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HomeMy WebLinkAbout06/09/20141. 2. 3. FINANCE COMMITTEE June 9, 2014 5:05 p.m. Harold E. Getty Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of June 2, 2014. NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Officer Savage 2014 International Chicago, IL 08/11/14- $850.00 Gang Specialist 08/13/14 Conference Sergeant Hoelscher & Officer Hazardous Device Huntsville, 07/20/14- $300.00 Bram School AL 07/26/14 Pre Authorizations to Expend over $1,000.00 Dept. P Amount + Est. S/HExpenditure Airport $4,140.00 Airfield Paint. Cultural & Arts $3,200.00 Replacement commercial dishwasher. Fire Rescue $25,000.00 NTE Loose equipment for new fire truck (305). Note: So + S/H — TBD many items will be shipped from different locations and vendors we are not sure of an estimate on shipping costs. 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 baseball $200.00 (est.) & softball programs. S/H Leisure Services $3,330.44 Repair rust on truck #303. Leisure Services $2,800.00 Preventative maintenance on Young Arena's 2008 electric Zamboni and gas ice edger. Please note 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 Arena. $115.50 S/H Police $1,695.00 + Five portable scanners for reading driver's license, $50.00 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 Operations $9,750.00 + 1 — Sign Retroreflectometer with built in GPS. $35.00 S/H Waste Management Srv. $2,700.00 Emergency removal on 05/23/2014 of lumberjack sewer cleaning tool by Frickson Backhoe & Trucking at 150 Dearborn Ave. BUDGET LINE ITEMS TO BE AMENDED BILLS PAYMENT ADJOURNMENT Suzy Schares City Clerk FINANCE COMMITTEE June 2, 2014 5:05 p.m. Harold E. Getty Council Chambers Members present: Schmitt, Jones, Welper. Absent: Cole. Moved by Welper, seconded by Jones, that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, seconded by Jones that the Minutes of May 27, 2014, as proposed, be approved. Ayes: Three. Motion carried. Moved by Welper, 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 Steve Carey, Parademic, Confined Space Rescue Albert City, IA 06/02/14- $562.50 Technical Rescue Class (24 hour) 06/05/14 Instructor Ayes: Three. Motion carried. Moved by Jones, seconded by Welper 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 Building Maintenance $3,868.00 Replacement of 66 floor drains in E. 5th Parking ramp, labor to be completed by City staff. Leisure Services $3,093.60 Replacement rubber tracks for John Deere 333D track mounted skid loader. Leisure Services $20,880.00 Labor & materials for sidewalk & golf cart pad replacement at Gates Park Golf Course. Leisure Services $12,000.00 Rental of portion of maintenance building space at 304 W. 5th Street. This will pay for months of August 2014 to July 2015, FY15 Budget. Parking Maintenance NTE $23,000.00 + $250.00 S/H 20 Double Meters, 4 Single Meters, 24 Decorative Sleeves and Bases. Upgrade meters around the 5 Sullivan Bros. building and Courier lot. Finance Committee June 2, 2014 Page 2 Street $25,515.60 Crack Sealer Sealant Waste $18,436.00 + #1 Digester Sludge Transfer Pump Rebuild Parts. Management Srv. $300.00 S/H Mr. Schmitt clarified that these are the new meters around town. Sandie Greco, Traffic Superintendent, clarified that all battery operated meters will slow down in extreme cold weather. Mr. Jones questioned if there is alternative space available for the Leisure Services Department downtown equipment. Paul Huting, Leisure Service Director, noted that other sites are being researched. The amount listed above includes utilities. Mr. Morrissey questioned if there is heat and restrooms available in the proposed building. Mr. Huting explained that there are not restroom facilities but there is heat. Craig Clark, Building Official, explained that the Sycamore building is only heated