HomeMy WebLinkAboutApproved Documents - 4/30/2018 FINANCE DEPT. STAFF ONLY
LINE ITEM USED 010-11-1100-1346
TRAVEL REQUEST FY- f'04UDGETED S/5'or�v
CITY OF WATERLOO EXPENDED YTD 2—
THIS REQUEST U�}
LEFT AFTER THIS
REQUEST
DATE
Original-Clerk/Finance Copy-Department
NAME(S) AND POSITION(S): DATE
P.O. Nikolai Payne 4/25/18
NAME OF CLASS/ MEETING: DESTINATION: Johnston, Iowa
Iowa Law Enforcement Academy I.L.E.A. Course DEPARTURE POINT
IF NOT WATERLOO:
DEPARTURE DATE: Return Date: DATE(N OF MEETING:
April 29th, 2018 August 15th, 2018 April 29t thru August 15th, 2018
PURPOSE OF TRAVEL: A Qi Pa me
Chief Trelka is requesting authorization to send P.O. to the Iowa Law Enforcement Academy
in Johnston, Iowa on April 29`h, 2018 to August 15`n, 2018. P.O. Nikolai Payne is a newly hired officer and is
required to attend the I.L.E.A. course to become a state certified officer. A city vehicle will be needed for this
travelftraining.
WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST$
YES NO
METHOD OF TRAVEL:
X CITY VEHICLE PRIVATE VEHICLE
AIRFARE DEPARTING FROM:
ESTIMATE OF COST: BUDGET LINE ITEM:
$.00 LODGING .00 Parking x GRANT REIMBURSABLE
$1560.00 MEALS .00 Shuttle/taxi YES NO
$6240.00 REGISTRATION .00 AIRFARE x REQUIRED CERTIFICATION
$200.00 Fuel/mileage .00 Baggage fee YES NO
TOTAL FOR ALL: $ 8000.00 TOTAL: $ 8000.00 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
DEPARTMENT HEAD MAYOR
DATE DATE
City=OnlyFinance ComApproval Dat
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 Community Dev. Department to expend
$ 5,550.00 plus est. shipping costs of $ to pay for or purchase
Ricoh MP C4504EX Copier with 5 year service agreement.
This purchase or expenditure is being made because:
Current Canon copier is old and does not meet the needs of department. Ricoh also
holds state contract with state pricing per copy for B&W ($.006) and Color ($.05)_
Vendor selected for this purchase: Ricoh (State Contract)
QX Bids or written quotes were taken on this purchase, as follows:
Access Systems: $6,823.81
Marco $5,958.37
Advanced Systems: $8,398
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 El Sewer F—] Sanitation
EI Bonds El Federal/other grants F-] Other(specify)
This expenditure is to be coded to the following budget line-item:
224-32-5853-2106 LED.ADMN
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 6,400.00 d
and the current available balance is $ 6,400.00
Resp fully submitt d,
(Signature pt. Hea or esignee) Date (Sig ature Finance Dept. Review) Date
K:lshared goodieslforms\Copy of Pre-Auth Community Development Ricoh Copier(Mar 2010)
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Friday,Apr 13,2018 04:33 PM
City Clerk Use Only
Finance Committee g�
Approval Date >i
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 Cutlture &Arts Department to expend
$ n/a plus est. shipping costs of $ NTE $3000 to pay for or purchase
climate controlled storage exhibition of artworks by Haitian artist Pascale Monnin
who recently exhibited at the Waterloo Center for the Arts.
This purchase or expenditure is being made because:
To pay for artwork storage in lou of return international shipping.
Vendor selected for this purchase: Westy Self Storage - Upper Saddle River
Q Bids or written quotes were taken on this purchase, as follows:
Stebich Ridder International - Newark NJ -- $4890.00/yr ($407.50)
Access Self Storage - Franklin Lakes, NJ -- $1824.00/yr ($152/m)
Westy Self Storage - Upper Saddle River, NJ -- $1702.73/yr ($146/m)
❑ Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates): Finance Committee Approval 7/24/2017
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road Use Tax 1-1 Sewer ❑ Sanitation
El Bonds ❑ Federal/other grants F_� Other(specify)
This expenditure is to be coded to the following budget line-item:
010-26-4265-1390 Other Contractual Services 26 STG.OSG
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ /'Z 000
and the current available balance is
$ /l,
Respe tful y Suomi ted,
(Signature Dept. Head or-Designee) Date (Signa�Finance Dept. Review) Date
K:\shared good ies\forms\PMonnin—Expend iture Pre-Authorization(Mar 2010)
City Clerk Use Only
Finance Committee)
Approval Date t t
City of Waterloo
Expenditure Pre-Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expendituresubmitted by the Cutlture&:Arts Department to expend
$ nla plus est.shipping costs of $ NTE $8000 to pay for or purchase
shipping of artworks by HaitianartistPascale Monnin to be exhibited at the Waterloo
Center for the Arts The costs cover shipping of works to and from Port-Au-Prince Haiti
This purchase or expenditure is being made because:
The works are to be presented at the Waterloo Center for the Arts as a feature exhibition.
