HomeMy WebLinkAboutApproved Documents - 9.19.2022City Clerk Use Only
Finance Committee
9/19/2022
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
$ 10,340.00
Building Maintenance
Department to expend
plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Provide and install a bullet resistant door in the Building Department at City Hall.
Vendor selected for this purchase:
�■ Bids or written quotes were taken on this purchase, as follows:
Failor Hurley - $ 10,340.00
Magee Construction - $ 12,329.00
n 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 IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other 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
and the current available balance is
Respectfully submitted,
Greg Ahlhelm - Building Official 9/2/2022
$ 75,000.00
$ 72,307.36
73iiaett Marl 9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
9/19/2022
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 Garage/Fire Department to expend
$ 6,646.40 plus est. shipping costs of $ 300.00 to pay for or purchase
2 - Turbo Chargers and Cores for Fire Engine #121311
This purchase or expenditure is being made because:
Vendor Specific - Replace 2 turbo chargers as bearings have failed
Vendor selected for this purchase: Zegler's Catapillar
n Bids or written quotes were taken on this purchase, as follows:
Zegler's Catapillar New Hampton, IA
$6,646.40
n 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 IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-18-1405-1571
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 66,000.00
and the current available balance is $ 42,773.76
Respectfully submitted,
Sandie Greco 9/8/2022
w Na0,6(
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
9/19/2022
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 Clerk's Office Department to expend
$ 10,200.00 plus est. shipping costs of $ to pay for or purchase
NovusAgenda annual software license renewal provided by Granicus.
This purchase or expenditure is being made because:
Vendor selected for this purchase:
Granicus
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
Software renewal.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ 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 $ 165,250
and the current available balance is $ 82,478.80
Respectfully submitted,
Kelley Felchle 9/7/2022
T ZO°
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
9/19/2022
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 Engineering Department to expend
$ 5,950.00 plus est. shipping costs of $ 0 to pay for or purchase
Replacement of two broken glass bus stop panels
This purchase or expenditure is being made because:
The panels were vandalized
Vendor selected for this purchase:
Matthias Landscaping
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
Mathias did the original installation
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
420-07-7500-2165
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
$ 1,310,000.00
$ 1,250,333.40
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
Naiimegme
MA IAA
LANDSCAPING CO.
Waterloo, City of
715 Mulberry
Waterloo IA 50703
Quantity
Description
Invoice
# 17247
Date
9/6/2022
Project
Bus Shelter Glass University Ave PH I
Rate
Terms
Net 30 days
Amount
1
2018
Attention:
Wloo
Jamie
University
Knutson
Recon
Ph
I
5,950.00
5,950.00
Replacement
of
Broken
Glass
Panels
at
University
and
Falls
Ave
Bus
Shelters
Replacement
of
(2)
Broken
Glass
Panels
at
University
and
Falls
Ave
Bus
Shelters
Materials
and
Labor
Contact
Nate
Lansing
319-226-6000
if you
have
any
questions.
Please
call
if
you
have
any
questions.
Subtotal
$5,950.00
Matthias
Landscaping
Co.
3170
Wagner
Rd.
waterloo
IA 50703
$0.00
Sales
Tax (7.O%)
Total
$5,950.00
Payments/Credits
$0.00
P-319-226-6000
F-319-226-6003
Balance Due
$5,950.00
City Clerk Use Only
Finance Committee
9/19/2022
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
Engineering
$ 6,584.00 plus est. shipping costs of $ 0
FY 2023 Middle Cedar Watershed Management Authority dues.
Department to expend
to pay for or purchase
This purchase or expenditure is being made because:
Dues for Waterloo's portion of the Middle Cedar Watershed Management Authority administrative person.