in a small portion of the building but it may be an option. Mr. Huting asked to have the agreement approved due to the need for the building as it can be cancelled if a City facility becomes available. Ayes: Three. Motion carried. Moved by Schmitt, seconded by Welper that Bills Payment, as contained in Accounts Payable Invoice Report, dated June 2, 2014, in the amount of $2,181,007.00, 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 Welper, seconded by Jones that the meeting be adjourned at 5:16 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 Approval Date 6' et/// The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Airport Department to expend $ 4,140.00 plus est. shipping costs of $ 0.00 to pay for or purchase Airfield Paint This purchase or expenditure is being made because: Portions of the airfield require repainting. Vendor selected for this purchase: Ennis Flint ❑X Bids or written quotes were taken on this purchase, as follows: Ennis Flint - $4,140 Diamond Vogel - $4,164 Sherwin Williams - $5,116 I I Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n Road Use Tax n Sewer ❑ Sanitation Bonds l i Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010 29 7700 1371 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 101,473.00 f and the current available balance is $ 22,232.50 Respectfully submitted, /.A.1i �orLr. iL(, ),Lti,ZZri2 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Paint (Mar 2010) n ( nature Dept. Hea or Desl e) Date (Signature Finance Dept. Review) City Clerk Use Only Finance Committee Approval Date / ra // 471 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the $ 3,200.00 Cultural & Arts Department to expend plus est. shipping costs of $ to pay for or purchase replacement commercial dishwasher This purchase or expenditure is being made because: The current dishwasher has been repaired several times this year and continues to have issues. The unit is currently not operational. Vendor selected for this purchase: Wilson Restaurant Supply ❑x Bids or written quotes were taken on this purchase, as follows: Wilson: $3,200 (will also credit our account $950 for previous repair charges) MissionRS: $3,349.77 ACityDiscount: $3,608.00 ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax ❑ Sewer ❑x Bonds Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 411-26-4205-2152 Capital Improvement (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Sanitation (Project Code) $ 'iC, 000 $ 25,067.00 Res tfu ly su itte , Date K:\shared goodies\forms\dishwasher Pre-Authorization.xls (Mar 2010) WILSON Restaurant Supply, Inc. Equipment Service To: Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 2914490 2914270 (Fax) Item Qty Project: WATARTS Description Quote 05/28/2014 From: Wilson Restaurant Supply Jeff Wilson 5746 WEstminster Dr Cedar Falls, IA 50613 (319)277-9000 319-277-9000 0000 (Contact) 319-277-9007 (Fax) jeffw@wilsonrs.com Sell Sell Total 1 1 ea DISHWASHER, UNDERCOUNTER $3,200.00 $3,200.00 CMA Dishmachines Model No. UC50E Packed: 1 ea Dishwasher, undercounter, high temp. sanitizing with built-in booster heater, (30) racks/hour, 13-3/4 door" door opening, pumped drain, removable upper & lower wash & rinse arms for easy cleaning, triple filtering protection system, stainless steel construction, ETL, ETL- Sanitation 1 ea 208v/60/1-ph, 28.0 amps, standard 2 Plus labor/install and start-up Acceptance: Printed Name: Project Grand Total: $3,200.00 Total Date: $3,200.00 WATARTS Waterloo Center for the Arts Initial: Page 1 of 1 4�WILSON ReNwmt6uJr. Inc.Restaurant Supply, Inc, Equipment Service To: Waterloo Center for the Arts 225 Commercial Street Waterloo, IA 50701 2914490 2914270 (Fax) Item Qty Project: WATARTS Description Quote 05/30/2014 From: Wilson Restaurant Supply Jeff Wilson 5746 WEstminster Dr Cedar Falls, IA 50613 (319)277-9000 