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HomeMy WebLinkAboutCouncil Approved Documents 8.16.2021 City Clerk Use Only Finance Committee Approval Date 8/16/2021 City ® 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 Bldg Maintenance Department to expend $ 31,800 plus est. shipping costs of $ to pay for Or purchase Replace 2 Thermal Solutions Natural Gas Boilers at Fire Station #1 i This purchase or expenditure is being made because: Emergency Repair Vendor selected for this purchase: Young Plumbing & Heating Co. Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Emergency Repair Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: ElGeneral Fund ® Road Use Tax � Sewer � Sanitation Bonds ❑ Federal/othor grants Other (specify) This expenditure is to be coded to the following budget line-item: 418-22-8800-2152 (Fund -- Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 550,000 and the current available balance is $ 79,422.45 Respectfully submitted, Greg Ahlhelm 7/30/2021 I,J4e we).r 8/16/2021 (Signature Dept. Head or Designee) Date (Signature Finance Dept, Review) Date KAshared good lesVorms\Expenditure Pre-Authorization As.(Mar 2010) PLUMBING & HEATING CO. Invoice Invoice # 12199R Invoice Date 7/28/2021 Mechanical Contractors Job # 12199 PLUMBING HEATING AIR CONDITIONING SHEET METAL PROCESS PIPING EXCAVATING 750 So. Hackett Rd - P.O. Box 1077 Waterloo, Iowa 50704 Phone (319) 234-4411 Bill To: CITY OF WATERLOO BLDG MAI NT Job: WATERLOO FIRE DEPARTMENT 715 MULBERRY ST 425 E 3rd St, Waterloo WATERLOO, IA 50703 Customer Order No: PO No: . . 12199 1218011 Net 30 Days 8/27/2021 Description Price Replace one boiler with 2 Quoted Price 31 , 800.00 2 Thermal Solutions APX-425C natural gas fired boilers and acessories TOTAL DUE : 31 , 800. 00 Please Remit Payment To : PO Box 1077 Waterloo 50704 Thank you for your business! Pay Online -- www.youngphc.com TERMS : Net 30 days. FINANCE CHARGE : 1 . 5% per month ( 18% annual) on unpaid balance. City Clerk Use Only Finance Committee Approval Date 8/16/2021 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 Fire Department to expend $ 13,221.00 plus est. shipping costs of $ N/A to pay for or purchase ESO Solutions, INC. This purchase or expenditure is being made because: Annual subscription fee for ambulance patient care reporting and billing software Vendor selected for this purchase: ESO Solutions, INC. Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Single Source Provider Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: F■ General Fund ❑ Road Use Tax ❑ Sewer F—] Sanitation EIBonds ❑ Federal/other grants ❑ Other(specify) This expenditure is to be coded to the following budget line-item: 010-12-1410-1520 Computer Software (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 13,221.00 and the current available balance is $ 13,221.00 Respectfully submitted, Jason Hernandez 08/03/2021 * 4, wester 8/16/2021 (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 8/16/2021 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 $ 9.575.16 plus est. shipping costs of $ to pay for or purchase 1 - ZT6100 Zero Turn Riding Lawn Mower This purchase or expenditure is being made because: To be used at Public Works Facility (purchasing a used model) Vendor selected for this purchase: Van Meter Q Bids or written quotes were taken on this purchase, as follows: Bobcat of Waterloo Waterloo, IA $9,575.00 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: EIGeneral Fund EI Road Use Tax EI Sewer F—] Sanitation Bonds EI Federal/other grants F—] Other(specify) This expenditure is to be coded to the following budget line-item: 418-18-7950-2117 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 73,000.00 and the current available balance is $ 36,630.89 Respectfully submitted, Sandie Greco 7/30/2021 8/16/2021 (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 8/16/2021 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 Garage/Sanitation Department to expend $ 7,985.34 plus est. shipping costs of $ to pay for or purchase 1 - Panel WILD, G4 Pack door and 1 - Traveling Cover for packing system for refuse truck #151301 This purchase or expenditure is being made because: Rusted out panel and cover need to be replaced. (only vendor