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Home My WebLink About04/06/2015FINANCE COMMITTEE April 6, 2015 5:10 PM Harold E. Getty Council Chambers Members Chairperson Carolyn Cole Vice Chair Steve Schmitt David Jones Roll Ca11: Approval of Agenda Approval of Minutes of March 30, 2015 as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Mayor Buck Clark Class/Meeting: Mayor's Volunteer Awards Luncheon; Mayors' Top Teen Awards Reception Destination: Waterloo, IA Dates: 4/21/2015 Amount not to exceed: $600.00 2. Investigator Hesse Class/Meeting: Investigative strategies for Child Abduction Cases Destination: Des Moines, IA Dates: 5/18/15 - 5/21/15 Amount not to exceed: $575.00 3. Recommendation to award bid to Bill Colwell Ford for one (1) 2015 Cargo Van for Traffic Operations Department. 4. Pre -Authorizations to Expend over $1,000.00 Building Maintenance (Amended) Amount and Estimated S/H: $4,952.88 + $392.00 S/H Expenditure: Increase in approval needed for an additional $142. (Previously approved for $250.00) Building Maintenance Amount and Estimated S/H: $14,600.00 Expenditure: Painting 2nd floor and stairs of Library. Building Maintenance Amount and Estimated S/H: $20,000.00 Expenditure: New alarm panel for Young Arena. Page 1 of 58 Building Maintenance Amount and Estimated S/H: $7,051.70 Expenditure: LED lighting for Police Evidence Room & City Hall basement. Clerk's Office Amount and Estimated S/H: $8,600.00 Expenditure: New World Standard software license and interface installation fee. Leisure Services Amount and Estimated S/H: NTE $54,157.00 Expenditure: Chemicals and fertilizers for turf management at the golf courses. Leisure Services Amount and Estimated S/H: $6,997.50 Expenditure: To replace worn center dock at the boathouse. Leisure Services Amount and Estimated S/H: $2,285.30 Expenditure: An assortment of additional weight equipment to support additional members and increased class sizes for group exercise classes. This is an amended request. Leisure Services Amount and Estimated S/H: $9,000.00 Expenditure: Services related to Harold Getty Lake Trail REAP project, including wetland delineation, ramp profile design, permit applications, coordination with US Army Corps of Engineers. Traffic Operations Amount and Estimated S/H: $11,040.00 + $200.00 S/H Expenditure: Controller Cabinet. Traffic Operations Amount and Estimated S/H: $9,633.00 + $200.00 S/H Expenditure: Hybrid Signal Equipment. Traffic Operations Amount and Estimated S/H: $5,565.88 + $150.00 S/H Expenditure: Valmont Combination Mast Arm Pole with 15 Luminaire Arm. Traffic Operations Amount and Estimated S/H: $4,106.38 Expenditure: 2 - Elite Roadway Light Pole with 8 ft. arm. Traffic Operations Amount and Estimated S/H: $2,771.00 + $25.00 S/H Expenditure: Phase selector, Opticom multimode M764-4CH. Page 2 of 58 Traffic Operations Amount and Estimated S/H: $4,281.24 Expenditure: 12 - 1 3/4" x 60" Fully galvanized anchor bolts & hardware. Traffic Operations Amount and Estimated S/H: NTE $2,000.00 Expenditure: Two directional bores - set-up and materials. BUDGET LINE ITEMS TO BE AMENDED 5. Approve the project budget for the FY15 IDOT Vertical Infrastructure grant in the amount of $101,032 for various airport project improvements as submitted by the Airport. 6. Approve the project budget amendment for the Cedar Valley SportsPlex construction project to record construction sales tax refund revenue to be received by the City and remitted to the Waterloo Development Corporation to be applied to the Cedar Valley SportsPlex mortgage in the amount of $633,800 as submitted by the Finance Department. 7. Approve the project budget amendment for the EEOC contract to use cash received in the prior fiscal year for operating expenses paid curing the current fiscal year in the amount of $10,300 as submitted by the Human Rights department. BILLS PAYMENT 8. April 6, 2015 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 3 of 58 K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO NAME(S) AND POSITION(S): Buck Clark, Mayor FINANCE DEPT. LINE ITEM USED FY 2/ h BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Ori.inal - Clerk/Finance STAFF ONLY q 7/L� L� l rK7.;() /5, 3cec f Lr G �. 