading bridge. Cultural & Arts $5,985.00 Canvas banners for Expo Plaza. Street $3,500.00 NTE Computers (tablets) to track daily work flow on street projects. Leisure Services $2,340.00 Pointer insecticide. Police $1,439.20 + Forty individual patrol emergency trauma kits. Sanitation $31,264.20 Rebuilt Motor — ISL 345 Truck 150903. Waste Management Srv. $6,490.00 12 months of support/maintenance renewal for two Pipe Tech Scan 6.x licenses and one Pipe Tech View 6.x license and one seat network license for Pipe Tech View 6.x office software. BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk 1. 2. 3. FINANCE COMMITTEE June 9, 2014 5:05 p.m. Harold E. Getty Council Chambers Members present: Cole, Schmitt, Jones. Moved by Schmitt, seconded by Jones, that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones, that the Minutes of June 2, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Jones that the request for the following travel requests, be approved. Travel Requests Amount Name & Title of Personnel Class/Meeting Destination Date(s) not to Exceed Officer Savage 2014 International Gang Chicago, IL 08/11/14- $850.00 Specialist Conference 08/13/14 Sergeant Hoelscher & Hazardous Device Huntsville, AL 07/20/14- $300.00 Officer Bram School 07/26/14 Ayes: Three. Motion carried. Mr. Schmitt questioned whether the Police Department is sending more people to training than in the past, and the loss of productive time having to fill their spots. Dan Trelka, Director of Safety Services, explained that they do all they can to minimize overtime. He also explained the travel requests, and reported that there is less travel than in years past. Moved by Jones, 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 $4,140.00 Airfield Paint. Cultural & Arts $3,200.00 Replacement commercial dishwasher. Fire Rescue $25,000.00 NTE + $4,000.00 NTE S/H Loose equipment for new fire truck (305). Note: So many items will be shipped from different locations and vendors we are not sure of an estimate on shipping costs. 1 Finance Committee June 9, 2014 Page 2 Leisure Services $1,228.00 Four (4) custom metal split frame window jambs. Leisure Services $1,711.80 + Trophies and medals for participants in youth $ $200.00 (est.) S/H baseball & softball programs. Leisure Services $3,330.44 Repair rust on truck #303. Leisure Services $2,800.00 + Preventative maintenance on Young Arena's 2008 $2,000.00 NTE electric Zamboni and gas ice edger. Please note parts additional funding may be needed for worn or broken parts. Leisure Services $1,296.80 + Crowd control retractable belt barriers, sign holders $211.85 S/H & wall mounts for Young Arena. Leisure Services $4,948.00 + 66 pairs of Riedell Rental Ice Skates for Young $115.50 S/H Arena. Police $1,695.00 + $50.00 Five portable scanners for reading driver's license, S/H vehicle registration, property and evidence bar codes. Police $1,875.00 Renewal of annual service fee for GPS tracking systems. Public Works $7,900.00 NTE Main entrance sign — Public Works. Traffic $9,750.00 + $35.00 1 — Sign Retroreflectometer with built in GPS. Operations S/H Waste $2,700.00 Emergency removal on 05/23/2014 of lumberjack Management sewer cleaning tool by Frickson Backhoe & Trucking Services at 150 Dearborn Ave. Michelle Weidner, Chief Financial Officer, requested instead of approving a to be determined estimate on shipping of loose equipment for new fire truck #305 for Fire Rescue, to approve not to exceed $4,000.00 for shipping. Ms. Weidner also requested to approve adding not to exceed $2,000.00 for parts for Zamboni repairs for Leisure Services. Ayes: Three. Motion carried. Moved by Cole, seconded by Schmitt that Bills Payment, as contained in Accounts Payable Invoice Report, dated June 9, 2014, in the amount of $1,796,143.13, 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 Schmitt, seconded by Jones that the meeting be adjourned at 5:17 p.m. Ayes: Three. Motion carried. Carol Nemmers Deputy City Clerk City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 1,200.00 plus est. shipping costs of $ to pay for or purchase repair and replacement of slats on the passenger loading bridge. City Clerk Use Only Finance Committee n,..� Approval Date Jt .r.-& /(P/ Ll/T This purchase or expenditure is being made because: Some of the slats on the head of the passenger loading bridge were damaged due to the failure of a spring. The head will not rotate with the slats damaged. Vendor selected for this purchase: Overhead Door ❑X Bids or written quotes were taken on this purchase, as follows: Overhead Door -$1,200 Christie Door - cannot provide the correct parts Dan's Overhead Door - did not respond to request for service El Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: EGeneral Fund Road Use Tax E Sewer El Sanitation ❑ Bonds El Federal/other grants E Other (specify) This expenditure is to be coded to the following budget line -item: 010-29-7700-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Head or Designe (Project Code) $ 101,473.00 V. $ 20,531.75 '-' Date (Signature Finance Dept. Review) Date K:lshared goodies \forms\Passenger Loading Bridge Slats (Mar 2010) City Clerk Use Only Finance Committee . - I � Approval Date --�-1--" - /(, 2+n 1't 