HomeMy WebLinkAbout02/23/2015FINANCE COMMITTEE
February 23, 2015
5:10 PM
Harold E. Getty Council Chambers
Members
Chairperson Carolyn Cole
Vice Chair Steve Schmitt
David Jones
Roll Call:
Approval of Agenda
Approval of Minutes
of February 16, 2015, as proposed.
NEW BUSINESS
TRAVEL REQUESTS
1. Sgt. Farmer, Sgt. Bose, P.O.A. Bovy and P.O.T. Brownell
Class/Meeting: USPCA Narcotics Re -certification
Destination: Spirit Lake, Iowa
Dates: 4/6/15 - 4/8/15 Amount not to exceed: $1,760.00
2. Investigator Pohl
Class/Meeting: MacIntosh and iDevice Training
Destination: Madison, Wisconsin
Dates: 4/22/15 - 4/26/15 Amount not to exceed: $903.00
3. Lt. Payne and Sgt. Gehrke
Class/Meeting: Authorized Central Container Program
Destination: Johnston, Iowa
Dates: 3/10/15 - 3/12/15 Amount not to exceed: $560.00
4. Sgt. Rasmussen
Class/Meeting: Advanced Less Lethal Instructor Development Program
Destination: Mankato, Minnesota
Dates: 4/13/15 - 4/15/15 Amount not to exceed: $958.00
5. Pre -Authorizations to Expend over $1,000.00
Building Maintenance
Amount and Estimated S/H: $39.75
Expenditure: Charges were estimated for emergency pump repair. Invoice
received is for $39.75 above initial pre -authorization. This is an amendment to a
previous pre -authorization of 1-20-2015.
Building Maintenance
Amount and Estimated S/H: $5,500.00 + $200.00 S/H
Page 1 of 43
Expenditure: Pump for boiler at Five Sullivan Brothers Convention Center.
Leisure Services
Amount and Estimated S/H: $1,600.00
Expenditure: Purchase of rock to improve the golf maintenance road at Gates
Golf course.
Leisure Services
Amount and Estimated S/H: $6,854.40
Expenditure: 6' x 6' x 7' .60 SYP treated bollards.
Leisure Services
Amount and Estimated S/H: $4,716.00
Expenditure: 12 Skyline Honeylocust trees to be planted at Cedar Valley
SportsPlex.
Leisure Services
Amount and Estimated S/H: $1,280.00 + $24.00 S/H
Expenditure: Additional membership cards for new SportsPlex members.
Police
Amount and Estimated S/H: $5,000.00
Expenditure: Purchase an additional 5 ShieldWare RMS licenses.
Police
Amount and Estimated S/H: $23,655.00
Expenditure: Remodel construction for new property evidence building.
Sanitation
Amount and Estimated S/H: $25,000.00
Expenditure: Replacement Garbage Carts.
Sewer
Amount and Estimated S/H: $19,989.00
Expenditure: Repair of #3 Diester Boiler with replacement tubes, replacement of
refractory floor, resealing and hydro testing of boiler.
Traffic Operations
Amount and Estimated S/H: $2,101.00 + $50.00 S/H
Expenditure: 150 14GA 1.75" x 12' Telespar Posts
BUDGET LINE ITEMS TO BE AMENDED
6. Approve the budget amendment for the Neighborhood Stabilization grant in the total
amount of $76,366, as submitted by Community Development. This project is funded
with a federal grant. More funds have been received during the current year than was
originally budgeted.
7. Approve the project budget for the FYE2014 Capital Funds for Ridgeway Towers in the
amount of $47,009 funded with a federal grant, as submitted by Housing.