319-277-9000 0000 (Contact) 319-277-9007 (Fax) jeffw@wilsonrs.com Sell Sell Total 1 1 ea DISHWASHER, UNDERCOUNTER $2,250.00 $2,250.00 CMA Dishmachines Model No. UCSOE Packed: 1 ea Dishwasher, undercounter, high temp. sanitizing with built-in booster heater, (30) racks/hour, 13-3/4 door" door opening, pumped drain, removable upper & lower wash & rinse arms for easy cleaning, triple filtering protection system, stainless steel construction, ETL, ETL- Sanitation 1 ea 208v/60/1-ph, 28.0 amps, standard 2 Plus labor/install and start-up. PRICE SHOWS A DISCOUNTED AMOUNT FOR REPAIRS ON OLD MACHINE. Acceptance: Printed Name: Project Grand Total: $2,250.00 Total Date: $2,250.00 WATARTS Waterloo Center for the Arts Initial: Page 1 of 1 Dishwasher, Undercounter, High Temp I MissionRS.com Page 1 of 4 Enter search keyword Shop All Categories Lop I . Home / DishwashE Submi CMA Dishmachines UC50E Dishwasher, Undercounter, High Temp BRAND: CMA DISHMACHINES I ITEM #: CMAUC50E Write a Review Sian up for price alert List Price: $5,930.00 $3,558.00 / Each This Item Qualifies for Free Shipping! Ships From: CMA Dishmachines This item ships from the manufacturer in 2 to 4 Business Days Product Description A CMA Dishmachines UC50E Dishwasher is the space saving, energy efficient solution to dishwashing. Constructed of dout the CMA Dishmachines UC50E Dishwasher conveniently fits underneath the counter and will wash up to 30 racks an hour w wash. The CMA Dishmachines UC50E Dishwasher has built in chemical pumps to dispense the proper amount of fluid ever) compact the CMA Dishmachines UC50E Dishwasher functions great in even the smallest kitchens. Files Spec Sheet Product Details Manufacturer: CMA Dishmachines MPN: UC50E UOM: Each SKU: CMAUC50E http: //www. missionrs. com/cma-dishmachines-uc5 0e-dishwasher-undercounter-high-temp.... 5/30/2014 S,hopping Cart - USA Equipment Direct - restaurant equipment for less -and service is Best Page 1 of 2 Contact Us 404-863-9232 (v SECUheE' TESTED Mon -Friday 9am-5pm, EST, Saturday 9am-3pm Est 30-MnY S. 11-1 Shopping Cart (1) items HOME CART CONTENTS CHECKOUT MY ACCOUNT LOG IN BLOG CONTACT Shopping Cart 1 Items in your cart NOW. 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Product(s) CMA Dishmachines UC50E High Temp Undercounter Dishwasher & Glass 53,299.77 Update or remove Checkout Shipping Cost (estimated) Commercial Address Only (Home Business not qualified) Appointment Delivery/Notification Freight Only Lift Gate Delivery Freight Only Residential Delivery Freight Only Residential Delivery Freight Only and Liftgate Residential Delivery Freight Only and Appoinment Notification Residential Delivery Freight Only, Appointment Notify and Lift Gate Sub -Total: $3,299.77 Continue Shopping $5.00 $35.00 $50.00 $55.00 $100.00 $90.00 $130.00 http://www.usaequipmentdirect.com/shopping_cart.php 5/30/2014 Shopping Cart - ACityDiscount Page 1 of 1 MC $CIUIt.Cim Your source ftr food service equipment Search Keyword or SKU (1) Atlanta Superstore (Open to the Public) Search Used Restaurant Equipment Specials Offers Coupons Rewards Sell Us Your Equipment Commercial Commercial Commercial Bar & Beverage Catering & Dining Concession Restaurant Kitchen Tools Home Kitchen Kitchen Equipment Refrigeration Ice Machines Equipment Equipment Equipment Furniture & Smallwares Appliances Your Shopping Cart ItemlD Description f,1ty Price Total CMA Dishmachines UC50E High Temp Undercounter Dishwasher & Glasswasher 30 Racks/Hr e Inventory 77706 Estimated Shipping (To waterloo, IA- 50701) Zip Code: 50701 411) Do you need a Liftgate? i! Yes for all Freight Line Shipments Only for Freight Shipments over 150Ibs No, I have Loading Dock/Fork Lift/Unloading Capabilities Type of Delivery Location Residential S. Business Call Before Delivery Yes S No Update Freight Services ) Continue Shopping Save Cart update $3,558.00 $3,558.00 SubTotal: $3,558.00 Packing & Process'. $0.00 Est. Shipping Cost $or0.00 & Service Fees: Estimated Total: $3,608.00 Do you have a Coupon? - Apply CHECK OUT $ People Who Viewed This Item Also Viewed May 29, 2014 Cart Summary Cart Total: $3,608.00 Shipping to: Waterloo, IA 50701 Use our secure checkout CHECK OUT NSF+u..a-ce' _J Or you can Pay with Ammon Sales Dept 9:00AM - 6:OOPM EST (M-F) Phone. 