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HomeMy WebLinkAboutApproved Documents - 8/3/2020City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 Finance Department to expend $ NTE 25,000 plus est. shipping costs of $ to pay for or purchase consulting services. This purchase or expenditure is being made because: The Finance Department has identified someone who is willing to work on selected Finance projects on a consulting basis. This has helped with the workload. Vendor selected for this purchase: James H. Slife/Tandem Graphics ❑ Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Jim has been working with us since December 2016. 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: 010-03-8400-1319 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Michelle Weidner 7/22/2020 $ 25,000.00 $ 25,000.00 Michelle Weidner 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page7of72 City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 Finance Department to expend $ 10,000.00 plus est. shipping costs of $ to pay for or purchase actuarial services to calculate the city's post -employment retirement benefits liability obligation under Government Accounting Standard 75. This purchase or expenditure is being made because: Vendor selected for this purchase: ❑ Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Arthur J. Gallagher & Co. provided a quote of $10,000. They have been completing the actuarial work for us for a number of years and have data files built for the information, minimizing the cost for the services. 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: 010-03-8950-1390 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Kim Bahr 7/22/2020 Mcc hello IA/ercfner $ 11,500.00 $ 11,500.00 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 9 of 72 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 $ 6,960.00 plus est. shipping costs of Waterloo Fire Rescue $ N/A Department to expend to pay for or purchase This purchase or expenditure is being made because: This annual subscription to an accredited continuing education on-line platform will be used to assist sworn WFR members in receiving the required education needed to keep their certifications current. Vendor selected for this purchase: Lexipol �■ Bids or written quotes were taken on this purchase, as follows: Target Solutions: $9,829.00 Lexipol: $6,960.00 IT 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 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: 010-12-1410-1315 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Jason Hernandez 07-28-2020 / chmlle Veldner $ 22,500.00 $ 22,094.00 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 11 of 72 City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 Leisure Services $ 16,849 plus est. shipping costs of $ Department to expend to pay for or purchase Chemicals and fertilizers for turf management at City parks and ball parks.. Strategy 4.5 Maintain city facilities. This purchase or expenditure is being made because: These products are needed to properly maintain turf in the City areas. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various �■ Bids or written quotes were taken on this purchase, as follows: Bids were received from D&K Des Moines, Van Diest Webster City and Zimco Supply Des Moines. IT 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 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: 010-37-4100 1537 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 17,000 and the current available balance is Respectfully submitted, Pual Huting 7/27/2020 $ 16,849 Michelle IV eiltier 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 13 of 72 City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 $ 60,000 Leisure Services Department to expend plus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf management at municipal golf courses. Strategy 4.5 Maintain city facilities. This purchase or expenditure is being made because: These products are needed to properly maintain Waterloo's three municipal golf courses. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various �■ Bids or written quotes were taken on this purchase, as follows: Bids were received from D&K Des Moines, Van Diest Webster City and Zimco Supply Des Moines. IT 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 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: 010-37-4120 1537 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 60,000 and the current available balance is $ 60,000 Respectfully submitted, Pual Huting 7/27/2020 M7chelle Weidner 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 17 of 72 City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 Leisure Services Department to expend $ 9,020 plus est. shipping costs of $ to pay for or purchase Chemicals and fertilizers for turf management in the downtown maintenance areas. Strategy 4.5 Maintain city facilities. This purchase or expenditure is being made because: These