3? Co. - De•artment NAME OF CLASS / MEETING: DATE: March 25, 2015 Mayor's Volunteer Awards Luncheon; Mayors' Top Teen Awards Reception DEPARTURE DATE: 4/21/15 PURPOSE OF TRAVEL: RETURN DATE: 4/21/15 DESTINATION Waterloo, IA DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: 4/21/15 Annual Mayors' Volunteer/Top Teen Awards presentations (City's share of expenses). WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: METHOD OF TRAVEL: x CITY VEHICLE AIRFARE x COST $ YES NO PRIVATE VEHICLE DEPARTING FROM: Waterloo ESTIMATE OF COST: LODGING $600 MEALS REGISTRATION MILEAGE/FUEL $600 TOTAL FOR ALL: $ 600 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010-02'-8100-1345 YES YES NO TOTAL: $ x GRANT REIMBURSABLE NO x REQUIRED CERTIFICATION PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO DEPARTMENT HEAD I APPROVE THIS TRAVEL REQUEST MAYOR 3/25/2015 DATE DATE MICHELLE WESTPHAL From: Lauren Finke <Lauren_Finke@vccv.org> Sent: Wednesday, March 25, 2015 2:29 PM To: MICHELLE WESTPHAL Subject: RE: Mayor's Volunteer Awards Hi Michelle, I don't plan on any extra expenses from last year, so my guess would be close to the same as last year which was $550. Lauren Finke, Executive Director Volunteer Center of Cedar Valley 2101 Kimball Avenue, Suite 136 Waterloo, IA 50702 319.272.2087 www.vccv.org - Lauren finkevccv.org From: MICHELLE WESTPHAL [mailto:MICHELLE.WESTPHAL@WATERL00-IA.ORG] Sent: Wednesday, March 25, 2015 2:05 PM To: Lauren Finke (Lauren Finke@vccv.org) Subject: Mayor's Volunteer Awards Good afternoon, Lauren! I was wondering if you could give me an estimate of what the City of Waterloo's costs will be for the Mayor's Volunteer Awards? Thanks! MicheCCe Westphal - Executive Secretary to the Mayor City of -Waterloo, Iowa 715 Mulberry Street 'Waterloo, IA 50703 (319) 291-4301 mayor@waterCoo-ia.org t April Tuesday 21, 2015 TuWe Th May 2015 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 5 12 19 26 1 2 3 4 1 2 6 7 8 9 10 11 3 4 5 6 7 8 9 13 14 15 16 17 18 10 11 12 13 14 15 16 20 21 22 23 24 25 17 18 19 20 21 22 23 27 28 29 30 24 25 26 27 28 29 30 31 21 Tuesday Daily Task List Arrange By: Due Date lam 8 oo 9 00 1000 Tech 2 Action Items: Financing/IRD Team Call 1-877-594-8353, participant code: 649 399 01 Marta L. Purdy tom. 11 00 Top Teen Awards 5 Sullivan Brothers MICHELLE WESTPHAL 12 pm 1 00 Notes 2 0o Waterloo/V&A monthly coordination call series (2015) Dial -in: 1-877-594-8353, Access Code: 649 399 01# - GoToMeeting ID#: 763 757 146 Monica Slaght 1 3 00 4 00 5 00 6 00 Mayor's Volunteer Awards 5 Sullivan Brothers MICHELLE WESTPHAL I AL 1 3/25/2015 2:04 PM TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2015_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1160-1346 11PRO ICAC 75 0/6- Copy - Department NAME(S) AND POSITION(S): Inv. Stacy Hesse DATE: April 1 s`, 2015 NAME OF CLASS / MEETING: Investigative strategies for Child Abduction Cases DESTINATION: Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: May 1eh, 2015 Return Date: May 21 st, 2015 DATE(S) OF MEETING: May 18th-2151, 2015 PURPOSE OF TRAVEL: Lt. Fangman is requesting authorization to send Investigator Hesse to Investigative Strategies for Child Abduction Cases , In Des Moines, Iowa. This training is being provided by Amber Alert, through the Iowa Division of Criminal Investigation. This training is designed to provide Law Enforcement Investigators and Investigative supervisors with the information necessary to properly understand and recognize and investigate cases involving missing and abducted children. A City vehicle will be needed for the travel to this training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $375.00 LODGING $150.00 MEALS $.00 REGISTRATION $50.00 MILEAGE/FUEL TOTAL FOR ALL: $ 575.00 Rental car PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES YES NO x REQUIRED CERTIFICATION NO TOTAL: $ 575.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO I APPROVE THIS TRAVEL REQUEST DEPA4TMENT HEAD MAYOR DATE DATE CITY OF WATERLOO Committee Communication FINANCE Committee Meeting: April 6, 2015 Prepared: March 27, 2015 Dept. Head Signature:.--'L' # of Attachments: SUBJECT: Recommendation to award bid to Bill Colwell Ford for one (1) 2015 Cargo Van for Traffic Operations Department Submitted by: Mark Rice, Public Works Director Recommended City Council Action: Summary Statement: Authorization to seek bids was granted on March 2, 2015 Expenditure Required: $25,041 Source of Funds: 412-17-7120-2117 Policy Issue Alternative Background Information: Recommendation to accept bid from Bill Colwell Ford, Hudson, IA for the purchase of one (1) 2015 Cargo Van. Bids received were: Bill Colwell Ford Hudson, IA $25,041 Charles Gabus Ford Des Moines, IA $25,447 Witham Auto Center Waterloo, IA No Bid !jl;74d3;24�v l4 461c!J Makt-el : Lc)a✓.0 d2lit rntocu d 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 Building Maint Department to expend $ 4,952.88 plus est. shipping costs of $ 392.00 to pay for or purchase (Ibipping.previously approved for $250.00) for a total of $5344.88 — j"%ze,Kst 1 ' A MO/II L h66-L—D 6_4 .a)4 AJ /Ia) r7Q,vI f?1. s /L/ City Clerk Use Only Finance Committee Approval Date `f/(, / i This purchase or expenditure is being made because: 6 coat racks with casters; hangers for Five Sullivan Brothers Convention Center Vendor selected for this