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Home My WebLink AboutApproved Documents - 3/15/2021 City Clerk Use Only Finance Committee Approval Date 3/15/2021 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 $ 7,950 plus est. shipping costs of $ to pay for or purchase replacement bristles for high-speed runway broom. This purchase or expenditure is being made because: this year's extreme winter conditions have caused the broom bristles to wear out faster than they usually do. Vendor selected for this purchase: M-B Companies 0■ Bids or written quotes were taken on this purchase, as follows: M-B Companies: $7,950 delivered MacQueen Equipment: $8,850 delivered United, Inc: $8,670 delivered ❑ Bids or quotes were not taken on this purchase because: Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-29-7700-1571 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 25,000 and the current available balance is $ 16,467.14 Respectfully submitted, Keith Kaspri 2/18/2021 Whelle VeiAer 3/15/2021 (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 3/15/2021 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 $ 29,787 plus est. shipping costs of $ to pay for or purchase miscellaneous marketing programs, to include radio, newsprint and other media to promote the airport& airline @ ALO. This purchase or expenditure is being made because: this request will allow us to complete the use of FY-2020 Iowa DOT Air Service Grant funds before the deadline to expend funds (80% IDOT funding with 20% match). Vendor selected for this purchase: Various, see below F■ Bids or written quotes were taken on this purchase, as follows: Coloff Media: $5,000; NRG Media: $5,000; KWWL: $5,010; ICAN: $5,305; The Courier: $4,614; OnMedia: $3,960; Misc Addl: $898. Ads, Social Media Marketing, Sponsorships + Bonus Spots --for the final 4 months of FY-21. ❑ 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 ElBonds ❑- Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 291-29-7760-1351 / 010-29-7700-1351 29PRO ADV20 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 48,000/ 75,936 and the current available balance is $ 29,787/27,466 Respectfully submitted, Keith Kaspari 3/2/2021 3/15/2021 (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 3/15/2021 City of Waterloo Expenditure Pre-Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 12,975 plus est. shipping costs of $ to pay for or purchase This purchase or expenditure is being made because: Construction Observation and Materials Testing Services for Five Sullivan Brother's Convention Center Addition and Renovation. Vendor selected for this purchase: Terracon F■ Bids or written quotes were taken on this purchase, as follows: Terracon - $ 12,795 Chosen Valley Testing - $ 14,058 Braun Intertec - $ 21,223 ❑ 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: 420-22-6860-2152 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 3,675,000.00 and the current available balance is $ 1,447,642.73 Respectfully submitted, Greg Ahlhelm 3/1/2021 Michelle Ve161er 3/15/2021 (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 3/15/2021 City of Waterloo Expenditure Pre-Authorization Request Form The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Central Garage Department to expend $ 7,381.43 plus est. shipping costs of $ 100.00 to pay for or purchase 1 - Main Pump for 1999 Motor Grader This purchase or expenditure is being made because: To replace unrepairable main pump for grader. (Only vendor to have found main pump because of age of equipment) Vendor selected for this purchase: Murphy Tractor & Equipment Co. F■ Bids or written quotes were taken on this purchase, as follows: Murphy Tractor & Equipment Co. Waterloo, IA $7,381.43 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 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 $ 45,816.83 Respectfully submitted, Sandie Greco 3/8/2021 wheae wetdner 3/15/2021 (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 3/15/2021 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 City Clerk Department to expend $ 8,602 plus est. shipping costs of $ to pay for or purchase Annual service Attendance Enterprise Software (time clock)for 4/1/21 to 3/31/22. This purchase or expenditure is being made because: Vendor selected for this purchase: Midwest Automated Time System Bids or written quotes were taken on this purchase, as follows: F■ 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: 010-03-8400-1520 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 110,000.00 and the current available balance is $ 10,459.91 Respectfully submitted, Kelley Felchle, City Clerk 2"$'2' MrcV«e VCZAer 3/15/2021 (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 3/15/2021 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 Convention Center Department to expend $ 4,500.00 plus est. shipping costs of $ 0 to pay for or purchase Renewal of Social Tables event room diagramming software. This purchase or expenditure is being made because: Annual renewal for room diagramming software used to layout event setups, create 3-D visualizations, and for sharing with clients. Vendor selected for this purchase: Cvent, inc Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Cvent is the sole source for this solution. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: ❑ General Fund ❑ Road Use Tax ❑ Sewer EI Sanitation EIBonds EIFederal/other grants FEOther(specify) Conv. Center Operating This expenditure is to be coded to the following budget line-item: 010-01-6860 1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 2,779,493.00 and the current available balance is $ 4,500.00 Respectfully submitted, Brendon Wagner, GM 2/18/21 Michelle We161er 3/15/2021 (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 3/15/2021 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 $ 24,985.00 plus est. shipping costs of $ to pay for or purchase One 2021 Ford Ranger extended cab pickup. This purchase or expenditure is being made because: To replace#409 a 1997 GMC Sonoma. Vendor selected for this purchase: Witham Auto Center Waterloo IA F■ Bids or written quotes were taken on this purchase, as follows: Witham Auto Center, Waterloo IA $24,985.00 Bill Colwell Ford Hudson IA$25,335.00 Stivers, Ford, Waukee IA $25,791.00 Don's Truck Sales, Fairbank IA and Rydell of Independence IA did not return request for 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 2117 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 120,000.00 and the current available balance is $ 37,137.01 Respectfully submitted, Paul Huting 3/1/2021 Michelle WezAer 3/15/2021 (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 3/15/2021 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 $ 3,582.00 plus est. shipping costs of $ n/a to pay for or purchase two Saris Deluxe Public Bicycle Repair Stations. This purchase or expenditure is being made because: Cedar Valley Bicycle Collective donated 100% Funds to the City for the purchase and installation of two bicycle repair stations Vendor selected for this purchase: Saris Madison, Wisconsin Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Bicycle repair stations were selected and paid for through a 100% donation from the Cedar Valley Bicycle Collective. These stations match other stations that were donated from the collective that are currently placed on the city's trail system. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: EIGeneral Fund EI Road Use Tax EI Sewer F—] Sanitation EIBonds EI Federal/other grants FE—] Other(specify) donation from CV Bicycle Collection This expenditure is to be coded to the following budget line-item: 010-37-4105 1567 37GFT.PARK (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 3,982.00 and the current available balance is $ 3,982.00 Respectfully submitted, Paul Huting 2/23/2021 3/15/2021 (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 3/15/2021 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 $ 4,150.00 plus est. shipping costs of $ to pay for or purchase Spring Soccer and Rotary Club Ball team shirts This purchase or expenditure is being made because: 2021 Spring Soccer and Rotary Club Ball team shirts Vendor selected for this purchase: Dickey's Printing F■ Bids or written quotes were taken on this purchase, as follows: Dickey's Printing $4,150.00 Advantage $4,450.00 Creative Impact $5,125.00 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: F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010 37 4200 1567 Recreation Equipment (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ $21,875 and the current available balance is $ 4,245.47 Respectfully submitted, Paul Huting 2/23/2021 Michelle Weidner 3/15/2021 (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 3/15/2021 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 $ NTE 6,000 plus est. shipping costs of $ to pay for or purchase TV advertisement package and commercial production for golf course marketing. This purchase or expenditure is being made because: Marketing of the golf courses is necessary to increase play and revenue at each facility. Strategy 4.1 promote City of Waterloo, services and programs. Vendor selected for this purchase: OnMedia Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: OnMedia (Mediacom) is the only regular TV cable provider in the Waterloo market. 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 EI Bonds ❑ Federal/other grants ❑E Other(specify) hotel motel grant This expenditure is to be coded to the following budget line-item: 010-37-4105 1351 37HMT.GLF19 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 12,000.00 and the current available balance is $ 8,574.75 Respectfully submitted, Paul Huting 3/3/2021 Michelle Wez(Acr 3/15/2021 (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 3/15/2021 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 $ NTE 6,000 plus est. shipping costs of $ to pay for or purchase advertising of the three municipal golf courses Gates, Warren Memorial, South Hills. This purchase or expenditure is being made because: Marketing of the golf courses is necessary to increase play and revenue at each facility. Strategy 4.1 promote City of Waterloo, services and programs. Vendor selected for this purchase: KWWL Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: KWWL is the only local on-air provider. 