HomeMy WebLinkAboutApproved Documents - 9/28/2020 City Clerk Use Only
Finance Committee
Approval Date 9/28/2020
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 MIS Department to expend
$ 6,792 plus est. shipping costs of $ to pay for or purchase
VMWare Licensing, support and maintenance for three years.
This purchase or expenditure is being made because:
VMWare is our Virtual "hypervisor" which controls all of our servers. Need to maintain
maintenance for upgrades and technical support.
Vendor selected for this purchase: CDW-G
F■ Bids or written quotes were taken on this purchase, as follows:
CDW-G: $6,792.00
VMWare.Com: $6,821.76
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
Bonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-01-8220 1520 (25% Maintenance) and GO Bond (Licenses) 1,698, operating; 5094 bonds
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 38,500.00 260,000.00
and the current available balance is $ $10,836.88 220,027.81
Respectfully submitted,
Chris Youngblut 9/23/2020 Michelle VeCdner 9/28/2020
(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 9/28/2020
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
$ $14,123.60 plus est. shipping costs of $ 52.14 to pay for or purchase
Installing a security camera system to the Police long storage building.
This purchase or expenditure is being made because:
This is for the police storage building remodel project. The camera system is needed to secure
the facility.
Vendor selected for this purchase: RC Systems
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
RC Systems is the company that has the backbone for the Police Departments current
security camera systems, for all Police buildings. This will connect to that current system.
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:
416-11-1100-2152 Vehicle Impound Storage
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 14,376.32
and the current available balance is $ 14,376.32
Respectfully submitted,
Dave Mohlis, Police Captain 09/17/20 M«che//(, Vei6L-r 9/28/2020
(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 9/28/2020
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
$ $33,607.06 plus est. shipping costs of $ 0 to pay for or purchase
Annual software licenses agreement for the Police Department computers for Microsoft
products: Professional, Windows Professional, , Remote Desktop, and Core Cal license.
This purchase or expenditure is being made because:
This is an annual license renewal of Microsoft products for all the Police Department
computers.
Vendor selected for this purchase: Insight Public Sector
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Insight is the vendor who has the State of Iowa bid for Microsoft software and is the only
company that can bid the software package the department needs for the enterprise
agreement
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:
418-11-1100-2106/419-11-1100-2106 PIS
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 100,000.00 80,000.00
and the current available balance is $ 5326.30 80,000.00
Respectfully submitted,
Dave Mohlis, Police Captain Michelle lA etdner 9/28/2020
(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 9/28/2020
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
$ 3,458.88 plus est. shipping costs of $ 250.00 to pay for or purchase
SOUTH VIEW LIFT STATION PUMP
This purchase or expenditure is being made because:
THE SOUTH VIEW LIFTSTATION PUMP IS NOT WORKING NEEDS REPAIR
Vendor selected for this purchase: QUALITY PUMP & CONTROL
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
QUALITY PUMP IS SOLE VENDOR THAT REPAIRS THIS PUMP
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax ❑E Sewer ❑ Sanitation
ElBonds El Federal/other grants El 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 $ 400,000.00
and the current available balance is $ 277,215.58
Respectfully submitted,
MATT HOSFORD 09/22/20 Michelle Weidxer 9/28/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared good ies\form s\Expend itu re Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 9/28/2020
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
$ 4,396.00 plus est. shipping costs of $ 418.56 to pay for or purchase
AERATION BASIN MEMRANES
This purchase or expenditure is being made because:
MEMBRANES FOR AERATION BASINS THAT WERE OLD AND NEED REPLACEMENT
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:
VESSCO IS SOLE PROVIDER FOR BRAND NEEDED OF MEMBRANES
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax ❑E Sewer ❑ Sanitation
ElBonds El Federal/other grants El Other (specify)
This expenditure is to be coded to the following budget line-item:
520-14--5200-1372
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 100,000.00
and the current available balance is $ 68,146.57
Respectfully submitted,
MATT HOSFORD 09-21-20 whelle WeGd,,Lr 9/28/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared good ies\form s\Expend itu re Pre-Authorization.xls(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 9/28/2020
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
$ 15,551.25 plus est. shipping costs of $ 2,362.00 to pay for or purchase
5 275/GAL TOTES OF ST-2520 CHEMICAL
This purchase or expenditure is being made because:
ST-2520 IS CHEMICAL TO REMOVE STRUVITE FORM PIPES IN DIGESTER COMPLEX
Vendor selected for this purchase: GUARD PRODUCTS
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
GUARD PRDUCTS IS SOLE PROVIDER FOR CHEMICAL
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax FE-1 Sewer F—] Sanitation
ElBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
520-14-5200-1513
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 330,000
and the current available balance is $ 305,267.69
Respectfully submitted,
MATT HOSFORD 09/21/20 Michelle Wezdner 9/28/2020
(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 9/28/2020
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 Traffic Department to expend
$ 9,837.00 plus est. shipping costs of $ to pay for or purchase
Diamond Blade Cutter
This purchase or expenditure is being made because:
Grinding concrete/asphalt to inlay thermoplastic markings. This will extend the life of the
thermoplastic.