The artist has agreed to donate an artwork to the WCA Collection.
Vendor selected for this purchase: Concorde Demenagement International
[�x Bids or written quotes were taken on this purchase, as follows:
Concorde Demenagement International-$7872.00
"bids were solicited from Sobe Export and Emballacie Adventiste
but they did not respond with quotes.
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 ❑ Sanitation
BondsFederavothergrants other(specify)
This expenditure is to be coded to the following budget line-item:
010-26-4265-1390 Other Contractual Services 26 STG.OSG
(Fund-Department-Activity-Account Number) (Project Code)
in which the budgeted amount is --
and the current available ,balan is $ t 1--yo
Respecault fitted
(Sig t ept. . ad or Designee) Date (Signature Finance Dept, Review)
Date
Kashared goodies\forms Monnin_Expenditure Pre-Authorization(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 3c 1
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 Engineering Department to expend
$ 7,250.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Review of CLOMR submitted to the National Flood Insurance Program by AECOM
on behalf of the City.
This purchase or expenditure is being made because:
The City is raising the height of the Virden Creek Levee and the flood insurance
rate map will need to be updated. Cost is for map updates.
Vendor selected for this purchase: FEMA- National Flood Insurance Program
Bids or written quotes were taken on this purchase, as follows:
Fx Bids or quotes were not taken on this purchase because:
FEMA is the only agency that can review and approve changes to the flood
insurance rate map.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
1-1 General Fund Road Use Tax 1-1 Sewer 0 Sanitation
5x Bonds Federal/other grants F� Other(specify)
This expenditure is to be coded to the following budget line-item:
4!/a-o'7 - 5&00 -,;?/7/
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 74 5-0 ✓
and the current available balance is $ 78 Sp
Respectfully submitted,
(Signature Dept. Head or Designee) Date (Sig ature Finance Dept. Review) Date
K:\shared goodies\forms\CLOMAR Pre-Authorization.xlsx(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 4/36/(8
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 WFR Department to expend
$ 2,380.00 plus est. shipping costs of $ N/A to pay for or purchase
Annual Support Renewal for our FIREHOUSE Software.
This purchase or expenditure is being made because:
This annual update runs from 05/01/18 to 05/01/19.
Vendor selected for this purchase: ESO Solutions Inc
❑ Bids or written quotes were taken on this purchase, as follows:
Fx Bids or quotes were not taken on this purchase because:
This is support for existing record management system for the department.
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
Ix General Fund Road Use Tax 7 Sewer ❑ Sanitation
❑ Bonds Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-12-1400-1520
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 7,000.00 ✓
and the current a 'fable balance is $ 2,654.50 ✓
Res ectfully mitt
(Signature Dept. He or Designee) Date (Sign tore Finance Dept. Review) Date
Sent over 042418..
eso Invoice
Healthcare Conned
Date 04/13/2018
Invoice# INV00006452
Please send payments to: Terms Net 30
ESO Solutions, Inc.
PO Box 670324 Due Date 05/13/2018
Dallas, TX 75267-0324 PO#
Previous Balance $ 0.00
Bill To
Waterloo Fire Rescue
425 E 3rd Street
Waterloo, Iowa 50703
United States
kevin.lee@waterloo-ia.org
ENDUSER:Waterloo Fire Rescue __
- — _.-- -
t FH Enterprise Additional User 05/01/2018 04/30/2019 5 $185.00 $925.00 $ 0.00 $925.00
Support
Annual support for additional users of
FH7 Enterprise.
FH Enterprise Complete System 05/01/2018 04/30/2019 1 $970.00 $970.00 $ 0.00 $970.00
Support
Annual support for FH7 Enterprise
bundled system.Modules included
are Fire and EMS Reporting,Staff
Activities and Training,Occupancy
Management,Apparatus Equipment
and Inventory,Hydrant Tracking.