BILLS PAYMENT
Page 2 of 43
8. February 23, 2015
ADJOURNMENT
Suzy Schares, CMC
City Clerk/Human Resource Director
Page 3 of 43
FINANCE DEPT. STAFF ONLY
TRAVEL REQUEST
CITY OF WATERLOO
LINE ITEM USED
FY _2015_ BUDGETED
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS
REQUEST
DATE 2-//-nc15
Original - Clerk/Finance Copy - be.artment
010-11-1160-1528
11 PRO PDK9
/A 53
NAME(S) AND POSITION(S):
Sgt. A. Farmer, Sgt. S. Bose, P.O. A. Bovy and P.O. T.
Brownell
DATE:
Feb. 11th, 2015
NAME OF CLASS / MEETING:
USPCA Narcotics Re -certification
DEPARTURE DATE:
April 6th, 2015
DESTINATION: Spirit Lake, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
DATE(S) OF MEETING:
April 7th-8th, 2015
Return Date:
April 8th, 2015
PURPOSE OF TRAVEL:
Captain Leibold is requesting authorization to send Sgt. A. Farmer, Sgt. S. Bose, P.O. A. Bovy and P.O. T. Brownell to
USPCA Narcotics Re -Certification class for K-9 teams in Spirit Lake, Iowa. This is an annual mandatory USPCA
Narcotics Re -certification Detection class that must be attended by all of the Waterloo Police Department K-9 teams. City
vehicles will be needed for travel to this training. This training will be paid out of the K-9 fund .
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST $
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
$800.00 LODGING
$360.00 MEALS
$200.00 REGISTRATION
$400.00 MILEAGE/FUEL
TOTAL FOR ALL: $ 1760.00
Rental car
PARKING
AIRFARE
MISC/TOLLS
BUDGET LINE ITEM:
x GRANT REIMBURSABLE
YES NO
x
YES NO
REQUIRED CERTIFICATION
TOTAL: $ 440.00 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
DEPARTMENT HEAD MAYOR
2-- 1t-2L
DATE DATE
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1100-1346
FY _2015_ BUDGETED (-CO
EXPENDED YTD r :-' S/ '- /6-
THIS REQUEST (%(J 3
LEFT AFTER THIS
REQUEST 2 S b `t'
DATE .7<?- 2-
Original - Clerk/Finance Copy - Department
NAME(S) AND POSITION(S):
Inv. Pohl
DATE:
February 11 th, 2015
NAME OF CLASS / MEETING:
Macintosh and iDevice Training
DEPARTURE DATE:
April 22nd, 2015
DESTINATION: Madison, Wisconsin
DEPARTURE POINT
IF NOT WATERLOO:
DATE(S) OF MEETING:
April23rd-261h , 2015
Return Date:
April 261h , 2015
PURPOSE OF TRAVEL:
Captain Mohlis is requesting authorization to send Inv. J. Pohl to Macintosh and iDevice Training (Cybercop 215 &
Cybercop 225) in Madison Wisconsin. This training will introduce Inv. Pohl to various models of Apple hardware that are
most likely to be encountered during an investigation. These classes also include the acquisition and analysis of data from
non-10S devices. Inv. Pohl is currently assigned to the Investigations division and does computer forensics. A city vehicle
will be needed for this training.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
$600.00 LODGING Rental car
$203.00 MEALS PARKING
$.00 REGISTRATION AIRFARE
$/00.00 MILEAGE/FUEL MISC/TOLLS
TOTAL FOR ALL: $ 903.00
BUDGET LINE ITEM:
x GRANT REIMBURSABLE
YES NO
x REQUIRED CERTIFICATION
YES NO
TOTAL: $ 903.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
r
I APPROVE THIS TRAVEL REQUEST
DEPARTMENT HEAD MAYOR
DATE DATE
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1100-1346
FY _2014_ BUDGETED G ?}?
