HomeMy WebLinkAboutApproved Documents - 6/15/2020City Clerk Use Only
Finance Committee
Approval Date June 15, 2020
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
$ 13,500.00
plus est. shipping costs of
Building Maint
Department to expend
$ to pay for or purchase
Furnish and install new brick at the 1st, 2nd and 3rd levels of the 5th & Commercial Street
parking ramp.
This purchase or expenditure is being made because:
Deteriorating and failing brick.
Vendor selected for this purchase:
Carl Schuler Masonry
❑ Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Carl Schuler Masonry was the previous contractor for brick repair on this ramp
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax n Sewer n Sanitation
❑l Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
417-22-7960-2180
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Greg Ahlhelm
$ 200,000.00
$ 66,392.67
6-10-2020 Michelle Weta'ner June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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City Clerk Use Only
Finance Committee
Approval Date June 15, 2020
City of Waterloo
Expenditure Pre -Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Building Maint Department to expend
$ 18,875.00 plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Replacement of existing Niagara controller for the HVAC system at City Hall due to the
current controller is failing.
Vendor selected for this purchase:
Trane U.S Inc.
❑ Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Trane is the proprietory vendor for this control system
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax n Sewer n Sanitation
❑l Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
418-22-8800-2152
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Greg Ahlhelm 6-10-2020
$ 650,000.00
$ 187,094.44
Michelle Vezdner June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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City Clerk Use Only
Finance Committee
Approval Date June 15, 2020
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 Engineering
$ 30,000 plus est. shipping costs of $ 0
new approaches to the railroad crossing on Wagner Road
Department to expend
to pay for or purchase
This purchase or expenditure is being made because:
Council approved an agreement on 6/16/2019 with the Railroad and the IDOT to
replace the crossing and replace the approaches to the crossing
Vendor selected for this purchase:
Aspro
▪ Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Only one asphalt contractor in the area is available to complete the work
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax n Sewer n Sanitation
▪ Bonds ❑ Federal/other grants ❑� Other (specify) LOST
This expenditure is to be coded to the following budget line -item:
205-07-7500-2165
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Jamie Knutson 6/10/2020
$ 11,046,875
$ 2,665,336.24
Michelle Weidner
June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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City Clerk Use Only
Finance Committee
Approval Date
June 15, 2020
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
$ 1495.00 plus est. shipping costs of $ to pay for or purchase
Annual maintenance agreement for service to the Uninterrupted Power Supply (UPS)
This purchase or expenditure is being made because:
this system is the power back up for the computer system for the Police Department
Vendor selected for this purchase:
Vertix Corp
❑ Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
this company is the orginal manufacturer of the system housed at the Police Department.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
• General Fund IT Road Use Tax n Sewer n Sanitation
❑ Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-1100-1105-1520
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Dave Mohlis, Police Captain 06-10-20
$ 102,465
$ 36,606.74
Michelle Weidner June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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City Clerk Use Only
Finance Committee
Approval Date June 15, 2020
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
$ 7,000 plus est. shipping costs of $ 0 to pay for or purchase
Police Department diversity training from Inclusive Cultural University (ICU)
This purchase or expenditure is being made because:
This is department wide diversity and inclusion training by ICU.
Vendor selected for this purchase:
Inclusive Cultural University
❑ Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
This proprietary to Inclusive Cultural University
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax n Sewer n Sanitation
❑ Bonds ❑ Federal/other grants . Other (specify) WPD Forf
This expenditure is to be coded to the following budget line -item:
010-11-1150-1512
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Dave Mohlis, Police Captain 06/10/20
$ 57,800.00
$ 15,749.61
Michelle Weidner
June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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City Clerk Use Only
Finance Committee
Approval Date June 15, 2020
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 SEWER
$ 18,921.00 plus est. shipping costs of $ 500.00
BACKHOE ACCESSORIES: vibratory plate & breaker attachments
Department to expend
to pay for or purchase
This purchase or expenditure is being made because:
New attachments are mandatory for compatibility for full operation of new backhoe
Vendor selected for this purchase:
Titan Machinery
❑ Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Case parts from Case dealer
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
❑ Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
520-14-5200-2117
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 130000
and the current available balance is
Respectfully submitted,
Brian Bowman
$ 33750
Michelle Weidner June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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City Clerk Use Only
Finance Committee
Approval Date June 15, 2020
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 SEWER Department to expend
$ 4308.03 plus est. shipping costs of $ 350.00 to pay for or purchase
EMERGENCY REPAIR A-B DRIVE FOR LAGOON BLOWER #2
This purchase or expenditure is being made because:
LAGOON BLOWER #2 NEEDS REPAIR
Vendor selected for this purchase:
■
VAN METER
Bids or written quotes were taken on this purchase, as follows:
Bids or quotes were not taken on this purchase because:
VAN METER IS SOLE PROVIDER FOR LAGOON BLOWER REPAIR PARTS
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
•
Sewer Sanitation
Other (specify)
This expenditure is to be coded to the following budget line -item:
520-14-5200-1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Brian Bowman
$ 467,500
$ 35,935.73
Michelle Weidner
June 15, 2020
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
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Mayor
QUENTIN
HART
COUNCIL
MEMBERS
MARGARET
KLEIN
Ward 1
JONATHAN
GREIDER
Ward 2
PATRICK
MORRISSEY
Ward 3
JEROME
AMOS, JR.
Ward 4
RAY
FEUSS
Ward 5
SHARON
NON
At -Large
DAVID
BOESEN
At -Large
CITY OF WATERLOO, IOWA
CITY CLERK AND FINANCE DEPARTMENT
KELLEY FELCHLE • City Clerk MICHELLE WEIDNER, CPA • Chief Financial Officer
TO: Finance Committee
DATE: June 10, 2020
FROM: Michelle Weidner, Chief Financial Officer
RE: Employee Reimbursements
MIN
An issue has come up regarding the amount that employees should be reimbursed while
using a personal vehicle for city business. A prior council froze the reimbursement rate at
37.5 cents per mile. As I remember the discussion, they did not think employees should be
reimbursed for more than the fuel used. (The IRS rates factor in things such as insurance,
oil and wear and tear on the vehicle.) They also did not want to encourage employees to
use personal vehicles.
A request has been made to use the IRS business rate for mileage reimbursements. This
would be for business use and also medical mileage. The 2020 IRS rate for business use is
57.5 cents per mile. The 2020 IRS rate for medical mileage is 17 cents per mile.
Please contact me with question.
WE'RE WORKING FOR YOU!
An Equal Opportunity/Affirmative Action Employer
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