locally to supply Curbtender parts) Vendor selected for this purchase: Curbtender, Inc. F■ Bids or written quotes were taken on this purchase, as follows: Curbtender, Inc. Cedar Falls, IA $7,985.34 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: 5■ 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 $ 345,000.00 and the current available balance is $ 311,650.03 Respectfully submitted, Sandie Greco 7/26/2021 8/16/2021 (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 8/16/2021 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 Garage/Street Department to expend $ 2,762.76 plus est. shipping costs of $ 100.00 to pay for or purchase 1 - Radiator for Grader#193B01 This purchase or expenditure is being made because: To replace unrepairable radiator (only vendor to have radiator available locally) Vendor selected for this purchase: Murphy Tractor& Equipment F■ Bids or written quotes were taken on this purchase, as follows: Murphy Tractor& Equipment Co. Waterloo, IA $2,762.76 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: 010-18-7955-1571 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 345,000.00 and the current available balance is $ 286,725.12 Respectfully submitted, Sandie Greco 8/9/2021 8/16/2021 (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 8/16/2021 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 $ 11,225.00 plus est. shipping costs of $ to pay for or purchase Installation and first annual fee for new registration/membership software to be used by SportsPlex, Sports, Young Arena, Leisure Campbell office, and WCA. Software will be installed in August 2021. This purchase or expenditure is being made because: the current software, Max Galaxy, will shut down in October. Strategy 4.7 Develop electronic initiatives that enhance ease of use and customer service. Vendor selected for this purchase: Sportsman Software, Sandy UT Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: SportsMan, Sandy Utah $10,905.00 Active Network, Dallas Texas $38,964.12 Amended preauth - three licenses are required instead of one. Prior Committee Actions (Dates): Approved at$6,220.00 06/21/2021 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: See attached. (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ Fiscal Year 2022 and the current available balance is $ Respectfully submitted, Paul Huting 08/06/2021 11 x114 v4A., 8/16/2021 (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 8/16/2021 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 Mayor Department to expend $ 3,330.00 plus est. shipping costs of $ 0 to pay for or purchase Cedar Valley Coalition Dues. This purchase or expenditure is being made because: FY'22 Cedar Valley Coalition Dues Vendor selected for this purchase: Cedar Valley Coalition Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: These are dues. 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: 010-01-8200-1391 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 13,000.00 and the current available balance is $ 7,731.00 Respectfully submitted, Quentin Hart 7-26-21 'N4� W A,r 8/16/2021 (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 8/16/2021 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 MIS Department to expend $ 12,503.40 plus est. shipping costs of $ to pay for or purchase Microsoft Exchange and Windows User licensing This purchase or expenditure is being made because: As we upgrade our exchange email server, we need to make sure we have enough client licenses to allow all users to connect. Vendor selected for this purchase: Insight Public Sectorq F■ Bids or written quotes were taken on this purchase, as follows: Insight Public Sectore: $12,503.40 CDW-Government: $13,077.40 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: 420-01-8225-2106 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 300,000 and the current available balance is $ 53,033.10 Respectfully submitted, Chris Youngblut 8/4/2021 � w 8/16/2021 (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 8/16/2021 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 Sewer Department to expend $ 4,200.00 plus est. shipping costs of $ 490.00 to pay for or purchase Wastewater Odor control for Park Road Lift station This purchase or