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 Cultural & Arts Department to expend $ 5,985.00 plus est. shipping costs of $ N/A to pay for or purchase canvas banners for expo plaza This purchase or expenditure is being made because: a significant number of the vinyl banners currently in use have deteriorated. Sunbrella fabric banners are expected to have a significantly longer lifespan. Vendor selected for this purchase: Signs By Tomorrow ❑x Bids or written quotes were taken on this purchase, as follows: Signs by Tomorrow: @ $63.00 Nagle Signs: @ $68.00 Signs & Designs: @ $87.79 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 ❑ Road Use Tax Bonds Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-26-4205 Capital Improvement (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is re ectfull s (Project Code) $ 80,000.00 '/ $ 25,067.00 nature Dept. Head or Designe Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) KENT SHANKLE From: CHAWNE PAIGE Sent: Friday, May 23, 2014 11:37 AM To: KENT SHANKLE Subject: RE: Riverloop Amphitheater / SOLID COLORS Hello Kent Here are my selections Sunflower yellow 4602-0000 Orange 4609-0000 Aruba 4612-0000 Mediterranean Blue 4652-0000 Logo Red 6066-0000 Optional Natural 4604-0000 Silver 4651-0000 Spa 4673-0000 It would be nice if there was a Lime green option. Chawne. From: KENT SHANKLE Sent: Friday, May 23, 2014 9:45 AM To: CHAWNE PAIGE Subject: FW: Riverloop Amphitheater / SOLID COLORS Chawne, What colors were you thinking for expo banners? Color selections can be accessed using the link provided below. Kent ShanMtiE , Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 phone 319-291-4490 fax 319-291-4270 email kent.shankle@waterloo-ia.org From: Signs By Tomorrow[mailto:cedarfalls@signsbvtomorrow.com] Sent: Wednesday, May 21, 2014 12:54 PM To: KENT SHANKLE Subject: RE: Riverloop Amphitheater / SOLID COLORS Good afternoon Kent. Here is the pricing for the solid color banners you requested. Please note that I am quoting these using a heavy duty Sunbrella material. Please look it over and let me know if you have any questions or concerns. SIZE: 72"h x 24"w 1 MATERIAL: Sunbrella COLORS: TBD QUANTITY: 96 FINISHING: Hemmed edges, Top & Bottom pole pockets PRICE: $63.00 each NOTE: Here is a link to the various colors offered in the Sunbrella line of material. http://www.sunbrella.com/showroom/?lanq=en us#submit=complexSearch&screen=listing&fs=&app=000000&pattern=sol ids&color=all&col=112 Thanks again! Mark Neese Signs by Tomorrow Co -Owner / Manager 2915 McClain Drive Cedar Falls, Iowa 50613 319.268.0001 319.268.0002 (fax) www.signsbytomorrow.com/cedarfalls 2 KENT SHANKLE From: Tom Nagle <tjnagle@naglesigns.com> Sent: Friday, June 06, 2014 3:11 PM To: KENT SHANKLE Subject: RE: request for another quote Kent — Furnish only (95) single color Sunbrella banners. (19) each of each of the following colors: sunflower yellow, orange, aruba, Mediterranean Blue, Logo Red. Banners will have rod pockets top and bottom with double stitching and a back stitch. Edge will be hemmed. Finish banner size will be 2' wide by 6' tall. Any applicable taxes will be added to price. Solid color banners with NO graphics. I can get these done for you at $68 each + applicable taxes for a quantity of 95. Again, let me know if you need something more formal on this. Thanks —Tom Tom Nagle Operations Director I Nagle Signs Inc. P. 319-233-4604 I F. 319-233-7514 1020 Wilbur Ave PO Box 2098, Waterloo, IA WWW.NAGLESIGNS.COM From: KENT SHANKLE[mailto:KENT.SHANKLE©WATERLOO-IA.ORG] Sent: Tuesday, June 3, 2014 5:11 PM To: Tom Nagle Subject: request for another quote Tom, Could you give me a price on this? SIZE: 72" x 24" MATERIAL: Sunbrella 2013-2014 Awning & Marine Fabric COLORS: Sunflower Yellow 4602-0000; Orange 4609-0000; Aruba 4612-0000; Mediterranean Blue 4652-0000; Logo Red 6066-0000 QUANTITY: 95 (19 of each color) FINISHING: Top & Bottom Pole Pockets (should be double -stitched with backstitch at ends) Thanks! Kentr t� Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 phone 319-291-4490 fax 319-291-4270 email kent.shankle@waterloo-ia.org 1 KENT SHANKLE From: mason@thesignpeople.net Sent: Monday, June 09, 2014 9:16 AM To: KENT SHANKLE Subject: Sunbrella banners quote SIZE: 72" x 24" MATERIAL: Sunbrella 2013-2014 Awning & Marine Fabric COLORS: Sunflower Yellow 4602-0000; Orange 4609-0000; Aruba 4612-0000; Mediterranean Blue 4652-0000; Logo Red 6066-0000 QUANTITY: 95 (19 of each color) FINISHING: Top & Bottom Pole Pockets (should be double -stitched with backstitch at ends) Dave figures $8,340 for this project with NO INSTALL and NO BRACKETS. Will you need pricing for either of those? FROMM .SI(, \.4 1)I sil• \, 5600 Nordic Drive Cedar Falls, to 5061 3 T 319 277 8829 T 800 326 8929 F 319 268 2298 1 City Clerk Use Only Finance Committee Approval Dategl(ef I 41 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Street Department to expend $ NTE 3500. plus est. shipping costs of $ 0.00 to pay for or purchase Computers (tablets) to track daily work flow on street projects This purchase or expenditure is being made because: Automating street maintenance program, insuring citizen requests are acted upon Vendor selected for this purchase: TBD