EXPENDED YTD
THIS REQUEST
LEFT AFTER THIS S�
REQUEST :2(
DATE
Ori.inal - Clerk/Finance Copy - Department
NAME(S) AND POSITION(S):
Lt. Corbin Payne & Sgt. Rich Gehrke
DATE:
February 11 th, 2015
NAME OF CLASS / MEETING:
Authorized Central Container Program
DEPARTURE DATE:
March 10th, 2015
DESTINATION: Johnston, Iowa
DEPARTURE POINT
IF NOT WATERLOO:
DATE(S) OF MEETING:
March 10-12, 2015
Return Date:
March 12t, 2015
PURPOSE OF TRAVEL:
Captain Mohlis is requesting authorization to send Lt. Corbin Payne and Sgt. Rich Gehrke to Authorized Central Container
Program in Johnston, Iowa. This training is for the clean-up efforts regarding clandestine methamphetamine laboratories
and using a centrally located storage facility to store those items that are seized at a clandestine laboratory. This training
includes the proper transportation and storage of hazardous waste resulting from the manufacture of methamphetamine.
This training must and will meet OSHA, DOT and EPA standards as well as chemical storage requirements. This Training
is required as part of their current job assignment is Clandestine Methamphetamine laboratory clean-up. A city Vehicle will
be needed for this training.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST $
YES NO
METHOD OF TRAVEL:
xx
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST:
$ 250.00 LODGING TAXI
$210.00 MEALS PARKING
$.00 REGISTRATION AIRFARE
$100.00 MILEAGE/FUEL MISC/TOLLS
TOTAL FOR ALL: $ 560.00
BUDGET LINE ITEM:
x GRANT REIMBURSABLE
YES NO
x REQUIRED CERTIFICATION
YES NO
TOTAL: $ 280.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
1 APPROVE THIS TRAVEL REQUEST
DEPARTMENT HEAD MAYOR
DATE DATE
TRAVEL REQUEST
CITY OF WATERLOO
FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1100-1346
FY _2015_ BUDGETED h5 -.. C..
EXPENDED YTD
THIS REQUEST 77 '-
LEFT AFTER THIS
REQUEST -Cie) /(
DATE /�-
Original - Clerk/Finance Co.y - Department
NAME(S) AND POSITION(S):
Sgt. Rasmussen
DATE:
February 12th, 2015
NAME OF CLASS / MEETING:
Advanced Less Lethal Instructor Development Program
DEPARTURE DATE:
April 13th , 2015
DESTINATION: Mankato, Minnesota
DEPARTURE POINT
IF NOT WATERLOO:
DATE(S) OF MEETING:
April14th-15th , 2015
Return Date:
April 15th , 2015
PURPOSE OF TRAVEL:
Lt. Cirksena is requesting authorization to send Sgt. Rasmussen to Advanced Less Lethal Instructor Development
Program that is being put on by Safariland/Defense Technologies, in Mankato Minnesota. Sgt. Rasmussen is the Less
Lethal Instructor for the Tactical Team and his certification expired in November 2014. This recertification will be valid for
three (3) years. This training will combine classroom and range drills with the emphasis on instructor development that
would include instruction in technical, operational and tactical applications of OC, Less Lethal Munitions, Chemical agents
and Distraction Devices. Sgt. Rasmussen is currently assigned to the Tactical Team. A city vehicle will be needed for
this training.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL:
x COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE
AIRFARE DEPARTING FROM:
PRIVATE VEHICLE
ESTIMATE OF COST:
$250.00 LODGING Rental car
$113.00 MEALS PARKING
$495.00 REGISTRATION AIRFARE
$100.00 MILEAGE/FUEL MISC/TOLLS
TOTAL FOR ALL: $ 958.00
BUDGET LINE ITEM:
x GRANT REIMBURSABLE
YES NO
x REQUIRED CERTIFICATION
YES NO
TOTAL: $ 958.00 PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
E
I APPROVE THIS TRAVEL REQUEST
NT HEAD DEPARTM MAYOR
DATE DATE
NY)e.ncle
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date a413/(S
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
39.75 „_�--__.__�.___ - ��
plus est. shippingcosts of $ to pay for or purchase
Charges were estimated for emergency pump repair. Invoice received is for $39.75
above initial pre -authorization. This is an amendment to previous pre-auth of 1-20-2015
This purchase or expenditure is being made because:
Pump for boiler at Five Sullivan Brothers Convention Center