expenditure is being made because: Control Odor for Park Road Lift Station Vendor selected for this purchase: Carbtrol Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: sole provider for this type of odor control Prior Committee Actions (Dates): Please check the following box(es)as appropriate to describe the funding for this expense: EI General Fund EI Road Use Tax FE-1 Sewer F—] Sanitation EI Bonds EI Federal/other grants F—] Other(specify) This expenditure is to be coded to the following budget line-item: 520-14-5200-1513 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 330,000.00 and the current available balance is $ 304,497.11 Respectfully submitted, Brian Bowman 08/02121 *Jqa weJ8/16/2021 (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 8/16/2021 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 Sewer Department to expend $ 8,640.00 plus est. shipping costs of $ 0 to pay for or purchase United States Department of the Interior Us Geological Annual Agreement for Operation and Maintenance of one streamgaging station on the Cedar River in Waterloo, IA 10-21 /09-22 This purchase or expenditure is being made because: Yearly fee to the US Department of Interior US Geological Survey Department. Vendor selected for this purchase: US Department of Interior Bids or written quotes were taken on this purchase, as follows: F■ Bids or quotes were not taken on this purchase because: Yearly Fee Required 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: 520-14-5200-1319 (Fund - Department-Activity-Account Number) (Project Code) in which the budgeted amount is $ 140,000.00 and the current available balance is $ 123,904.14 Respectfully submitted, Brian Bowman 07/30/21 rn; w 8/16/2021 (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 8/16/2021 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 Sewer Department to expend $ 13194.00 plus est. shipping costs of $ 141.00 to pay for or purchase Muffin Monster grinder to pump sludge This purchase or expenditure is being made because: To maintain operation of sludge pumping Vendor selected for this purchase: Electric Pump Bids or written quotes were taken on this purchase, as follows: QBids or quotes were not taken on this purchase because: Electric Pump is sole provider for Muffin Monster 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 EIBonds ❑ 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 the budgeted amount is $ 400,000.00 and the current available balance is $ 380,624.30 Respectfully submitted, Brian Bowman 8/4/21 rnaeewe8/16/2021 (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 8/16/2021 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 Sewer Department to expend $ 20,255.00 plus est. shipping costs of $ to pay for or purchase Retrofit pump for Virginia Lift Station This purchase or expenditure is being made because: Pump at the Virginia Lift Station needs replacement Vendor selected for this purchase: Electric Pump F■ Bids or written quotes were taken on this purchase, as follows: Electric Pump $20,255.00 (freight included in total) Pumpcon $22,281.00 (freight included in total) Starnet$23,295.00 (freight included in total) 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 FE-1 Sewer F—] Sanitation EIBonds ❑ 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 the budgeted amount is $ 400,00.00 and the current available balance is $ 380,624.30 Respectfully submitted, Brian Bowman 8/4/21 *J4W.S., 8/16/2021 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date KAshared goodies\forms\Expenditure Pre-Authorization.xls(Mar 2010) PROJECT BUDGET WORKSHEET -ALL PROJECTS PAGE ONE Project Name American Rescue Plan Act (ARPA) Grant City Contract No. To be assigned by the Finance Dept. Project Manager Jillian Rutledge Project No. 33GRT Project Budget Total $ 5,000.00 Subproject No. ARPA 1. How will this project be funded? A. Federal Grant Yes 0 No CFDA# ARPA-2021 312 % Paid by federal grant 100.00% Grant Name 2021 American Resuce Plan Act (ARPA ) Grant Grant Agreement Number B. State Grant Yes 0 No 0 % Paid by state grant 0.00% Grant Name Grant Agreement Number C. City Match Source of Funding None % Paid by City 0.00% D. Other Entities Yes = No 0 % Paid by other entity 0.00% Name Done None 2. Attach copies of any grant agreements that will fund the project(REQUIRED) Q ❑ Yes No 3. Does the project include the purchase of right of way or other real property? El ❑x If yes, will real property purchases be reimbursable under the grant? ❑ ❑ If yes, have you attached authorization to purchase real property to this document? El El 4. Will this project include any non-participating expenses, such as: A. Stormwater permit fees El Q B. Publication, or printing costs ❑ Fx C. Others, list El Q 5. Does this project cover any regular full-time salaries or benefits? ❑ Fx If yes, employee/position to be covered. 