--
FH Enterprise -Staff Schedule 05!0112018 04/30!2019 1 $185.00 $185.00 $ 0.00 $185.00
Module
Annual support for FH7 Enterprise
individual modules.
FH Enterprise-Additional User 05/01/2018 04/30/2019 5 $60.00 $300.00 $ 0.00 $300.66-
Support-Staff Schedule Module
Annual support for FH7 Enterprise
Staff Schedule Module-additional
j users.
$2,380.00 j 0.00 $2380.00
Remit Payment to: PO Box 670324, Dallas,TX 75267-0324
Questions?Contact:
AccountsReceivable@ESOSolutions.com
866-766-9471 option 8
Page 1
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 WFR Department to expend
$ 1,729.00 plus est. shipping costs of $ N/A to pay for or purchase
Bi-Annual Cardio/Pulmonary Examinations
This purchase or expenditure is being made because:
These respiratory physicals are a contractual obligation.
Article XXIII-Health and Safety Section 23.02
Vendor selected for this purchase: Allen Occupational Health
QBids or written quotes were taken on this purchase, as follows:
There is a City wide contract with Allen Occupational Health for all
medical services for City employees.
❑ 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:
Fx General Fund ❑ Road Use Tax EI Sewer ❑ Sanitation
❑ Bonds J Federal/other grants [] Other(specify)
This expenditure is to be coded to the following budget line-item:
010-12-1400-1314 (Health Services)
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 14,500.00 '-'
and the current available balance is $ 6,380.48
Respectfully submitted,
(Signature Dept. HeacTor Designee) Date (Signature Finance Dept. Review) Date
Sent over 041018.
City Clerk Use Only
Finance Committee
Approval Date 436 t't 8
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 Department to expend
$ 1,515.00 plus est. shipping costs of $25.00 to pay for or purchase
Dual Channel Controller, Internal Sensor
This purchase or expenditure is being made because:
To control air system for carbon monoxide and nitrogen diixide in public works building/
garage area.
Vendor selected for this purchase: Enviornmental Quality Experts
7X Bids or written quotes were taken on this purchase, as follows:
Enviornmental Quality Experts Omaha, NE $1,515.00
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 F] Road use Tax F-I Sewer F—] Sanitation
Bonds EI Federal/other grants F-] Other(specify)
This expenditure is to be coded to the following budget line-item:
414-18-7950-2118
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 25,000.00
and the current available balance is $ 16,500.22
Respectfully submitted,
Y j
Si nature Dept. Head or Designee) ate (SlgnMure Finance Dept. Review) Date
K:\shared goodies\forms\2018-April-Expenditure Pre-Authorization-Garage-Enviornmental Quality Express-dual Channel Controller-Garage
Air system-$1,515-414-18-7950-2118.xis(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date 4/,3 d t ,6
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
$ 15,798.00 plus est. shipping costs of $ n/a to pay for or purchase
sidewalk and dock installation.
This purchase or expenditure is being made because:
to install sidewalk and new docks (installation only) at the Boathouse. Docks are being
purchased under separate contract. Meets City strategic plan, Strategies 1.7 and 4.5
Vendor selected for this purchase: Cedar Lake EZ Dock, Nashua, Iowa
Fx Bids or written quotes were taken on this purchase, as follows:
Cedar Lake EZ Dock, Nashua, la $15,798.00
Daybuilt Construction, Nashua, la $16,576.00
James Custom Homes and Concrete, Waverly, la $17,254.75
❑ 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 El Sewer ❑ Sanitation
El Bonds Federal/other grants ❑x Other(specify) BHCG Grant
This expenditure is to be coded to the following budget line-item:
426-37-4207-.244ig ;zy75 371MP-BCP2GAME
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 500,000.00
and the current available balance is $ 169,768.61
Respectfully submitted,
(Signature Dept. ea or signee) Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Pre-Authorization Dock InstallationAs(Mar 2010)
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
$ 2,113.80 plus est. shipping costs of $ to pay for or purchase
male and female lifeguard suits for 2018 indoor and outdoor pool staff as well as
whistles and breakaway lanyards.
This purchase or expenditure is being made because:
to outift all lifeguards at the SportsPlex, Byrnes and Gates Pool in a consistent and
matching uniform.
