HomeMy WebLinkAboutCouncil Packet - 12/28/2020 FINANCE COMMITTEE
December 28, 2020
5:10 PM
Meeting will be held virtually via Zoom. Visit https://cityofxvaterlooiowa.com/register
and register to receive the Zoom meeting information. Please contact the City Clerk's
Office at 319-291-4323 with questions.
Members
Chairperson Sharon Juon
Vice Chairperson Patrick Morrissey
Margaret Klein
Roll Call:
Approval of Agenda
Approval of Minutes
Minutes of December 21, 2020, as proposed.
TRAVEL REQUESTS
1. (2)Police Lieutenants and(5)Police Sergeants
Class/Meeting: FBI-LEEDA Supervisor Liability Training
Destination:Waterloo, IA
Dates: January 4-29, 2021
Amount not to exceed: $2,450
PRE-AUTHORIZATION TO EXPEND OVER $2,500.00
2. Airport
Amount and Estimated S/H: $60,175
Expenditure:FY-21 Airport Marketing Plan.
3. Sewer
Amount and Estimated S/H: $67,020.80+ $400 S/H
Expenditure:(128) Trojan UV lamps.
4. Sewer
Amount and Estimated S/H:$ 8,250
Expenditure:(3) GraniteNet plan 503265,503266,503267; (2) GraniteNet plan
503289,503290; (1) GraniteNet plan 503291; (1) GraniteNet office annual support
Plan 503325,503352,503993.
BILLS PAYMENT
5. December 28, 2020
ADJOURNMENT
Kelley Felchle
Page 1 of 33
City Clerk
Page 2 of 33
CITY OF WATERLOO
Council Communication
Minutes of December 21, 2020, as proposed.
City Council Meeting: 12/28/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Clerk Office Higby, Nancy Approved 12/22/2020 - 11:46 AM
ATTACHMENTS:
Description Type
❑ Minutes of December 21, 2020, as proposed. Backup Material
Page 3 of 33
FINANCE COMMITTEE
December 21, 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 December 14, 2020, as proposed,be
approved. Voice vote - Ayes: Three. Motion carried.
Moved by Klein, seconded by Morrissey that the request for the following travel requests, be
approved.
Travel Requests
Name & Title of Amount
Personnel Class/Meeting Destination Date(s) not to
Exceed
Tyler Janssen, Water and Wastewater Cedar December $541
Maintenance Operator Training Rapids, IA 10,11, 17,18,
Certification Program 2020
Officer Christopher Basic Officer Certification Johnston, IA January 4 $9,070
Kubli (ILEA) through April
21, 2021
Todd Wright, Reliant Fire - Pierce fire Appleton, February 15- $3,020
Garage Mechanic truck wiring and command WI 19, 2021
zone classes
Officer Mark SRO and Beyond Waterloo, December 28- $299
Nissen IA 29, 2020
Six (6) Fire Blue Card Incident Online One Year $2,310
Lieutenants Command Certification Subscription
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
Airport $14,500 New Airport website.
Building $3,536 Re-pipe the main boiler loop in the west mechanical room
Maintenance at the Center for the Arts.
Leisure Services $2,641.61 (12) replacement battery packs for Young Arena
emergency lighting system.
Police $8,627 Renewal of annual Leads Online PowerPlus pawn records
Department I I system software.
Voice vote -Ayes: Three. Motion carried.
Moved by Morrissey, seconded by Klein that the project budget worksheet for $10,000 donation
received from Young Family Foundation to plant trees in City Parks. This planting will take place
in the spring of 2021, be approved. Voice vote -Ayes: Three. Motion carried.
Page 4 of 33
Finance Committee
December 21, 2020
Page 2
Moved by Morrissey, seconded by Klein that the project budget for$20,000 received from Young
Family Foundation to be used for pollinator plantings. This planting will take place in FALL of
2021. Time is needed to prepare the soil for pollinator planting, be approved. Voice vote - Ayes:
Three. Motion carried.
Moved by Morrissey, seconded by Klein that the budget for$20,000 donation from Young Family
Foundation to offer Plant Waterloo residential tree planting program for a 3rd year. Program to be
offered in spring or fall of 2021, be approved. Voice vote -Ayes: Three. Motion carried.