404-762-6715 Toll Free: 888-949-9613 Espanol: 404-752-6715 (Eat: 123) CMA Dishmachines UC65E High Temp Undercounter Dishwasher Glasswasher 30 RackslHr Jet Tech F-16DP Undercounter Commercal Glasswasher & Dishwasher High Temp $3,774.00 L1 Free Shippn9 k add Information ACityDiscount Customers Home Privacy Policy Sign In About Us Terms & Conditions Register Contact Us $3,197.76 ROI F,eo Snipping ' add Follow Us We Accept Sign Up for Exclusive Offers: Enter Email Here! I GO Copyright © 2014, ACityDiscount Restaurant Equipment & Supply Powered by PeachTrader, Inc. 6286 Dawson Blvd Norcross, GA 30093 - Phone: 404-752-6715 - Toll Free: 888-949-9613 Srawnec http://www.acitydiscount.com/shopping_cart/viewcart.cfm 5/29/2014 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date Y�rq/ //41- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the WFR Department to expend $ NTE $25,000 plus est. shipping costs of $ TBD to pay for or purchase 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. This purchase or expenditure is being made because: This will be loose equipment for our new fire truck which is part of the replacement program for Waterloo Fire Rescue apparatus. Vendor selected for this purchase: Multiple Vendors will be used. ❑x Bids or written quotes were taken on this purchase, as follows: Bid sheets will be sent out to multiple vendors with the option of each vendor to pick what items they would like to bid on. The list of equipment is rather lengthy, thus some of the vendors may not carry all the items we are seeking. ❑ 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 ❑ Sewer ❑ Sanitation Bonds I I Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-12-1400-2117 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is $ 700,000.00 $ 242,275.00 ‘1>119 (Signa re D- ead or Designee) Date (Signature Finance Dept. Review) Date Sent over 060214. 2011 GENERAL OBLIGATION BOND PROCEEDS FUND 411 PURPOSE FUND PAYING CODE AMOUNT AMENDMENTS BALANCE Cap Equip -Building Inspection Trucks 411-22-5100-2117 20,000.00 (2,552.13) Cap Equip -Facilities Maintenance Van 411-22-8800-2117 36,000.00 (950.00) Cap Equip -Leisure Services Trucks 411-37-4100-2117 220,000.00 Cap Equip -Motor Pool Vehicles 411-18-7950-2117 20,000.00 950.00 Cap Equip -Police Investigation Vehicles 411-11-1100-2117 20,000.00 Cap Equip -Police Patrol Cars 411-11-1100-2117 175,000.00 2,552.13 Cap Equip -Police Vehicle Equipment 411-11-1100-2117 25,000.00 Cap Equip -Street Department Vehicles 411-19-7100-2117 398,000.00 Cap Equip -Traffic Department Vehicles 411-17-7120-2117 45,000.00 Central Garage -Equipment 411-18-7950-2110 45,000.00 42,809.48 City Clerk/Finance-Financial Software Upgrade 411-03-8400-2106 200,000.00 250,000.00 14,609.12 City Fac-American Disabilities Act 411-22-8755-2152 10,000.00 City Fac-City Facilities Improvements 411-22-8800-2152 100,000.00 City Fac-Cultural Arts Building Impr 411-22-4205-2152 120,000.00 City Fac-Five Sullivans Center (Taxable) 411-22-4900-2152 100,000.00 City Fac-Library Improvements 411-22-3100-2152 30,000.00 30,000.00 City Fac-Parking Ramp Repairs 411-22-7960-2103 100,000.00 City Fac-Swimming Pool Improvements 411-22-4200-2132 110,000.00 24,847.03 Cultural Arts -Arts Center/Youth Pavilion Impr 411-26-4205-2152 80,000.00 25,558.41 Eng-CAD Upgrades 411-07-7830-2106 45,000.00 3,800.00 Eng-Delane Ave Drainage Project 411-07-5300-2103 165,000.00 165,000.00 