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10/19/2015
FINANCE COMMITTEE October 19, 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 October 12, 2015, as proposed. NEW BUSINESS TRAVEL REQUESTS 1. Officers Erie, Lippert and Oelmann Class/Meeting: Defensive Tactics Recertification School Destination: Johnston, IA Dates: November 4, 2015 Amount not to exceed: $345.00 2. Kent Shankle, Director Class/Meeting: Return exhibitions Destination: New Haven, CT Dates: November 4-9, Amount not to exceed: $2,210.00 2015 3. P.O.'s Lindaman, Oliver and Harrington Class/Meeting: Graffiti Deciphering and Interdiction Destination: West Des Moines, IA Dates: November 13, 2015 Amount not to exceed: $220.00 4. P.O. Brownell Class/Meeting: K 9 Tracking Maintenance Training Destination: Denver, IA Dates: November 8-13, Amount not to exceed: $1,188.00 2015 5. Pre -Authorizations to Expend over $1,000.00 Hunan Resources Amount and Estimated S/H: NTE $15,000.00 Expenditure: Executive recruitment services, to recruit and hire a Waste Management Services Director/Engineer. Leisure Services Page 1 of 190 Amount and Estimated S/H: $16,495.00 Expenditure: Labor and materials for sidewalk and golf cart pad installation and replacement at Gates Park Golf Course Pro Shop. Leisure Services Amount and Estimated S/H: $6,072.00 Expenditure: Repairs to John Deere 2955 park maintenance unit #437. Leisure Services Amount and Estimated S/H: $1,815.02 + $60 S/H Expenditure: Roofing materials to replace existing asphalt shingles on Leisure Services office. Leisure Services Amount and Estimated S/H: $5,200.00 + $300 S/H Expenditure: (16) Credit Card / Debit Card terminals and (1) POS System. Planning Amount and Estimated S/H: $2,100.00 Expenditure: Phase I Environmental Site Assessment - South Waterloo Business Park. Planning Amount and Estimated S/H: $1,400.00 Expenditure: Appraisal for four parcels of land near the airport. Sewer Amount and Estimated S/H: $8,595.00 + $300 S/H Expenditure: An Exchange Muffm Monster Grinder for replacement of #6 Digester sludge recirculation pump. Sewer Amount and Estimated S/H: $2,430.00 + $50 S/H Expenditure: Moyno rebuild parts for Filter Building cake pump. BUDGET LINE ITEMS TO BE AMENDED 6. Approve the project budget for the Left Turn Lanes and Signal at Shaulis and Iowa 21 in the amount of $473,200, funded with $87,500 in federal traffic grant, $298,200 in a state traffic safety grant and $87,500 in city bond funds, as submitted by the Traffic Operations Department. 7. Approve the project budget for the FY2016 Upper Gates Playground Equipment in the total amount of $60,000, funded with $30,000 in block grant funds and $30,000 in city bond funds, as submitted by Leisure Services. 8. Approve the project budget for the Lafayette Street Properties to reimburse Black Hawk Contracting for the construction sales tax refund the city received as the owner of the properties in the amount of $11,225.63, as submitted by the Planning Department. Page 2 of 190 9. Approve the project budget amendment for the Bullet Proof Vests project in the amount of $11,502 funded 50% with federal funds in the amount of $5,751 and 50% in city bonds in the amount of $5,751, as submitted by the Police Department. BILLS PAYMENT 10. October 19, 2015 ADJOURNMENT Suzy Schares, CMC City Clerk/Human Resource Director Page 3 of 190 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2016_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 J 5 o `® 6-0 7 Copy - Department NAME(S) AND POSITION(S): P.O. Lindaman, P.O. Oliver, P.O. Harrington DATE: October 13th, 2015 NAME OF CLASS / MEETING: Graffiti Deciphering and Interdiction DESTINATION West Des Moines, Iowa DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: November 13(h, 2015 Return Date: November 13th, 2015 DATE(S) OF MEETING: November 13th, 2015 PURPOSE OF TRAVEL: Sgt. Hoelscher is requesting authorization to send Officers Harrington, Oliver and Lindaman to West Des Moines, Iowa, to attend Graffiti Deciphering and Interdiction Training. The course will provide attendees with a means to decipher and investigate a variety of types of graffiti (tagger, gang -related, terrorist, political) and methods for effectively dealing with the graffiti anywhere. All three of the officers are assigned to work in the Waterloo school district as School resource officers. A city vehicle will be needed for the training. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: COST$ YES NO METHOD OF TRAVEL: xx CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: $.00 LODGING $45.00 MEALS $ 150.00 REGISTRATION $25.00 MILEAGE/FUEL TOTAL FOR ALL: $ 220.00 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NOxx t ,1 YES NO REQUIRED CERTIFICATION TOTAL: $ 73.33 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 z MAYOR /— DATE DATE TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 0/. BUDGETED EXPENDED YID THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY '/t' 26 i/3lo5 /3(,,,= �G4/6 /r8/ 2- /t3-/.3-/ Copy - Department NAME(S) AND POSITION(S): Kent Shankle, Director DATE: 10/11/15 NAME OF CLASS / MEETING: Return exhibitions DEPARTURE DATE: November 4, 2015 DESTINATION: New Haven CT DEPARTURE POINT IF NOT WATERLOO: RETURN DATE: November 9, 2015 DATE(S) OF MEETING: November 6-7, 2015 PURPOSE OF TRAVEL/TRAINING: Travel to deliver "Speaking Volumes: Transforming Hate" exhibition to its next venue in New Haven, Connecticut and returning "Entropy of Alchemy" exhibit to the artist's studio in Sandyston, New Jersey. Both exhibtions are currently on display at the Waterloo Center for the Arts. Travel supported by grant funds. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: x CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: Waterloo Center for the Arts ESTIMATE OF COST: 400.00 LODGING 210.00 MEALS REGISTRATION 1400.00 MILEAGE/FUEL 200.00 TOTAL FOR ALL: $ 2,2/0.00 TAXI PARKING AIRFARE MISC/TOLLS 010-26-4265-1364 BUDGET LINE ITEM: 26-STG-OSG X GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY C2F WATERLOO 16" I APPROVE THIS TRAVEL REQUEST DEPARTMENT HEAD MAYOR [Olt I/15 DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY _2016_ BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-11-1100-1346 4fltsl�° 30,, 773 3 27„?,,) i1-/b Copy - Department NAME(S) AND POSITION(S): Officers Erie, Lippert and Oelmann DATE: October 5th, 2015 NAME OF CLASS / MEETING: Defensive Tactics Recert School DEPARTURE DATE: November 4th, 2015 DESTINATION: Johnston, Iowa DEPARTURE POINT IF NOT WATERLOO: DATE(S) OF MEETING: November 4th, 2015 Return Date: November 4`h, 2015 PURPOSE OF TRAVEL: Lt. Cirksena is requesting permission to send Officers Lippert, Erie and Oelmann to Defensive Tactics Instructor Recertification School on November 4th, 2015 at the Iowa Law Enforcement Academy. This class is necessary to keep up the certification for these officers. They are all instructors in this area with the department and are used in the training of Waterloo Officers. They will use a city car and fuel up prior to departure and be allotted 15.00 each for lunch. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: )OC CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: ESTIMATE OF COST: $0 LODGING $45.00 MEALS $125.00 REGISTRATION $25.00 MILEAGE/FUEL TOTAL FOR ALL: $ 345.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x YES NO REQUIRED CERTIFICATION TOTAL: $ 148.33 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO 1�TMENT HEAD I APPROVE THIS TRAVEL REQUEST gdZ DE MAYOR I -1Z" Qt 67 DATE DATE 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 010-11-1160-1528 11 PRO PDK9 j(;06 /f575: a1"ck— %f M,;,; /*/)-(.63--2/3; Co • - Department NAME(S) AND POSITION(S): P.O. Tyler Brownell DATE: October 13th, 2015 NAME OF CLASS / MEETING: K-9 Tracking Maintenance Training DESTINATION: Denver, Indiana DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: November 1st, 2015 Return Date: November 6th, 2015 DATE(S) OF MEETING: y`ruLNovember eh, 2015 trrosc:.L , kjt S— PURPOSE OF TRAVEL: Captain Leibold is requesting authorization to send P.O. Tyler Brownell to Vohne Liche Kennels in Denver, Indiana, to attend K-9 Tracking Maintenance Training. This is ongoing training for WPD K-9s and handlers to maintain proficiency in tracking through updates and continual training. P.O. T. Brownell is a current K-9 handler and will need to use a city vehicle for 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: $625.00 LODGING $263.00 MEALS $.00 REGISTRATION $300.00 MILEAGE/FUEL TOTAL FOR ALL: $ 1188.00 Rental car PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 1188.00 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 DEPARTME HEAD MA OR DATE DATE City Clerk Use Only Finance Committee Approval Date qo /r - 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 HR $ NTE 15,000 plus est. shipping costs of $ Executive recruitment services Department to expend to pay for or purchase This purchase or expenditure is being made because: to recruit and hire a Waste Management Services Director/Engineer Vendor selected for this purchase: Waters & Co. n Bids or written quotes were taken on this purchase, as follows: National Exec. Search Consultants - 20% of first year salary or approx. $20,000 Waters & Company Executive Recruitment - Approx. $15,000 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 n Road Use Tax n Sewer n Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 520-14-5200-1348 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is (Signatur it ed, 5 ept. Head or Designee) Date (Project Code) %e.h.diC 4`%Lt-d/420't /U -1 & /7 Sig``nnature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee 6 Approval Date I 15b 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 $ 16,495.00 plus est. shipping costs of $ to pay for or purchase Labor and materials for sidewalk and golf cart pad installation and replacement at Gates Park Golf Course Pro Shop. This purchase or expenditure is being made because: Concrete near the ADA ramp entrance to the building has settled creating a trip hazard and additional concrete is needed in this area to properly route golf carts. Vendor selected for this purchase: Bowers Masonry Inc. 0 Bids or written quotes were taken on this purchase, as follows: B&B Builders & Supply, Waterloo IA $21,607.50 Bowers Masonry, Inc., Waterloo IA $16,495.00 Mike Dolan Concrete and Boulder Contracting did not submit a bid. 