Vendor selected for this purchase: Diamond Vogel
F■ Bids or written quotes were taken on this purchase, as follows:
Diamond Vogel Cedar Falls, IA $9,837.00
Sherwin-Williams Waterloo, IA $9,999.00
Line Striper Depot On-Line $11,280.00
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
❑ 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:
418-17-7120-2117
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 50,000.00
and the current available balance is $ 50,000.00
Respectfully submitted,
Sandie Greco 9/23/2020 Michelle 1Vel6lev 9/28/2020
(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 9/28/2020
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 Traffic Department to expend
$ 12,000.00 plus est. shipping costs of $ 900.00 to pay for or purchase
2 - Demo State of the Art- Smart Poles -to be installed on the Lincoln Park side of
Franklin St.
This purchase or expenditure is being made because:
These poles will detect- Crash Detection, CCTV Cameras, Surrounding Temperature, etc.,
along with Street Light Control (Dim or brighten as needed) and other detections.
Vendor selected for this purchase: Comptek
F■ Bids or written quotes were taken on this purchase, as follows:
Comptek $12,000.00
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
❑ 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:
419-17-7161-2129
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 12,900.00
and the current available balance is $ 12,900.00
Respectfully submitted,
Sandie Greco 9/16/2020 Richeae Veidbrer 9/28/2020
(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 ® NO
If so,date approved: 9/28/2020
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 Leisure Services 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 37 4105 3000 cash 37RST.PS16 6,661.88 010 37 4105 1536 Trees 37RST.PS16 6,661.88
TOTAL $6,661.88 TOTAL $6,661.88
This amendment is being requested because:
to budget the balance left in this project at the end of fiscal year 2020
These funds are from the sale of logs.We will be using the funds to purchase trees.At this time we have plans to purchase 2 trees.
dept head Paul Huting 9/17/20
Prior Committee Actions(Dates):
M«rheae 9/28/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared good ies\forms\37RST.PS16_budget_amendment(1).xls(Apr 2003)
PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION
PAGE TWO
City Clerk Use Only
Finance Committee
Approval Date 9/28/2020
Project Name (from page one) FY 2020 Capital Fund Allocation
Department No. project will be budgeted under 13 To be assigned by the Finance Dept.
Activity No. project will be budgeted under 5451 Project No. 13CAP
Subproject No. FY20
(Each column should only include amounts by fund)
Fund: 283 Fund: Fund: Fund:
Total
REVENUES:
3000 Cash on Hand $ -
3350 Federal Grant -
3352 Federal HUD Grant 70,382.00 70,382.00
3354 Shared Program - Local -
3357 Shared Program - County -
3358 Shared Program - City -
3360 Shared Program - State -
3361 State Grant -
3720 Donations - Restricted -
3750 Sale of Bonds -
TOTALS $ 70,382.00 $ - $ - $ - $ 70,382.00
EXPENDITURES:
1111 Salaries - Regular $ -
1112 Salaries - Part Time -
1315 Education &Training -
1345 Travel - Official City -
1346 Travel - Prof Training -
1390 Contractual Services -
1382 Building Improvements 70,382.00 70,382.00
TOTALS $ 70,382.00 $ - $ - $ - $ 70,382.00
Julie Dawson 09/16/2020 Michelle Weidner 9/28/2020
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
K:\shared good ies\forms\2020_Project_Budget_13CAP_FY20(2).xls\Page 2(Donat or NON-constr) (Mar 2010)
PROJECT BUDGET WORKSHEET -ALL PROJECTS
PAGE ONE
Project Name FY 2020 Capital Fund Allocation
City Contract No. To be assigned by the Finance Dept.