Vendor selected for this purchase: WBC Mechanical
n Bids or written quotes were taken on this purchase, as follows:
X
Bids or quotes were not taken on this purchase because:
Emergency repair - no heat at Five Sullivan Brothers Convention Center
Prior Committee Actions (Dates): Approved 1-20-15 657)6 r G' p 4` `f '`ej
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund n Road Use Tax n Sewer n Sanitation
❑X Bonds Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
414-22-4900-2152
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
(Project Code)
$
$
Res etfully s miffed,
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Pre-Auth - 5 Sull Bros - Pump for Boiler - Add charge.xls (Mar 2010)
j2r
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review)
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Building Maint Department to expend
$ 5,500.00 plus est. shipping costs of $ 200.00 to pay for or purchase
This purchase or expenditure is being made because:
Pump for boiler at Five Sullivan Brothers Convention Center
Vendor selected for this purchase: WBC Mechanical
n Bids or written quotes were taken on this purchase, as follows:
Ti Bids or quotes were not taken on this purchase because:
Emergency Repair - no heat at Five Sullivan Brothers Convention Center
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 ❑ Sanitation
FederaVother grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
414-22-4900-2152
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
$ a6,7Atf00
$ 7`7Y d-3f
Respec fIly s niitted,
l.)-6t.12-42-t /„N-24/
Date
K'shared goodies\forms\Pre-Auth - 5 Sull Bros - Pump for Bciler.xls (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 02/23/!S
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
$ 1,600.00 plus est. shipping costs of $ to pay for or purchase
Rock
This purchase or expenditure is being made because:
to improve the golf maintenance road at Gates Golf course.
Vendor selected for this purchase: Basic Materials (BMC)
nBids or written quotes were taken on this purchase, as follows:
X
Bids or quotes were not taken on this purchase because:
Basic Materials (BMC) is the only rock quary in this area.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
n
General Fund
Bonds
Road Use Tax
Sewer
Federal/other grants n Other (specify)
This expenditure is to be coded to the following budget line -item:
414-37-4120-2174
Sanitation
37GLF.0001
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
a`'T �/ /S
(Signature Dep . H d or Designee) Date
$ 50,000.00
$ 28,525438
ign'ature Finance Dept. Review)
fb
Date
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City Clerk Use Only
Finance Committee /^
Approval Date �,41,3//S
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
$ 6,854.40 plus est. shipping costs of $ to pay for or purchase
6' x 6' x7' .60 SYP treated bollards.
This purchase or expenditure is being made because:
for use in park system to divide parking lots from grass areas.
Vendor selected for this purchase: Lowes
❑x
Bids or written quotes were taken on this purchase, as follows:
Lowes $6854.40
Arbor Forest $6896.64
❑ 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
❑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:
414-37-4105-2168
(Fund - Department - Activity - Account Number)
(Project Code)
in which the budgeted amount is $ 100,000.00 ✓
and the current available balance is
Respectfully submitted,
$ 100,000.00v
j
��-f `, �� /, f11 .i7/,.l-tC� `i%2,6/. 4U4 ;-/7/ T
(Signature Dept\Hea r Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre -Authorization bollards.xls (Mar 2010)
City Clerk Use Only
Finance Committee Approval Date 1-A3/I SJ
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
$ 4,716.00 plus est. shipping costs of $ to pay for or purchase
12 Skyline Honeylocust trees to be planted at Cedar Valley SportsPlex.
This purchase or expenditure is being made because:
Finish landscaping of SportsPlex.
