HomeMy WebLinkAboutCouncil Packet - 10/26/2020 FINANCE COMMITTEE
October 26, 2020
5:10 PM
Harold E. Getty Council Chambers
Members
Chairperson Sharon Juon
Vice Chairperson Patrick Morrissey
Margaret Klein
Roll Call:
Approval of Agenda
Approval of Minutes
Minutes of October 19, 2020 as proposed.
TRAVEL REQUESTS
1. Lt. Greg Fangman
Class/Meeting:Background Investigations for Police Applicants.
Destination: Cedar Falls, Iowa
Dates: 11/12-13/2020
Amount not to exceed: $385
PRE-AUTHORIZATION TO EXPEND OVER$2,500.00
2. Central Garage
Amount and Estimated S/H: $20,736.58
Expenditure: Labor and materials to repair Sewer Vacuum Truck amended to
include replacing the water pump and intake and discharge valves.
3. Fire Department
Amount and Estimated S/H:$24,590
Expenditure: One(1)20-gallons per minute ultra high-pressure gull wing skid unit.
4. Housing Authority
Amount and Estimated S/H: $15,889
Expenditure:299,000 BTU Bock high efficiency water heater for Ridgeway
Towers.
5. Leisure Services
Amount and Estimated S/H:NTE $12,500
Expenditure:Factory refurbishment of Tennant Sweeper Trailer.
6. Leisure Services
Amount and Estimated S/H: $16,109
Expenditure: Services to remove seventy-seven(77)tree stumps in city parks and
along street right of way.
Page 1 of 31
7. Leisure Services
Amount and Estimated S/H: $18,865
Expenditure: Replacement Dump Body on truck#410.
8. Street
Amount and Estimated S/H:$2,791.20
Expenditure: DTN WeatherSentry Public Safety Edition-NEXRAD Radar.
9. Traffic Operations
Amount and Estimated S/H: $2,858
Expenditure:Various sizes of aluminum sign blanks.
BUDGET LINE ITEMS TO BE AMENDED
10. Approve the project budget for the Highway Safety Grant, funded with federal funds of
$51,400 to be used for traffic safety enforcement activities, as submitted by the Police
Department.
BILLS PAYMENT
11. October 26, 2020.
ADJOURNMENT
Kelley Felchle
City Clerk
Page 2 of 31
CITY OF WATERLOO
Council Communication
Minutes of October 19, 2020 as proposed.
City Council Meeting: 10/26/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Finance Even, LeAnn Approved 10/21/2020 -2:04 PM
ATTACHMENTS:
Description Type
❑ Minutes of October 19, 2020 Backup Material
Page 3 of 31
FINANCE COMMITTEE
October 19, 2020
5:10 p.m.
Harold E. Getty Council Chambers
Members present: Vice Chairperson Pat Morrissey,Margaret Klein,and Chairperson Sharon Juon
joined the meeting by telephone.
Moved by Morrissey seconded by Klein that the Agenda, as proposed, be approved. Voice vote -
Ayes: Three Motion carried.
Moved by Morrissey seconded by Klein that the Minutes of October 12, 2020, as proposed, be
approved. Voice vote - Ayes: Three. Motion carried.
Moved by Klein seconded by Morrissey that the request for the following pre-authorizations to
expend over$2,500.00,be approved.
Pre-Authorizations to Expend over$2,500.00
Dept. Amount+ Expenditure
Est. S/H
Central Garage $17,376.58 Labor and materials to repair the vacuum truck for Sewer
Department.
Police Department $19,002.90 Purchase of(2 1) Level Il ballistic body armor for department
officers.
Police Department $ 4,815.66 Equipment and installation of phone and computer network
cabling for the Third Floor Police Department Remodeling
Project.
Police Department $6,509.00 Purchase and install three key fob security locks systems for
the Third Floor Police Department Remodeling Project.
Police Department $8,004.63 Heating and A/C unit for the Third Floor Police Department
Remodeling Project.
Sewer $12,105 + (1) Fairbank 6 inch Submersible Pump for Hwy. 63.
$300.00 S/H
Street Department $6,895.00 + New Bartell Morrison Self-Propelled 25 foot Truss Screed.