29,250.00 Eng-Dry Run Creek Gatewell Improvements 411-07-5600-2103 153,700.00 Eng-Safe Routes to School Sidewalks 411-07-7650-2164 12,500.00 (284.02) Eng-Sidewalk Repair 411-07-7650-2164 15,000.00 284.02 Eng-Sink Creek Improvements 411-07-5300-2103 165,000.00 (165,000.00) Eng-Storm Sewer Replacements 411-07-5300-2162 50,000.00 44,922.77 Eng-US Hwy 63 Enhancements (North) 411-07-7520-2165 163,000.00 162,584.14 Eng-US Hwy 63 Enhancements (South) 411-07-7520-2165 29,600.00 20,350.00 Eng-US Hwy 63 Roadway (South) 411-07-7520-2165 63,800.00 (3,800.00) 44,567.06 Eng-Virden Creek Levee 411-07-5600-2103 425,000.00 (169,000.00) 256,000.00 Eng-Virden Creek Tributary Improvement 411-07-5300-2162 0.00 169,000.00 169,000.00 Fire -Engine Replacement 411-12-1400-2117 700,000.00 242,275.00 GO Bond Costs (Taxable) 411-03-8980-1750 65,000.00 37,230.16 GO Bond Costs (Tax -Exempt) 411-03-8980-1750 60,000.00 (250,000.00) 6,739.28 Leisure -Boating Center Improvements 411-37-4207-2175 100,000.00 (28,596.27) 71,403.73 Leisure -Downtown Off Road Mtce Equipment 411-37-4110-2113 29,000.00 Leisure -Forestry Building Updates 411-37-4100-2152 35,000.00 28,596.27 Leisure -Golf Course Improvements 411-37-4120-2174 135,000.00 Leisure -Golf Course Mtce Equipment 411-37-4120-2113 229,500.00 Leisure -Parks Improvements 411-37-4105-2168 45,000.00 Leisure -Parks Off Road Mtce Equipment 411-37-4100-2113 106,000.00 Leisure -Public :/arket Facility Impr (Taxable) 411-37-6880-2151 30,000.00 Leisure-Riverfrunt Stadium (Taxable) 411-37-4400-2170 50,000.00 Leisure-Rivervie v Park Improvements 411-37-4700-2168 40,000.00 1,051.94 Leisure -Sports Facility Improvements 411-37-4202-2178 150,000.00 Leisure-Websit•3 Development 411-37-4100-2103,2106 20,000.00 4,654.60 Leisure -Young Arena Improvements (Taxable) 411-37-4500-2177 165,000.00 MIS -Computer Replacement 411-01-8225-2106 75,000.00 98.42 Planning -Downtown Dev Plan Consulting 411-08-6100-2103 100,000.00 Planning -Downtown PropertyAcq (Taxable) 411-08-6100-2140 800,000.00 Planning-GIS/GS Mapping 411-08-5700-2111 5,000.00 2,198.77 Planning -Martin .Road TIF (Taxable) 411-08-6250-2140 100,000.00 98,913.00 1 of 2 City Clerk Use Only Finance Committee Approval Date (P14// 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 $ 1,228.00 plus est. shipping costs of Leisure Services Department to expend $ to pay for or purchase (4) Four custom metal split frame window jambs This purchase or expenditure is being made because: To add interior windows to shell space at Cedar Valley Sportsplex Vendor selected for this purchase: Grosse Steel Company ❑ Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Grosse Steel Company is only local vendor able to make a custom metal split window jamb. 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 n Federal/other grants Di( Other (specify) Donation This expenditure is to be coded to the following budget line -item: 426-37-4202-2178 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is R_tspPciful submitted, Signature Dept. He or Designee) 37SPLX Grcr- (Project Code) 6,7 Date (SignatuFe Finance Dept. Review) Date K:\shared goodies \forms\Pre-Authorization SPORTSPLEX WINDOWS.xIs (Mar 2010) City Clerk Use Only Finance Committee !� Approval Date CO lq I,7 City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 1,711.80 plus est. shipping costs of $ 200.00 (est.) to pay for or purchase Trophies and medals for participants in youth baseball and softball programs. This purchase or expenditure is being made because: Awards are given to winners and runner ups in each pool play tournament throughout the Optimist League. Vendor selected for this purchase: Hasty Awards Ottawa, KS n Bids or written quotes were taken on this purchase, as follows: Hasty Awards (Ottawa, KS) $1,911.80 Crown Awards (Hawthorne, NY) $2,760.50 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: ❑ El General Fund ❑ Road Use Tax Bonds n Federal/other grants Sewer ❑ Sanitation Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1556 Youth Athletic Equipment (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitt (Project Code) $ 9,350.00 $ 7,905.24 -4444 'Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Expenditure Pre -Authorization -trophies 2014.