Vendor selected for this purchase: Scheels (Cedar Falls, IA)
Fx Bids or written quotes were taken on this purchase, as follows:
Scheels (Cedar Falls, IA) $2,113.80
Adolph Kiefer (Zion, Illinois) did not meet specifications
E Lifeguard (Rockledge, FL)) did not meet specifications
EI 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:
Ex General Fund ❑ Road Use Tax ❑ Sewer F—I Sanitation
❑ Bonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-37-4200-1579 ($856.00) 010-37-4180-1579 ($1,257.80)
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ $1,000.00/$3,000.00✓
and the current available balance is $ 856.00/2,000.00
Respectfully submitted,
AY6
(Signature Dept. Head or Designee) Date (Sig ature Finance Dept. Review) Date
K:\shared goodies\forms\2014 swimsuits(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date /30 �t
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
$ 2,142.99 plus est. shipping costs of $ na to pay for or purchase
a sound system for the Spin Room.
This purchase or expenditure is being made because:
a sound system is essential to teach classes for our members.
Vendor selected for this purchase: Masximum Sight and Sound (Waterloo, IA)
Fx Bids or written quotes were taken on this purchase, as follows:
Maximum Sight and Sound (Waterloo, IA) $ 2,142.99
Gopher Sport (Owatonna, MN) $ 2,699.99
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:
Fx General Fund Road Use Tax ❑ Sewer ❑ Sanitation
Bonds Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
010-37-4180-1371 Building Grounds & Maintenance
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 51,834.00
and the current available balance is $ 14,984.45 ,/
Respectfully submitted,
(Signature Dept. Head or esignee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Spin Room Sound System 2018(Mar 2010)
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 MIS Department to expend
$ 1,614.18 plus est. shipping costs of $ to pay for or purchase
Annual Renewal of Adobe Creative Cloud Software
This purchase or expenditure is being made because:
This software is on a yearly subscription. Software used in Public Access Studio and
Communications department.
Vendor selected for this purchase: CDW-G
❑ Bids or written quotes were taken on this purchase, as follows:
FX Bids or quotes were not taken on this purchase because:
Automatic Adobe renewal
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
FX General Fund ❑ Road Use Tax EI Sewer ❑ Sanitation
EI Bonds ❑ Federal/other grants 1-1 Other(specify)
This expenditure is to be coded to the following budget line-item:
010-01-8220-1520
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 33,000.00 '
and the current available balance is $ 12,645.18
Respectfully submitted,
(Signature Dot. Head or Designee) Date (Signature Finance ept. Review) Date
K:\shared good ies\forms\Pre-Ruth Adobe Creative Cloud Renewal(Mar 2010)
City Clerk Use Only
Finance Committee y
Approval Date 3G I
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 Planning Department to expend
$ 2,390.00 plus est. shipping costs of $ 0.00 to pay for or purchase
new Ricoh printer
This purchase or expenditure is being made because:
The current color printer is non functioning and given age of printer, more cost effective
to purchase new one
Vendor selected for this purchase: Ricoh USA
QX Bids or written quotes were taken on this purchase, as follows:
see attached-given options and uses needed this would fit our needs best
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:
QX General Fund ❑ Road use Tax F—I Sewer F—] Sanitation
QX Bonds ❑ Federal/other grants [—] Other(specify)
This expenditure is to be coded to the following budget line-item:
416 08 5700 2111 and 010 08-5700 1376
(Fund - Department-Activity-Account Number) (Project Code)
li l/ f')a
in which the budgeted amount is $ 5000 5A3
and the current available balance is $ * 'sSUdD 593-
Respectfully b fitted
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
KAshared goodies\forms\Ricoh printer.xls(Mar 2010)
PATTIE MAGEE
From: Chris Youngblut
Sent: Monday, April 23, 2018 10:51 AM
To: PATTIE MAGEE
Subject: RE: new printer
No shipping charges.
From: PATTIE MAGEE
Sent: Friday,April 20, 2018 4:58 PM
To:Chris Youngblut<Chris.Youngblut@WATERLOO-IA.ORG>
Subject: RE: new printer
Hi Chris,
Will there be any shipping charges applied? I will put on for Finance.
Pattie3
From: Chris Youngblut
Sent: Thursday, April 19, 2018 8:43 AM
To: PATTIE MAGEE
Subject: new printer
Hi Pattie,
I talked to Aric and sounds like he wants to go with the Ricoh Printer that does the 11x17. The cost on that is
$2,390. Vendor is Ricoh USA and this copier is on a state contract. Will need to get this in for finance committee on
4/30. Let me know what info you need for this. Will come out of the GIS CIP account. I think that is 416-08-5700-2111
but you might want to double check.