$300.00 S/H
Voice vote -Ayes: Three. Motion carried.
Moved by Morrissey seconded by Klein that the project budget amendment for the Waterloo Police
Department First Responders Fund Project, to spend $1,865.00 in additional donations received
from the Waterloo Community Foundation, as submitted by the Police Department, be approved.
Voice vote - Ayes: Three. Motion carried.
Moved by Morrissey seconded by Klein that the project budget for asbestos abatement at 120
Center Street, funded with $6,290.00 assistance from an Iowa Department of Natural Resources
grant and$5,000 in GO bonds,as submitted by the Planning and Zoning Department,be approved.
Voice vote -Ayes: Three. Motion carried.
Moved by Morrissey seconded by Klein that the project budget amendment for the Tri-County
Task Force to budget for additional revenue received this fiscal year in the amount of$60,000.00
for activities of the Tri-County Task Force, as submitted by the Police Department, be approved.
Voice vote -Ayes: Three. Motion carried.
Moved by Morrissey seconded by Klein that the refund request in the amount of$51.00 for yard
waste/recycling curbside fees billed in error on a property located at 307 Kingsley Avenue, be
approved. Voice vote - Ayes: Three. Motion carried.
Moved by Morrissey seconded by Klein that the refund request in the amount of$24.00 for yard
waste/recycling curbside fees billed in error on a property located at 312 Hartman Avenue, be
approved. Voice vote - Ayes: Three. Motion carried.
Page 4 of 31
Finance Committee
October 19, 2020
Page 2
Moved by Juon seconded by Klein that Bills Payment, as contained in Accounts Payable Invoice
Report, dated October 19, 2020, in the amount of$3,056,861.67, be received, placed on file and
approved and forwarded to the full council for approval. Voice vote - Ayes: Three. Motion
carried.
With no further business before the committee, it was moved by Morrissey seconded by Klein that
the meeting be adjourned at 5:15 p.m. Voice vote -Ayes: Three. Motion carried.
Kelley Felchle
City Clerk
Page 5 of 31
CITY OF WATERLOO
Council Communication
Lt. Greg Fangman
City Council Meeting: 10/26/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Police Department Mohlis, Dave Approved 10/16/2020 - 10:09 AM
Finance Weidner, Michelle Approved 10/20/2020 - 7:20 PM
Clerk Office Even, LeAnn Approved 10/21/2020 - 10:24 AM
ATTACHMENTS:
Description Type
❑ Fangman Background Investigations Class Backup Material
Page 6 of 31
I FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1100-1346
TRAVEL REQUEST FY 2021 BUDGETED 70,000.00
CITY OF WATERLOO EXPENDED YTD 3,156.66
THI5 REQUEST 385.00
LEFT AFTER THI5
REQUEST 66,158.34
DATE
Original-Clerk/Finance Copy- Department
NAME(S) AND POSITION(S): DATE:
Lt. Greg Fangman 10/16/20
NAME OF CLASS/ MEETING: DESTINATION: Cedar Falls, Iowa
Back Ground Investigations for Police Applicants DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
11/12/20 11/13/20 11/12-13/20
PURPOSE OF TRAVEL/TRAINING:
Lt. Fangman is requesting to attend the Back Ground Investigations for Police Applicants training in Cedar
Falls, Iowa November 12-13, 2020. This course is being sponsored by the UNI Department of Public Safety.
