HomeMy WebLinkAboutApproved Documents - 8/11/2020 City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Airport Department to expend
$ 1,512 plus est. shipping costs of $ to pay for or purchase
installation of glass barriers at Airline counters.
This purchase or expenditure is being made because:
American Airlines requested barriers be installed to protect employees and passengers,
due to COVID-19.
Vendor selected for this purchase: Allen Glass Co., of Waterloo, IA
0■ Bids or written quotes were taken on this purchase, as follows:
Allen Glass Co. $1,512
Allied Glass $1,707
unable to find a 3rd company to bid
❑ Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-29-7700-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 114,005
and the current available balance is $ 86,924.23
Respectfully submitted,
Keith Kaspari 8/4/2020 M«sae bVe�duY 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Airport Department to expend
$ 4,711.60 plus est. shipping costs of $ to pay for or purchase
painting of ten (10) Xs, per FAA specs, on closed Runway 6-24.
This purchase or expenditure is being made because:
FAA requires Xs be painted on each end and all intersections of runway 6/24, as part of the
runway decommissioning.
Vendor selected for this purchase: Even Quality Works, of Waverly, IA
Q Bids or written quotes were taken on this purchase, as follows:
Even Quality Works $4,711.60
Advanced Traffic Control $20,784
unable to find a 3rd contractor to bid
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
FEII General Fund EI Road Use Tax EI Sewer F—] Sanitation
EIBonds EI Federal/other grants F—] Other(specify)
This expenditure is to be coded to the following budget line-item:
010-29-7700-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 114,005
and the current available balance is $ 91,635.83
Respectfully submitted,
Keith Kaspari 8/4/2020 Michelle Vetdner 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Airport Department to expend
$ 4,034.38 plus est. shipping costs of $ N/A to pay for or purchase
Replacement of fire hydrant at the SE corner of Hangar No: 5, plus the installation of
four protective bollards (one at each corner), to prohibit future damage.
This purchase or expenditure is being made because:
Provides a protective source of water utility for aid in combatting hangar fires located in
this west area of the airfield where the bulk of the large hangars are.
Vendor selected for this purchase: Hudson Hardware P & H, Hudson, Iowa
0■ Bids or written quotes were taken on this purchase, as follows:
Hudson Hardware Plumbing & Heating, Hudson, IA $4,034.38
Frickson Brothers Excavating, Evansdale, IA $5,600.00
Benton's Sand & Gravel. Non-responsive after numerous requests for a quote
Bids or quotes were not taken on this purchase because:
NOTE: Current hydrant has been out of service for many years, with no other
nearby fire hydrant to provide a water source for combatting hangar fires in this
area of the field. Hangar 5 has seen an increase in tenant activity in past 24-mths
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-29-7700-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 114,005.00.
and the current available balance is $ 89,852.00.
Respectfully submitted,
Keith Kaspari 08/06/2020 Mie eae welerye;, 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Maintenance Department to expend
$ 4,895 plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Replacement and installation of new expansion tank at Waterloo Center of the Arts.
Vendor selected for this purchase: Plumb Tech Inc.
F■ Bids or written quotes were taken on this purchase, as follows:
Plumb Tech Inc. - $ 4,895
Young Plumbing & Heating - $ 4,960
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
❑- Bonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
419-22-4205-2152
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 20,000
and the current available balance is $ 17,972.67
Respectfully submitted,
Greg Ahlhelm 7/30/2020 Whe«e werdner 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Garage Department to expend
$ 5,367.67 plus est. shipping costs of $ to pay for or purchase
(1) - John Deere Z-Bar Coupler/Tool Carrier
This purchase or expenditure is being made because:
Needed for the Street Dept. JD Loader
(local John Deere vendor to supply item)
Vendor selected for this purchase:
F■ Bids or written quotes were taken on this purchase, as follows:
Murphy Tractor& Equipment Waterloo, IA $5,367.67
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates): Finance Comm Appr 7/20/2020 for 5,357.67
Please check the following box(es)as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-18-7955-1571
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 345,500.00
and the current available balance is $ 318,906.62
Respectfully submitted,
Randy Bennett 8/5/2020 M[ehe«e �Ietdner 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Central Garage Department to expend
$ 3,823.90 plus est. shipping costs of $ 200.00 to pay for or purchase
Repair parts for Waste Management Gorman-Rupp Model 16A2 Flood Pump
This purchase or expenditure is being made because:
Repair parts for the flood pump
Only local vendor to supply parts for this model
Vendor selected for this purchase: D.J. Gongol &Associates, Inc.