6. Include a brief description of the project in the space below: (REQUIRED) 2021 American Rescue Plan Act(ARPA) Grant for$5,000 with grant period 7/01/2021-1/31/2022. The grant project includes purchase of a solar charging bench and hiring a consultant for a space needs assessment. Page 2 must be attached and signed. users\michelle-w\forms\project-worksheets-arpa-grant-2021.xls\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON-CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date 8/16/2021 Project Name (from page one) American Rescue Plan Act(ARPA) Grant Department No. project will be budgeted under 33 To be assigned by the Finance Dept. Activity No. project will be budgeted under 3160 Project No. 33GRT Subproject No. ARPA (Each column should only include amounts by fund) Fund: 010 Fund: Fund: Fund: Total REVENUES: 3000 Cash on Hand $ - 3350 Federal Grant - 3354 Shared Program - Local - 3357 Shared Program - County - 3358 Shared Program - City - 3360 Shared Program - State - 3361 State Grant - 3720 Donations - Restricted - 3750 Sale of Bonds - 3800 Miscellaneous Revenue - 3373 Fed/State Passthrough 5,000.00 5,000.00 TOTALS $ 5,000.00 $ - $ - $ - $ 5,000.00 EXPENDITURES: 1319 Other Professional Service: 2,500.00 $ 2,500.00 1516 Minor Computer Equipment 2,500.00 2,500.00 TOTALS $ 5,000.00 $ - $ - $ - $ 5,000.00 Kim Chapman 7/23/2021 m14eW.J., 8/16/2021 (Signature Dept. Head) Date (Signature Finance Dept. Review) Date use rs\michelle-w\forms\project-worksheets-arpa-grant-2021.xls\Page 2(Donat-non constr) (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: 8/16/2021 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 6/30/2022 submitted by the Airport Department: i -I 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 291 29 7750 3350 Federal Grant 29AIP0046 2,735,000.00 291 29 7750 2169 Air ort Im rov 29AIP0046 2,550,000.00 291 29 7750 2103 Eng$Cons 29AIP0046 185,000.00 I i i TOTAL ####### TOTAL This amendment is being requested because: this is the carryover portion of FAA Grant 3-19-0094-046, allocated in FY-21,to FY-22. I Pri Commi ee Actions (Dates); N'MM vw�j'. 8/16/2021 (Signa r D t. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:luse0shared goodieslformsWP-46 Budget Carryover Amendment for FY-22(Apr 2003) Finance Committee NJ4,WeicQner s�� Approved 8/16/2021 Lease Vehicle Trades Year Make Model Mileage Vin# 1 2007 CHEVROLET IMPALA V6 FFV 4D SEDAN 3.51- LT 100,717 2G1WT58K579116405 2 2007 CHEVROLET MALIBU V6 4D SEDAN 2LT 64,237 1G1ZT58N17F298960 3 2007 FORD FUSION FWD V6 4D SEDAN SE 109,893 3FAHP071X7R251623 4 2008 FORD FUSION FWD V6 4D SEDAN S 92,519 3FAHP07198R241988 5 2009 CHEVROLET IMPALA V6 FFV 4D SEDAN LS 70,855 2G1WB57KX91277757 6 2009 DODGE Journey 99,665 3D4GG47B39T133315 7 2009 FORD TAURUS FWD 4D SEDAN SE 90,915 1FAHP23W99G125342 8 2010 CHEVROLET IMPALA FFV 4D SEDAN LT 95,790 2G1WB5EK8A1233618 9 2010 FORD EXPEDITION 4WD 4D SUV XLT 64,434 1FMJUlGSOAEB56930 10 2011 CHEVROLET IMPALA FFV 4D SEDAN LT FLEET 67,447 2G1WG5EK5B1258625 11 2012 HYUNDAI SONATA 4D SEDAN GLS 116,557 5NPEB4AC8CH462801 12 2013 FORD FUSION FWD 4D SEDAN 2.51-SE 117,375 3FA6POH76DR279120 13 2013 FORD POLICE INTERCEPTOR AWD 4D SUV 120,485 1FM5K8AR4DGB54425 14 2014 FORD POLICE INTERCEPTOR 4D SUV 3.7L 109,510 1FM5K8AR7EGA33437 15 2014 FORD POLICE INTERCEPTOR 4D SUV 3.7L 119,938 1FM5K8AR7EGA33438 16 2015 FORD POLICE INTERCEPTOR AWD V6 4D SEDAN 101,154 1FAHP2MK1FG153966 17 2017 CHEVROLET IMPALA V6 FFV 4D SEDAN LS 47,458 2G11X5S37H9171293 18 2017 CHEVROLET IMPALA V6 FFV 4D SEDAN LS 38,241 2G11X5S38H9169908 19 2018 FORD ESCAPE 4WD 4D SUV 1.5L SE 1 21,524 1 1FMCU9GDXJUC76156