Vendor selected for this purchase: Jordan's Nursery
X
Bids or written quotes were taken on this purchase, as follows:
Meyers Nursery $4,670.40 (withdrew bid)
Jordan's Nursery $4,716
Matthian Landscaping $5,231.76
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
Federal/other grants
❑X
Sewer
Other (specify)
Sanitation
grant funds
This expenditure is to be coded to the following budget line -item:
010-37-4105 1536 37RST.MIDA
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 20,000.00
and the current available balance is
Respectfully submitted,
(Signature Dept. Hea
r Designee)
$ 10,642.39
% ,if /r,t&C
Date (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 a/23//5
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Le. ,sv-ro-.54 '"- Department to expend
$ 1,280.00 plus est. shipping costs of $ 24.00 to pay for or purchase
additional membership cards for new SportsPlex members.
This purchase or expenditure is being made because:
we need to restock membership cards for new members after a busy beginning of
the year.
Vendor selected for this purchase: Maximum Solutions
Bids or written quotes were taken on this purchase, as follows:
nBids or quotes were not taken on this purchase because:
Maximum Solutions is the only provider.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
x
General Fund
Bonds
Road Use Tax
Federal/other grants
Sewer n Sanitation
Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4180-1561
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
�
(Project Code)
$ 6,500.00 V
25 ,/
$ 27573.00 /5'TA
L_--
-- � _ - /_: � / 5 7/2. vicelLzt ec, 6),e 6,12— 6'1- ; (7-1 c
(Signature Deg lead or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\member card pre auth (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 Police Department to expend
$ 5,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase
purchase an additional 5 ShieldWare RMS licenses
This purchase or expenditure is being made because:
additional computer licenses for ShieldWare which is the system used by the Police
Department for data collection and state mandated reports
Vendor selected for this purchase: Shield Technology Corporation
❑ Bids or written quotes were taken on this purchase, as follows:
E Bids or quotes were not taken on this purchase because:
This is the system that is used county wide and proprietary to the Sheild
Technology Corporation
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
EGeneral Fund n Road Use Tax ❑ Sewer n Sanitation
nBonds ❑ Federal/other grants n 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 sub
(Project Code)
$ 646,et4(
$
ta�
(Signatu Dept. Head signee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City Clerk Use Only
Finance Committee J
Approval Date 2-/a-a1/1 -
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
$ 23,655.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Remodel construction for new property evidence building
This purchase or expenditure is being made because:
remodel existing old traffic/sign building into the Police Department property/evidence
building
Vendor selected for this purchase: SJ Construction
❑ Bids or written quotes were taken on this purchase, as follows:
SJ Construction $23,655.00
Kidder Construction $ 31,232.00
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:
❑x
General Fund ❑ Road Use Tax ❑ Sewer n Sanitation
Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
411-11-1100-2152/ 414-11-1100-2152
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Signa&ire Dept. Head Inee g )
(Project Code)
$ /4-tC60 /3
$ 3 _5L
,3, ouo
34.38/c
2/13f /� �'�c'J GL( �;Gt-r ';2L/2
D to (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre -Authorization (Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date )1/43 /l
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
$ NTE $25,000 plus est. shipping costs of $ incl to pay for or purchase
Replacement Garbage Carts
This purchase or expenditure is being made because:
Required for replacement of existing broken carts
Vendor selected for this purchase: Otto Environmental Systems
n Bids or written quotes were taken on this purchase, as follows:
Otto Environmental (32ga1-$33ea/ 65ga1-$43ea/ 95ga1-$48ea
Mid Iowa (32ga1-42.14ea/ 65ga1-$46.88ea/ 95ga1-57.50ea
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:
n
General Fund
Bonds
n
n
Road Use Tax Sewer n Sanitation
Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
525-15-5400-1596
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
(Project Code)
UL
$ 84,000.00 V 1- 5;06 0 tigiedvox,ir
$ 33 );.�i 1r
K:\shared goodies\forms\Sanitation - Replacement Garbage Carts - Otto - February 2015.xls (Mar 2010)
City Clerk Use Only
Finance Committee
,Approval Date a-/.1-3/ I
City of Waterloo
Expenditure Authorization Request Form
The Finance Committee of the City Council is here by requested to authorize the following
purchase or expenditure submitted by the Sewer Department to expend
$ 19,989.00
plus ext. shipping cost of $ 0.00 to pay for or purchase
Repair of #3 Diester Boiler with replacement tubes, replacement of refractory floor, resealing and
hydro testing of boiler.