Moved by Morrissey, seconded by Klein that the project budget for the agreement with the US
Marshals Service for the Northern District of Iowa Task Force project, in the amount of$20,000
for overtime services, 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 the FY-2021 IDOT Air Service
Development Grant, in the amount of$48,000, funded at 80%with a grant from the Iowa DOT,to
be used for promoting the airport and matched with Airport operating funds in the amount of
$12,000, as submitted by the Airport, be approved. Voice vote -Ayes: Three. Motion carried.
Moved by Juon, seconded by Morrissey that Bills Payment, as contained in Accounts Payable
Invoice Report, dated December 21, 2020, in the amount of$3,606,400.99,be received,placed on
file and approved and forwarded to the full council for approval. Voice vote - Ayes: Three.
Motion carried.
Council members Juon and Klein thanked the Young family for their generosity and efforts to
beautify their community.
With no further business before the committee, it was moved by Morrissey, seconded by Klein
that the meeting be adjourned at 5:18 p.m. Voice vote -Ayes: Three. Motion carried.
LeAnn M. Even, CMC, IaCMC
Deputy City Clerk
Page 5 of 33
CITY OF WATERLOO
Council Communication
(2)Police Lieutenants and (5) Police Sergeants
City Council Meeting: 12/28/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Police Department Mohlis, Dave Approved 12/21/2020 - 4:14 PM
Finance Weidner, Michelle Approved 12/22/2020 - 4:15 PM
Clerk Office Higby, Nancy Approved 12/22/2020 - 4:20 PM
ATTACHMENTS:
Description Type
❑ Supervisor Liability Cover Memo
❑ Course Description Cover Memo
Page 6 of 33
I FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1160-134611 PRO.Retrain
TRAVEL REQUEST FY 2021 BUDGETED $52,000.00
CITY OF WATERLOO EXPENDED YTD $27,999.00
THI5 REQUEST $3,150.00
LEFT AFTER THIS
REQUEST 20,851.00
DATE 12/18/20
Original-Clerk/Finance Copy- Department
NAME(S) AND POSITION(S): DATE:
Lt.Corbin Payne,Lt.Kye Richter,Lt.Robert Duncan,Sgt.Keith Rogers,Sgt.Michael
Rasmussen,Sgt.Gus Farmer,Sgt Melissa Ludwig,and Sgt.Kristen Schuster,Sgt.Shawn 12/21/20
Monroe
NAME OF CLASS/ MEETING: DESTINATION: Waterloo, la.
FBI- LEEDA Supervisor Liability Course DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: RETURN DATE: DATE(S) OF MEETING:
1/4/21 1/29/21 1/4-29/2021
PURPOSE OF TRAVEL/TRAINING:
Chief Fitzgerald is requesting to send the above listed Supervisors through the FBI - LEEDA Supervisor
Liability on line course from 1/4-29/2021. This course covers constitutional standards applicable to
supervisor liability, deliberate indifference, and use of force investigation. The cost will not exceed $3150.00
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
3150.00 REGISTRATION AIRFARE X REQUIRED CERTIFICATION
0.00 MILEAGE/FUEL MISC/TOLLS YES NO
TOTAL FOR ALL: $ 3150.00 TOTAL: $ 350.00 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
12/21/20
DATE DATE
K:\Shared Goodies\Forms\Travel Request Form January 2010
Page 7 of 33
CITY OF WATERLOO
Council Communication
Airport
City Council Meeting: 12/28/2020
Prepared: 12/16/2020
REVIEWERS:
Department Reviewer Action Date
Airport Kaspari, Keith Approved 12/21/2020 - 3:31 PM
Finance Weidner, Michelle Approved 12/22/2020 - 5:04 PM
Clerk Office Higby, Nancy Approved 12/22/2020 - 5:11 PM
ATTACHMENTS:
Description Type
❑ Pre-authorization Backup Material
❑ ALO AMNY Agency of Record Proposal Backup Material
Page 8 of 33
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 Airport Department to expend
$ 60,175 plus est. shipping costs of $ to pay for or purchase
Phase 1 of 3 of the FY-2021 marketing plan for Waterloo Regional Airport, which includes
SEM, Landing Page, Geo-Fencing, Social Media, Pre-Messaging, Pre-Roll Video &agency services.