We are also pulling dollars out of that account for GIS projects that are in the works-$1,728 approved on 12/8/17 and
$1,268.87 approved on 2/5/2018. Aric just wanted to make sure there were enough funds in thereto coverall.
Thanks
Chris
Chris Youngblut
Director of Technology Services
City of Waterloo • 715 Mulberry Street •Waterloo, Iowa 50703
Direct: 319.291.0149
Tech Services Line: 319.291.4598
chris.youngblut@waterloo-ia.org
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City Clerk Use Only
Finance Committee /
Approval Date �l 3�(/
r
City of Waterloo
Expenditure Pre-Authorization Request Form
The Finance Committee of the City Council is hereby requested to authorize the following
purchase or expenditure submitted by the Police Department to expend
$ 4,434.42 plus est. shipping costs of $ 0.00 to pay for or purchase
Professional Liability insurance for the Tri-County Drug Task Force
This purchase or expenditure is being made because:
this is an annual renewal of professional liability insurance through the cities
insurance carrier for the Tri-County Drug Task Force
Vendor selected for this purchase: PDCM Insurance
❑ Bids or written quotes were taken on this purchase, as follows:
Fx Bids or quotes were not taken on this purchase because:
PDCM Insurance is the insurance carrier the city of Waterloo uses.
Prior Committee Actions (Dates):
Please check the following box(es)as appropriate to describe the funding for this expense:
EI General Fund Road Use Tax ❑ Sewer ❑ Sanitation
❑ Bonds Federal/other grants EX Other(specify) Tri-County Forfeiture Fun(
This expenditure is to be coded to the following budget line-item:
010-11-1160-1512 11TRITRIF
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ a35_0OD
and the current available balance is $ 8fl 8.83 9�
Respectfully mitted,
(Signature D pt. Heado Designee) Date (Siginature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization(Mar 2010)
City Clerk Use Only
Finance Committee
Approval Date
City of Waterloo
Expenditure Authorization Request Form
The Finance Committee of the City Council is here by requested to authorize the following
purchase or expenditure submitted by the Sewer Department to expend
$ 2,988.00 plus ext. shipping cost of $ 300.00 to pay for or purchase
Fairbanks Morse pump repair parts and labor for Douglas lift station
This purchase or expenditure is being made because:
Pump lower seal failed and pressurized oil chamber pushing water into motor
housing.
Vendor selected for this purchase:
Quality Pump & Control
Bids or written quotes were taken on this purchase, as follows
®Bids or quotes were not taken on this purchase because:
Replacement parts are manufacturer specific and Quality Pump & Control is the
manufacturer representative for these replacement parts. City Strategic Plan, Strategy
4.5 Maintain and develop community services and city facilities that support quality of
place.
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: ❑Sanitation:
Bonds: Federal/other grants: ❑Other(specify):
This expenditure is to be coded to the following budget line-item:
520-14-5200-1571
(Fund - Department-Activity-Account Number) (Project Code)
in which budgeted amount is $ 400,000.00 v'
and the current available balance is $ 107,Q53.44
Respectfully subpaitted,
2D, (� - G 4-�3'78
(Signature Dept. Head Or Designee) Date (Signature Finance Dept. Review) Date
Quality Pump & Control Quotation
84015th Street S. W.
#
Mason City, IA 50401 Date Quote
4/19/2018 386
I
Name/Address
i
Waterloo,City of
Waste Water Department
715 Mulberry Street
Waterloo,IA 50703-5783
P.O. No. Project
Item Description Qty Cost Total
Pump Repair Fairbanks Morse Dry pit submersible pump(mechanical t 2,98800 2,988.00
seal,bearings,orings and gaskets,dielectric ail and labor)
F-eight Freight 1 300.00 300.00
Pump lower seal failed and pressurized oil chamber
pushing water into motor housing.
DdkA ° 1_s
Subtotal $3,288.00
Sales Tax (5.0%) $0.00
Total $3,288,00
City Clerk Use Only
Finance Committee
Approval Date -4/36/t6
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 Operation: Department to expend
$ 6,570.00 plus est. shipping costs of $ to pay for or purchase
6 - Traffic Signals Heads with Backplates to be installed at Airline Hwy and Wagner Rd.