purchase: Sysco Guest Supply n Bids or written quotes were taken on this purchase, as follows: Sysco Guest Supply - $766.99 each Dallas Midwest - $949.00 each ATD - American - $1,008.00 each Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): RLC-ti/ii)(,G.S(,y /h'')/'i2o(166 3 -16, -I5 / / Ff GThnitct4 or- $ 6 C )z Please check the following box(es) as appropriate to describe the funding for this expense: ❑X General Fund Ei Road Use Tax n Sewer ❑ Sanitation Bonds 0 Federal/other grants n Other (specify) This exp9nd iture is to be coded to the following budget line -item: 010-22- llv8 -1382 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Resp ully s 6iiiiitted, 7 -- -(eignature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date $ 1,77(� / 'l $ J5 K:\shared goodies \forms\Expenditure Pre-Authorization.xls (Mar 2010) Proforma Quote Sales Representative: Kristyn Lang Email: klang@guestsupply.com Phone: 855-332-6559 ext. 2218 Fax: 866-409-7824 Sold to:078233 Contact: Craig Clark Property: The City of Waterloo Address: 715 MULBERRY ST City, State, Zip Code: Waterloo, IA 50703 Phone: 319-291-4319 Fax: Email: craig.clark@waterloo-ia.org Quote #: Good things Sysco Guest Supply • These items are non -returnable • F.O.B. - Freight charges apply. • Freight charges quoted are estimates and subject to change. • Lead times can vary between 4 and 12 weeks depending on the items ordered (bedding, case goods, furniture, etc.) • Sales tax will be included at the time of the invoice • All damages must be noted on the proof of delivery • If damages are found contained in the package they must be reported within 48 business hours to your sales rep. • Additional charges will apply if merchandise is refused upon delivery or returned without prior authorization. • Minimum order is $150.00 • Customer is responsible for removing items from the truck into the hotel. Additional charges may apply for lift gate, or inside delivery. Quote Date: 3-6-15 Qty Item # Description Unit Price Total $$ 5 0060945 Mega Coat Rack, 6 Foot Portable Folding with Casters, Black 766.99 3834.95 3 MG-17PH- 100pk Polystyrene Open Hook Hangers MG, black, 100 pack 299.99 899.97 2 MG-17PH- 24PK Polystyrene Open Hook Hangers MG, black, 24 pack 79.99 159.98 2 MG-17PH-6PK Polystyrene Open Hook Hangers MG, black, 6 pack 28.99 57.98 Prices above do not include tax or freight charges, FOB Woodbridge, 1L (Freight estimate CYN032015, $392.00 via Estes Express) Standard lead time is 5-10 business days from receipt of order. This estimate is good until May 31, 2015. QUOTE PRICES VALID FOR SUBJECT TO 30 DAYS CHANGE AFTER 30 DAYS Subtotal 4952.88 Freight (292.00 ') --' Sales Tax Total 5344.88 Sample sent prior to placing order (when applicable): YES / NO If No, why not? Customer refused sample: YES/ NO If Yes, why? *Signed and Agreed to by Customer Print Name: [Signature: 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 Building Maint Department to expend $ 14,600.00 plus est. shipping costs of $ to pay for or purchase City Clerk Use Only Finance Committee Approval Date ' // 5 This purchase or expenditure is being made because: Painting 2nd floor and stairs of Library Vendor selected for this purchase: Michael Painting & Decorating Inc. ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Continuation of contract with Michael Painting & Decorating Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-8800-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Rtfully Amitted, (Signature Dept. Head or Designee) Date (Signat re Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth - Libray - Michael Painting.xls (Mar 2010) (Project Code) 0) ✓ $ /?G,ox $ 10, 26—cc v 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 Building Maint Department to expend $ 20,000.00 plus est. shipping costs of $ to pay for or purchase City Clerk Use Only Finance Committee Approval Date 5 This purchase or expenditure is being made because: New alarm panel for Young Arena Vendor selected for this purchase: Hawkeye Alarm Company n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: Other contractor asked for bid - no bid received Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund 0 Road Use Tax ❑ Sewer 0 Sanitation ❑X Bonds n Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 6/// - 37- 00 -;177 (Fund - Department - Activity - Account Number) in which the budgeted amount is (Project Code) $ (S3, oo6 and the current available balance is $ O OZ) 0 Respectfully sybrnitted, ( ure Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodies \forms\Pre-Auth - Libray - Michael Painting.