The cost for this course will not exceed $385.00.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $
YES NO
METHOD OF TRAVEL:
XXXXX CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM: Waterloo PD
ESTIMATE OF COST: BUDGET LINE ITEM:
0.00 LODGING TAXI X GRANT REIMBURSABLE
0.00 MEALS PARKING YES NO
385.00 REGISTRATION AIRFARE X REQUIRED CERTIFICATION
0.00 MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 385.00 TOTAL: $ 385.00 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
Capt. Dave Mohlis
DEPARTMENT HEAD MAYOR
10/20/2020
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
Page 7 of 31
CITY OF WATERLOO
Council Communication
Central Garage
City Council Meeting: 10/26/2020
Prepared: 10/20/2020
REVIEWERS:
Department Reviewer Action Date
Public Works Department Greco, Sandie Approved 10/21/2020 - 9:19 AM
Finance Weidner, Michelle Approved 10/21/2020 - 9:42 AM
Clerk Office Even, LeAnn Approved 10/21/2020 - 10:13 AM
ATTACHMENTS:
Description Type
❑ Pre-auth Amended Sewer Truck Cover Memo
Page 8 of 31
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 Garage -Waste Mgt Department to expend
$ 20,736.58 plus est. shipping costs of $ to pay for or purchase
Labor and materials to repair the Vac Blower amended to include water pump replacement
Parts list and estimate attached
This purchase or expenditure is being made because:
This is a vacuum truck (Camel Truck) is used to clean sewers, manholes, etc.
(only local vendor to repair this type of truck)
Vendor selected for this purchase: MacQueen Equipment
F■ Bids or written quotes were taken on this purchase, as follows:
MacQueen Equipment Ankeny, IA $20,736.58
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates): $17,376.58 Approved 10/19/2020
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 $ 211,309.12
Respectfully submitted,
Sandie Greco 10/13/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 9of31
CITY OF WATERLOO
Council Communication
Fire Department
City Council Meeting: 10/26/2020
Prepared: 10/20/2020
REVIEWERS:
Department Reviewer Action Date
Fire Rescue Treloar, Pat Approved 10/20/2020 - 5:05 PM
Finance Weidner, Michelle Approved 10/21/2020 - 9:50 AM
Clerk Office Even, LeAnn Approved 10/21/2020 - 10:15 AM
ATTACHMENTS:
Description Type
U UHP Backup Material
Page 10 of 31
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 Fire Department to expend
$ 24,590.00 plus est. shipping costs of $ to pay for or purchase
One (1) 20-gallons per minute ultra high-pressure gull wing skid unit.
This purchase or expenditure is being made because:
This ultra high pressure pump will be installed in a pick up truck and function as our brush
unit.
Vendor selected for this purchase: Reliant Fire Apparatus
F■ Bids or written quotes were taken on this purchase, as follows:
Reliant- $24,590.00
EJ Metals- $63,040.55
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:
010-12-1410-2112 Fire Fighting Equip
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 68,000.00
and the current available balance is $ 66,462.95
Respectfully submitted,
Pat Treloar 10-20-2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 11 of 31
CITY OF WATERLOO
Council Communication
Housing Authority
City Council Meeting: 10/26/2020
Prepared: 10/20/2020
REVIEWERS:
Department Reviewer Action Date
Housing Authority Dawson, Julie Approved 10/21/2020 - 11:16 AM
Finance Weidner, Michelle Approved 10/21/2020 -2:08 PM
Clerk Office Even, LeAnn Approved 10/21/2020 -2:25 PM
ATTACHMENTS:
Description Type
❑ Pre-Authorization Backup Material
Page 12 of 31
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 Housing Authority Department to expend
$ 15,889.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Bock high efficiency condensing water heater with input of 299,000 BTU for Ridgeway Towers
apartments.
This purchase or expenditure is being made because:
The old water heater was purchased in 2009 and can no longer be repaired. Two of these units
supply hot water for the entire building -the other unit was replace in February of 2019.
Vendor selected for this purchase: WBC Mechanical, Inc.
F■ Bids or written quotes were taken on this purchase, as follows:
WBC Mechanical, Inc. $15,889.00
Bergen PHC, Inc. $19,892.00
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
El Bonds ❑- Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
283-13-5451-1382 13CAP - FY19
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 68,202.00
and the current available balance is $ 16,960.41
Respectfully submitted,
Julie Dawson 10-20-2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 13 of 31
CITY OF WATERLOO
Council Communication
Leisure Services
City Council Meeting: 10/26/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Leisure Services Huting, Paul Approved 10/20/2020 -4:39 PM
Finance Weidner, Michelle Approved 10/20/2020 - 6:54 PM
Clerk Office Even, LeAnn Approved 10/21/2020 - 10:17 AM
ATTACHMENTS:
Description Type
❑ preauthorization Backup Material
Page 14 of 31
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 Department to expend
$ NTE 12,500 plus est. shipping costs of $ to pay for or purchase
Factory refurbishment of Tennant Sweeper Trailer.