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 EI Bonds ❑ Federal/other grants ❑E Other(specify) hotel motel grant This expenditure is to be coded to the following budget line-item: 010-37-4105 1351 37HMT.GLF19 then GLF20 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 12,000.00 12,000.00 and the current available balance is $ 2,574.75 12,000.00 Respectfully submitted, Paul Huting 3/3/2021 WhelYe VeiVer 3/15/2021 (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 3/15/2021 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 $ 101.99 per unit plus est. shipping costs of $ NA to pay for or purchase portable handicap restrooms to be placed at various parks. This purchase or expenditure is being made because: The units are placed in various parks for the summer season. Approximately 12 units are rented per month and vary relating to park activities. Price fixed @ $101.99 Vendor selected for this purchase: Cooley Pumping (dba Paul's Potties) Grundy Center, IA ❑ Bids or written quotes were taken on this purchase, as follows: Estimated expense for FY 2021 $2,500 Estimated expense for FY 2022 $2,907 QBids or quotes were not taken on this purchase because: Vendor agreed to continue service at last year's pricing. No additional charges for delivery or pickup. Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-37-4100 1390 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 201,175 201,175 and the current available balance is $ 103,596.11 201,175 Respectfully submitted, Paul Huting 2/24/2021 Michelle Weldner 3/15/2021 (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: 3/15/2021 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 3720 restricted donation 37GFT.PARK 3,982.00 010 37 4105 1567 rec equipmnt 37GFT.PARK 3,982.00 TOTAL $3,982.00 TOTAL $3,982.00 This amendment is being requested because: to budget for donation from Cedar Valley Bicycle Colletion to purchase and install two Saris bicycle repair units. The units will be placed along the bike trail and match other units already on the trail. Paul Fluting 2/23/2021 Prior Committee Actions(Dates): Whelle Weidner 3/15/2021 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared goodies\forms\Waterloo.27197.1.budget_amend_Saris_repair_units.xls(Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY Finance Committee approval required? YES ® NO If so,date approved: 3/15/2021 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 Police Department 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 11 1160 3603 TRI CO FORF 11TRI.TRIF 36,000.00 010 11 1160 1512 TRI CO FORF 11TRI.TRIF 45,000.00 010 11 1160 3000 TRI CO FORF 11TRI.TRIF 9,000.00 TOTAL $45,000.00 TOTAL $45,000.00 This amendment is being requested because: This is to conform with the City's budget line item control policy. Using current revenue to increase the FY21 expense line. Dave Mohlis, Police Captain 2/24/2021 Prior Committee Actions(Dates): Whclle Weidner 3/15/2021 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:\users\shared good ies\forms\Budget_Amendment_Tri_County_3-15-21.xls(Apr 2003) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name F.Y. 2021 Leversee Road Lift Station City Contract No. 983 To be assigned by the Finance Dept. Project Manager Matt Schindel Project No. 08MPTIF Project Budget Total $ 708,000.00 Subproject No. LEVLIFT 1. How will this project be funded? A. Federal Grant Yes 0 No Ox CFDA# % Paid by federal grant Grant Name Grant Agreement Number B. State Grant Yes 0 No Ox % Paid by state grant Grant Name Grant Agreement Number C. City Match Source of Funding TIFF % 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) ❑ Fx Yes No 3. Does the project include the purchase of right of way or other real property? ❑ Q If yes, will real property purchases be reimbursable under the grant? ❑ Q If yes, have you attached authorization to purchase real property to this document? 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees ❑ F B. Publication, or printing costs ❑ Fx C. Others, list ❑ ❑ 5. Does this project cover any regular full-time salaries or benefits? El ❑x If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) Construction of new sanitary sewer lift station along Leversee Road Page 2 must be attached and signed. K:\shared good ies\forms\Waterloo.27285.1.983_Project_Budget_Worksheet.xlsx\Page 1 All Projects (Mar 2010) CONSTRUCTION PROJECT BUDGET WORKSHEET PAGE TWO City Clerk Use Only Finance Committee Approval Date 3/15/2021 Project Name (from page one) F.Y.2021 Leversee Road Lift Statioon Department No. project will be budgeted under 08 To be assigned by the Finance Dept. Activity No. project will be budgeted under 6260 Project No. 08MPTIF Subproject No. LEVLIFT (Each column should only include amounts by fund) Fund:426 Fund: Fund: Fund: Fund: -------------- -------------- -------------- -------------- -------------- Total REVENUES: 3000 Cash on Hand $ - 3112 Local Option Sales Tax - 3350 Federal Grant - 3357 Shared Program-County - 3358 Shared Program-City - 3360 Shared Program-State - 3361 State Grant - 3365 State RISE Grant - 3368 EPA Grant - 3373 Federa Grant Pass Thru - 3377 EDA Grant - 3720 Donations- Restricted - 3750 Sale of Bonds - 3905 TIF Revenue 708,000.00 708,000.00 TOTALS $ 708,000.00 $ - $ - $ - $ - $ 708,000.00 EXPENDITURES: 2103 Engineering &Consulting $ 108,000.00 $ 108,000.00 2125 Traffic Control Equipment - 2140 Land Acquisition - 2144 Land Improvements - 2146 Demolitions - 2151 Building Construction 2156 Bikeway Construction - 2162 Storm Sewers - 2163 Sanitary Sewers 600,000.00 600,000.00 2164 Sidewalks - 2165 Streets&Roadways - 2199 Non-participating Misc - TOTALS $ 708,000.00 $ - $ - $ - $ - $ 708,000.00 Jamie Knutson, P.E. 02/24/2021 Michelle Weide 3/15/2021 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date K:\shared good ies\forms\Waterloo.27285.1.983_Project_Budget_Worksheet.xlsx\Page 2(Constr Proj) (Mar 2010)