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 ri Sewer n Sanitation OX Bonds n Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 414-37-4120-2174 (Taxable -Pro Shop Funds) (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Rer�tfully submitted, ature Dept. Hea• or De snee) (Project Code) $ 50,000.00 $ 50,000.00/ /(2-- fizz, ,ra-i 2 /0-it-/s Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Pre-Auth Gates Pro Shop Concrete.xls (Mar 2010) 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 $ 6,072.00 plus est. shipping costs of $ to pay for or purchase repairs to John Deere 2955 park maintenance unit #437. City Clerk Use Only Finance Committee Approval Date / (�J S This purchase or expenditure is being made because: replace hydraulic pump (main unit for entire tractor), repair leaking radiator, and repair leaking fuel sending unit. Vendor selected for this purchase: P&K Midwest. nBids or written quotes were taken on this purchase, as follows: nBids or quotes were not taken on this purchase because: P&K Midwest is the local John Deere equipment vendor. 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 0 Sewer n Sanitation Bonds El Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100 1378 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, ((Signature I5_.-t. 'ea r Designee) Date (signature ure Fin ance g Dept. Review) Date K:\shared goodies\for penditure Pre-Authorization.xls (Mar 2010) $ 12,616.00V $ 1'a;1 0 9 3i 4 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 $ 1,815.02 plus est. shipping costs of $ 60.00 to pay for roofing materials to replace existing asphalt shingles on Leisure Services ies offe r purchase City erk se •ny Finance Committee Approval Date d/t /1 S This purchase or expenditure is being made because: replace asphalt shingles on Leisure Services office. Vendor selected for this purchase: Menards Bids or written quotes were taken on this purchase, as follows: Menards Inc. Waterloo $1815.02 + 60.00 delivery ABC Supply Waterloo $2106 79 delivery included Lowes Home Center Waterloo $2014.52 no delivery 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: CGeneral Fund [7 Road Use Tax El Bonds Sewer n Sanitation Bonds C FederaUother grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1371 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Res ubmitted, (Project Code) $ 22,050.00 k $ 18,77.33 V- -� /c)-7f%-e<_& 6),e (Signature Dept. or Designee) Date �� (Signature Finance Dept. Review) Date K:lshared goodieslforms\Pre-Authorization Roofing Materials Office (Mar 2010) (Signature Dept. City Clerk Use Only Finance Committee Approval Date to/(c/, 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 Department to expend $ 5,200.00 plus est. shipping costs of $ 300.00 to pay for or purchase 16 Credit Card /Debit Card terminals and 1 POS System. This purchase or expenditure is being made because: The expenditure will allow Young Arena to accept credit and debit cards in all food and beer concession including ice rentals and private party payments. Vendor selected for this purchase: SHAZAM n Bids or written quotes were taken on this purchase, as follows: Shazam $5500 Johnston,IA AMS $6456 Altamonte Springs, FL 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 n Road Use Tax Sewer ❑ Sanitation Federal/other grants ri Other (specify) This expenditure is to be coded to the following budget line -item: /fj;- 3 7 — l77 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, ti fiead-� (Project Code) $ ass a'10C) i✓ 241 f r,il—c; l a WL ( esignee) Date (Signaatture Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre -Authorization (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 Planning Department to expend $ 2,100.00 plus est. shipping costs of $ 0.00 to pay for or purchase Phase I Environmental Site Assessment - So Waterloo Business Park This purchase or expenditure is being made because: Site certification for the Iowa Economic Development Authority for the So. Waterloo Business Park Vendor selected for this purchase: Terracon ❑X u Bids or written quotes were taken on this purchase, as follows: Terracon - $2100 Howard R. Green - $2750 Ramboll Envoron - $2250 (desktop review) or $4500 full review 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 n Road Use Tax ❑ Sewer n Sanitation n Bonds n Federal/other grants E Other (specify) San Marnan TIF Cash This expenditure is to be coded to the following budget line -item: 426 08 6205 2103 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current availablis Respec (Project Code) $ 870,470.00 ✓ $ 84,873.30 1,416c, 0.1.442,11�n, 0-r0-05 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) DON TEMEYER From: Lisa Skubal <LSkubal©cedarvalleyalliance.com> Sent: Thursday, October 01, 2015 10:37 AM To: DON TEMEYER Subject: FW: Project #0729225A - GCVAC: Catapult Phase 1 ESA - follow-up work requested Welcome back...I received the below updated cost from the firm who did the Phase 1 for facebook.....let me know how you want to proceed. Lisa Rivera Skubal, CEcD Vice President of Economic Development Greater Cedar Valley Alliance & Chamber 0: 319-232-1156 C: 319-239-9642 Iskubal@cedarvalleyalliance.com From: Ryan Slakman[mailto:rslakman@environcorp.com] Sent: Tuesday, September 15, 2015 11:43 AM To: Jeff Margolin <JMargolin@environcorp.com>; Lisa Skubal <LSkubal@cedarvalleyalliance.com> Subject: RE: Project #0729225A - GCVAC: Catapult Phase 1 ESA - follow-up work requested Hi Lisa, I hope that you've been well. To comply with ASTM 2013 we will need to re -visit the site. With that and an updated report, I think the cost will be around $4,500. Alternatively, we could do a desktop only review that is not ASTM 2013 compliant but that does meet all the substantive elements of the standard. The desktop review would probably be about half that cost (a portion of which is for re -ordering the database search and associated, aerial imagery, topo maps, city directories, fire insurance maps) and would have a final deliverable in a summary table format that summarizes the site and our findings, and that identifies RECs, data gaps, de minimis conditions, etc. In terms of timing, we should be able to turn this around pretty quickly for you. Thank you for thinking of us, we appreciate the opportunity to work with you again © Ryan Ryan Slakman, MPH Senior Manager D +1 678 388.1663 M +1 770 298.7797 r.v 4 v3r+g?envrc rrrp.corr Ramboll Environ 1600 Parkwood Circle, Suite 310 Atlanta, GA 30339 A NVIRON From: Jeff Margolin Sent: Tuesday, September 15, 2015 9:51 AM To: Lisa Skubal <LSkubal@cedarvalleyalliance.com> 1 Cc: Ryan Slakman <rslakmanPenvironcorp.com> Subject: RE: Project #0729225A - GCVAC: Catapult Phase 1 ESA - follow-up work requested Lisa — Thanks for reaching out to me. I'll look into this and get back to you late today or tomorrow. Best Regards, Jeff Margolin D 678 388 1644 M 770 235 8183 o[ Ramboll Environ 1600 Parkwood Circle Suite 310 Atlanta, GA 30339 USA yr �h.rar57boII environ corn 4 ENVIRON From: Lisa Skubal[mailto:LSkubal@cedarvalleyalliance.com] Sent: Monday, September 14, 2015 6:03 PM To: Jeff Margolin Subject: Project #0729225A - GCVAC: Catapult Phase 1 ESA - follow-up work requested Importance: High Jeff, I am following up regarding the above Phase 1 ESA your firm conducted in early 2012. We would like the Phase 1 updated. When Environ conducted the analysis the land parcel was being used for farming corn and soybeans. This hasn't changed since 2012. We are hoping an updated letter and lesser work would be possible versus conducting a full Phase 1 ESA re -do. I am looking for a price quote and timetable for the following: 1) Phase I Environmental Site Assessment (ESA) in accordance with ASTM Standard E1527-13. The Phase 1 you did for us was based on ASTM Standard E1527-05. 2) Letter from Environ that conducted the Phase I ESA outlining any recommendations for further assessment of the property. None were summarized in the February 2012 report as stated on page 1 "Summary of Conclusions". a) If any recognized environmental condition (REC) is identified or recommendations, please identify and recommended steps for remediation. Please let me know if you need additional clarification. We are in the process of obtaining a shovel ready site certification with the state of Iowa which is triggering this request. 2 Lisa Rivera Skubal, CEcD Vice President of Economic Development Greater Cedar Valley Alliance & Chamber 10 West Fourth Street, Suite 310 Waterloo, IA 50701 0: 319-232-1156 C: 319-239-9642 Iskubal@cedarvalleyalliance.com www.cedarvalleyalliance.com This message contains information that may be confidential, privileged or otherwise protected by law from disclosure. It is intended for the exclusive use of the Addressee(s). Unless you are the addressee or authorized agent of the addressee, you may not review, copy, distribute or disclose to anyone the message or any information contained within If you have received this message in error, please contact the sender by electronic reply to emaiWenvironcorp.com and immediately delete all copies of the message. 3 DON TEMEYER From: Prideaux, Stephen <sprideaux@hrgreen.com> Sent: Thursday, October 01, 2015 1:14 PM To: DON TEMEYER Cc: NOEL ANDERSON; SHANE GRAHAM; Lisa Skubal; Mattes, Scott Subject: RE: Phase 1 South Waterloo Business Park Don, Thank you for contacting us regarding the project. We could complete the requested work for $2,750. Thank you. Steve STEVE PRIDEAUX, AICP Project Planner I Hi; GREEN, INC. The contents of this transmission and any attachments are confidential and intended for the use of the individual or entity to which it is addressed. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination. distribution or copying of this communication is prohibited. HfGreen From: DON TEMEYER [mailto:DON.TEMEYER@WATERLOO-IA.ORG] Sent: Thursday, October 01, 2015 11:14 AM To: Prideaux, Stephen Cc: NOEL ANDERSON; SHANE GRAHAM; Lisa Skubal Subject: Phase 1 South Waterloo Business Park Steve can you give us a proposed cost for a Phase 1 on the attached site conducted in accordance with ASTM Standard E1527-13. Thanks Don Temeyer Economic Development Planner Cell: (319) 269-3281 Office: (319) 291-4366 1 October 7, 2015 Mr. Noel Anderson City of Waterloo IA 715 Mulberry St Waterloo, IA 50703 Telephone: 319-291-4366 E-mail: Noel.Anderson@waterloo-ia.org lierracon RE: Proposal for a Phase I Environmental Site Assessment South Waterloo Business Park SE Quadrant of U.S. Hwy 20 and Ansborough Avenue Waterloo, Iowa Terracon Proposal No. P13150395 Dear Mr. Anderson: Terracon Consultants, Inc. (Terracon) appreciates the opportunity to submit this proposal to City of Waterloo IA (client) to conduct a Phase I Environmental Site Assessment (ESA) of the above - referenced site. We understand the site is an approximate 181-acre parcel of structurally undeveloped agricultural land. Scope of Services (see Section 2.0 of attached proposal detail) Phase I ESA consistent with ASTM E1527-13 (Chain of Title/Environmental Lien Search is not included in this fee) Additional non -scope items: None Schedule (see Section 2.4 of attached proposal detail) The final report will be submitted within fifteen business days after receipt of your written notice to proceed, assuming site access can be obtained within three days after the notice to proceed. Compensation (see Section 3.0 of attached proposal detail) Lump sum of $2,100 If this proposal meets with your approval, work may be initiated by returning a fully executed copy of the attached Agreement for Services and User Questionnaire attached to this proposal to our Cedar Falls office. Please provide site contact information with the signed agreement. The terms, conditions, and limitations stated in the Agreement for Services and sections of this proposal incorporated therein, shall constitute the exclusive terms and conditions and services to be performed for this project. Terracon Consultants, Inc. 3105 Capital Way Ste. 5 Cedar Falls, IA 50613 P 319-277-4016 F 319-277-4320 terracon.com Environmental Facilities t3 Geotechnical ® Materials Proposal for Phase I Environmental Site Assessment City of Waterloo IA Waterloo, IA October 7, 2015 Terracon Proposal No. P13150395 l rerrac We appreciate the opportunity to provide this proposal and look forward to working with you on this project. If you have any questions or comments regarding this proposal or require additional services, please give me a call. Sincerely, Terracon Consultants, Inc. Dave C. Cleary, REM Environmental Department Manager Dennis R. Sensenbrenner, PG Senior Associate Attachments: ASTM E1527-13 User Questionnaire Detailed Scope of Services Agreement for Services Responsive Resourceful r Reliable it ASTM E1527-13 USER QUESTIONNAIRE Proposal No: P13150395 In order to qualify for one of the Landowner Liability Protections (LLPs) offered by the Small Business Relief and Brownfields Revitalization Act of 2001 (the "Brownfields Amendments"), the user must respond to the following questions. Failure to provide this information to the environmental professional may result in significant data gaps, which may limit our ability to identify recognized environmental conditions resulting in a determination that "all appropriate inquiry" is not complete. This form represents a type of interview and as such, the user has an obligation to answer all questions in good faith, to the extent of their actual knowledge. Site Name: South Waterloo Business Park Site Address: SE Quadrant of U.S. Hwv 20 and Ansborouoh Avenue. Waterloo Iowa 1) Did a search of recorded land title records (or judicial records where appropriate) identify any environmental liens filed or recorded against the property under federal, tribal, state, or local law (40 CFR 312.25)? _No _Yes If yes, please explain. 2) Did a search of recorded land title records (or judicial records where appropriate) identify any activity and use limitations (AULs), such as engineering controls, land use restrictions, or institutional controls that are in place at the property and/or have been filed or recorded against the property under federal, tribal, state, or local law (40 CFR 312.26)? _No _Yes If yes, please explain. 3) Do you have any specialized knowledge or experience related to the site or nearby properties? For example, are you involved in the same line of business as the current or former occupants of the site or an adjoining property so that you would have specialized knowledge of the chemicals and processes used by this type of business (40 CFR 312-28)? No _Yes If yes, please explain. 4) Do you have actual knowledge of a lower purchase price because contamination is known or believed to be present at the site (40 CFR 312.29)? No _Yes 5) Are you aware of commonly known or reasonably ascertainable information about the site that would help the environmental professional to identify conditions indicative of releases or threatened releases (40 CFR 312.30)? _No _Yes If yes, please explain. 6) Based on your knowledge and experience related to the site, are there any obvious indicators that point to the presence or likely presence of contamination at the site (40 CFR 312.31)? _No _Yes If yes, please explain. Please return this form with the signed and completed Agreement for Services. Responsive Resourceful ':' Reliable 1 ASTM E1527-13 USER QUESTIONNAIRE Proposal No: P13150395 Request for Information and Documentation In addition to the specific questions outlined above, the user is requested to provide the following information and documentation, as available. ASTM requires that this information, if available, be provided to the environmental professional prior to the site visit. Item Supplied " r, Not Applicable, Not Available or Not Known Item Requested (See Proposal) Contacts/Comments or Indicate Attachment Point of Contact for Access Name/Phone: Current Site Owner Name/Phone: Current Facility Operator Name/Phone: Contacts for Prior Owners Name/Phone: Contacts for Prior Occupants Name/Phone: Access Restrictions Notification of Special Requirements Regarding Confidentiality Legal Description and Diagram / Survey of Site Chain of Title with Grantor/Grantee Summary (back to 1940 or first developed use) Reasons for Conducting ESA Please return this form with the signed and completed Agreement for Services. Responsive a Resourceful Reliable 2 ASTM E1527-13 USER QUESTIONNAIRE Proposal No: P13150395 Helpful Documents Checklist Pursuant to ASTM E1527-13 § 10.8, do you know whether any of the following documents exist related to the subject property and, if so, whether copies can and will be provided to the environmental professional? Check all that apply. ❑ Environmental site assessment reports ❑ Environmental compliance audit reports ❑ Geotechnical studies ❑ Reports regarding hydrogeologic conditions on the property or surrounding area ❑ Registrations for above or underground storage tanks Name (Authorized Client Representative) Title Signature Date ❑ Notices or other correspondence from any governmental agency relating to past or current violations of environmental laws with respect to the property or relating to environmental liens encumbering the property ❑ Registrations for underground injection systems ❑ Environmental permits/plans, solid waste permits, hazardous waste disposal permits, wastewater permits, NPDES permits, underground injection permits, SPCC plans Please return this form with the signed and completed Agreement for Services. Responsive r Resourceful c' Reliable 3 Proposal for Phase I Environmental Site Assessment City of Waterloo IA . Waterloo, IA October 7, 2015 T Terracon Proposal No. P13150395 DETAILED SCOPE OF SERVICES 1.0 PROJECT INFORMATION 1 Ferracon We understand the site is an approximate 181-acre parcel of structurally undeveloped agricultural land located at the SE quadrant of U.S. Hwy 20 and Ansborough Avenue in Waterloo, Iowa. If this is not accurate, or if you have additional useful information, please inform us as soon as possible. 2.0 SCOPE OF SERVICES 2.1. Base Phase I ESA Services The ESA will be performed consistent with the procedures included in ASTM E1527-13, Standard Practice for Environmental Site Assessments: Phase 1 Environmental Assessment Process. The purpose of this ESA is to assist the client in developing information to identify recognized environmental conditions (RECs - as defined below) in connection with the site as reflected by the scope of this proposal. If modifications to the scope of services are required, please contact us to discuss proposal revisions. Physical Setting The physical setting for the site will be described based on a review of the applicable USGS topographic quadrangle map, USDA soil survey, and selected geologic reference information. Historical Use Information A review of selected historical sources, where reasonably ascertainable and readily available, will be conducted in an attempt to document obvious past land use of the site and adjoining properties back to 1940 or when the site was initially developed, whichever is earlier. The following selected references, depending on applicability and likely usefulness, will be reviewed for the site. Historical topographic maps Aerial photographs (approximate 10 to 15 year intervals) City directories (approximate 5 year intervals) Fire (Sanborn) insurance maps E Property tax file information Responsive 2 Resourceful Reliable Proposal for Phase I Environmental Site Assessment City of Waterloo IA E Waterloo, IA October 7, 20151. Terracon Proposal No. P13150395 Site title search information, if provided by client Environmental liens, if provided by client €• Building department records Zoning records 1rerracon Prior environmental reports, permits and registrations; or geotechnical reports, if provided by the client Pursuant to ASTM E1527-13, the client should engage a title company or title professional to undertake a review of reasonably ascertainable recorded land title records and lien records for environmental liens currently recorded against or relating to the site. If the client is unable to provide land title records or environmental lien information, an abstract firm may be contracted by Terracon to develop a chain of title from a review of land title records for an additional fee. Documentation of environmental liens, if recorded, will be provided with the chain of title. Note, however, unless specifically requested within three days of project commencement, Terracon will rely on the client to provide land title records. If land title records or environmental lien information are not provided for review in a timely manner, Terracon may conclude that the absence of records represents a data gap, which must be evaluated and documented in the final report. The client and the current owner or their representative will be interviewed to provide information regarding past uses of the site and information pertaining to the use of hazardous substances and petroleum products on the site. Additionally, a