This purchase or expenditure is being made because:
Highway 63 detour- DOT reimbursable.
Vendor selected for this purchase: Traffic Control Corporation
QX Bids or written quotes were taken on this purchase, as follows:
Traffic Control Corporation Woodridge, II $6,570.00
General Traffic Controls Spencer, IA $6,996.00
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 0 Road use Tax F-I Sewer F-] Sanitation
Bonds El Federal/other grants FX� Other(specify) DOT Reimbursement
This expenditure is to be coded to the following budget line-item:
290-17-� '576 /7rgF ot6SGAlL
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ z1U /b
and the current available balance is $
Res ectfully submitted,
(Signature Dept. ead or DesignM) I Date (Signature Finance Dept. Review) Date
K:\shared good ieslforms\2018-April-Expenditure Pre-Authorization-Traffic-Traffic control Corp-signal heads-bakcplates-Wagner&Airline-
$6,570-290-17-7120-1576.xls(Mar 2010)
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 Operation: Department to expend
$ 6,000.00 plus est. shipping costs of $ to pay for or purchase
Installation of span wire system for temporary signals at Airline Hwy and Wagoner Rd.
This purchase or expenditure is being made because:
Highway 63 detour- DOT reimbursable.
Vendor selected for this purchase: K&W Electric
OX Bids or written quotes were taken on this purchase, as follows:
K& W Electric Cedar Falls, IA $6,000.00
Bids or quotes were not taken on this purchase because:
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund ❑ Road use Tax n Sewer ❑ Sanitation
El Bonds ❑ Federal/other grants FX Other(specify) DOT Reimbursement
This exp�nclVre is to be coded to the following budget line-item:
290-17-7420-1576 /?1-� 6yn6,m--ndL
(Fund - Department-Activity-Account Number) (Project Code)
o�
in which the budgeted amount is $ 3
and the current available balance is $ p
Respectfully submitted,
Signature Dept. Hbad or Designee) t Vi�t_e (Signature Finance Dept. Review) Date
K:\shared good ies\forms\2018-April-Expenditure Pre-Authorization-Traffic-K&W-Span Wire System-Wagner&Airline-$6,000-290-17-
7120-1576.xis(Mar 2010)
City Clerk Use Only
Finance Committee 4/3
Approval Date /I
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 Operation, Department to expend
$ 38,337.90 plus est. shipping costs of $ to pay for or purchase
18 - 55 gallon drums of white fast dry paint; 35 - 55 gallon drums of yellow fast dry
paint and 750 - 50# bags of Beads Reflectorize Spheres
This purchase or expenditure is being made because:
Annual street/parking lot painting/marking.
(state IDOT bid)
Vendor selected for this purchase: Iowa Department of Transportation
FX Bids or written quotes were taken on this purchase, as follows:
IDOT Ames, IA $38,337.90
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:
FGeneral Fund Road use Tax F Sewer ❑ Sanitation
F] Bonds Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
266-17-7120-1581
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 46,500.00
and the current available balance is $ 46,043.00
Respectfully submitted,
((Signature Dept. Read or Designee) ate (Signature Finance Dept. Review) Date
K:lshared good ies\forms\2018-April-Expenditure Pre-Authorization-Traffic-IDOT-Traffic Paint and Beads-$38,337.90-266-17-7120-
1581.xis(Mar 2010)
Budget Amendment Descriptions for 4/30/2018 Finance Committee Meeting Agenda:
1. Approve the budget amendment for the Tri-County Forfeitures project to use revenue received in
excess of the amount budgeted to fund additional expenses in the amount of$30,000, as submitted
by the Police department.
2. Approve the project budget amendment for the Waterloo H21oo project to budget to use restricted
revenue received in the prior fiscal year for related expenses paid in the current fiscal year in the
amount of$100,000, as submitted by the Finance Department.
3. Approve the budget amendment to budget for insurance refunds received and related expenses in
the amount of$590,000, as submitted by the Finance Department.
4. Approve the budget amendment to use$116,000 in fund balance for additional sidewalk expenses
paid under the sidewalk assessment repair contract during the current fiscal year, as submitted by
the Finance Department.
5. Approve the budget amendment to budget for the refunding bond issue that is expected to be sold
this spring in the total amount of$3,575,000, including the portion attributed to sewer uses.
6. Please use this for project budget descriptions on Finance agenda. Do not need to include this cover
sheet in the Finance Committee packet.