This purchase or expenditure is being made because:
Refurbishment of this trailer by the original manufacturer will restore this unit to the like new
condition while saving money by not actually buying a new trailer.
Vendor selected for this purchase: Crystal Welding Inc.
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Crystal Welding is the original manufacturer of this specialty trailer and is most
capable of restoring it to original specifications and operation.
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:
419-37-4110-2113
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 50,000.00
and the current available balance is $ 45,334.00
Respectfully submitted,
Paul Huting 10-20-2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 15 of 31
CITY OF WATERLOO
Council Communication
Leisure Services
City Council Meeting: 10/26/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Leisure Services Huting, Paul Approved 10/20/2020 -4:41 PM
Finance Weidner, Michelle Approved 10/20/2020 - 6:55 PM
Clerk Office Even, LeAnn Approved 10/21/2020 - 10:21 AM
ATTACHMENTS:
Description Type
❑ preauthorization Tree stumps Backup Material
Page 16 of 31
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 Leisure Services Department to expend
$ 16,109.00 plus est. shipping costs of $ to pay for or purchase
Services to remove 77 tree stumps in city parks and along street right of ways.
This purchase or expenditure is being made because:
Large work load in forestry has developed due to two vacancies in forestry.
Vendor selected for this purchase: Tree Pros Waterloo IA
0■ Bids or written quotes were taken on this purchase, as follows:
Tree Pros $16,109.00
Bids were sent to Twin City Tree Service, B&B Lawn Care and Schaffers Stump and Tree
Service. Those vendors chose not 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:
❑ 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:
418-37-4100 2166
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 300,000.00
and the current available balance is $ 126,411.07
Respectfully submitted,
Paul Huting 10/20/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 17 of 31
CITY OF WATERLOO
Council Communication
Leisure Services
City Council Meeting: 10/26/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Leisure Services Huting, Paul Approved 10/22/2020 - 9:29 AM
Finance Weidner, Michelle Approved 10/22/2020 - 10:08 AM
Clerk Office Even, LeAnn Approved 10/22/2020 - 10:10 AM
ATTACHMENTS:
Description Type
❑ preauthorization dump body Backup Material
Page 18 of 31
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 Department to expend
$ 18,865.00 plus est. shipping costs of $ to pay for or purchase
Replacement Dump Body on truck#410-418. This work will also include sand blasting
and repainting the truck chassis from the cab back with rust preventative paint.
This purchase or expenditure is being made because:
Current dump body is severely rusted. Because this truck is used with a salt rig in the
box, a stainless steel dump body will be used for the replacement.
Vendor selected for this purchase: Don's Truck Sales Fairbank IA
F■ Bids or written quotes were taken on this purchase, as follows:
Don's Truck Sales, Fairbank IA $18,865.00
Futureline LLC, Cedar Rapids IA-AR400 Floor $19,213.06
Futureline LLC, Cedar Rapids IA-Stainless Floor $19,977.64
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:
419-37-4110-2113
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 50,000.00
and the current available balance is $ 45,334.00
Respectfully submitted,
Paul Huting 10/20/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 19 of 31
CITY OF WATERLOO
Council Communication
S treet
City Council Meeting: 10/26/2020
Prepared: 10/20/2020
REVIEWERS:
Department Reviewer Action Date
Public Works Department Greco, Sandie Approved 10/20/2020 - 10:09 AM
Finance Weidner, Michelle Approved 10/20/2020 - 7:26 PM
Clerk Office Even, LeAnn Approved 10/21/2020 - 12:04 PM
ATTACHMENTS:
Description Type
❑ Pre-auth WeatherSentryOnLine Backup Material
Page 20 of 31
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 Street Department to expend
$ 2,791.20 plus est. shipping costs of $ to pay for or purchase
WeatherSentry- Public Safety Edition - NEXRAD Radar, Local, Regional & Full US Radar Coverage
This purchase or expenditure is being made because:
Storm tracking, smart phone application, precipitation timing for snow storms
Vendor selected for this purchase: DTN
F■ Bids or written quotes were taken on this purchase, as follows:
DTN - WeatherSentry OnLine