Project Manager Julie Dawson Project No. 13CAP
Project Budget Total $ 70,382.00 Subproject No. FY20
1. How will this project be funded?
A. Federal Grant Yes 0 No 0 CFDA# % Paid by federal grant 100.00%
Grant Name 2020 Capital Fund Grant Grant Agreement Number IA01 PO50501-20
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 0 % Paid by other entity
Name
Done None
2. Attach copies of any grant agreements that will fund the project(REQUIRED) Q ❑
Yes No
3. Does the project include the purchase of right of way or other real property? El ❑X
If yes, will real property purchases be reimbursable under the grant? ❑ ❑
If yes, have you attached authorization to purchase real property to this document? El El
4. Will this project include any non-participating expenses, such as:
A. Stormwater permit fees El FX
B. Publication, or printing costs ❑ FX
C. Others, list El FX
5. Does this project cover any regular full-time salaries or benefits? ❑ FX
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
The 2020 Capital Fund Grant will fund unusual maintenance expenditures and capital building improvements.
Page 2 must be attached and signed.
K:\shared goodies\forms\2020_Project_Budget_13CAP_FY20(2).xls\Page 1 All Projects (Mar 2010)
I FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-37-4105-1567
TRAVEL REQUEST FY 2021 BUDGETED 2,000.00
CITY OF WATERLOO EXPENDED YTD 707.39
THI5 REQUEST 1,200.00
LEFT AFTER THI5
REQUEST 92.61
DATE
Original-Clerk/Finance Copy- Department
NAME(S) AND POSITION(S): DATE:
SportsPlex - Alex Hildman 9/16/2020
NAME OF CLASS/ MEETING: DESTINATION: Cedar Valley SportsPlex
Mayor's More Than Basketball League DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
9/26, 10/1, 10/10, 10/15, 10/17
PURPOSE OF TRAVEL/TRAINING:
Mayor's More Than Basketball League will be offered for boys in grades 6-8. Players and coaches will
be provided food after games. Food will be purchased from Domino's at a competitive price, drinks
purchased from Walmart.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $
YES NO
METHOD OF TRAVEL:
CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM: 010-37-4105 1567 37GFT.BBALL
LODGING TAXI x GRANT REIMBURSABLE
1,200.00 MEALS PARKING YES NO
REGISTRATION AIRFARE x REQUIRED CERTIFICATION
MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 1,200.00 TOTAL: $ PER PERSON
I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE I APPROVE THIS TRAVEL REQUEST
AND IS NECESSARY AND BENEFICIAL TO THE
CITY OF WATERLOO
Paul Huting Finance Committee Approved rIfv
DEPARTMENT HEAD mw ,bftxxxx
09/16/2020 9/28/2020
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
Finance Committee
Approved 9/28/2020
MEMORANDUM
DATE: September 22, 2020
14V
TO: Finance Committee
FROM: Travis Nichols, Facilities/Projects Manager Leisure Services
RE: Sale of Dock Components
Leisure Services is seeking Finance Committee approval to accept bids and sell damaged
and obsolete dock sections and parts As-is for parts to the high bidder. The estimated
value of parts is $300. Leisure Services has received several request from the local
public to purchase damaged components. A Request for Bids will be posted on the City
website and on social media. Sealed bids will be received by Leisure Services and the
sale of components shall be awarded to the highest bidder.
Leisure Services is requesting to use the revenue from this sale towards future dock
repairs and projects.
Thanks for your consideration.