F■ Bids or written quotes were taken on this purchase, as follows:
D.J. Gongol &Associates, Inc. Cumming, IA $3,823.90
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:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
0-10-18-7955-1571
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 345,000.00
and the current available balance is $ 318,906.62
Respectfully submitted,
Sandie Greco 8/5/2020 Whelle VeiAer 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 WFR Department to expend
$ 7,995.00 plus est. shipping costs of $ N/A to pay for or purchase
ESO Solutions, INC.
This purchase or expenditure is being made because:
Annual subscription fee for ESO software used for paperless ambulance reports and billing.
Vendor selected for this purchase: ESO Solutions, INC.
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Single Source Provider
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-12-1410-1520
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 13,000.00
and the current available balance is $ 13,000.00
Respectfully submitted,
Jason Hernandez When& wezdner - 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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
$ me 3,000 plus est. shipping costs of $ to pay for or purchase
Approximately 75 tons of USGA#2 top dressing sand for golf courses, including greens.
Strategy 4.5 Maintain city facilities.
This purchase or expenditure is being made because:
This product is needed to properly maintain Waterloo's three municipal golf courses.
Vendor selected for this purchase: Waupaca Sand (Faulk Bros) Waupaca WI
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
The product needs to match the material exactly with what we currently use each year.
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-37-4120 1511
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 5,920
and the current available balance is $ 5,920
Respectfully submitted,
Paul Huting 7/30/20 Whelle weutner 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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 Mayor Department to expend
$ 3,330.00 plus est. shipping costs of $ 0 to pay for or purchase
Cedar Valley Coalition Dues.
This purchase or expenditure is being made because:
FY'21 Cedar Valley Coalition Dues
Vendor selected for this purchase: Cedar Valley Coalition
Bids or written quotes were taken on this purchase, as follows:
0 Bids or quotes were not taken on this purchase because:
These are dues.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
0 General Fund EI Road Use Tax F-I Sewer F—I Sanitation
Bonds 1:1 Federal/other grants El Other(specify)
This expenditure is to be coded to the following budget line-item:
010-01-8200-1391
(Fund -Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 13,000.00
and the current available balance is $ 13,000.00
Respectfully submitted,
MIC&I16 W616wY v, 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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
$ 2,437.50 plus est. shipping costs of $ 15.00 to pay for or purchase
portable radio ear pieces for the patrol division officers
This purchase or expenditure is being made because:
the ear pieces allow the officers to hear radio traffic during events that are extremely loud
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Racom is the provider of the radio system used by the Police Department
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax ❑ Sewer EI Sanitation
EI Bonds ❑ Federal/other grants ❑E Other(specify) Forfeiture
This expenditure is to be coded to the following budget line-item:
010-11-1160-1512 11 TRIWPDF
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 88,784.04
and the current available balance is $ 88,784.04
Respectfully submitted,
Dave Mohlis, Police Captain 08/05/20 Whelle welAer 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
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
$ 4,426.28 plus est. shipping costs of $ 0 to pay for or purchase
a exterior camera and mount to the current video system run by the Police Department
This purchase or expenditure is being made because:
this camera will be added to the current system that is used in high crime areas.
Vendor selected for this purchase:
Bids or written quotes were taken on this purchase, as follows:
F Bids or quotes were not taken on this purchase because:
RC systems has the backbone and software that is used on our current system.
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
EIGeneral Fund EI Road Use Tax EI Sewer EI Sanitation
EI Bonds EI Federal/other grants F Other(specify) Forfeiture
This expenditure is to be coded to the following budget line-item:
010-11-1160-1512 11 TRIWPDF
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 88,784.04
and the current available balance is $ 86,346.54
Respectfully submitted,
Dave Mohlis, Police Captain 08/05/20 Michelle VuA&n , 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance Committee approval required?
YES X NO
— — x/11/2020
If so,date approved:
City of Waterloo
Line-Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept. is hereby requested to authorize the following line-item budget
amendment for FYE 6/30/2021 submitted by the Airport 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
291 29 7760 3361 State Grants 80,068.00 291 29 7760 2169 Airport Improv 80,068.00
TOTAL $80,068.00 TOTAL $80,068.00
This amendment is being requested because:
Airport will use remaining FY-19 and FY-20 IDOT Commercial Service Vertical Infrastructure Grant funds during FY-21 to complete the
Terminal Carpet and Hangar 4 Rehab projects that were bid in June 2020. This amendment carries forward the unused funds from FY-19
and FY-20(expenses and revenue)to cover the upcoming projects. IDOT grants are funded @ 100%.