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 ❑0 Road Use Tax ❑ Sewer F—] Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
266-19-7200-1377
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 2,791.20
and the current available balance is $ 2,791.20
Respectfully submitted,
Sandie Greco 10/20/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 21 of 31
CITY OF WATERLOO
Council Communication
Traffic Operations
City Council Meeting: 10/26/2020
Prepared: 10/20/2020
REVIEWERS:
Department Reviewer Action Date
Traffic Operations Greco, Sandie Approved 10/20/2020 - 10:03 AM
Finance Weidner, Michelle Approved 10/20/2020 - 7:13 PM
Clerk Office Even, LeAnn Approved 10/21/2020 - 12:05 PM
ATTACHMENTS:
Description Type
❑ pre-auth Backup Material
Page 22 of 31
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 Traffic Operations Department to expend
$ 2,858.00 plus est. shipping costs of $ to pay for or purchase
Various sizes of aluminum sign blanks
This purchase or expenditure is being made because:
Fabricating and upgrading STOP, YIELD, NO PARKING and Street Name signs
Vendor selected for this purchase: Newman Signs
F■ Bids or written quotes were taken on this purchase, as follows:
Newman Signs Jamestown, ND $2,858.00
Iowa Prison Industries Anamosa, IA $3,979.65
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 ❑0 Road Use Tax ❑ Sewer F—] Sanitation
❑- Bonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
419-17-7120-2125
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 5,000.00
and the current available balance is $ 5,000.00
Respectfully submitted,
Sandie Greco 10/20/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 23 of 31
CITY OF WATERLOO
Council Communication
Approve the project budget for the Highway Safety Grant, funded with federal funds of$51,400 to be used for
traffic safety enforcement activities, as submitted by the Police Department.
City Council Meeting: 10/26/2020
Prepared: 10/21/2020
REVIEWERS:
Department Reviewer Action Date
Police Department Mohhs, Dave Approved 10/21/2020 - 10:47 AM
Finance Weidner, Michelle Approved 10/21/2020 -2:56 PM
Clerk Office Even, LeAnn Approved 10/21/2020 -4:17 PM
ATTACHMENTS:
Description Type
❑ Department Request Budget Amendment
❑ Department Request Backup Material
Approve the project budget for the Highway Safety Grant, funded with
SUBJECT: federal funds of 551,400 to be used for traffic safety enforcement activities,
as submitted by the Police Department.
Submitted by: Submitted By:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Page 24 of 31
GOVERNOR'S TRAFFIC SAFETY BUREAU
IOWA DEPARTMENT OF PUBLIC SAFETY
CONTRACT NUMBER: State and Community Highway Safety Grant
PAP 21-402-MDPT, Task 49-0000
ISSUING AGENCY: DPS/Governor's Traffic Safety Bureau
PROJECT CONTRACTOR; Waterloo Police Department
PROJECT BUDGET: Highway Safety Funded Amount: $51,400.00
AGENCYILAWISOURCE: National Highway Traffic Safety Administration (NHTSA)
Public Taw 11494, Section 402
DUNS # 83-0941576
Submit Reimbursement Claims To: Issue Payment To,
Brandi Thompson, Program Administrator City of Waterloo
Governor's Traffic Safety Bureau 715 Mulberry Street
215 East 7th Street, 3rd Floor Waterloo, Iowa 50703
Des Moines, Iowa 50319-0248
Submit Reports To: Transmit Contract Information To:
Brandi Thompson, Program Administrator Captain Matt McGeough
Governor's Traffic Safety Bureau Waterloo Police Department
215 East 7th Street, 3rd Floor 715 Mulberry Street
Des Moines, Iowa 503990248 Waterloo, Iowa 50703
515-725-6124, FAX 515-725-6133 316-291-4336, FAX 319292-4332
The Contractor agrees to furnish and deliver all products and perform all services set forth in the
attached Special Conditions for the consideration stated herein, The rights and obligations of the
parties to this contract will be subject to and governed by the Special Conditions and the General
Conditions. To the extent that any specifications or other conditions which are made a part of this
contract by reference or otherwise conflict, the Special Conditions and the General Conditions
will control. To the extent that any inconsistency between the Special Conditions and the General
Conditions exists, the Special Conditions will control. When approved, the instrument becomes
a contract to accomplish the provisions contained within the Fiscal Year 2021 Highway Safety
Plan, State and Community Highway Safety Grant 21-402-MDPT, Task 49-0000, and thereby
constitutes an official program with the Governor's Traffic Safety Bureau. This activity meets the
requirements of Public Law 114-94 and the requirements set forth in the Governor's Traffic Safety
Bureau Procedures Manual, as amended.