reasonable attempt will be made to interview past owners, operators, and occupants of the site to the extent that they are identified within the scope of the ESA and are likely to have material information that is not duplicative of information already obtained through the assessment process. REC Definition Recognized Environmental Conditions are defined by ASTM E1527-13 as "the presence or likely presence of any hazardous substances or petroleum products in, on, or at a property: 1) due to any release to the environment, 2) under conditions indicative of a release to the environment, or 3) under conditions that pose a material threat of a future release to the environment. De minimis conditions are not recognized environmental conditions." Regulatory Records Review Consistent with ASTM E1527-13, outlined below are the following federal, state, and tribal databases, where applicable are typically reviewed for indications of RECs, and the approximate minimum search distance of the review from the nearest property boundary. A database firm will be subcontracted to access governmental records used in this portion of the Responsive Resourceful ' Re iabie ii Proposal for Phase I Environmental Site Assessment City of Waterloo IA E. Waterloo, IA October 7, 2015 F Terracon Proposal No. P13150395 1%rracon assessment. Additional federal, state, and local databases may be reviewed if provided by the database firm. Determining the location of unmapped facilities is beyond the scope of this assessment. Governmental Records Search Distance Federal NPL Site List Federal NPL (Delisted) Site List Federal CERCLIS Site List Federal CERCLIS NFRAP Site List Federal RCRA Corrective Actions (CORRACTS) TSD Facilities List Federal RCRA Non-CORRACTS TSD Facilities List Federal RCRA Generators List Federal Institutional Control/Engineering Control Registries Federal ERNS List State and Tribal -Equivalent NPL Site Lists State and Tribal -Equivalent CERCLIS Lists State and Tribal Landfill and/or Solid Waste Disposal Site Lists State and Tribal Leaking UST Lists State and Tribal Registered UST Lists State and Tribal Institutional Control/Engineering Control Registries State and Tribal VCP Site Lists State and Tribal Brownfield Site Lists Site Site 1.0 mile 0.5 mile 0.5 mile 0.5 mile 1.0 mile 0.5 mile and Adjoining Site Only Site Only 1.0 mile 0.5 mile 0.5 mile 0.5 mile and Adjoining Site Only 0.5 mile 0.5 mile Tribal databases will only be evaluated if the site is located in an area where a jurisdiction for environmental affairs. recognized tribe has In addition to the database review and if customary practice for the site location, an attempt will be made to review reasonably ascertainable and useful local lists or records such as Brownfield sites, landfill/solid waste disposal sites, registered storage tanks, land records, emergency release reports, and contaminated public wells. A reasonable attempt will also be made to interview at least one staff member of any one of the following types of local government agencies: fire department, health agency, planning department, building department, or environmental department. As an alternative, a written request for information may be submitted to the local agencies. The scope of work proposed herein includes up to two hours of regulatory agency file and/or records review. If the results of this initial review appear to warrant a more extensive review of applicable regulatory agency files and/or records, a cost estimate will be provided to the client for pre -approval. Review of regulatory files and/or records, when authorized, will be for the purpose of identifying RECs. Please note that all requested files may not be available from regulatory agencies within the client's requested project schedule. Responsive o Resourceful A Reliable iii Proposal for Phase I Environmental Site Assessment City of Waterloo IA u Waterloo, IA October 7, 2015 ffi Terracon Proposal No. P13150395 Site and Adjoining/Surrounding Property Reconnaissance 1Ferracon A site reconnaissance will be conducted to identify RECs. The reconnaissance will consist of visual observations of the site from the site boundaries and selected interior portions of the site. The site reconnaissance will include, where applicable, an interview with site personnel who the client has identified as having knowledge of the uses and physical characteristics of the site. Pertinent observations from the site reconnaissance will be documented including: Site description General site operations Aboveground chemical or waste storage Visible underground chemical or waste storage, drainage, or collection systems Electrical transformers m Obvious releases of hazardous substances or petroleum products The adjoining property reconnaissance will consist of visual observations of the adjoining/surrounding properties from the site boundaries and accessible public right-of-ways. Report Preparation A PDF-formatted copy of the final report will be submitted that presents the results of this assessment, based upon the scope of services and limitations described herein. The final report will be signed by an environmental professional responsible for the Phase I ESA, and the report will contain an environmental professional statement as required by 40 CFR 312.21(d). Recommendations will be developed as part of the Phase I ESA scope of services. Prior to final report issuance, the client may request paper copies at a charge of $50.00 per report copy. 2.2 Additional Services Beyond Base ESA At the direction of the client, additional services beyond the scope of the base Phase I ESA have not been included. 2.3 Additional Services Not Included The following services, although not specifically required by ASTM E1527-13, may also be performed concurrently with ESAs and may be beneficial for the evaluation of environmental conditions and/or an evaluation of specific business environmental risks at the site. At your direction, these services have not been included as part of the scope of services for this ESA. Please note that this list is not all-inclusive. If you seek additional services, please contact us for a supplemental proposal and cost estimate. Responsive .a Resourceful u Reliable iv Proposal for Phase 1 Environmental Site Assessment City of Waterloo IA s: Waterloo, IA October 7, 2015 :.: Terracon Proposal No. P13150395 1rerracon Visual Observations for Suspect Asbestos Limited Asbestos Sampling a Asbestos Survey (prior to renovation/demolition) au Visual Observations for Mold Radon Records Review Short -Term Radon Testing Visual Observations for Suspect Lead -Based Paint Limited Lead -Based Paint Sampling Lead in Drinking Water Records Review Limited Lead in Drinking Water Sampling Wetland Records Review 11 Threatened/Endangered Species Records Review r Historic Properties/Archaeological Resources Review ASTM E 2600-10 Vapor Encroachment Screen If the site is intended for future development, Terracon can also provide proposals for geotechnical investigations, geologic hazards (like growth faulting), construction materials testing, construction draw reviews and scope and budget review services. 2.4 Schedule Services will be initiated upon receipt of the written notice to proceed. The final report will be submitted within fifteen business days after receipt of your written notice to proceed, assuming site access can be obtained within three days after the notice to proceed. In order to comply with the proposed schedule, please provide the following items at the time of notification to proceed. A signed Agreement for Services evidencing acceptance of this scope of services The completed ASTM E1527-13 User Questionnaire, supplied as an attachment to this proposal a Right of entry to conduct the assessment, including access to building interiors Notification of any restrictions or special requirements (such as confidentiality, scheduling, or on -site safety requirements) regarding accessing the site An accurate legal description and/or a diagram of the site such as a surveyor's plat map or scaled architect's drawing (if such diagrams exist) Responsive re Resourceful r' Reliable v Proposal for Phase I Environmental Site Assessment City of Waterloo IA : Waterloo, IA October 7, 2015 6> Terracon Proposal No. P13150395 1Ferracon Current site owner, property manager, occupant information (including tenant list), and contact information for persons knowledgeable about the site history including current and historical use of hazardous substances and petroleum products on site (e.g., names, phone numbers, etc.) Copies of environmental reports, permits and registrations, and geotechnical reports that were previously prepared for the site Information relating to known or suspect environmental conditions at the site, including commonly known or reasonable ascertainable information within the local community about the site that is material to RECs in connection with the site Information about environmental liens and activity and use limitations for the site, if any ra Specialized knowledge or experience that is material to RECs in connection with the site, if any 2. Knowledge that the purchase price of the site is significantly less than the purchase price of comparable properties Land title records Please note that requested regulatory files or other information may not be provided to Terracon by the issuance date of the report. Consideration of information not received by the issuance date of the report is beyond the scope of this ESA. 2.5 Reliance The ESA report will be prepared for the exclusive use and reliance of City of Waterloo IA. Reliance by any other party is prohibited without the written authorization of the client and Terracon. If the client is aware of additional parties that will require reliance on the ESA report, the names, addresses, and relationship of these parties should be provided for Terracon approval prior to the time of authorization to proceed. Terracon may grant reliance on the ESA report to those approved parties upon receipt of a fully executed Reliance Agreement (available upon request) and receipt of information requested in the Reliance Agreement. If, in the future, the client and Terracon consent to reliance on the ESA by a third party, Terracon may grant reliance upon receipt of a fully executed Reliance Agreement, requested information and receipt of an additional minimum fee of $400 per relying party. Reliance on the ESA by the client and all authorized parties will be subject to the terms, conditions, and limitations stated in the Agreement for Services, sections of this proposal incorporated therein, the Reliance Agreement, and ESA report. The limitation of liability defined Responsive 52 Resourceful l Reliable vi Proposal for Phase I Environmental Site Assessment City of Waterloo IA i Waterloo, IA October 7, 2015 .