This purchase or expenditure is being made because:
continues enhanced marketing plan for Waterloo Regional Airport and American Airlines. Plan
was approved by Air Service Working Group and the Airport Board at the November 25, 2020 meeting.
Vendor selected for this purchase: Advance Aviation
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
The Airport Board and Air Service Working Group have been working with air service consultants,Volaire and
Advance Aviation, to help position ALO to come out of the pandemic as strong as possible. Advance
was chosen based on their work with 70 airport clients,after several Zoom presentations to both the Board and the ASWG.
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:
010-29-7700-1351
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 75,936
and the current available balance is $ 72,927
Respectfully submitted,
Keith D. Kaspari 12/16/2020
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 9 of 33
ALO
Agency of Record Recommendation
A
Page 10 of 33
... ... ...
i,
##Iyyrf4i + t
Increase enplanements from current 60-65%
Success of this campaign will allow ALO to pursue additional service from existing provider
' Streamline advertising strategy & media planning / buying efforts — freeing up marketing time
for other efforts
Page 11 of 33
Our Goal As Your Agency Partner
To become a true partner who is as invested in the success of your __ -
airport as you are -
To be an extension of your marketing team, providing assistance
on projects where you could use additional strategy expertise
and bandwidth
To be flexible, partnering on month by month, project by project
agency fees rather than a year long contract or retainer
i
ti�.
What Our Agency Service
Fees Include
We will develop a strategic marketing plan, inclusive of brand direction and
media selection recommendations, with the goal of achieving your business
objectives.
We will relentlessly monitor and optimize your campaign for optimal "'��-, _
performance across platforms. Our plans don't remain stagnant but change as
the result of real time performance. Monthly reporting meetings, during the
initial 3 months are not negotiable ensuring that you feel comfortable with how
your budget is being spent.
We will develop thoughtful and effective creative which are seamlessly and s.
succinctly communicated across media platforms.
We will also communicate with all vendors on your behalf, analyzing their
offerings and informing them of their status within the 2020 budget. _
As we work together, we can broaden this scope to accommodate your needs PageF
Current Plan — Phase 1
Dec Jan Feb Mar
Digital focused plan currently Phase 1 Plan
scheduled for Dec — March 2020 SEM $600 $600 $600 $600
Landing Page $1,400
Serves as a strong foundation for Lat/ Long $2,000 $2,000 $2,000 $2,000
additional communications Paid Social $600 $600 $600 $600
Remessaging $200 $200 $200 $200
Page 1
$60,000 Budget Option
Building Upon Phase 1
N.
0 Projects current Dec — March Phase 1 plan through remainder of 2020
Adds online video for an additional media touchpoint and awareness driver
Online video is an effective tactic in the aviation space, truly showcasing your airport, dispelling any potential misconceptions
on size or amenities and highlighting your points of differentiation
Adds Agency Services investment
Monthly weighting can change based on seasonality, if necessary
Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Phase 1 Plan
SEM $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600
Landing Page $1,400
Lat/Long $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000
Paid Social $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600
Remessaging 1 $200 $200 $200 $200 1 $200 1 $200 1 $200 1 $200 1 $200 1 $200 1 $200 1 $200 1 $200
Pre-Roll Video $900 $900 $900 $900 $900 $900 $900 $900 $900 $900 $900
Agency Services $425 $425 $425 $425 $425 $425 $425 $425 $425 $425 $425
Total $60,175
Page 15 of 33 A
$80,000 Budget Option
Diversifying Your Plan
► Includes all activity at $60K level
► Added Targeted Display to drive additional brand awareness to targeted audience
► Added Local TV spots as local awareness driver
► Increased agency services allocation to accommodate increased monthly activity
Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Phase 1 Plan
SEM $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600
La nd ing Page $1,400
Lat/ Long $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000
Paid Social $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600
Remessaging $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200
Pre-Roil Video $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000
Display $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000
Local TV* $3,000 1 1 1 $3,000
Agency Services $650 1 $650 1 $650 1 $650 1 $650 1 $650 1 $650 1 $650 1 $650 1 $650 1 $650
Total $80,750
*Budget allocations for Local TV/audio/00H subject to variance based on rates and avails.