IN WITNESS THEREOF, the parties hereto have executed this contract on the day and year last
specified below.
CONTRACTOR:
B .��-,,� �_ Date:
ISSUING AGENCY:
By 'r r Date: _C �
Patrick J. Hoye, reau hiefl
Effective Date: 10101/20 Expiration Date: 09/30/21
Page 25 of 31
Article 6.0 Key Personnel. The Contractor hereby assigns the duties and responsibilities of
project administration to Captain Matt McGeough, representing the Contractor in this agreement.
Article 7.0 Time of Performance. The services of the Contractor will commence on or after
the effective date stipulated on the signature page and will be completed before or by the
expiration date,
Article 8.0 Modification of General Conditions. None.
Article 9.0 Additional Special Conditions.
9.1 Expense Documentation, The Contractor will document the expenditure of such
funds authorized as eligible for reimbursement in accordance with the conditions
of this Contract upon submisslon of the Claim and, for equipment, the Equipment
Accountability Report as supplied by the DPSfGTSB.
9.2 Policies and Procedures. The Contractor will comply with all policies and
procedures contained in the Iowa DPS/GTSB Policies and Procedures Manual, as
amended, including appropriate attachments provided by the DPS1GTS8 in
accordance with Section 402 of the Fixing America's Surface Transportation Act,
and the Iowa Administrative Code, Section 551, Chapter 20.
9.3 Cop dg_hts. The Federal awarding agency reserves a royalty-free, Nonexclusive,
and irrevocable license to reproduce, publish or otherwise use, and to authorize
others to use, for Federal Government purposes:
a. The copyright in any work developed under a grant, sub-grant, or contract
under a grant or sub-grant; and
b, Any rights of copyright to which .a grantee, sub grantee or a contractor
purchases ownership with grant support.
9.4 Debarred Suspended and Ineligible Status. The Contractor certifies that the
Contractor and/or any of its subcontractors have not been debarred, suspended or
declared ineligible by any agency of the State of Iowa or as defined in the Federal
Acquisition Regulation (FAR) 48 C.F,R. Ch.1 Subpart 9.4. The Contractor will
immediately notify the DPS/GTSB if the Contractor is debarred by the State or
placed on the Consolidated List of Debarred, Suspended and Ineligible
Contractors by a federal entity.
9.5 Emu. i.pment acquired under this agreement for use in highway safety program areas
shall be used and kept in operation for highway safety purposes 23 CFR 1300.31.
a. T"itie. Except as provided in paragraphs (e) and (f) of this section, title to
equipment acquired under 23 U.S.C. Chapter 4 and Section 1906 will vest
upon acquisition In the State or its subrecipient, as appropriate, subject to the
conditions in paragraphs (b) through (d) of this section.
b. Use, All equipment shalt be used for the originally authorized grant purposes
for as long as needed for those purposes, as determined by the Regional
Administrator, and neither the State nor any of its subrecipients or contractors
shall encumber the title or interest while such need exists.
c. Management and disposition. Subject to the requirements of paragraphs (b),
(d), (e), and (f) of this section, States and their subrecipients and contractors
shall manage and dispose of equipment acquired under 23 US.C. Chapter 4
and Section 1906 in accordance with State laws and procedures.
d. Purchases and dispositions_ Contractors shall receive prior written approval
for all in-car camera purchases and any equipment purchases over $5,000
Page 26 of 31
and Treatment Act of 1972 (P.L. 92-255), as amended, relating to
nondiscrimination on the basis of drug abuse; (f)the comprehensive Alcohol Abuse
and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970(P.L. 91-
616), as amended, relating to nondiscrimination on the basis of alcohol abuse of
alcoholism; (g)§§ 623 and 527 of the Public Health Service Act of 1912 (42 U,S.C.