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance Crynmittee approval required?
YES_ NO C
If so,date approved:
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 18 submitted by the POLICE Department:
EXPENSES/REVENUE
DECREASE EXPENDITURES(INCREASE REVENUE) I INCREASE EXPENDITURES(DECREASE REVENUE)
Fund Dept Activity Acct#1 Acct Name I Proj Code I Amount iFund Dept Activity Acct# Acct Name I Proj Code I Amount
010 11 1160 3603 Tri Co. Fort. 11TRI TRIF 30,000.00 010 11 1160 1512 Tri.Co. Fort. 11TRI.TRIF 30,000.00
TOTAL $30,000.00 TOTAL $30,000.00
This amendment is being requested because:
This is to conform with the City's budget line item control policy.Usin carryover/current revenue to increase the FY18 expense line
Prior Committee Actions(Dates):
i
ignature Dept. He esignee) ate (Signature Finance Dept. Review) Date
Date Posted(Finance Dept.)
K:lusers\shared goodies\forms\cs budget amend req form(Apr 2003)
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance C mittee approval required?
YES NO /
If so,date approved: �!�O/l U
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 2018 submitted by the Finance 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 01 8203 3000 Cash 100,000.00 010 01 8203 1393 100,000.00
0 t MYR.H2O
TOTAL $100,000.00 TOTAL $100,000.00
This amendment is being requested because:
To budget to spend the US Conference of Mayors award in the amount of$100,000 for the Healthy H2OLoo project, received in the prior
fiscal year, but not spent until this fiscal year.
Prior Committee Actions(Dates):
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted(Finance Dept.)
K:'shared goodiesVorms\edgt Amid Healthy H2O Loo FYI8.xls(Apr 2003)
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
FinanceCpfnmittee approval required?
YES 7 NO A I
ll /iIf so,date approved: '' u
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 2018 submitted by the Finance 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 03 8950 3625 Ins Refunds 590,018.00 010 03 8950 1368 590,000.00
TOTAL $590,018.00 TOTAL $590,000.00
This amendment is being requested because:
To reeccd.insurance refunds received and use the refunds to absorb additional medical expenses for the current year.
Prior Committee Actions(Dates):
A A l —�0
(Signature Dept. Head or Designee) Date (Signal re Finance Dept. Review) Date
Date Posted(Finance Dept.)
K:\users\shared goodies\forms\Bdgt Amd GO Bond Costs to Cable Studio Equip Proj Mar 2017,x1s(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:
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 2018 submitted by the Finance 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 07 7650 3000 Cash 116,000.00 010 07 7650 2164 Sidewalks 116,000.00
TOTAL $116,000.00 TOTAL $116,000.00
This amendment is being requested because:
More citizens used the assessment program to repair their sidewalks during this fiscal year than previoulsy anticipated.These fees will be
collected in future years with property taxes.
Prior Committee Actions(Dates):
Y(Signature Dept. Head or Designee) Date (Signal re Finance Dept. Review) Date
Date Posted(Finance Dept.)
K:\users\shared goodieslforms\Budget Amd FY18 Eng.zls(Apr 2003)
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Finance mmittee approval required?
YES NO
If so,date approved' "
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 2018 submitted by the Finance 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 I Proj Code Amount
100 03 8980 3755 Refunding Bonds 1,445,000.00 100 03 8980 2240 mttoRefunding Escrow 3,510,000.00
100 03 9050 6050 Transfer In 2,095,000.00 100 03 8980 2240 nt to Refunding Escrow 5,000.00
100 03 8980 1750 Debt Svc Exp 25,000.00
100 3000 Cash 120,000.00 100 03 8980 2240 Prin 120,000.00
520 14 8980 3755 Refunding Bonds 2,130,000.00 520 14 9050 2700 Transfer Out 2,095,000.00
520 14 8980 1750 Debt Svc 35,000.00
TOTAL $5,790,000.00 TOTAL $5,790,000.00
This amendment is being requested because:
To budget for anticipated refunding debt transactions
Prior Committee Actions(Dates):
`I`�w'/A ♦DOR /AJ/LwfL/ii.//I 7 �J �O /i1AM II�JJ 1� (/� L
(Signature Dept. Head or Designee) Date (Signa re Finance Dept. Review) Date
Date Posted(Finance Dept.)
Klshared goodies\farms\Bdgt Amd Refunding Bonds FYE201 Oxls(Apr 2003)