- Terracon Proposal No. P13150395 1 Ferracon in the Agreement for Services is the aggregate limit of Terracon's liability to the client and all relying parties. Continued viability of the report is subject to ASTM E1527-13 Sections 4.6 and 4.8. If the ESA will be used by a different user (third party) than the user for whom the ESA was originally prepared, the third party must also satisfy the user's responsibilities in Section 6 of ASTM E1527-13. 2.6 Scope and Report Limitations The findings and conclusions presented in the final report will be based on the site's current utilization and the information collected as discussed in this proposal. Please note that we do not warrant database or third party information (such as from interviewees) or regulatory agency information used in the compilation of reports. Phase I ESAs, such as the one proposed for this site, are of limited scope, are noninvasive, and cannot eliminate the potential that hazardous, toxic, or petroleum substances are present or have been released at the site beyond what is identified by the limited scope of this ESA. In conducting the limited scope of services described herein, certain sources of information and public records will not be reviewed. It should be recognized that environmental concerns may be documented in public records that are not reviewed. This ESA does not include subsurface or other invasive assessments, vapor intrusion assessments or indoor air quality assessments (i.e. evaluation of the presence of vapors within a building structure), business environmental risk evaluations, or other services not particularly identified and discussed herein. No ESA can wholly eliminate uncertainty regarding the potential for RECs. The limitations herein must be considered when the user of this report formulates opinions as to risks associated with the site. No warranties, express or implied, are intended or made. An evaluation of significant data gaps will be based on the information available at the time of report issuance, and an evaluation of information received after the report issuance date may result in an alteration of our opinions and conclusions. We have no obligation to provide information obtained or discovered by us after the date of the report, or to perform any additional services, regardless of whether the information would affect any conclusions, recommendations, or opinions in the report. This disclaimer specifically applies to any information that has not been provided by the client. Responsive ■ Resourceful a Reliable vii Proposal for Phase I Environmental Site Assessment City of Waterloo IA to Waterloo, IA October 7, 2015 o Terracon Proposal No. P13150395 3.0 COMPENSATION 1Ferracon Base Phase I ESA Services Fee Base Phase I ESA Services - Lump Sum (Includes items outlined in Section 2.1. Cost to contract an abstract firrn to develop a chain of title or environmental lien search is not included in this fee.) $2,100 Additional Services Fee Visual Observations for Suspect Asbestos * Limited Asbestos Sampling * Asbestos Survey (prior to renovation/demolition) * Visual Observations for Mold * Radon Records Review * Short -Term Radon Testing * Visual Observations for Suspect Lead -Based Paint * Limited Lead -Based Paint Sampling * ASTM E 2600-10 Vapor Encroachment Screening * Regulatory Agency File Review Lead in Drinking Water Records Review Limited Lead in Drinking Water Sampling Wetland Records Review * Threatened/Endangered Species Records Review Historic Properties/Archaeological Resources Review Additional Services - Subtotal $0 Lump Sum Total $2,100 ed in the scope of services per the client's direction. The fee is valid for 90 days from the date of this proposal and is based on the assumption that all field services will be performed under safety Level D personal protective procedures and that only one site visit will be made by Terracon personnel. The lump sum fee is based on the assumptions and conditions provided at the time of this proposal. Responsive Resourceful -E Relis AGREEMENT FOR SERVICES 1Ferracon- Reference Number: P13150395 This AGREEMENT is between City of Waterloo IA ("Client") and Terracon Consultants, Inc. ("Consultant") for Services to be provided by Consultant for Client on the South Waterloo Business Park project ("Project"), as described in the Project Information section of Consultant's Proposal dated October 7, 2015 ("Proposal") unless the Project is otherwise described in Exhibit A to this Agreement (which section or Exhibit is incorporated into this Agreement). I. Scope of Services. The scope of Consultant's services is described in the Scope of Services section of the Proposal ("Services"), unless Services are otherwise described in Exhibit B to this Agreement (which section or exhibit is incorporated into this Agreement). Portions of the Services may be subcontracted. Consultant's Services do not include the investigation or detection of, nor do recommendations in Consultant's reports address the presence or prevention of biological pollutants (e.g., mold, fungi, bacteria, viruses, or their byproducts) occupant safety issues, such as vulnerability to natural disasters, terrorism, or violence. If Services include purchase of software, Client will execute a separate software license agreement. Consultant's findings, opinions, and recommendations are based solely upon data and information obtained by and furnished to Consultant at the time of the Services. 2. Acceptance/ Termination. Client agrees that execution of this Agreement is a material element of the consideration Consultant requires to execute the Services, and if Services are initiated by Consultant prior to execution of this Agreement as an accommodation for Client at Client's request, both parties shall consider that commencement of Services constitutes formal acceptance of all terms and conditions of this Agreement. Additional terms and conditions may be added or changed only by written amendment to this Agreement signed by both parties. In the event Client uses a purchase order or other form to administer this Agreement, including email authorization, the use of such form shall be for convenience purposes only and any additional or conflicting terms it contains are stricken. This Agreement shall not be assigned by either party without prior written consent of the other party. Either party may terminate this Agreement or the Services upon written notice to the other. In such case, Consultant shall be paid costs incurred and fees earned to the date of termination plus reasonable costs of closing the project. 3. Change Orders. Client may request changes to the scope of Services by altering or adding to the Services to be performed. If Client so requests, Consultant will return to Client a statement (or supplemental proposal) of the change setting forth an adjustment to the Services and fees for the requested changes. Following Client's review, Client shall provide written acceptance. If Client does not follow these procedures, but instead directs, authorizes, or permits Consultant to perform changed or additional work, the Services are changed accordingly and Consultant will be paid for this work according to the fees stated or its current fee schedule. If project conditions change materially from those observed at the site or described to Consultant at the time of proposal, Consultant is entitled to a change order equitably adjusting its Services and fee. 4. Compensation and Terms of Payment. Client shall pay compensation for the Services performed at the fees stated in the Compensation section of the Proposal unless fees are otherwise stated in Exhibit C to this Agreement (which section or Exhibit is incorporated into this Agreement). If not stated in either, fees will be according to Consultant's current fee schedule. Fee schedules are valid for the calendar year in which they are issued. Fees do not include sales tax. Client will pay applicable sales tax as required by law. Consultant may invoice Client at least monthly and payment is due upon receipt of invoice. Client shall notify Consultant in writing, at the address below, within 15 days of the date of the invoice if Client objects to any portion of the charges on the invoice, and shall promptly pay the undisputed portion. Client shall pay a finance fee of 1.5% per month, but not exceeding the maximum rate allowed by law, for all unpaid amounts 30 days or older. Client agrees to pay all collection -related costs that Consultant incurs, including attorney fees. Consultant may suspend Services for lack of timely payment. It is the responsibility of Client to detennine whether federal, state, or local prevailing wage requirements apply and to notify Consultant if prevailing wages apply. If it is later determined that prevailing wages apply, and Consultant was not previously notified by Client, Client agrees to pay the prevailing wage from that point forward, as well as a retroactive payment adjustment to bring previously paid amounts in line with prevailing wages. Client also agrees to defend, indemnify, and hold harmless Consultant from any alleged violations made by any governmental agency regulating prevailing wage activity for failing to pay prevailing wages, including the payment of any fines or penalties. 