§§ 290 dd-3 and 290 ee-3), as amended, relating to confidentiality of alcohol and
drug abuse patient records, (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C.
§§ 3601 et saq,), as amended, relating to nondiscrimination in the sale, rental or
financing of heusing; (1) The Uniform Relocation Assistance and Real Property
Acquisition Policies Act of 1970, (42 U.S.C. 4601), that prohibits unfair treatment
of persons displaced or whose property has been acquired because of Federal or
Federal-aid programs and projects; 0) The Civil Rights Restoration Act of 1987,
(Pub. L. 100-209), which broadens scope, coverage and applicability of Title VI of
the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504
of the Rehabilitation Act of 1973, by expanding the definition of the terms
"programs or activities" to include all of the programs or activities of the Federal
aid recipients, subrecipients and contractors, whether such programs or activities
are Federally-funded or not; (k) Titles II and III of the Americans with Disabilities
Act (42 U.S.G. 12131-12189) which prohibits discrimination on the basis of
disability in the operation of public entities, public and private transportation
systems, places of public accommodation,Wand certain testing (and 49 CFR parts
37 and 38); (1) Executive Order 12898, Federal Actions to Address Environmental
Justice. in Minority Populations and Low-Income Populations which prevents
discrimination against minority populations by discouraging programs, policies,
and activities with disproportionately high and adverse human health or
environmental effects on minority and low-income populations; (m) Executive
Order 13166, Improving Accessi to Services for Persons with Limited English
Proficiency that guards against Title VI national origin disoriminationldiscrimination
because of limited English proficiency ('LEP) by ensuring that funding recipients
take reasonable steps to ensure that LEP persons have meaningful access to
programs (70 FR 74087-74100); (n) any other nondiscrimination provisions in the
specific statute(s) under which application for Federal assistance is being made;
The Civil Rights Restoration Act of 1987,which provides that any portion of a state
or local entity receiving federal funds will obligate all programs or activities of that
entity to comply with these civil rights laws; and, (o) the requirements of any other
nondiscrimination statute(s)which may apply.
m .9.7 _ _....S.uy.America_Act, —The.Contractor will..comply with the-provisions -of-.the Buy - - -- --
America Act (23 U.S.C. 313) which contains the following requirements: Only
steel, iron and manufactured products produced in the United States may be
purchased with Federal funds unless the Secretary of Transportation determines
that such domestic purchases would be inconsistent with the public interest; that
such materials are not reasonably available and of a satisfactory quality; or that
inclusion of domestic materials will increase the cost of the overall project contract
by more than 25 percent. Clear justification for the purchase'of non-domestic items
must be in the form of a waiver request submitted to and approved by the Secretary
of Transportation.
9.8 Political Activity (Hatch Act). The Contractor will comply, as applicable, with
provisions of the Hatch Act (5 U.S.G. §§1501-1508 and 7324-7328)which limit the
political activities of employee's whose principal employment activities are funded
in whole or in part with Federal funds. As such, the Contractor will not subcontract
with any agency to conduct DPSIGTSB contract-related activities.
9.9 Lobbying Restrictions. None of the funds under this program will be used for any
activity specifically designed to urge or influence a State or local legislator to favor
or oppose the adoption of any specific legislative proposal pending before any
State or local legislative body, Such activities include both direct and indirect .g.,
Peage 27 of 31
be made if required reports are more than two months past due unless approved
by the DPSIGTSB Director.