Page 16 of 33
$100,000 Budget Option
Increasing Local Presence
► Includes all activity at $80K level
► Increased Local TV presence for additional spots and reach (also explore OTT)
► Added Local Audio (likely combination of terrestrial & streaming radio)
► Increased agency services allocation to accommodate increased monthly activity
Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
Phase 1 Plan
SEM $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600
Landing Page $1,400
Lat/Long $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 $2,000
Paid Social $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600 $600
Remessaging $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200 $200
Pre-Roll Video $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000
Display $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000 $1,000
Local TV $5,000 $5,000
Local Audio $3,200 $3,200
OOH $3,650 $3,650
Agency Services 1 $800 1 $800 $800 1 $800 1 $800 1 $800 $800 $800 $800 $800 $800
Total $100,100
*Budget allocations for Local TV/audio/OOH subject to variance based on rates and avails.
Page 17 of 33
Plan Comparison
$60K $80K $100K
SEM
Landing Page
Lat / Long V
Paid Social
Remessaging
Online Video
Display
Local TV
Local Audio
OOH
Agency Services
Page 18 of 33
Key Performance Indicators (KPIs)
And the AMNY Reporting Process
We pride ourselves on our clear, detailed and transparent reporting. We want you to understand how your
budget is being spent, how it is impacting your business.
For the first three months, we will have monthly reporting meetings, reviewing the status of your campaign a f �
important success metrics. As our partnership continues, we can continue to meet monthly or switch to quarter _ r'
whatever works best for you. x
And in between meetings know that we continue to monitor and optimize your campaigns for optimal
performance.
AWARENES ENGAGEMENT
• Ads Delivered to Your Target Audience Social Interaction
• Time Spent with Messaging Clicks
CONVERSIONS
• Button Clicks on Landing Page
• Increased Enplanements Page
Why Us?
We have worked with 50+ airports across the country
We know your industry and understand your needs Google
We are part of Advance Local Partner
The 9th largest digital marketing and media company in the world
We are part of 10 digital hubs around the country Microsoft Partner of
In each of the markets we are located we own and operate the #1 news 2015 Winner
and information website a[gE#a�ising
Advance houses one of the most sophisticated unified data management Microsoft
platforms in the industry 2014
We offer our advertising partners access to valuable customer insights from first Partner of the Year
party data and audience targeting capabilities Awards
We own Matchcraft 2013
Matchcraft is the industry's leading marketing platform for companies that sell and Partner
manage digital marketing campaigns for businesses Page
IMAGINE A MARKETING
PARTNER WITH MORE
1 110 1 F I
EXTRAORDINARY
STORYTELLIN' SMART MARKETINf NATIONAL PRESENCE
Storytelling is in our DNA. We We put data to work. We We're 100 marketers in a hub in
believe every company should act understand data and own Central New York, with clients
like a media company and we help first-party data for millions of scattered across Upstate New York
you do that. consumers across the country. and across the country.
J
Page 21 of 33
our
z
Thankyou
Page 22 of 33
CITY OF WATERLOO
Council Communication
Sewer
City Council Meeting: 12/28/2020
Prepared: 12/21/2020
REVIEWERS:
Department Reviewer Action Date
Waste Management Hosford, Matt Approved 12/21/2020 - 11:27 AM
Finance Weidner, Michelle Approved 12/22/2020 - 4:44 PM
Clerk Office Higby, Nancy Approved 12/22/2020 - 5:12 PM
ATTACHMENTS:
Description Type
❑ Pre-authorization Backup Material
❑ Mc2 Quote Backup Material
❑ Memo for UV Lamps Cover Memo
Page 23 of 33
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 SEWER Department to expend
$ 67,020.80 plus est. shipping costs of $ 400.00 to pay for or purchase
TROJAN REPLACEENT BULBS UV DISINFECTION BUILDING
This purchase or expenditure is being made because:
THE BULBS NEED TO BE REPLACED IN ORDER TO BE EFFECTIVE THESE ARE
REPLACED IN INTERVALS
Vendor selected for this purchase: MC2 ELECTRIC PUMP COMPANY
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
MC2 IS SOLE PROVIDER FOR BULBS NEEDED.