Vendor selected for this purchase:
Middle Cedar Watershed Management Authority
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
This is a membership that the City has been a part of for the last 8 years
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
▪ Bonds ❑ Federal/other grants ❑� Other (specify) Stormwater
This expenditure is to be coded to the following budget line -item:
521-07-7830-1312
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 25,000.00
and the current available balance is $ 25,000.00
Respectfully submitted,
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
9/19/2022
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 Engineering Department to expend
$ 3,675.58 plus est. shipping costs of $ 0 to pay for or purchase
Installation of two street lights hit and knocked over at the Fletcher Avenue RAB
This purchase or expenditure is being made because:
The poles were hit by by the traveling public and knocked down.
Vendor selected for this purchase:
K&W Electric
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
K&W is completing work on University Avenue and was already mobilized on site.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
▪ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
420-07-7500-2165
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
$ 1,310,000.00
and the current available balance is $ 1,250,333.40
Respectfully submitted,
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
INVOICE
LECTIMIC, DINC.
100% Employee Owned
BILL TO:
City of Waterloo - Engineering
715 Mulberry St.
Waterloo, IA 50703
Due Date
10-10-22
Date
08-25-22
Number
5686
Purchase Order
Number
All accounts are due and payable by the
10th of the month following date of
invoice. Finance charge of 1-1/2% per
month, which is an annual percentage
rate of 18%, charged on all past due
accounts.
Replace 2 Lights Hit on Round -a -Bout
Material
Labor
Equipment
Total Amount Due
1127 Lincoln St.
PO Box 967
Cedar Falls, IA 50613
Ph: 319.277.0415
F 319.277.1418
1,928.08
1,387.50
360.00
3,675.58
1004 Main St.
PO Box 426
Emmetsburg, IA 50536
Ph: 712.852.9077
F 712.852.8061
Visit our website at www.k-welectric.com
Email: kwe a(�.k-welectric.com
Equal Opportunity Employer
City Clerk Use Only
Finance Committee
9/19/2022
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
$ 4,878.00 plus est. shipping costs of $ to pay for or purchase
Mayor's Fun Run Shirts
This purchase or expenditure is being made because:
Kids shirts for the Mayor's Fun Run
Vendor selected for this purchase:
Advantage Screen Print
n Bids or written quotes were taken on this purchase, as follows:
Advantage Screen Print $4,878.00
Dickey's Screen Printing $5,455.00
Creative Impact (did not submit)
n 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 IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-37-4200-1567
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 22,000.00
and the current available balance is $ 16,341.22
Respectfully submitted,
Paul Huting 09/06/2022
7U6,4'
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
9/19/2022
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
$ NTE $20,000 plus est. shipping costs of $ to pay for or purchase
Repairs to Young Arena ammonia ice system.
This purchase or expenditure is being made because:
Decommissioning of water cooled condenser due to broken tubes that caused ammonia to leach out of the system,
repair of microprocessor due to power outage, Solenoid/Relief Valve replacement, Add glycol to floor loop.
Vendor selected for this purchase:
All Temp Refrigeration, Cedar Rapids Iowa
n Bids or written quotes were taken on this purchase, as follows:
n Bids or quotes were not taken on this purchase because:
All Temp Refrigeration is the only Certified Vilter Ammonia Compressor ice service business in the area.
they have the proper equipment & maintenance records for Young Arena dating back to construction
27 years ago, & provide timely emergency response calls when needed.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
❑ General Fund IT Road Use Tax IT Sewer n Sanitation
. Bonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
322-37-4500-2152
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 90,000
and the current available balance is $ 90,000
Respectfully submitted,
Paul Huting 08/30/2022
Zug
9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
City Clerk Use Only
Finance Committee
9/19/2022
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 Police Department to expend
$ 6,590.00 plus est. shipping costs of $ 00 to pay for or purchase
Annual renewal of Production SNS VCenter server maintenance Agreement
This purchase or expenditure is being made because:
Annual maintenance agreement to support the Police Department computer servers.
Vendor selected for this purchase:
ACES
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
ACES is the company that supports the computer systems operated by the Police Dept.