10.3 Receipt of Federal Funds..
a. All payments hereunder will be subject to the receipt of federal funds by the
DPSIGTSB. The termination, reduction, or delay of federal funds to the
DPSIGTSB may be reflected by a corresponding modification to the conditions
of this Contract.
b, Notwithstanding any other provisions of this Contract, if funds anticipated for
the continued fulfillment of this Contract are at any time not forthcoming or
insufficient, either through failure of the State of Iowa to appropriate funds,
discontinuance or material alteration of the program for which funds were
provided, the DPSIGTSB will have the right to terminate this Contract without
penalty by giving not less than thirty (30) days written notice documenting the
lack of funding, discontinuance or program alteration. Unless otherwise
agreed to by the parties,the Contract will become null and void on the last day
of the fiscal year for which appropriations were received, except that if an
appropriation to cover cost of this Contract becomes available within sixty (60)
days subsequent to termination under this clause, the DPSIGTSB agrees to
re-enter a Contract with the terminated Contractor under the same provisions,
terms and conditions as the original Contract.
c. In the event of termination of this Contract due to non-appropriation, the
exclusive, sole and complete remedy of Contractorwill be payment for services
rendered prior to termination.
10.4 Non-Performance Termination If, through any cause, the Contractor shad fail to
fulfill in a timely and proper manner its obligation under this contract, or if the
Contractor shall violate any of the agreements or stipulations of this contract, the
DPSIGTSB shall thereupon have the right to terminate this contract and withhold
further payment of any kind by giving written notice to the Contractor of such
termination and specifying the effective date thereof, at least thirty(30)days before
such date. The DPSIGTSB shall be the sole arbitrator of whether the Contractor
or its subcontractor is performing its'work In a proper manner with reference to the
quality of work performed by the Contractor or its subcontractor under the
provisions of this contract. The Contractor and the DPSIGTSB further agree that
-- --
this contract-may be terminated by either party by giving written notice of such
termination and specifying the effective date thereof, at least thirty(30)days before
such date.
10.5 The Contractor will arrange for a single audit to be performed in accordance with
2 CFR 200 when, as a non-federal entity, the Contractor receives $750,000,00 or
more in federal funds. The federal agency, National Highway Traffic Safety
Administration, Department of ` Transportation, passes funds through the
Department of Public Safety, Governor's Traffic Safety Bureau. The Catalog of
Federal Domestic Assistance (CFDA) number 2.0.600 applies to State &
Community Highway Safety Grants, A copy of the audit report will be submitted to
the DPSIGTSB within thirty (30) days after the completion of the audit.
Article 11.0 Statement of Work and Services. The Contractor will perform in a satisfactory
and proper manner, as determined by the DPSIGTSB the following work and services:
11.1 The Contract will be monitored by the National Highway Traffic Safety
Administration (NHTSA) and the DPSIGTSB, All records and documents
pertaining to the project are subject to auditing and evaluation by those agencies
or their designees.
Page 28 of 31
r
r
c. Twelve public information activities conducted and reported.
d. Two occupant protection surveys completed and results publicized.
e. One in-car video camera and two PBTs purchased and utilized.
f. At least one officer attended DPS/GTSB approved training and a trip report
submitted if travel out-of�statq.
Article 12.0 Project Budget.
Highway Safety
Funds
Persoral Services
Directed overtime enforcement $ 45,000.00
Training-related travei $ 1,000,00
Equipment
One in-car video camera and two PBTs 5,400.00
TOTAL $ 51,400.00
Page 29 of 31
CITY OF WATERLOO
Council Communication
Approve the project budget for the Highway Safety Tax Grant,funded with federal funds of$59,500 to be used for traffic safety enforcement
activities,as submitted by the Police Department,
City Council Meeting: 10/7/2019
Prepared:
ATTACHMENTS:
Description Type
❑ Department Requests Budget Amendment
SUBJECT: _Approve the project bu get for the Highway Safety Tax Grant,funded with federal funds of$59,500 to
be used for traffic safety enforcement activities,as submitted by the Police Department.
Submitted by: Submitted By.-
Recommended
y_Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Page 30 of 31
CITY OF WATERLOO
Council Communication
October 26, 2020.
City Council Meeting: 10/26/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Finance Even, LeAnn Approved 10/21/2020 -2:06 PM
SUBJECT: October 26, 2020.
Submitted by: Submitted By:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Page 31 of 31