products are needed to properly maintain turf in the City areas. Products will be purchased from vendors based on bid prices for that product. Vendor selected for this purchase: Various �■ Bids or written quotes were taken on this purchase, as follows: Bids were received from D&K Des Moines, Van Diest Webster City and Zimco Supply Des Moines. IT 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 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: 010-37-4110 1537 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 9,020 and the current available balance is $ 9,020 Respectfully submitted, Pual Huting 7/27/2020 Michelle Weider 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 15 of 72 City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 $ 2,701.78 plus est. shipping costs of $ 200.00 to pay for or purchase SIE Sirius Soft Starter for Hawkeye Lift station pump #3 This purchase or expenditure is being made because: Replacement of non -working starter for motor of Hawkeye lift station #3 Vendor selected for this purchase: ECHO ❑ Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Echo - $2,901.78 (includes shipping) VanMeter - $5,874.27 (inlcudes shipping) 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: 520-14-5200-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Matt Hosford 7/28/2020 $ 400,000.00 $ 378,155.11 Michelle Weidner 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 19 of 72 City Clerk Use Only Finance Committee Approval Date 8/3/2020 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 $ 4,011.00 plus est. shipping costs of $ 250.00 Motor repair for WCFN pump #2 Department to expend to pay for or purchase This purchase or expenditure is being made because: Reapir of non -working motor for WCFN pump #2 Vendor selected for this purchase: Janda ❑ Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Janda is sole provider for this motor 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: 520-14-5200-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Matt Hosford 7/28/2020 Michelle Weidner $ 400,000.00 $ 375,253.33 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Page 23 of 72 Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES NO If so, date approved: 8/3/2020 City of Waterloo Line -Item Budget Amendment Request Form The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line -item budget amendment for FYE 2021 submitted by the Finance Department: EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Proj Code Amount Fund Dept Activity Acct # Acct Name Proj Code Amount 416 03 8980 3614 Interest Earnings 134,343.87 416 22 7650 2103 Eng 2,958.45 416 22 7650 2164 Skywalks 131,385.42 TOTAL $134,343.87 This amendment is being requested because: To budget for skywalk roof repairs and and new doors, using interest earned on bond funds. TOTAL $134, 343.87 Prior Committee Actions (Dates): Michelle Weidner 7/15/2020 Mzchelle 1Netdner 8/3/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\shared goodies\forms\Waterloo.24138.1.Bdget_Amd_Skywalks_Part_2_FYE21.xls (Apr 2003) Page26of72 Name: PUBLIC WORKS SANITATION DEPARTMENT REFUND REQUEST GARBAGE/YARD WASTE 04yrie_5 Address: L T 7 1-4vC o [ ✓r S-L City/State/Zip: 01 16 50703 Service Address: l `T ( LL naDLI Date: Phone: 3(c1 5 'T . (t)--?11 CD Refund Amount Requested: $1 �` **Documentation Included: Yes No ** All request for refunds required proof of payment before refunds are processed. 1 Pa"' Comments: t'J ri[ S be,e,y� C �1�C`4i/ ,ret ' — C-&V f 5 c5(nce k�' rw6 Jej 1 n ( w f ,1e- pro peefry tAf4 S / 314 LtrAcolvl h -fa. r, , 'like_ (a ri eA rt- -Fo fet r S (de i 4 lie& ��z3-zfl S' nature/Sanitation Department Date Confirmed Refund Amount: $ Michelle Wez (er Confirmed w/Water Works: `✓Yes No 8/3/2020 Finance Signature Date Refund Amount Paid: $ Page 43 of 72 Name: PUBLIC WORKS SANITATION DEPARTMENT REFUND REQUEST GARBAGE/YARD WASTE Date: (41L3 12.-0 Address: O'f#ckeff kod Phone: i & 1c 772$ 1/1.A vt) efe City/State/Zip: W6 ie-rt 1 IcX J4. Service Address: i 6v-ate, 1 S j Refund Amount Requested: $ O 1l ' 4 -1 **Documentation Included: VYes No ** All request for refunds required proof of payment before refunds are processed. Comments: Signature/Sanitation Department Confirmed Refund Amount: $ [i - A Irkelle I/Vel eY Date Confirmed w/Water Works: 1/es No 8/3/2020 Finance Signature Date Refund Amount Paid: $ 184.47 Page29of72 PUBLIC WORKS SANITATION DEPARTMENT REFUND REQUEST GARBAGE/YARD WASTE Name: ( kiade( Sisk Date: {.�,Z3) -o Address: 6735 Oneida, Phone: 319 -50 Lfr- ! © 2h City/State/Zip: 1406(1 00 / I+X&- 5'7Q 3 Service Address: " L 35 One,idtt. Refund Amount Requested: $ **Documentation Included: Yes No ** All request for refunds required proof of payment before refunds are processed. Comments: ettA, u(z3I7/0 Signature/Sanitation Department Date Confirmed Refund Amount: $ w • 0 0 Confirmed w/Water Works: Yes No Michelle Weidner 8/3/2020 Finance Signature Date Refund Amount Paid: $ Page 66 of 72