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date City of Waterloo Expenditure Pre -Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 3,330.44 plus est. shipping costs of $ to pay for or purchase Repair of rust on truck #303. This purchase or expenditure is being made because: This 2005 model year pickup will have many years of service left and care needs to be taken to protect the body from rusting away. Vendor selected for this purchase: Cedar Valley Motors & Collision LLC ❑ Bids or written quotes were taken on this purchase, as follows: Droste Auto, Waterloo $4,676.60 for new pickup box. Droste Auto, Waterloo $3,724.13 for cutting out rust and patching. CV Motors & Collision, Waterloo $3,330.44 for used rust free box w/ new paint. 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 n Road Use Tax ❑ Sewer ❑ Sanitation Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is submitted, (Project Code) 140,000.00 ✓ .55 7, ,5 3) (Signature Depf. Hor Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Parks Chemicals (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 6 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Leisure Services Department to expend $ 2,800.00 plus est. shipping costs of $ n/a to pay for or purchase Preventative maintenance on Young Arena's 2008 Electric Zamboni and gas ice edger. Please note addional funding may be needed for warn or broken parts. This purchase or expenditure is being made because: Proper maintenance of the Zamboni will help insure saftey, operation and reliablity; reducing the possiblity of costly down time and service calls. Vendor selected for this purchase: Hawk Performance Specialties- Woodville, WI ❑X Bids or written quotes were taken on this purchase, as follows: Hawk Performance Specialties -Woodville, WI- $2,800 + no shipping cost R & R Specialties-Sommerset, WI- $3549.00+$2000 transport cost ❑ 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 n Road Use Tax 0 Sewer 0 Sanitation nBonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-13/.3 7 5 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 3,400.00 I, - and the current available balance is Respectful! b pitted, $ 2,938.25 " (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms12014 Zam Maintenance (Mar 2010) City Clerk Use Only Finance Committee Approval Date cP Iq I 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 Leisure Services Department to expend $ 1,296.80 plus est. shipping costs of $ 211.85 to pay for or purchase Crowd control retractable belt barriers, sign holders & wall mounts for Young Arena. This purchase or expenditure is being made because: Additional equipment for controling large crowds and sectioning off parts of the arena during special events. Vendor selected for this purchase: Line Logic, Kenmore, New York ❑x Bids or written quotes were taken on this purchase, as follows: Line Logic, Kenmore, NY $ 1,508.65 Tamis Corporation Pittsburg, PA $ 2,291.00 Matt Parrott, Waterloo, IA $ 2,460.84 ▪ 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 ❑ Sewer ❑ Sanitation ▪ Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1390 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 30,125.00 ✓ $ 18,465.00 ✓ (Signature D . Head or Designee) Date (Signature Finance Dept. Review) Date • K:\shared goodies\forms\2014 Crowd Control Barriers (Mar 2010) City Clerk Use Only Finance Committee Approval Date (e( 9// '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 