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:
520-14-5200-1522
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 71,755.00
and the current available balance is $ 71,755.00
Respectfully submitted,
MATT HOSFORD 12/18/20
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010)
Page 24 of 33
Page: I
QUOTATION
4280 E 14th Street
C Des Moines,IA 50313 USA QUOTE NUMBER: 0007029
Telephone: (800)383-7867/FAX(515)265-8079 QUOTE DATE: 12/17/2020
EXPIRE DATE 1/17/2021
www.rnc2h2o.com
An Electric Pump Company
SALESPERSON: MARCI WHITAKER
CUSTOMER NO: 2914553
QUOTED BY: MJU
MARQUITA
QUOTED TO: JOB LOCATION:
CITY OF WATERLOO CITY OF WATERLOO
3505 EASTON AVE 3505 EASTON AVE
WATERLOO,IA 50702 WATERLOO,IA 50702
CONFIRM TO:
BRAD *** QUOTE ORDER-DO NOT PAY***
CUSTOMER P.O. SHIP VIA F.O.B. TERMS
BRAD BESTWAY ORIGIN Net 30 Days
ITEM NUMBER UNIT ORDERED SHIPPED BACK ORDER PRICE AMOUNT
BRAD, PLEASE FIND BELOW OUR OFFER ON QUANTITY
DISCOUNT BULBS FOR YOUR TROJAN UNIT.
*441169-028 EACH 128.00 0.00 0.00 523.60 67,020.80
TR09JAN LAMPS
(128 PCS)
/FR EACH 1.00 0.00 0.00 400.00 400.00
FREIGHT INCLUDED
All return goods must have written approval from MC2,Inc. Net Order: 67,420.80
before returning. Credit will not be issued without written approval and Less Discount: 0.00
if applicable there will be a Restock Fee. Freieht: 0.00
Sales Tax 0.00
Order Total: 67,420.80
ABOVE PRICING EFFECTIVE FOR 30 DAYS
Page 25 of 33
CITY OF WATERLOO , IOWA
Waste Management Services
3505 Easton Avenue•Waterloo,IA 50702•Phone(319)291-4553•Fax(319)291-4523
December 18, 2020
Mayor Memo to Waterloo Mayor and Council
QUENTIN
HART
RE: UV Disinfectant Lamps
COUNCIL Background Discussion: UV disinfectant lamps treat effluent discharge for E-coli and fecal
MEMBERS coliform (March 15- November 15).The current lamps are at the end of their life span and
...................
effectiveness to meet our dose required. In order to achieve and comply with The City of
Waterloo's National Pollutant Discharge Elimination System limits for E-Coli Standards, current UV
MARGARET
KLEIN disinfectant lamps must be replaced.The bulbs specified for the model of equipment utilized at
Ward I the plant are provided by a sole vendor in our service area.
JONATHAN Recommended Action: It is recommended that the City Council approve the purchase of 128 UV
GRIEDER
Ward disinfectant lamps from MC2, Des Moines Iowa for the amount of$67,420.80
PATRICK
MORRISSEY
Ward 3
JEROME
AMOS,JR.