5. Third Party Reliance. This Agreement and the Services provided are for Consultant and Client's sole benefit and exclusive use with no third party beneficiaries intended. Reliance upon the Services and any work product is limited to Client, and is not intended for third parties. For a limited time period not to exceed three months from the date of the report, Consultant will issue additional reports to others agreed upon with Client, however Client understands that such reliance will not be granted until those parties sign and retum Consultants reliance agreement and Consultant receives the agreed -upon reliance fee. 6. LIMITATION OF LIABILITY. CLIENT AND CONSULTANT HAVE EVALUATED THE RISKS AND REWARDS ASSOCIATED WITH THIS PROJECT, INCLUDING CONSULTANT'S FEE RELATIVE TO THE RISKS ASSUMED, AND AGREE TO ALLOCATE CERTAIN OF THE ASSOCIATED RISKS. TO THE FULLEST EXTENT PERMITTED BY LAW, THE TOTAL AGGREGATE LIABILITY OF CONSULTANT (AND ITS RELATED CORPORATIONS AND EMPLOYEES) TO CLIENT AND THIRD PARTIES GRANTED RELIANCE IS LIMITED TO THE GREATER OF $10,000 OR CONSULTANT'S FEE, FOR ANY AND ALL INJURIES, DAMAGES, CLAIMS, LOSSES, OR EXPENSES (INCLUDING ATTORNEY AND EXPERT FEES) ARISING OUT OF CONSULTANT'S SERVICES OR THIS AGREEMENT. PRIOR TO ACCEPTANCE OF THIS AGREEMENT AND UPON WRITTEN REQUEST FROM CLIENT, CONSULTANT MAY NEGOTIATE A HIGHER LIMITATION FOR ADDITIONAL CONSIDERATION. THIS LIMITATION SHALL APPLY REGARDLESS OF AVAILABLE PROFESSIONAL LIABILITY INSURANCE COVERAGE, CAUSE(S) OR THE THEORY OF LIABILITY, INCLUDING NEGLIGENCE, INDEMNITY, OR OTHER RECOVERY. THIS LIMITATION SHALL NOT APPLY TO THE EXTENT THE DAMAGE IS PAID UNDER CONSULTANT'S COMMERCIAL GENERAL LIABILITY POLICY. 7. Indemnity/Statute of Limitations. Consultant and Client shall indemnify and hold harmless the other and their respective employees from and against legal liability for claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are legally determined to be caused by their negligent acts, errors, or omissions. In the event such claims, losses, damages, or expenses are legally determined to be caused by the joint or concurrent negligence of Consultant and Client, they shall be bome by each party in proportion to its own negligence under comparative fault principles. Neither party shall have a duty to defend the other party, and no duty to defend is hereby created by this indemnity provision and such duty is explicitly waived under this Agreement. Causes of action arising out of Consultant's services or this Agreement regardless of cause(s) or the theory of liability, including negligence, indemnity or other recovery shall be deemed to have accrued and the applicable statute of limitations shall commence to run not later than the date of Consultant's substantial completion of services on the project. 8. Warranty. Consultant will perform the Services in a manner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions in the same locale. EXCEPT FOR THE STANDARD OF CARE PREVIOUSLY STATED, CONSULTANT MAKES NO WARRANTIES OR GUARANTEES, EXPRESS OR IMPLIED, RELATING TO CONSULTANT'S SERVICES AND CONSULTANT DISCLAIMS ANY IMPLIED WARRANTIES OR WARRANTIES IMPOSED BY LAW, INCLUDING WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Page 1 of 2 Rev. 6-15 ENV 1[erraconn 9. Insurance. Consultant represents that it now carries, and will continue to carry: (i) workers' compensation insurance in accordance with the laws of the states having jurisdiction over Consultant's employees who are engaged in the Services, and employer's liability insurance ($1,000,000); (ii) commercial general liability insurance ($1,000,000 occ / $2,000,000 agg); (iii) automobile liability insurance ($1,000,000 B.I. and P.D. combined single limit); excess liability ($5,000,000 occ / agg); and (iv) professional liability insurance ($1,000,000 claim / agg). Certificates of insurance will be provided upon request. Client and Consultant shall waive subrogation against the other party on all general liability and property coverage. 10. CONSEQUENTIAL DAMAGES. NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR LOSS OF PROFITS OR REVENUE; LOSS OF USE OR OPPORTUNITY; LOSS OF GOOD WILL; COST OF SUBSTITUTE FACILITIES, GOODS, OR SERVICES; COST OF CAPITAL; OR FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT, PUNITIVE, OR EXEMPLARY DAMAGES. 11. Dispute Resolution. Client shall not be entitled to assert a Claim against Consultant based on any theory of professional negligence unless and until Client has obtained the written opinion from a registered, independent, and reputable engineer, architect, or geologist that Consultant has violated the standard of care applicable to Consultant's performance of the Services. Client shall provide this opinion to Consultant and the parties shall endeavor to resolve the dispute within 30 days, after which Client may pursue its remedies at law. This Agreement shall be governed by and construed according to Kansas law. 12. Subsurface Explorations. Subsurface conditions throughout the site may vary from those depicted on logs of discrete borings, test pits, or other exploratory services. Client understands Consultant's layout of boring and test locations is approximate and that Consultant may deviate a reasonable distance from those locations. Consultant will take reasonable precautions to reduce damage to the site when performing Services; however, Client accepts that invasive services such as drilling or sampling may damage or alter the site. Site restoration is not provided unless specifically included in the Services. 13. Testing and Observations. Client understands that testing and observation are discrete sampling procedures, and that such procedures indicate conditions only at the depths, locations, and times the procedures were performed. Consultant will provide test results and opinions based on tests and field observations only for the work tested. Client understands that testing and observation are not continuous or exhaustive, and are conducted to reduce - not eliminate - project risk. Client agrees to the level or amount of testing performed and the associated risk. Client is responsible (even if delegated to contractor) for requesting services, and notifying and scheduling Consultant so Consultant can perform these Services. Consultant is not responsible for damages caused by services not performed due to a failure to request or schedule Consultant's services. Consultant shall not be responsible for the quality and completeness of Clients contractor's work or their adherence to the project documents, and Consultant's performance of testing and observation services shall not relieve Client's contractor in any way from its responsibility for defects discovered in its work, or create a warranty or guarantee. Consultant will not supervise or direct the work performed by Clients contractor or its subcontractors and is not responsible for their means and methods. 14. Sample Disposition, Affected Materials, and Indemnity. Samples are consumed in testing or disposed of upon completion of tests (unless stated otherwise in the Services). Client shall furnish or cause to be fumished to Consultant ail documents and information known or available to Client that relate to the identity, location, quantity, nature, or characteristic of any hazardous waste, toxic, radioactive, or contaminated materials ("Affected Materials") at or near the site, and shall immediately transmit new, updated, or revised information as it becomes available. Client agrees that Consultant is not responsible for the disposition of Affected Material unless specifically provided in the Services, and that Client is responsible for directing such disposition. In the event that test samples obtained during the performance of Services (i) contain substances hazardous to health, safety, or the environment, or (ii) equipment used during the Services cannot reasonably be decontaminated, Client shall sign documentation (if necessary) required to ensure the equipment and/or samples are transported and disposed of properly, and agrees to pay Consultant the fair market value of this equipment and reasonable disposal costs. In no event shall Consultant be required to sign a hazardous waste manifest or take title to any Affected Materials. Client shall have the obligation to make all spill or release notifications to appropriate governmental agencies. The Client agrees that Consultant neither created nor contributed to the creation or existence of any Affected Materials conditions at the site. Accordingly, Client waives any claim against Consultant and agrees to indemnify and save Consultant, its agents, employees, and related companies harmless from any claim, liability or defense cost, including attorney and expert fees, for injury or loss sustained by any party from such exposures allegedly arising out of Consultant's non -negligent performance of services hereunder, or for any claims against Consultant as a generator, disposer, or arranger of Affected Materials under federal, state, or local law or ordinance. 15. Ownership of Documents. Work product, such as reports, logs, data, notes, or calculations, prepared by Consultant shall remain Consultant's property. Proprietary concepts, systems, and ideas developed during performance of the Services shall remain the sole property of Consultant. Files shall be maintained in general accordance with Consultant's document retention policies and practices. 16. Utilities. Client shall provide the location and/or arrange for the marking of private utilities and subterranean structures. Consultant shall take reasonable precautions to avoid damage or injury to subterranean structures or utilities. Consultant shall not be responsible for damage to subterranean structures or utilities that are not called to Consultant's attention, are not correctly marked, including by a utility locate service, or are incorrectly shown on the plans furnished to Consultant. 17. Site Access and Safety. Client shall secure all necessary site related approvals, permits, licenses, and consents necessary to commence and complete the Services and will execute any necessary site access agreement. Consultant will be responsible for supervision and site safety measures for its own employees, but shall not be responsible for the supervision or health and safety precautions for any other parties, including Client, Client's contractors, subcontractors, or other parties present at the site. Consultant: Terracon Cons to ts, Inc. Client: City of Waterloo IA By: { f Date: 10/7/2015 By: Date: Name/Title:Dave C. Cleary, REM / Environmental Name/Title: Noel Anderson Department Manager Address: 3105 Capital Way Ste. 5 Address: 715 Mulberry St Cedar Falls, IA 50613 Waterloo, IA 50703 Phone: 319-277-4016 Fax: 319-277-4320 Phone: 319-291-4366 Fax: 319-291-4262 Email: Dave.Cleary@terracon.com Email: Noel.Anderson@waterloo-la.org Reference Number. P13150395 Page 2 of 2 Rev. 6-15 ENV City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date t b��'1 3 The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Planning Department to expend $ 1,400.00 plus est. shipping costs of $ 0.00 to pay for or purchase Appraisal for four parcels of land near airport This purchase or expenditure is being made because: Release of airport property for FAA Vendor selected for this purchase: Rally Appraisal, LLC ❑ Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Update of previous appraisal from 2013 Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: I I General Fund n Road Use Tax nBonds ❑ Federal/other grants Sewer ❑ Sanitation Other (specify) MidPort TIF This expenditure is to be coded to the following budget line -item: 426 08 6260 2103 (Fund - Department - Activity - Account Number) in which the budgeted am and the current availa (Project Code) $ 7640616 kjQ4� ,Oo0✓ $ 34/?Pi 7 iJii� i9/1. 