Leisure Services Department to expend $ 4,948.00 plus est. shipping costs of $ 115.50 to pay for or purchase 66 pairs of RiedelI Rental Ice Skates for Young Arena. This purchase or expenditure is being made because: The skates will be used during all Public Skate, Learn to Skate and Learn To Play Hockey programing. FY 2014 skate rental revenue was $25,603. Vendor selected for this purchase: Riedel) Skates, Red Wing MN Qx Bids or written quotes were taken on this purchase, as follows: Riedel) Skates, Red Wing, MN $ 5,063.50 Andy Anderson Skates, St. Paul ,MN $ 5,080.00 ❑ 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 ❑ Sewer 0 Sanitation Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4500-1558 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 5,800.00 07. $ 5,534.00 ir K-1 S` %Jive% lit- -4-2-ev (Signature Dept. HDesignee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\2014 Rental Skates (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date (Pl9 f /it- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Police Department to expend $ 1,695.00 plus est. shipping costs of $ 50.00 to pay for or purchase five portable scanners for reading drivers license, vehicle registration, and property and evidence bar codes. This purchase or expenditure is being made because: These scanners are used by all the officers in patrol and investigations to peform their daily duties. Vendor selected for this purchase: L-Tron Inc. ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: This is proprietary to the TRACs forms used by the State of Iowa, that is a requirement for all Law Enforcement Agency's. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El 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: 010-11-1105-1555 (Fund - Department - Activity - Account Number) (Project Code) 5c in which the budgeted amount is $ i�o (f r 5y /qa3O and the current available balance is $ /14'5 `'>` Respectfully sub fitted, atur ept. He ad ead or Designee) ao0 3/1 �i/,� r �11 CGS- 6„).. ,u- _,-1--02�;Lt Dat (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City Clerk Use Only Finance Committee Approval Date (pl9(ty-- 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 $ 1,875.00 plus est. shipping costs of $ 0.00 to pay for or purchase renewal of annual service fee for GPS tracking systems. This purchase or expenditure is being made because: GPS tracking systems used for investigation purposes. Vendor selected for this purchase: Team Intel ❑ Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: This service is proprietary to the Team Intel equipment purchased and used by the Police Department Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund Bonds ❑ Road Use Tax Sewer El Federal/other grants ❑x 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 Respectfully submitted, (Signaturk Dept. Head or Designee) to (Signature Finance Dept. Review) Date Sanitation (Project Code) $ 'i5,/8o 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 Y�JQ//4f- The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Public Works %�lp0o,fro $ NTE �60A A0 plus est. shipping costs of $ 0.00 Main Entrance Sign - Public Works Department to expend to pay for or purchase This purchase or expenditure is being made because: Customer / citizen awareness of building location Vendor selected for this purchase: J & J Masonry / Nagle Signs ❑ Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: J & J Masonry selected as they provided building brick and have original brick on site Nagle Signs selected as only vendor providing bid. Signs & Designs did not return bid or quote for sign. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: �X General Fund E Road Use Tax n Sewer ❑ Sanitation ❑ Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: f 1/ rD1&2JGxfeani i‘heht (Fund - Department Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, 7760Ho $ Fi 76; r $ 7906= ds- ? J sec.. l,Jz c =✓u /�{ K:\shared goodies \forms\Public Works - Entrance Sign - Garage - Street.