This purchase or expenditure is being made because:
Boiler tubes leaking water and refractory floor deteriorated.
Vendor selected for this purchase:
Waterloo Boiler Company Mechanical
nBids or written quotes were taken on this purchase, as follows
Bids or quotes were not taken on this purchase because:
Waterloo Boiler Company Mechanical, Inc. is rep. for repair of boilers.
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:
nBonds:
nFederal/other grants:
nOther(specify):
This expenditure is to be coded to the following budget line -item:
520-14-5200-3i-t- - /6'1/ / 3 i k
(Fund - Department - Activity - Account Number)
in which budgeted amount is
and the current available balance is
Respectfully submitted,
(Project Code)
6>-
$ .2 O SAe-9@
$ 61-5-36-Sd e-CO
)
(Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date
1NCCi-1AIV/CAL_
PROPOSAL BY
WBC MECHANICAL, INC.
1801 FALLS AVENUE
WATERLOO, IOWA 50701
(319)233-6101 OR (800)495-6461
FAX (319)233-6102
SUBMITTED TO: WATERLOO WASTE WATER DATE: 2/16/15
ATTENTION: BRIAN BOWMAN PHONE: 319-493-1652
ADDRESS: 3577 EASTON AVENUE PROPOSAL#DR021615WWW
WATERLOO, IA 50703
SUBJECT OR JOB NAME: BOILER #3 RETUBE
WBC Mechanical, Inc. does hereby submit specifications and estimates to furnish all labor, materials,
trucks, tools, and equipment to:
• Re -tube one (1) Burnham Boiler with 112 new 2" 12 gauge tubes.
• Remove the existing deteriorated refractory floor and pour a new castable refractory floor.
• Reseal back breaching.
• Start-up boiler and hydro test.
COST: $19,989.00
NOTES:
• Any delays not caused by WBC will be billed additionally.
• During clean-up of refractory floor, the customers Vac -All will be present to rid of all the old
refractory.
NO. 2 of 3 PAGES
PROPOSAL.#DR021615WWW
Bid does not include inspection fees. If applicable, fees will be added.
This proposal does not include any repairs for concealed defects that were not detected and
addressed prior to beginning the project. Any extra work will be performed only after an
additional cost is agreed to by the owner and the contractor.
No asbestos removal or re -insulating is included.
The contractor shall make an operating test of the system and relating equipment.
All electricity or fuel necessary for use in testing and adjusting for the operation period will
be supplied by the owner.
THE ABOVE ARE APPLIED IF APPLICABLE TO THE WORK PROPOSED
GUARANTEE:
The Contractor shall repair any defects in their work that may develop due to faulty workmanship by
the Contractor for a period of one (1) year following acceptance of the completed work. This warranty
is limited to only the repair of the defect in the Contractor's work. Replacement of parts and
equipment that are faulty will be limited to the warranty provided by the equipment manufacturer.
QUALITY ASSURANCE:
A) Contractor shall use only skilled workmen who are experienced with materials and methods
associated with the type of work quoted.
B) All materials and methods of this project shall comply with the following: ASHRAE Handbook,
Underwriters, State of Iowa Codes, CSD-1 Code, ASME and National Board.
C) Contractor shall use all means necessary to protect materials before and during installation and
complete all repairs or replacements in the event of damage.