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund IT Road Use Tax IT Sewer n Sanitation
ElBonds ❑ Federal/other grants ❑ Other (specify)
This expenditure is to be coded to the following budget line -item:
010-1100-1105-1520
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ 110,355.00
and the current available balance is $ 82,813.00
Respectfully submitted,
Aaron P. McClelland, Captain 9/7/2022
u Z0acvl 9/19/2022
(Signature Dept. Head or Designee)
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010)
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
Project Name IDOT Commercial Aviation Infrastructure Fund Grant
City Contract No.
Project Manager
Project Budget Total
Keith Kaspari
$ 2,197,573.00
1. How will this project be funded?
A. Federal Grant Yes
Grant Name
No
CFDA #
B. State Grant Yes X No 1
Grant Name IDOT Commercial Aviation Infrastructure Fund Grant
C. City Match Source of Funding
D. Other Entities Yes
Name
To be assigned by the Finance Dept.
Project No.
Subproject No.
% Paid by federal grant
% Paid by state grant
% Paid by City
No X % Paid by other entity
Attach copies of any grant agreements that will fund the project (REQUIRED)
2. Does the project include the purchase of right of way or other real property?
If yes, will real property purchases be reimbursable under the grant?
If yes, attach authorization to purchase real property to this document.
3. Please indicate any non -participating expenses that you are aware will be incurred, such as:
A. Stormwater permit fees
B. Publication, or printing costs
C. Others, list
4. Does this project cover any regular full-time salaries or benefits?
If yes, employee/position to be covered.
100.00%
Done None
❑X
Yes No
❑ ❑X
❑ ❑
Done None
❑ ❑
Yes None
❑ ❑X
5. Include a brief description of the project in the space below: (REQUIRED)
Improvements under this grant shall consist of Airline Terminal Parking Canopy Structure(s), including: canopy coverage for
both parking lot exit lane pay stations; the NE parking lot entrance; and as much of the north section of the passenger
parking lot as possible, depending on material costs and contractor bids.
Airport funds from land release accounts will also be used, as a separate phase of this project, for parking lot pavement
improvements.
Page 2 must be attached and signed.
users\michelle-w\forms\Waterloo.34870.1.Project_Budget_Wkshts_IDOT_CAIF_Grant\Page 1 All Projects (Feb 2007)
CONSTRUCTION PROJECT BUDGET WORKSHEET
PAGE TWO
Project Name (from page one) IDOT Commercial Aviation Infrastructure Fund Grant
Department No. project will be budgeted under 29
Activity No. project will be budgeted under 7760
REVENUES:
3000 Cash on Hand
3112 Local Option Sales Tax
3350 Federal Grant
3353 Federal U-Step Grant
3358 Shared Program - City
3360 Shared Program - State
3361 State Grant
3365 State RISE Grant
3368 EPA Grant
3377 EDA Grant
3750 Sale of Bonds
3800 Miscellaneous Revenue
EXPENDITURES:
To be assigned by the Finance Dept.
Project No.
Subproject No.
(Each column should only include amounts by fund)
Fund: 291 Fund: Fund: Fund:
Total
2,197,573.00 2,197,573.00
TOTALS $ 2,197,573.00 $ $ - $ $2,197,573.00
2103 Engineering & Consulting $ 249,300.00 $ 249,300.00
2125 Traffic Control Equipment
2140 Land Acquisition
2144 Land Improvements
2146 Demolitions
2156 Bikeway Construction
2161 Bridges
2162 Storm Sewers
2163 Sanitary Sewers
2164 Sidewalks
2165 Streets & Roadways
2199 Non -participating Misc
2169 Airport Improv 1,948,273.00 1,948,273.00
TOTALS $ 2,197,573.00 $ $ - $ $2,197,573.00
Keith Kaspari 9/7/2022
N
9/19/2022
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
users\michelle-w\forms\Waterloo.34870.1.Project_Budget_Wkshts_IDOT_CAIF_Grant\Page 2 (Constr Proj) (April 2003)
PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION
PAGE TWO
Project Name (from page one)
Department No. project will be budgeted under
Activity No. project will be budgeted under
REVENUES:
3000 Cash on Hand
3350 Federal Grant
3353 Federal U-Step Grant
3358 Shared Program - City
3360 Shared Program - State
3361 State Grant
3365 State RISE Grant
3720 Donations - Restricted
3750 Sale of Bonds
3800 Miscellaneous Revenue
EXPENDITURES:
To be assigned by the Finance Dept.