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date "AVl The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 7,051.70 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: LED lighting for Police Evidence Room & City Hall basement. (Mid American Energy will be rebating $100.00 per fixture for a total of $5,000.00) Vendor selected for this purchase: Van Meter E Bids or written quotes were taken on this purchase, as follows: ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund Road Use Tax n Sewer 0 Sanitation EBonds n Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: 414-22-8800-2152 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ /00,06'�) and the current available balance is Respe, t) Ily sub 'tied, e $ 77,G)gi' . s1---5---YG. i C ;')L —t 1-&. /a (Si ure D p d or Designee) Date (Signatur Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.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 Clerk's Office Department to expend $ 8,600.00 plus est. shipping costs of $ to pay for or purchase New World Standard software license fee and interface installation fee This purchase or expenditure is being made because: Additional software needed for document imaging interface Vendor selected for this purchase: New World Systems n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Existing software Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nx General Fund n Road Use Tax ri Sewer Bonds El nFederal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-03-8400-2106 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) tv ✓ $ 714000 WO $ /0, G)g' (Signatur_ Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\New World Software License Agreement_4.1.15 (Mar 2010) Neu Igo March 16, 2015 Document #: 1351-15L1 B ADDITIONAL SOFTWARE LICENSE AGREEMENT Ms. Suzy Schares, City Clerk City of Waterloo 715 Mulberry Street Waterloo, IA 50703 Dear Ms. Schares: New World Systems is pleased to license you additional software per your request. The attached forms (Exhibit AA and Proposal Summary dated 3/16/2015) are to be reviewed and approved by you and/or your authorized representative. They describe the additional software and services you have requested along with the related fees. Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is due to the competitive nature of our business. The General Terms and Conditions from our original License Agreement are incorporated and continue to apply. Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer. We thank you for your continued business with New World Systems. We look forward to working on this project with you. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS® CORPORATION CITY OF WATERLOO, IOWA (New World) (Customer) By: By: Larry D. Leinweber, President Authorized Signature Title By: Authorized Signature Title Date: Date: Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary formalities have been met. The "Effective Date" of this Agreement is the latter of the two dates in the above signature block. PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE. Corporate: 888 West Big Beaver Road, Suite 600, Troy, Michigan 48084-4749 248-269-1000 wnwnewwroddsystems.com EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Costs Summary: Licensed Standard Software and Implementation Services DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in the Proposal Summary $7,200 B. IMPLEMENTATION AND TRAINING SERVICES as further described in the Proposal 1,400 ONE TIME PROJECT COST: $8.600 II. Payments for Licensed Standard Software and Implementation Services DESCRIPTION OF PAYMENT COST A. ONE TIME PROJECT PAYMENT: 1. Amount due upon the Effective Date (100%) $8,600 ONE TIME PROJECT PAYMENT: $8,600 III. Standard Software Maintenance Services Standard Software Maintenance Agreement (SSMA) fees for the above software will be added to Customer's current SSMA fees and will commence 90 days after delivery of the software; year one cost to be prorated to run concurrently with Customer's existing SSMA. Subsequent year SSMA fees for the above software will be consistent with the SSMA agreement currently in effect. ALL PAYMENTS ARE DUE WITHIN FIFTEEN (15) DAYS FROM RECEIPT OF INVOICE $1,440 Billings are applied ratably to each deliverable included under the total one-time cost. If any deliverable is subject to sales tax, the tax will be calculated and added as applicable to each billing. 