NO. 3 of 3 PAGES
PRO POSALttDR021615 W W W
WE PROPOSE HEREBY TO FURNISH LABOR AND MATERIALS -- COMPLETE IN ACCORDANCE WITH
ABOVE SPECIFICATIONS, FOR THE SUM OF $19,989.00.
NINETEEN THOUSAND NINE HUNDRED EIGHTY-NINE DOLLARS & 00/100PLUS TAX IFAPPLICABLE
TERMS:
DOWN PAYMENT 50%
UPON COMPLETION 50%
BECAUSE OF THE VOLATILITY OF STEEL PRICES, IF ANY MATERIAL IS SUBJECT TO A SURCHARGE BY
THE SHIP DATE, THE SURCHARGE WILL BE PASSED ON TO THE CUSTOMER AT COST.
TERMS: NET 30 DAYS
AUTHORIZED SIGNATURE
David Roman
NOTE: THIS PROPOSAL MAY BE WITHDRAWN BY US IF NOT ACCEPTED WITHIN----10---- DAYS.
The required down payment must be paid in full before any material is ordered for the job.
All material is guaranteed to be as specified. All work to be completed in a workmanlike manner
according to standard practices. Any alteration or deviation from above specifications involving extra
costs will be executed only upon written orders, and will become an extra charge over and above this
estimate. All agreements are contingent upon strikes, accidents or delays beyond our control. Owner
will carry fire, tornado and other necessary insurance. Our workers are fully covered by Workmen's
Compensation Insurance.
ACCEPTANCE OF PROPOSAL — The above prices, specifications and conditions are satisfactory and are
hereby accepted. WBC Mechanical is authorized to do the work as specified. Payment will be
completed as outlined above.
DATE OF ACCEPTANCE:
COMPANY:
BY:
PLEASE SIGN AND RETURN ONE COPY TO US IF THIS PROPOSAL IS ACCEPTED
City of Waterloo
Expenditure Pre -Authorization Request Form
City Clerk Use Only
Finance Committee
Approval Date
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Traffic Operations Department to expend
$ 2,101.00 plus est. shipping costs of $ 50.00 to pay for or purchase
150 14 GA 1.75" X 12' Telespar Posts
This purchase or expenditure is being made because:
Installing signs.
Vendor selected for this purchase: Iowa Department of Transportation
❑ Bids or written quotes were taken on this purchase, as follows:
IDOT Ames, IA $21.01 each
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 n Sanitation
Federal/othergrants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
412-17-7120-2125
(Fund - Department - Activity - Account Number)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Signature Dept. H d or Designee) D to (Si Stu're Finance Dept. Review) Date
(Project Code)
$ 15,000.00 r 36,0
$ 3,000.00
K:\shared goodies\forms\2015-January-Expenditure Pre-Authorization-Telspar Tubing - IDOT - 2,101.00.xls (Mar 2010)
Budget Amendment Descriptions for 2/23/2015 Finance Committee Meeting Agenda:
1. Approve the budget amendment for the Neighborhood Stabilization grant in the total amount of
$76,366, as submitted by Community Development. This project is funded with a federal grant.
More funds have been received during the current year than was originally budgeted.
2. Approve the project budget for the FYE2014 Capital Funds for Ridgeway Towers in the amount
of $47,009 funded with a federal grant, as submitted by Housing.
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- NON -CONSTRUCTION
PAGE TWO
Project Name (from page one) FY2014 Capital Fund Allocation
Department No. project will be budgeted under 13
Activity No. project will be budgeted under 5451
REVENUES:
3000 Cash on Hand
3350 Federal Grant
3352 Federal HUD Grant
3354 Shared Program - Local
3357 Shared Program - County
3358 Shared Program - City
3360 Shared Program - State
3361 State Grant
3720 Donations - Restricted
3750 Sale of Bonds
EXPENDITURES:
City Clerk Use Only
Finance Committee l
Approval Date /R3% i
To be assigned by the Finance D
Project No.