Prior Committee Actions(Dates):
Keith Kaspari 8/5/2020 Mtchelle Weidner 8/11/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\IDOT_CSVI_Projects_(1).xls(Apr 2003)
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance Committee approval required?
YES N NO
If so,date approved:
City of Waterloo
Line-Item Budget Amendment Request Form
The Finance Committee of the City Council and/or Finance Dept.is hereby requested to authorize the following line-item budget
amendment for FYE 2021 submitted by the Library Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES(INCREASE REVENUE) INCREASE EXPENDITURES(DECREASE REVENUE)
Fund Dept Activity Acct# Acct Name Proj Code Amount Fund Dept Activity Acct# Acct Name Proj Code Amount
010 33 3160 3000 carry over cash 33GFT WILSON 70,290.00 010 33 3160 2152 bldg improvements 33GFT WILSON 70,290.00
TOTAL $70,290.00 TOTAL $70,290.00
This amendment is being requested because:
to spend Wilson gift money for digital sign and flagpole
Prior Committee Actions(Dates):
0 Z 1"? j-702,0 Michelle Weldrter 8/11/2020
(Signature Dept.HeN or Designee) Date (Signature Finance Dept.Review) Date
Date Posted(Finance Dept.)
PROJECT BUDGET WORKSHEET -ALL PROJECTS
PAGE ONE
Project Name CARES Act Airport Grant
City Contract No. To be assigned by the Finance Dept.
Project Manager Keith Kaspari Project No.
Project Budget Total $ 648,305.00 Subproject No.
1. How will this project be funded?
A. Federal Grant Yes 0 No 0 CFDA# 20.106 % Paid by federal grant 100.00%
Grant Name CARES Act Airport Grant Grant Agreement Number 3-19-0094-48-2020
B. State Grant Yes 0 No 0 % Paid by state grant
Grant Name Grant Agreement Number
C. City Match Source of Funding % Paid by City
D. Other Entities Yes = No % Paid by other entity
Name
Done None
2. Attach copies of any grant agreements that will fund the project (REQUIRED) FX El
Yes No
3. Does the project include the purchase of right of way or other real property? ❑ FX
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 ❑ FX
B. Publication, or printing costs ❑ 7X
C. Others, list ❑ FX
5. Does this project cover any regular full-time salaries or benefits? ❑ 7X
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
Projects planned include: Terminal HVAC Analysis and Upgrades; Replacement of Fueling Equipment and Software;
Pavement Rehabilitation: FBO Parking lot and Driveway, Full-length of Betsworth Dr, East Loop of Livingston Lane; Complete
Paving between east face of Fire Station and west face of Hangar 4; Installation of exhaust ventilation system at Fire Station;
Overhead canopy at Parking Lot Exit; Purchase of airfield turf equipment; Repair cracks, refinish and apply epoxy
finish to Hangar 4 floor; Installation of video monitoring system; Purchase of mobile air stairs; Purchase of Airport vehicle;
Purchase of miscellaneous equipment and pavement maintenace, as funds allow.
Additionally, $300,000 has been designated to cover operating costs, as needed, in case of COVID-related revenue shortfalls.
This amount can be amended at any time over the 4-year period of the grant to either increase or decrease the amount used
for operating costs. Staff realizes that funding may not cover all projects on this list but will prioritize spending based on
highest need.
Page 2 must be attached and signed.
K:\shared good ies\forms\Project_Budget_Works heet_CARES_Act_Airport_Grant.xls\Page 1 All Projects (Mar 2010)
CONSTRUCTION PROJECT BUDGET WORKSHEET
PAGE TWO
City Clerk Use Only
Finance Committee
Approval Date 8/11/2020
Project Name (from page one) CARES Act Airport Grant
Department No. project will be budgeted under 29 To be assigned by the Finance Dept.
Activity No. project will be budgeted under 7750 Project No.
Subproject No.
(Each column should only include amounts by fund)
Fund:_291 Fund: Fund: Fund:
Total
REVENUES:
3000 Cash on Hand $ -
3112 Local Option Sales Tax -
3350 Federal Grant 648,305.00 648,305.00
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 -
TOTALS $ 648,305.00 $ - $ - $ - $ 648,305.00
EXPENDITURES:
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 -
2169 Airport Improvements 648,305.00 648,305.00
TOTALS $ 648,305.00 $ - $ - $ - $ 648,305.00
Keith Kaspari 7/29/2020 Mtehelle WeCdner 8/11/2020
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
KAshared good ies\forms\Project_Budget_Worksheet_CARES_Act_Airport_Grant.xls\Page 2(Constr Proj) (Mar 2010)