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date Q7I17/if The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ 9,750.00 plus est. shipping costs of $ 35.00 to pay for or purchase 1 - Sign Retroreflectometer with built in GPS This purchase or expenditure is being made because: For assuring traffic signage meets the ASTM CIE & Din specifications. Vendor selected for this purchase: Professional Pavement Products, Inc. n Bids or written quotes were taken on this purchase, as follows: Professional Pavement Products, Inc Jacksonville, FL $9,750.00 Professional Pavement Products, Inc Jacksonville, FL $10,236.03 Grainger Waterloo, IA $12,000.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax n Sewer Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 411-17-7120-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resp ctfully submitted, ignature Dept. He or Designee) ate (Signature Finance Dept. Review) Date Sanitation (Project Code) $ 15,000.00 $ 15,000.00 pit /g3 K:\shared goodies Worms 12014-June-Expenditure Pre -Authorization- Retroreflectometer-Professional Pavement Products.xls (Mar 2010) City Clerk Use Only Finance Committee Approval Date co191/,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 $ 2.700.00 plus ext. shipping cost of $ 0.00 WMS Department to expend to pay for or purchase Emergency removal on 5/23/2014 of lumberjack sewer cleaning tool by Frickson Backhoe & Trucking at 150 Dearborn Ave. This purchase or expenditure is being made because: Emergency removal of lumberjack sewer cleaning tool because of protruding service main causing lumberjack to be stuck. Vendor selected for this purchase: Frickson Backhoe & Trucking nBids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: Emergency removal of lumberjack sewer cleaning tool by Frickson Backhoe & Trucking with a total cost of $2,700.00 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: nRoad Use Tax: ['Sewer: Sanitation: [Bonds: ❑Federal/other grants: jOther(specify): This expenditure is to be coded to the following budget line -item: 520-14-5200-I- 14r ! b i D (Fund - Department - Activity - Account Number) (Project Code) $ 111,;45.00 330e $ 2 +66 3/38 in which budgeted amount is and the current available balance is Respectfully submitt ature Dept. Head Ord D�gnee) 4 Date (Signature Finance Dept. Review) lv s20i/ Date May 2914 03:17p Frickson 319-287-9309 p.1 R Company d/b/a Frickson Backhoe & Trucking 911 Central Ave. Evansdale, Ia 50707 319-234-2421 BILL TO City of Waterloo Waste Water 3505 Easton Waterloo, Iowa Invoice DATE INVOICE # 5/29/2014 4110 LOCATION TERMS Dearborn DATE DESCRIPTION QTY RATE AMOUNT 5!23/2014 150 Dearborn Ave: repaired a sewer main approximately 14 ft of 10 " sewer main, two 10 x 6 Tees, hooked up service lines 150 and 149 Dearbom. Used 1 load of rock . The site was extra deep requiring safety box. Mobilization 2,200.00 500.00 2,200.00 500.00 Tota I $2,700.00 .5 0 PER MONTH ADDED IF NOT PAID WITHIN 30 DAYS OF INVOICING. Phone # Fax # E-mail 319-234-2421 319-287-9309 dfrickson@mchsi.com CAROL FAILOR From: MICHELLE WEIDNER Sent: Tuesday, June 10, 2014 7:53 AM To: DEANNE KOBLISKA; CAROL FAILOR Subject: Finance Pre-auths from Yesterday Hi DeAnne and Carol, The Finance committee agreed to make a couple of changes to pre-auths yesterday that we need to add to the forms and the minutes. The Fire Dept pre-auth for loose equipment - instead of saying plus shipping, please change that wording to read not to exceed $4,000 for shipping. The Leisure Services Young Arena pre-auth for Zamboni repairs. Please add not to exceed $2,000 for parts. Let me know if you have any questions about that. Michelle 1