1i u424,2LA /0 -/4L is (Signature Dep Hea• or Designee) Date (Signs ure Finance Dept. Review) Date K:\shared goodies\forms\Rally-four parcels near airport.xls (Mar 2010) PATTIE MAGEE From: NOEL ANDERSON Sent: Monday, October 12, 2015 3:54 PM To: Jim Herink; TIM ANDERA Cc: PATTIE MAGEE Subject: RE: Needed Appraisal Please proceed. Pattie - please prepare a pre-auth. Noel Anderson Community Planning & Development Director City of Waterloo Community Planning & Development Department City Hall 715 Mulberry Street Waterloo, Iowa 50703 Phone: 319.291.4366 Fax: 319,.291.4262 Cell: 319.290.6357 Websites: City — www.cityofwaterlooiowa.com Brownfields: www.thenewwaterloo.com "Can't fail is arrogance. Won't fail is confidence." — Lord John Roxton Original Message From: Jim Herink[mailto:jherink@rallyappraisal.com] Sent: Monday, October 12, 2015 3:19 PM To: TIM ANDERA Cc: NOEL ANDERSON Subject: RE: Needed Appraisal Tim, I can do this for $1,400 and would need to three weeks to complete the job. Thanks, Jim Herink Certified General Appraiser FHA Certified Rally Appraisal, L.L.C. 2302 W. 1st Street, Suite 201D Cedar Falls, IA 50613 i 319-266-9373 319-277-5218 (Fax) jherink@rallyappraisal.com "Consistently Exceeding Expectations" Original Message From: TIM ANDERA [mailto:TIM.ANDERA@WATERLOO-IA.ORG] Sent: Monday, October 12, 2015 2:11 PM To: Jim Herink Cc: NOEL ANDERSON Subject: Needed Appraisal Jim, A couple of years ago you did an appraisal for use for three parcels of land near the airport. However, the FAA did not get to it quickly enough and they are requesting a new appraisal. I have attached a scan of cover page of that appraisal from 2013, along with a map that now shows four parcels of land, which three of those parcels were appraised in 2013, with the exception of parcel J2. Would you be able to send me a cost to update the report, along with including parcel J2? Thanks Tim Andera I Associate Planner City of Waterloo Community Planning & Development Department 715 Mulberry Street Waterloo, IA 50703 p: (319) 291-4366 f: (319) 291-4262 www.cityofwaterlooiowa.com Check out what is happening in Waterloo! Brownfield Redevelopment: www.thenewwaterloo.com Neighborhood Stabilization: www.renewwaterloo.org Economic Development: www.waterlooida.org Subject to the requirements of the Iowa Open Records Act, this message and accompanying documents are covered by the Electronic Communications Privacy Act, 18 U.S.C. Subsection 2510-252, as amended, and contains information intended for the specified individual(s) only. This information is confidential. If you are not the intended recipient or an agent responsible for delivering it to the intended recipient, you are hereby notified that you have received this document in error and that any review, dissemination, copying, or the taking of any action based on the contents of this information is strictly prohibited. If you have received this communication in error, please notify us immediately by e- mail, and delete the original message. Original Message From: engineersoffices@waterloo-ia.org [mailto:engineersoffices@waterloo-ia.org] Sent: Monday, October 12, 2015 2:03 PM To: TIM ANDERA Subject: Message from "RNP002673A92079" 2 This E-mail was sent from "RNP002673A92079" (MP C6003). Scan Date: 10.12.2015 14:03:52 (-0500) Queries to: engineersoffices@waterloo-ia.org 3 City Clerk Use Only Finance Committee Approval Date 61// 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 $ 8,595.00 plus ext. shipping cost of $ 300.00 to pay for or purchase An Exchange Muffin Monster Grinder for Replacement of #6 Digester sludge recirculation Dump. This purchase or expenditure is being made because: Muffin Monster grinder worn. Vendor selected for this purchase: JWC Environmental X Bids or written quotes were taken on this purchase, as follows Bids or quotes were not taken on this purchase because: JWC Environmental is rep. for replacement of this equipment. Total cost including freight is $8,895.00. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: riGeneral Fund: Road Use Tax: nSewer: riSanitation: Bonds: nFederalother grants: [11Other(specify): This expenditure is to be coded to the following budget line -item: 570-14-5200-1571 (Fund - Department - Activity - Account Number) in which budgeted amount is (Project Code) $ 250,000.00 V and the current available balance is $ 116.478.17 V Respectfully submitted, y� dJ- (,4?_ots-/Ji/.�.f��c ,�1ttil� (Signature Dept. Head Or Designee) Date Signature Finance Dept. Review) Date Oct OG 2015 12:53:28 888-380-2110 Environmental' Customer: 5038773 Joyce Frohwein Electric Pump, Inc. 4280 E 14Th St Des Moines, IA 50313-2604 United States 51265-2222 joycefl electrIcpump,corn Project: City of Waterloo 319 291 41'.i23 Attn; Itichdr 1 (Ikon t; ax: 319 291 4''> 2 Inside. Seles Eler;tri Ialtr, 0N1 EU'il Coast Service Cantu; 4485 Comrriorrn Drive, Suiln 109 Buford, GA 30518 3473, USA Phone: 949 833-3858 10111 Free, 800 331-2277 fix 770 925-940n Quote Number: ()unto Date: Terms; Pricing: F08: Lead Time: 29404 10/06/2015 Net 45 Days Valid 60 Days Origin 2-3 weeks ARO All orders will be billed the applicable sales tax, based on the "ship to address", unless a valid tax exemption certificate is provided prior to shipment. Line Description 1 30004T-0012-DI-Exchange Return Expected Return Grinder SN: 20650 2 30004T-0012-DI-Exchange Muffin Monster Mode1.30004T-0012,.DI-Exchange Grinder SN: TBD 1,1 Stack 11 Carn Alloy STL Cutters Buna N Elastomers Less Electric Motor Less Reducer Less Adapter Spool Less Unibody Housing Paint Epoxy Green Please verify serial # and model # are correct. Explanation of Service Prograrns: 1. Please fax or mail a Purchase Order for the total amount and we can process your order Please include the following! Bill to Address, Ship to Address, tax exemption certificate_ 2, Please note there will be a 20% restocking fee on all returned items. 3. Lead time may vary depending on parts availability. 4. JWOE standard one year warranty included except for older models i.e. GTS, MS and SPF models, Qty 1 Unit Price Extended Price $0.00 $0.00 $8,595.00 $8,595.00 Thank -You for your Businessl JWC Environmental LLC Roger Fvnfield Customer Service d2clj�L,�G�/h£,,-7 S LG.OGE. 'fC -,e c LA- roo-a.. ft l lily i _ � d z. Foie 3 0 o ; +o Totrtt $8,595.00 4 8,89S.00 D/�vfs7fl� „e04.-m0.•"`' City Clerk Use Only Finance Committee Approval Date I f q 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 Sewer Department to expend $ 2.430.00 plus ext. shipping cost of $ 50.00 to pay for or purchase Movno rebuild parts for Filter Building cake pump This purchase or expenditure is being made because: Worn pump needs to be rebuilt. Vendor selected for this purchase: MC2, Inc. []Bids or written quotes were taken on this purchase, as follows X Bids or quotes were not taken on this purchase because: MC2, Inc. is rep. for parts. Total cost including freight is $2,480.00. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund: []Road Use Tax: []Sewer: []Sanitation: Bonds: []Federal/other grants: ElOther(specify): This expenditure is to be coded to the following budget line -item: 570-14-5700-1571 (Fund - Department - Activity - Account Number) (Project Code) in which budgeted amount is $ 250,000.00 30 and the current available balance is $� 1!0 17 ✓ 6-'�178. Respectfully submitted, 0 d- 2+6-• yj -v,i, Jl1 /L) atc' Date (Signature Dept. Head Or Designee) ` Date (Signature Finance Dept. Review) MAINTENANCE From: Sent: To: Subject: Roger Gellhaus <rog@mc2h2o.com> Thursday, September 24, 2015 9:59 AM MAINTENANCE RE: moyno replacement parts Rich We have entered the Rotor and Stator order with Monyo using your PO WP16051 per your e-mail Below is pricing on the additional parts you requested: O Roller Bearing # 4230054000 $835.00 each #4082000600 $22.00 each #32.07902267 $8.00 each ~T#4220016000 $205.00 each Bearing bousi-ng-Grease s-eaf #422-0016001— this is riot a good number. Moyno is checking to see what can be done. Packing Set #3403396024 $315.00 each 1 in stock #3207902239 $S 00earth Retaining Ring Cover 0-ring 643er 4 HVh 5. A Cover grease seal Adaptor 0-ring 12 in stock Not in stock, but 20 are due 10-09-15 29 in stock Not in stock, but 10 are due 10-23-15 1 in stock '''),,43atwo o✓/n.G �✓• 5 Let me know if you have any questions' d"(ny additional inform" ' °° ' j o Thank you .yL4'l4crLe Rog Roger 0. Gellhaus Mc2, Inc. 2320 S. 156th Circle Omaha, NE 68130 phone: 402-333-9660 fax: 402-333-9663 E-mail: rog@mc2h2o.com From: MAINTENANCE Finailto:MAINT@WATERL00-IA.ORG] Sent: Tuesday, September 22, 2015 10:54 AM To: Roger Gellhaus <rog@mc2h2o.com> Subject: moyno replacement parts Roger, I have received approval to order the rotor (C230HQ and stator (C72FH1 that you quoted me. Please use PO# WP16- 051). Thank you for your help. I would also like you to quote me prices with shipping and delivery time for the following Moyno pump replacement parts. Moyno enhanced feed version 5 — roller bearing (4230054000), retaining ring (4082000600), bearing cover 0-ring (3207902267), bearing cover grease seal (4220016000), bearing housing grease seal (4220016001), packing set (3403396024), flange adapter 0-ring (3207902269). Thank you again for your help. Richard Olson Maintenance Foreman City of Waterloo WMS Phone (319)-291-4553 Fax (319)-291-4523 1 Budget Amendment Descriptions for 10/19/2015 Finance Committee Meeting Agenda: 1. Approve the project budget for the Left Turn Lanes and Signal at Shaulis and Iowa 21 in the amount of $473,200, funded with $87,500 in a federal traffic grant, $298,200 in a state traffic safety grant and $87,500 in city bond funds, as submitted by the Traffic Operations department. 2. Approve the project budget for the FY2016 Upper Gates Playground Equipment in the total amount of $60,000, funded with $30,000 in block grant funds and $30,000 in city bond funds, as submitted by Leisure Services. 