1351-15L1B 0316 Doc Image Page 2 NEW WORLD SYSTEMS' Logos PUBLIC ADMINISTRATION SOFTWARE CONFIDENTIAL AND PROPRIETARY CITY OF WATERLOO, IOWA Proposal Summary March 16, 2015 LOGOS.NET STANDARD APPLICATION SOFTWARE''2'3 ITEM DESCRIPTION FINANCIAL MANAGEMENT 1. Logos.NET Additional Financial Management Software - Third Party Document Imaging Interface NEW WORLD STANDARD SOFTWARE LICENSE FEE LESS DEMONSTRATION SITE DISCOUNT INVESTMENT $9,000 $9,000 (1,800) TOTAL SOFTWARE LICENSE FEE5,6 n20 ITEM IMPLEMENTATION SERVICES DESCRIPTION INVESTMENT IMPLEMENTATION 1. Interface Installation Service Fees: - Third Party Document Imaging Interface $1,400 TOTAL IMPLEMENTATION SERVICES $1,4QA TOTAL ONE TIME COSTS $8.600 ITEM MAINTENANCE DESCRIPTION INVESTMENT 1. STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) (Per Year Cost) Annual SSMA to begin at the end of the warranty period; year one cost to be prorated to run concurrently with customer's existing SSMA. 90-Day Warranty from Date of Delivery Year 1 SSMA PRICING VALID FOR 30 DAYS FROM DATE REFERENCED ABOVE. No Charge $1,440 1351-15L1130316 Doc Image Coy of Waterloo, IA NEW WORLD SYSTEMS' Logos PUBLIC ADMINISTRATION SOFTWARE CONFIDENTIAL AND PROPRIETARY Page 3 ENDNOTES 1 Personal Computers must meet the minimum hardware requirements for New World Systems' Logos. NET product. Microsoft Windows 7 or greater with Internet Explorer (IE) 8 or greater is the required operating system and browser for all client machines. 2 Servers must meet the minimum hardware requirements for New World Systems' Logos. NET product. Windows Server 2008 (R2) or greater is required for the Application Server(s), Web Server(s) and Database Server. Microsoft SQL Server 2008 (R2) or greater is required for the Database Server. Customers must also license the appropriate number of Microsoft Client Access Licenses (CALs) for license compliance. 3 Suggested minimum: 100MB Ethernet Network. 10MB CAT5 Ethernet Network may have less than adequate response time. Further consultation would be required to assess your network. 4 In consideration for this discount, Customer agrees to serve as a reference site for this software. 5 Prices assume that all software proposed is licensed. 6 Licensed Software, and third party software embedded therein, if any, will be delivered in a machine readable form to Customer via an agreed upon network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. 7 Travel and expenses are not included as they are billed at actual cost. 1351-15LIB 0316 Doc Image Crly of Waterloo, IA NEW WORLD SYSTEMS' Logos PUBLIC ADMINISTRATION SOFTWARE CONFIDENTIAL AND PROPRIETARY Page 4 City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 416 /1 S 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 $ NTE 555,656 i. Jplus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf management at the golf courses. This purchase or expenditure is being made because: These products are needed to properly maintain the golf courses. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various n Bids or written quotes were taken on this purchase, as follows: Bids were received from D&K Des Moines, Van Diest Webster City, John Deere Landscapes Cedar Rapids IA. 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: ❑X General Fund n Road Use Tax n Sewer ❑ Sanitation Bonds ri Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4120-1537 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 58,000.00 $ 55,6-81 61e/L (a (Signature Dept. Head or Designee) ' Date (Signature Finance Dept. Review) v Date K:\shared goodies\forms\Pre-Auth Golf Chemicals & Fertilizers.xls (Mar 2010) City Clerk Use Only Finance Committee City of Waterloo Expenditure Pre -Authorization Request Form Approval Date ¢� 'i ?- 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 $ 6,997.50 plus est. shipping costs of $ n/a to pay for or purchase dock accessories for boathouse This purchase or expenditure is being made because: To replace wore center dock at the boathouse. Vendor selected for this purchase: Cedar Lake EZ Dock • Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: the existing dock floats are EZ Dock and Cedar lake EZ Dock is the NE Iowa Distributor for these docks. No other company is compatible with these dock floats. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: • General Fund 0 Road Use Tax Sewer 0 Sanitation ❑X Bonds pi Federal/other grants Ell Other (specify) This expenditure is to be coded to the following budget line -item: 409-37-4207-2175 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully. submitted, 2/ /5 ?012 (Signature Dept. Head! Designee) Date (Signature Finance Dept. Review) Date (Project Code) $ 10,000.00 $ 10,000.00 K:\shared goodies \forms\Pre-Authorization Boat docks.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 4/05" 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 $ 2,285.30 plus est. shipping costs of $ NA to pay for or purchase an assortment of additional weight equipment to support additional members and increased class sizes for group exercise classes. This is an amended request. This purchase or expenditure is being made because: additional equipment is needed for additional members. Vendor selected for this purchase: Jesup Gym (Jesup, Iowa) El Bids or written quotes were taken on this purchase, as follows: Jesup Gym $2,285.30 Rogue Fitness (Columbus, Ohio) $3,660.00 Gopher Sport (Owatonna, Minnesota) $3,930.00 Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): 3-9-15 approved at $2,179.00 Please check the following box(es) as appropriate to describe the funding for this expense: ❑x General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4180-1567 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 319.0.C1 3/ 'N $ 234897ee- ! % Ge36) - /-/C� id it r.