n Bids or written quotes were taken on this purchase, as follows: TBD n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds ❑X Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants I I Other (specify) This expenditure is to be coded to the following budget line -item: 266-19-7100-4385 /h /', (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, o (Project Code) yqd ldla7rGr/1 $ ronn r10 0 f 3561Q =..fit) 6 1- /L/ K:\shared goodies\forms\Street Dept - Pre-Auth - Computer Tablets - Foremen - June 2014.xls (Mar 2010) City Clerk Use Only Finance Committee City of Waterloo Expenditure Pre -Authorization Request Form 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 $ 2,340.00 plus est. shipping costs of $ to pay for or purchase Pointer Insecticide This purchase or expenditure is being made because: This insecticide will be injected into a few dozen ash trees to protect them from emerald ash borer. Vendor selected for this purchase: Turf Supply Company, Inc. - Gretna, NE nBids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Turf Supply Company is the closest distributor and offered free Demo of product and injection system. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation 1111 Bonds ❑ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1537 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 22,000.00 ✓ and the current available balance is Respectfully submitted, $ 6,907.21 V / Lac- /e.eje./.4_ �-6 '61 (Signature Dept. Head or Designee) ate (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 ('l 1 tel (Lcr1 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,439.20 plus est. shipping costs of $ 15.00 to pay for or purchase forty individual patrol emergency trauma kits. This purchase or expenditure is being made because: These kits will be issued to every patrol and tactical vehicle in the police department fleet. Vendor selected for this purchase: North American Rescue, LLC E Bids or written quotes were taken on this purchase, as follows: North American Rescue LLC $1454.20 Streichers $2774.19 0 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: Qx General Fund 0 Road Use Tax ❑ Sewer n Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1573 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, cNorily 2/r L �•c�. �� (Sig tur ept. Head or Designee) Date (Signature Finance Dept. Review) Date (Project Code) K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date 47I 1 4I/f City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Sanitation Department to expend $ 31,264.20 plus est. shipping costs of $ 0.00 to pay for or purchase Rebuilt Motor - ISL 345 - Truck 150903 This purchase or expenditure is being made because: Motor requires complete overhaul - less expensive to buy rebuild than individual parts Vendor selected for this purchase: Cummins Central Power Bids or written quotes were taken on this purchase, as follows: TIC I Bids or quotes were not taken on this purchase because: Limited vendor access to rebuild warranted diesel engines Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund nBonds Road Use Tax ❑ Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 525-15-5400-1569 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 139,064.00 r svf 3/3,C(6- $ 34,8.9E-38 / oZ Of 73 -/(-. /4L K:\shared goodies\forms\Sanitation - Replacement Motor for Sanitation903 -June 2014.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date (p//(p//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 WMS $ 6,490.00 plus ext. shipping cost of $ 0.00 Department to expend to pay for or purchase 12 Months of Support/Maintenance Renewal for Two Pipe Tech Scan 6.x licenses and One Pipe Tech View 6.x license and One seat network license for Pipe Tech View 6.x office software. This purchase or expenditure is being made because: Renewal and network licenses for CMOM Vendor selected for this purchase: Peninsular Technologies, LLC Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Peninsular Technologies, LLC is rep. For software licenses. 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: 0Other(specify): This expenditure is to be coded to the following budget line -item: 570-14-5200-1520 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 267600"QO i4 v and the current available balance is $ 13.060.00 Respectfully submitted, ( 21 t o f2o 12;..�ac e. (Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date Peninsular Technologies, LLC 555 Ada Drive SE P.O. Box 728 Ada, MI 49301 USA Voice: (616) 676-9811 Fax: (616) 676-9818 Quoted To: City of Waterloo, IA 3505 Easton Avenue Waterloo, IA 50702 Quotation Quote Number: 140609001 Quote Date: June 9, 2014 Customer ID Good Thru 7/10/2014 Payment Terms Net 30 Days Sales Rep 6460 Qty Item 1 1 Support View Description 12 Months of Support/Maintenance Renewal. Includes Unlimited Software Support (Telephone, Email, Fax) 8:30AM-5:OOPM EST M-F. Covers 2 PipeTech Scan 6.x licenses and 1 PipeTech View 6.x license. Includes all software updates while covered under a valid support contract through 7/1/2015. PipeTech View 6.x office software. 1-seat network license with query/library, editing and GIS modules. Unit Price $2,090 $4,400 Amount $2,090 $4,400 Subtotal Sales Tax $6,490 Total $6,4