Ward 4
RAY
FEUSS
Ward 5
SHARON
NON
At-Large
DAVE
BOESEN
At-Large
WE'RE WORKING FOR YOU! Page 26 of 33
An Equal Opportunity/Affirmative Action Employer
CITY OF WATERLOO
Council Communication
Sewer
City Council Meeting: 12/28/2020
Prepared: 12/21/2020
REVIEWERS:
Department Reviewer Action Date
Waste Management Hosford, Matt Approved 12/21/2020 - 2:11 PM
Finance Weidner, Michelle Approved 12/22/2020 - 4:26 PM
Clerk Office Higby, Nancy Approved 12/22/2020 - 4:34 PM
ATTACHMENTS:
Description Type
❑ Pre-authorization Backup Material
❑ CUES Backup Material
Page 27 of 33
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 SEWER Department to expend
$ $8,250 plus est. shipping costs of $ 0 to pay for or purchase
GRANITENET SOFTWARE AND SERVICES
This purchase or expenditure is being made because:
COMPUTER SOFTWARE YEARLY LICENSE AND SUPPORT FEES FOR
SEWER MAINTEANNCE VANS, TOUGH BOOKS AND OFFICE
Vendor selected for this purchase: CUES SOFTWARE
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
CUES SOFTWARE IS SOLE SUPPLIER OF PROGRAM
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:
520-14-5200-1520
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 32,000
and the current available balance is $ 25,349.51
Respectfully submitted,
MATT HOSFORD 12-21-20
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared good ies\form s\Expend itu re Pre-Authorization.xls(Mar 2010)
Page 28 of 33
The Standard of the Industry
CUES
December 21St, 2020
Quote#QU03906
Laura Wolff
City of Waterloo
3505 Easton Avenue
Waterloo, IA 50702
Office: 319-291-4553
Iaura.wolffC�waterloo-ia.org
Laura Wolff,
Thank you for being a valued CUES customer.
We hope you are getting the most out of your equipment and the Granite software. Now in its thirteenth
year as an industry-leading product, clients like you trust and depend on having a stable software platform
despite the rapidly changing technology and new hardware requirements we see in our industry. A
significant investment has been made in your GraniteNet software and CUES seeks to maximize your return
on investment by offering continued upgrades year after year when you maintain your Support Plan. I
wanted to let you know that your GraniteNet software license Support Plan is set to expire as of January 12,
2021. Renewal of the Support Plan is extremely important because enrolled customers with Support Plans
are entitled to perpetual upgrades of the newer versions when they are released.
Also, please be advised that if the support plan expires, the City of Waterloo will be subject to re-
instatement fees. For example, to re-enroll an expired GraniteNet Inspection Premium license in the Support
Plan program, a re-instatement fee of $2,500 plus the cost of the Annual Support Plan prorated amount per
month for the elapsed time without coverage up to 3 years (36 months) will be required in order to get back
into the program. Licenses that have been expired for more than thirty six months (36) shall not be entitled
to re-instatement and a new license will need to be purchased should an upgrade be required.
Below I have included a preliminary quote, which includes a description of the benefits and technical support
services the Support Plan provides as well as pricing, for the continued support of your GraniteNet Software
which would cover the City of Waterloo through January 11, 2022. This preliminary quote has been provided
for your review and subsequent approval. Please do not make payment until CUES sends an invoice so that
we may properly match the payment to your account.
If you prefer that an invoice be sent, please respond by providing a PO or, at minimum, a PO#. Lastly,
please respond with a blank email to let me know that the quote has been received. Feel free to contact me
with any other questions you may have.