�,/,c, /s ell �33/-/5 (Signature Dept. or Designee) Date (Signdture Finance Dept. Review) Date K:\shared goodies\forms\Copy of pre auth additional equipment march 15 AMMENDED (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 4A/K 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 $ 9,000.00 plus est. shipping costs of $ to pay for or purchase for services related to Harold Getty Lake Trail REAP project, including wetland delineation, ramp profile design, permit applications, coordination with US Army Corps of Engineerins. This purchase or expenditure is being made because: Vendor selected for this purchase: AECOM ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: AECOM has worked on prior projects at Riverview. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: El 0 General Fund Bonds Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 413-37-4700 2168 (use older 412 funds first) 08REC.TRL13 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitte ignature De 41/ $ /0, Gov $ -456:9 3 4/3 /ut. 00(T 4).1.4.74 esignee) Date (Signature Finance Dept. Review) Date K:\shared goodies \forms\Riv€rview Preauth (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 4-/k/5 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 $ 11,040.00 plus est. shipping costs of $ 200.00 to pay for or purchase Controller Cabinet This purchase or expenditure is being made because: To replace equipment damaged in accident at San Marnan & Hwy 21 Vendor selected for this purchase: Brown Traffic Products ❑X Bids or written quotes were taken on this purchase, as follows: Brown Traffic Products Davenport, la $11,040.00 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 ❑X Road Use Tax ❑ Sewer ❑ Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1576 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (S • nature Deptead or Designee) (Project Code) $ aa7400.00 0231JLC $ 977, I J.c 26Zvi . j 3016- ate (Sighature Finance Dept. Review) Date K:\shared goodies\forms\2015-March-Expenditure Pre -Authorization -Controller cabinet-21-San Marnan crash -Brown Traffic.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date AIL 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 $ 9,633.00 plus est. shipping costs of $ 200.00 to pay for or purchase Hybrid Signal Equipment This purchase or expenditure is being made because: New installation located east of Ridgeway Ave. & W. 11th St. intersection Vendor selected for this purchase: General Traffic Controls, Inc. ❑X Bids or written quotes were taken on this purchase, as follows: General Traffic Controls, Inc. Spencer, IA Brown Traffic Products, Inc. Davenport, IA $9,633.00 $16,420.00 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: nGeneral Fund nBonds Road Use Tax n Sewer ❑ Sanitation Federal/other grants n Other (specify) IDOT Reimbursement This expenditure is to be coded to the following budget line -item: 290-17-7161-2125 TOF-223 (739) (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Res ectfully submitted, (Si nature Dept. a or Designee) ate (Signa re Finance Dept. Review) Date K:\shared goodies \forms\2015-March-Expenditure Pre -Authorization -Hybrid Signal Equipment -East of Ridgeway & 11th-General Traffic Controls.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date `1&/f< 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 $ 5,565.88 plus est. shipping costs of $ 150.00 to pay for or purchase Valmont Combination Mast Arm Pole with 15 Luminaire Arm This purchase or expenditure is being made because: New installation located east of Ridgeway Ave. & W. 11th St. intersection Vendor selected for this purchase: Van Meter Company Bids or written quotes were taken on this purchase, as follows: Van Meter, Inc. Crescent Electric Supply Co. Lisco Cedar Rapids, IA Waterloo, IA $5,565.88 No Bid Fairfield, IA No Bid Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax ❑ Sewer ❑ Sanitation ❑ Bonds n Federal/other grants E Other (specify) IDOT Reimbursement This expenditure is to be coded to the following budget line -item: 290-17-7161-2125 TOF-223 (739) (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 38,OOO (Signature Dept. ead or Designee) P-te (SignatCa Finance Dept. Review) Date K:\shared goodies\forms\2015-March-Expenditure Pre -Authorization -Hybrid Signal Equipment -East of Ridgeway & 11th-Van Meter.