3. Approve the project budget for the Lafayette Street Properties to reimburse Black Hawk Contracting for the construction sales tax refund the city received as the owner of the properties in the amount of $11,225.63, as submitted by the Planning department. 4. Approve the project budget amendment for the Bullet Proof Vests project in the amount of $11,502 funded 50% with federal funds in the amount of $5,751 and 50% in city bonds in the amount of $5,751, as submitted by the Police department. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover sheet in the Finance Committee packet. CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date l 64Ictif S Project Name (from page one) Black Hawk Contracting Sales Tax Refund - Lafayette St Properties Department No. project will be budgeted under 08 Activity No. project will be budgeted under 6100 REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds 3820 Sales Tax Refund EXPENDITURES: To be assigned by the Finance Dept. Project No. Subproject No. (Each column should only include amounts by fund) Fund:290 Fund: Fund: Fund: 11,225.63 Total 11, 225.63 TOTALS $ 11,225.63 $ - $ $ - $ 11,225.63 1358 Economic Development 2103 Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 11,225.63 11,225.63 5.63 $ $ $ $ 11,225.63 (Signature Dept. Head) Date (Signature Finance Dept. Review) /U -�Il/g Date K:\shared goodies\forms\Project Budget Worksheet.xls\Page 2 (Constr Proj) (Mar 2010) PATTIE MAGEE From: MICHELLE WEIDNER Sent: Wednesday, October 07, 2015 5:34 PM To: NOEL ANDERSON; PATTIE MAGEE Cc: JOYCE SCHROEDER Subject: Payment to Black Hawk Contracting Hi Noel and Pattie, I talked to Tricia Rooff late this afternoon. Someone had called and asked John to stop down and sign the contract so that they can receive the sales tax refund payment, but she's not sure whether he got here today or not. Can you confirm? Please prepare a project budget that includes revenue coded as a sales tax refund (account 3820). I'd suggest that we use activity number 290 08 6100. The expense could be coded to either account 1390, (Joyce, this account isn't set up yet) or account 1358, which already exists in that activity number. The revenue and expense amount should be $11,225.63. I think Tricia is hoping that they can be paid next week. I told her I wasn't sure if we can do it that quickly, but that we'd try. Please code the check to return it to Finance. They'd like to come pick it up. It will be good to get this closed out! Michelle t PROJECT REFUND AGREEMENT This Project Refund Agreement (the "Agreement") is entered into as of 2015, by and between Black Hawk Contracting and Development Co. ("Contractor") and the City of Waterloo, Iowa ("City"). RECITALS A. Pursuant to contracts previously entered into between the parties, Contractor constructed homes at 919, 923 and 927 Lafayette Street, Waterloo, Iowa (the "Project"). B. The Project is eligible for a refund of state sales tax under governing state law, and refund of the tax paid by Contractor in connection with the Project has been authorized. AGREEMENT NOW, THEREFORE, in consideration of the mutual promises exchanged herein, and for other consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: 1. City agrees to pay over to Contractor the maximum sum of $11,225.63 as a refund of sales tax paid on Contractor's Project -related purchases, within fourteen (14) days after City receives the refund. City will not pay Contractor any more than City itself receives from the State of Iowa in refund. 2. This Agreement is binding upon and shall inure to the benefit of the parties and their respective successors and assigns. This Agreement is the entire agreement between the parties pertaining to the subject matter hereof and supersedes all prior understandings or agreements relating to the subject matter hereof, whether oral or written, and this Agreement may not be modified except by the mutual written agreement of both parties. IN WITNESS WHEREOF, the parties have executed this Project Refund Agreement by their duly authorized representatives as of the date first set forth above. BLACK HAWK CONTRACTING AND DEVELQPMENT-CO. By: Joim CITY OF WATERLOO, IOWA By: Ernest G. Clark, Mayor Attest: Suzy Schares, City Clerk PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Left Turn Lanes and Signal at Shaulis Road and Iowa 21 City Project No. Project Manager Project Budget Total TOF-242 Mohammad Elahi $ 473,200.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name x CFDA # B. State Grant Yes x No Urban -State Traffic Engineering Program (609) & Grant Name Traffic Safety Funds 6(8) C. City Match D. Other Entities Yes Name Source of Funding GO Bond % Paid by federal grant Grant Agreement Number % Paid by state grant 100% & 50% Grant Agreement Number 2015-17-219 % Paid by City 0% & 50% No x % Paid by other entity 2. Attach copies of any grant agreements that will fund the project (REQUIRED) /hprvved 4.2-1-/6 Cou.ot,o /artq. 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. 6. Include a brief description of the project in the space below: (REQUIRED) At the intersection of IA-21 and Shaulis road: Installing Left Turn Lanes on Shaulis Road and Traffic Signals Done None j 0 ❑ () Yes No ❑ 0 ❑ ❑ ❑ ❑ ❑ 10 ElILA El LA ❑ 0 Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Shaulis and IA-21.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date 1 c /j'i /1 Si Project Name (from page one) Left Turn Lanes and Signal at Shaulis Road and Iowa 21 Department No. project will be budgeted under i1 Activity No. project will be budgeted under / 1(P REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: To be assigned by the Finance Dept. Project No. Subproject No (Each column should'only include amounts by fund) s�L Fund: ° Fund: `"1 I3 Fund: �4 Fund: _7 _ wT&P 7�F6 A� 1?rrgtpo9 r11iG�" fSr%8 1'7 l l�F U.s'�'%U� 1 Ts7, 500 ac1Eri (Roc' TOTALS $ 85,000.00 13, SK -13, qi 1.57 Total 3?5, 700 $/1 9 0 -g5-ese $ 13 5E-3' $ $,620D $ '.soTooe.00- <473, aO ) 2103 Engineering & Consulting 2125 Traffic Control Equipment 85,000.00 3 5 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc TOTALS (Signature Dept. risroo $ It ate "23, q e S a-qb-, OD -a eeefeo $t3,$13 5 is $atga)D $4' /1",c, 0/)- (Signature Finance Dept. Review) -7 /S Date K:\shared goodies\forms\Project Budget Shaulis and IA-21.xls\Page 2 (Constr Proj) (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET Ft AQnCe_. PAGE TWO Project Name (from page one) Fy2016 Upper Gates Playground Equipment Department No. project will be budgeted under 37 32 Activity No. project will be budgeted under 4105 5850 City Clerk Use Only Finance Committee d/f„l/i Approval Date ) To be assigned by the Finance Dept. Project No. a7SmP)lo3/i Subproject No.(AQ(/iP DO/ (Each column should only include amounts by fund) Fund: 414 Fund: 224 Fund: REVENUES: 414-37-4105 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3365 State RISE Grant 3368 EPA Grant 3377 EDA Grant 3720 Donations - Restricted 3750 Sale of Bonds EXPENDITURES: 224-32-585 BG03F CXJI Fund: Total 30,000.00 30,000.00 30,000.00 30,000.00 TOTALS $ 30,000.00 $ 30,000.00 $ - $ - $ 60,000.00 2103 Engineering & Consulting 2125 Traffic Control Equipment 2140 Land Acquisition 2144 Land Improvements 2146 Demolitions 2151 Building Construction 2156 Bikeway Construction 2162 Storm Sewers 2163 Sanitary Sewers 2164 Sidewalks 2165 Streets & Roadways 2199 Non -participating Misc 2168 Park Improvements 30,000.00 30,000.00 30,000.00 30,000.00 TOTALS $ 30,000.00 $ 30,000.00 $ - $ - $ 60,000.00 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet.xls\Page 2 (Constr Proj) (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name City Contract No. Project Manager Project Budget Total FY2016 Upper Gates Playground Project Travis Nichols $ 60,000.00 1. How will this project be funded? A. Federal Grant Yes Grant Name B. State Grant Grant Name C. City Match CDBG No CFDA # Yes No Source of Funding GO Bonds D. Other Entities Yes Name No 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. Subproject No. % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % Paid by other entity 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. 6. Include a brief description of the project in the space below: (REQUIRED) Done None O ❑ Yes No ❑ ❑ ❑ El El E ❑ 0 X This project includes new playground and safety surfacing at Upper Gates Park Page 2 must be attached and signed. K:\shared goodies\forms\Project Budget Worksheet.xls\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date Project Name (from page one) Bullet Pr000f Vests Department No. project will be budgeted under 11 Activity No. project will be budgeted under 1150 REVENUES: 3000 Cash on Hand 3112 Local Option Sales Tax 3350 Federal Grant 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3373 Fed Pass thru for Iowa 3111 Hotel Motel Tax 3377 EDA Grant 3720 Donations - Restricted 3873 Reimburse for services Funded with property tax 3370 - School Share Liaison EXPENDITURES: Fund: (Each column should only include amounts by fund) 1150 5,751.07 Fund: 1160 Fund: Fund: BOND FUND Total 5,751.07 11, 502.14 TOTALS $ 5,751.07 $ $ $ 5,751.07 $ 11,502.14 1111 Salaries - Regular 1112 Salaries - Part Time 1121 FICA 1122 IPERS 1123 Disability 1131 Health 1130 Employee Benefits 1303 Meeting/Workshops 1114 Overtime 1579 Wearing Apparel 2128 Guns/Body Armor (Signature Dept. Hea 5,751.07 5,751.07 TOTALS $ 5,751.07 $ D,I5I/s. Date 5,751.07 5,751.07 $ $ 5,751.07 $ 11,502.14 /0 -1.3 y a (Sig'iature Finance Dept. Review) Date K:\shared goodies\forms\Project Budget Worksheet14\VEST6 1st page (Mar 2010) %'roject Name City Contract No. Project Manager Project Budget Total PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Bullet Proof Vests Director Trelka $ 11,502.14 1. How will this project be funded? A. Federal Grant Yes x No Grant Name B. State Grant Yes No Grant Name C. City Match CFDA # 16.607 % Paid by federal grant Grant Agreement Number Source of Funding D. Other Entities Yes No Name % Paid by state grant Grant Agreement Number Bond Fund % 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? 6. Include a brief description of the project in the space below: (REQUIRED) The Waterloo Police Department will continue to use these funds to purchase bulletproof vests 50.00% 50.00% Done None Yes No ❑ El ❑ El ❑ 0 ❑ 0 ❑ El ❑ 0 ❑ ❑X Page 2 must be attached and signed. K:\shared goodieslforms\Project Budget Worksheet141VEST5 (Mar 2010)