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Home My WebLink AboutApproved Documents - 10/26/2020 City Clerk Use Only Finance Committee Approval Date 10/26/2020 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 -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 Q 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: 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: 010-18-7955-1571 (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 M16-helle Weldor 10/26/2020 (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 10/26/2020 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 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 Q 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: 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: 010-12-1410-2112 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 Michelle bVetdner 10/26/2020 (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 10/26/2020 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 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 M1cGre11e 10/26/2020 (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 10/26/2020 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 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 Michelle Weidner 10/26/2020 (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 10/26/2020 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 $ 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 Michelle Weidner - 10/26/2020 (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 10/26/2020 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 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 Michelle Uv el(lZc ' 10/26/2020 (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 10/26/2020 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 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 Michelle 10/26/2020 (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 10/26/2020 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 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 Q 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: El General Fund 5011 Road Use Tax El Sewer F—] Sanitation Bonds El Federal/other grants F—] 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 Michelle MeiAer 10/26/2020 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name Police Grant-State and Community Highway Safety Grant Task 49 City Contract No. To be assigned by the Finance Dept. Project Manager Captain Matt McGeough Project No. 11 GRT Project Budget Total $ 51,400.00 Subproject No. IDCTK42 1. How will this project be funded? A. Federal Grant Yes = No 0 CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes 0 No 0 % Paid by state grant 100.00% Grant Name State and Community Highway Safety Grant Grant Agreement Number PAP 21-402-MOPT 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? ❑ FX If yes, will real property purchases be reimbursable under the grant? ❑ FX If yes, have you attached authorization to purchase real property to this document? ❑ FX 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees ❑ FX B. Publication, or printing costs ❑ FX C. Others, list ❑ 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) This grant will cover directed overtime enforcement, training related travel &one in-car video and two PBT's. Page 2 must be attached and signed. K:\shared good ies\forms\Highway_Safety_Grant_Task_49_Project_Budget_Worksheet.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 10/26/2020 Project Name (from page one) Police Grant- State and Community Highway Safety Grant Task 49 Department No. project will be budgeted under 11 To be assigned by the Finance Dept. Activity No. project will be budgeted under 01011 1150 Project No. 11 GRT Subproject No. IDCTK49 (Each column should only include amounts by fund) Fund: 1150 Fund: Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant - 3352 Federal HUD Grant - 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 - 3373 Fed Pass thru for Iowa 51,400.00 51,400.00 TOTALS $ 51,400.00 $ - $ - $ - $ 51,400.00 EXPENDITURES: 1111 Salaries - Regular $ - 1112 Salaries - Part Time - 1315 Education &Training - 1345 Travel - Official City - 1346 Travel - Prof Training 1,000.00 1,000.00 1390 Contractual Services - 1125 Overtime 45,000.00 45,000.00 1563 In Car Video Camera 4,610.00 4,610.00 1573 PBT's 790.00 790.00 TOTALS $ 51,400.00 $ - $ - $ - $ 51,400.00 Capt. Dave Mohlis 10/21/2020 Michelle bVeldtzev 10/26/2020 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared good ies\forms\Highway_Safety_Grant_Task_49_Project_Budget_Worksheet.xls\Page 2(Donat or NON-constr) (Mar 2010)