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 4/ .•/ b' 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 $ 4,106.38 plus est. shipping costs of $ to pay for or purchase 2 - Elite Roadway Light Pole with 8 ft. arm This purchase or expenditure is being made because: To replace damaged light pole on Airport Blvd. & Midport - and an additional pole for stock purposes Vendor selected for this purchase: Crescent Electric Supply Company El Bids or written quotes were taken on this purchase, as follows: Crescent Electric Supply Co. Waterloo, IA Echo Group, Inc. Cedar Falls, IA $2,053.19 $2,500.00 n Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ❑ General Fund n Road Use Tax 7 Sewer n Sanitation Bonds nFederal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1521 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, 2e L /lGezt--' � r%u uA 3-3(-<r Signature Dept. Hea or Designee) c Da (Signature inance Dept. Review) Date (Project Code) $ 31,800 3j 306 $ /l. /0 ✓ K:\shared goodies\forms\2015-March-Expenditure Pre -Authorization -Street Light Poles -Airport & Midport crash-Crescent.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date If -A 15- 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 $ 2,771.00 plus est. shipping costs of $ 25.00 Phase selector, Opticom multimode M764-4CH to pay for or purchase This purchase or expenditure is being made because: To replace equipment damaged in accident at San Marnan & Hwy 21 Vendor selected for this purchase: Traffic Control Corporation E Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation Ankeny, la $2,771.00 ❑ 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 ❑X Road Use Tax ❑ Sewer Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1576 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, Sanitation (Project Code) $ -?3,/00 $ /1, 977 3- /� 7 �i 71), iwz- (Signature Dept. ead or Designee) Date Sig ture Finance Dept. Review) Date K:\shared goodies\forms\2015-March-Expenditure Pre -Authorization -Phase selector-opticom-21-San Marnan crash -Traffic control corp.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date fit;//S 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 $ 4,281.24 plus est. shipping costs of $ to pay for or purchase 12 - 1 3/4" X 60 " Fully galvanized anchor bolts & hardware This purchase or expenditure is being made because: Upgrading signals at the intersection of Deer Rd. & Ridgeway Ave. Vendor selected for this purchase: Crescent Electric Supply Company n Bids or written quotes were taken on this purchase, as follows: Crescent Electric Supply Co. Waterloo, IA $4,281.24 ECHO Cedar Falls, IA $4,579.20 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 ❑ Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 413-17-7161-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Project Code) $ 42, 000.00 ✓ $ 9,692.79 iV ) rt?" �e.n%�%JJ ��/>�LZL/I /—/� ( ignature Dept. -ad or Designee) D. a (Sig atu Finance ept. Review) Date K:\shared goodies\forms\2015-March-Expenditure Pre -Authorization -Anchor Bolts - Deer Rd. & Ridgeway -Crescent -GO Bond-4,281.24.x!s (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date VW/ The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Traffic Operations Department to expend $ NTE 2,000.00 plus est. shipping costs of $ to pay for or purchase Two directional bores - set-up and materials This purchase or expenditure is being made because: Upgrading signals at the intersection of Deer Rd. & Ridgeway Ave. Vendor selected for this purchase: Hoffman & Hoffman Trenching, Inc. n Bids or written quotes were taken on this purchase, as follows: Hoffman & Hoffman Trenching, Inc. Waterloo, IA NTE $2,000.00 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: nGeneral Fund ri Road Use Tax n Sewer n Sanitation nBonds ri Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 413-17-7161-2125 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 42,000.001' and the current available balance is Respectfully submitted, ignature Dept. , ead or Designee) $ 27-9-- 6 4// 5� / )AJJ 3 3/45-- e (Signat re Finance Dept. Review) Date K:\shared goodies \forms\2015-March-Expenditure Pre -Authorization -Directional Boring - Deer Rd. & Ridgeway -Hoffman -GO Bond- NTE2,000.xls (Mar 2010) Budget Amendment Descriptions for 4/6/2015 Finance Committee Meeting Agenda: 1. Approve the project budget for the FY15 IDOT Vertical Infrastructure grant in the amount of $101,032 for various airport project improvements as submitted by the Airport. 2. Approve the project budget amendment for the Cedar Valley SportsPlex construction project to record construction sales tax refund revenue to be received by the city and remitted to the Waterloo Development Corporation to be applied to the Cedar Valley SportsPlex mortgage in the amount of $633,800 as submitted by the Finance department. 