Thank you,
Cameron Keefe
CUES Software Development
800.327.7791 EXT. 497
Ckeefe@Cuesinc.com
Page 1 of 4 QU03906-Support Plan Renewal Quote,City of Waterloo 12/21/2020
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GraniteNet Premium Inspection Annual Support Plan
The annual Support Plan provides the following technical support services to ensure continuous productivity
and up time in the field:
• Perpetual, free upgrades available online for download for the most current versions of your
GraniteNet Software to match the latest Microsoft Windows version you may have including the latest
technical documentation
• Professional telephone support Monday through Friday 8:00 AM to 5:00 PM ET
• Remote Online Technical Support**
• Access to online support services including FAQ's, the CUES knowledge base, User Forums and Video
Tutorial
• Online review sessions with support specialists at pre-scheduled, mutually convenient times to review
the proper use of the software including advanced administration and best practices
*Additional charges not covered by the Support Plan may apply such as hardware upgrades, data conversion
services and re-implementation fees
**Certain elements of the support plan requires internet access
GraniteNet No Video Basic Inspection Support Plan
The annual Support Plan provides the following technical support services to ensure continuous productivity
and up time in the field:
• Perpetual, free upgrades available online for download for the most current versions of your
GraniteNet Software to match the latest Microsoft Windows version you may have as well as including
the latest technical documentation
• Professional telephone support Monday through Friday 8:00 AM — 5:00 PM EST
• Remote Online Technical Support**
• Access to online support services including FAQ's, the CUES knowledge base, User Forums and Video
Tutorial
• Online review sessions with support specialists at pre-scheduled, mutually convenient times to review
the proper use of the software including advanced administration and best practices
*Additional charges not covered by the Support Plan may apply such as hardware upgrades, data conversion
services and re-implementation fees
**Certain elements of the support plan requires internet access
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GraniteNet Basic Inspection Annual Support Plan
The annual Support Plan provides the following technical support services to ensure continuous productivity
and up time in the field:
• Perpetual, free upgrades available online for download for the most current versions of your
GraniteNet Software to match the latest Microsoft Windows version you may have as well as including
the latest technical documentation
• Professional telephone support Monday through Friday 8:00 AM to 5:00 PM ET
• Remote Online Technical Support**
• Access to online support services including FAQ's, the CUES knowledge base, User Forums and Video
Tutorial
• Online review sessions with support specialists at pre-scheduled, mutually convenient times to review
the proper use of the software including advanced administration and best practices
*Additional charges not covered by the Support Plan may apply such as hardware upgrades, data conversion
services and re-implementation fees
**Certain elements of the support plan requires internet access
GraniteNet Office Annual Support Plan
The annual Support Plan provides the following technical support services to ensure continuous productivity
and up time in the field:
• Perpetual, free upgrades available online for download for the most current versions of your
GraniteNet Software to match the latest Microsoft Windows version you may have including the latest
technical documentation
• Professional telephone support Monday through Friday 8:00 AM to 5:00 PM ET
• Remote Online Technical Support**
• Access to online support services including FAQ's, the CUES knowledge base, User Forums and Video
Tutorial
• Online review sessions with support specialists at pre-scheduled, mutually convenient times to review
the proper use of the software including advanced administration and best practices
*Additional charges not covered by the Support Plan may apply such as hardware upgrades, data conversion
services and re-implementation fees
**Certain elements of the support plan requires internet access
Pricing follows on next page.
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Part# GraniteNet Software&Services Price Qty- Discount
New Asset(s)or Existing Asset(s)are shown in blue italic below for reference
GN536 GraniteNet Premium Inspection Annual Support Plan $1,800 3 $5,400 $5,400
503265,503266,503267
GN553 GraniteNet No Video Basic Inspection Support Plan $450 2 $900 $900
503289,503290
GN537 GraniteNet Basic Inspection Annual Support Plan $900 1 $900 $900
503291
GN538 GraniteNet Office Annual Support Plan $350 3 $1,050 $1,050
503325,503352,503993
Grand Total $8,250
This Quotation is valid for 90 days for the itemized products and services listed herein and is subject to the following Terms and Conditions. Delivery of a
purchase order by Buyer pursuant to this quotation shall be deemed to be an acceptance by Buyer of these Terms and Conditions. Pro-rata payments shall
become due upon the shipment of goods and/or delivery of services. Seller shall not be liable or penalized for any delays beyond its reasonable control,
including but not limited to acts of God,acts of Buyer,carrier delays,accidents,etc.In the event of any such delay,delivery or performance shall be extended
accordingly and shall not relieve Buyer of its obligation to accept and make payment net 30 days from the date deliverables are provided.Past due invoices are
subject to 1.5%per month(18%APR)charge or as permitted by applicable law.Payments made by credit card may be subject to an additional 3%finance fee
at the time of processing. No merchandise will be acceptable for return without a Material Return Authorization Number written on the outside of the package.
No returns will be accepted on used electrical parts.
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CITY OF WATERLOO
Council Communication
December 28, 2020
City Council Meeting: 12/28/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Finance Higby, Nancy Approved 12/22/2020 - 11:47 AM
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