Subproject No. l I
(Each column should only include amounts by fund)
Fund: 283 Fund: Fund: Fund:
TOTALS $
1111 Salaries - R egular/Oper
1112 Salaries - Part Time
1315 Education & Training
1345 Travel - Official City
1346 Travel - Prof Training
1390 Contractual Services
1382 Building Improvements
Total
21,118.00 $ 21,118.00
25,891.00 25,891.00
TOTALS $ 47,009.00 $ $ $ - $ 47,009.00
,(14, 0I11114
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
K.\shared goodies\forms\Project Budget Worksheet\Page 2 (Donat or NON-constr) (Mar 2010)
Project Name
City Contract No.
Project Manager
Project Budget Total
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
FY 2014 Capital Funds Allocation
$ 47,009.00
1. How will this project be funded?
A. Federal Grant Yes
X
No
To be assigned by the Finance Dept.
Project No.
Subproject No.
CFDA # 9 U U_ % Paid by federal grant 100.00%
Grant Name Capital Fund Grant #IA05P05050114
B. State Grant Yes
Grant Name
C. City Match
D. Other Entities Yes
Name
No
X
Source of Funding
No
X
Grant Agreement Number
% Paid by state grant
Grant Agreement Number
% Paid by City
Paid by other entity
2. Attach copies of any grant agreements that will fund the project (REQUIRED)
3. Does the project include the purchase of right of way or other real property?
If yes, will real property purchases be reimbursable under the grant?
If yes, have you attached authorization to purchase real property to this document?
4. Will this project include any non -participating expenses, such as:
A. Stormwater permit fees
B. Publication, or printing costs
C. Others, list
5. Does this project cover any regular full-time salaries or benefits?
If yes, employee/position to be covered.
Done None
o n
Yes No
X
X
❑ n
X
6. Include a brief description of the project in the space below: (REQUIRED)
The 2014 Capital Fund Grant will fund operations and possible builiding improvement at Ridgeway Towers.
Page 2 must be attached and signed.
K:\shared goodies\forms\Project Budget Worksheet\Page 1 AU Projects (Mar 2010)
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance Cgptmittee approval required?
YES NO
If so, date approved: 9143//i
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 6/30/2015 submitted by the Community Development 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
290
32
5856
3622
Sale of Property
32NS3 ADM3
40,872.00/0
32 5856 1390
Other Contractual
32NS3 ADM3
76,366.00
290
32
5856
3373
Pass Through
32NS3 ADM3
35,494.00
TOTAL
$76,366.00
This amendment is being requested because:
r.
Balance revenues, increase expense , f7; vt 4414('/ I't 'l t. /Lv,l,7/ -,--
, 41_;..J /f2.1. 4.16et
TOTAL
$76,366.00
d;IA.Le flu, z-i_s
Prior Committee Actions (Dates):
�W 66 �ft/Zf S
(Signature D t. Head gr,15esign'eg) Date (Signature Finance Dept. eview) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Budget Amendment Request NSP3 2-9-2015 (Apr 2003)
m
Summarization Level
None
vi
Account Type !Revenue
Reclassrfication Journal Type
Prior Fiscal Year Activity !Include v
290-2-5856 - Grant Funded Projects, Community Development, Neighborhood Stabilization Fiscal Year: 2015
Budget $200,000.00 Revenues $279,166.31 Balance-$79,166.31 Percent Received 140 %
Account Number
Description
Amended Budget
Actual Revenues Remaining Balance Pe>`cent Received
3350
3373
3622
3722
Federal Grant
Federal Pass-Thru From
Sale of Property
Refunds
$0-00
$0.00
$200000.00
$0.00
$0.00
$35,494.00
$240,872.31
$2,800 00
$0.00
-$35,494.00
-$40,872.31
-$2,800.00
0%
120%
+++
Monday, Feb 16, 2015 11:02 AM