3. Approve the project budget amendment for the EEOC contract to use cash received in the prior fiscal year for operating expenses paid during the current fiscal year in the amount of $10,300 as submitted by the Human Rights department. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name IDOT Vertical Infrastructure FY15 Grant City Contract No. Project Manager Project Budget Total Keith Kaspari $ 101,032.00 1. How will this project be funded? A. Federal Grant Yes Grant Name No be assigned by Project No. Subproject No. CFDA # % Paid by federal grant B. State Grant Yes Grant Name No IDOT Vertical Infrastructure Program C. City Match Source of Funding D. Other Entities Yes Name No % Paid by state grant 100.00% ►cG " l(/ov9 % Paid by City % Paid by other entity Attach copies of any grant agreements that will fund the project (REQUIRED) Done None Yes No 2. Does the project include the purchase of right of way or other real property? ❑ ❑X If yes, will real property purchases be reimbursable under the grant? ❑ ❑ Done None If yes, attach authorization to purchase real property to this document. ❑ ❑ Yes None 3. Please indicate any non -participating expenses that you are aware will be incurred, such as: A. Stormwater permit fees ❑ ❑X B. Publication, or printing costs ❑ ❑ C. Others, list ❑ ❑X 4. Does this project cover any regular full-time salaries or benefits? ❑ ❑X If yes, employee/position to be covered. 5. Include a brief description of the project in the space below: (REQUIRED) The purpose of this agreement is for accomplishment of certain improvements at the Waterloo Regional Airport, indentified as: upgrade emergency generator; window replacement & exterior masonry sealing on FBO building; bag makeup door replacement & electrical improvements in Terminal. Page 2 must be attached and signed. users)michelle-w\forms\Project Budget Wkshts_IDOT Vert Infr FY15.xls\Page 1 All Projects (Feb 2007) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO Project Name (from page one) IDOT Vertical Infrastructure FY15 Grant Department No. project will be budgeted under 29 Activity No. project will be budgeted under 7760 REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3353 Federal U-Step Grant 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3750 Sale of Bonds 3800 Miscellaneous Revenue EXPENDITURES: Project No. le et N (Each column should only include amounts by fund) Fund: 291 Fund: 101,032.00 Fund: Fund: Total 101,032.00 TOTALS $ 101,032.00 $ - $ $ - $ 101,032.00 2103 Engineering & Consulting $ 17,900.00 $ 17,900.00 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements - 2146 Demolitions _ 2156 Bikeway Construction 2161 Bridges 2162 Storm Sewers - 2163 Sanitary Sewers 2164 Sidewalks _ 2165 Streets & Roadways 2199 Non -participating Misc 2169A' port Improv 83,132.00 83,132.00 (Signature De TOTALS $ 101,032.00 $ $ - $ - $ 101,032.00 Date r 1A,Cal--, (»ai2 a (Sinature Finance Dept. Review) Date users\michelle-w\forms\Project Budget Wkshts_IDOT Vert Infr FY15.xis\Page 2 (Constr Proj) (April 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance ommittee approval required? YES NO If so, date approved: City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 2015 submitted by the Finance Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 426 37 4202 3820 Sales Tax Refund 37SPLX GIFT 633,800.00 426 37 4202 2178 Improvements 633,800.00 TOTAL $633,800.00 TOTAL $633,800.00 This amendment is being requested because: We anticipate receiving a refund of the construction sales tax paid. Since the slaes tax was paid as a cost of construction, the refund will be applied to the outstanding mortgage on the property. Prior Committee Actions (Dates): (Signature Dept. Head or Designee) Date iidut (SJgnature Finance Dept. Review) Date Date Posted (Finance Dept.) K:Wsers\shared goodiesvonns\Bdgt Amd SportsPlex Constr Sales Tax Refund FYE2015 (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES I/ NO If so, date approved: 4A4A ') City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 2015 submitted by the Human Rights Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 010 27 2505 3000 Cash on hand 27EEOC (rip 10,000.00 010 27 2505 1301 Temp Services 27EEOC 10,000.00 010 27 2505 3000 Cash on hand 27EEOC 300.00 010 27 2505 1343 Postage M(}27EEOC 300.00 66,113 frYi3 TOTAL $10,300.00 This amendment is being requested because: currently there is not enough monies to cover Temp Services or Postage until the end of the fiscal year. TOTAL $10,300.00 Prior Committ Actions (Dates): (Signature Dept. H==d or D= ignee) 3�3 26 Date (.Lr,4442-yieA 3311 (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K: userslshared goodies\forms\Budget Amendment Request Form 27EEOC 4.15.xls (Apr 2003)