Project No.
Subproject No.
(Each column should only include amounts by fund)
Fund: Fund: Fund: Fund:
TOTALS $
1111 Salaries - Regular
1112 Salaries - Part Time
1315 Education & Training
1345 Travel - Official City
1346 Travel - Prof Training
Total
TOTALS $ $ $ $ $
(Signature Dept. Head)
Date (Signature Finance Dept. Review) Date
users\michelle-w\forms\Waterloo.34870.1.Project_Budget_Wkshts_IDOT_CAIF_Grant\Page 2 (Donat-non constr) (April 2003)
PROJECT BUDGET WORKSHEET INSTRUCTIONS
The purpose of the project budget form is to set up a budget and project code that can be used to more specifically
account for certain construction or non -construction projects funded with state and federal grants, donations, or any
"restricted" type revenue sources. This form should be completed BEFORE any invoices are processed or payments
are made. It is also needed before any of the revenue is deposited. If you are not sure if a particular project needs
a project code, please contact the Finance Department. We are glad to help!
1.) Page 1 is REQUIRED for all projects. Complete the page 2 (constr proj) tab if you are requesting a budget for
a construction project. Complete page 2 (donat or NON-constr) if you are requesting a budget for any project,
other than one involving construction.
2.) You MUST provide the CFDA # for all federally -funded projects, including those that involve federal funds but
are passed on to the city from the State of Iowa. The grantor is required to provide that number to you.
Sometimes that number is provided in the grant application only, so that is a good place to look for it if you can't
find it in the grant award document.
3.) The revenue and expense account numbers provided on both page 2 tabs are commonly -used examples only.
You may change, add or edit those if there's a number you need that isn't listed. This form isn't meant to list all
possible account numbers, only those that are used the most often.
4.) Separate columns should be completed on the budget worksheet (page 2) if the project involves different
"funds" (e.g. GO bond fund and grant-fund/fund 290). Expenses and revenue for each fund should be separated
into columns and EACH column's revenue and expenses MUST EQUAL! You will get an "error" message
below the expense totals line if they don't. You need to make a correction if you get an error message.
5.) In general, the Finance Department will assign the project codes. However, if you have a request or
suggestion for the code you'd like to use, please discuss that with the Finance Department before submitting
your worksheets.
6. Please remember to forward the related grant award document to the Finance Department, along with the budget.
PROJECT BUDGET WORKSHEET - ALL PROJECTS
PAGE ONE
Project Name
City Contract No.
Project Manager
Project Budget Total
Police Grant- State and Community Highway Safety Grant Task 83-00-00
Interim Chief Leibold
$ 50,400.00
1. How will this project be funded?
A. Federal Grant Yes
Grant Name
No
CFDA #
B. State Grant Yes
Grant Name
No
State and Community Highway Safety Grant
C. City Match Source of Funding
D. Other Entities Yes
Name
To be assigned by the Finance Dept.
Project No. 11GRT
Subproject No. IDCTK83
% Paid by federal grant
Grant Agreement Number
% Paid by state grant
100.00%
Grant Agreement Number PAP 23-402-MOPT
Paid by City
No X % Paid by other entity
2. Attach copies of any grant agreements that will fund the project (REQUIRED)
3. Does the project include the purchase of right of way or other real property?
If yes, will real property purchases be reimbursable under the grant?
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
B. Publication, or printing costs
C. Others, list
5. Does this project cover any regular full-time salaries or benefits?
If yes, employee/position to be covered.
6. Include a brief description of the project in the space below: (REQUIRED)
This grant will cover directed overtime enforcement, training related travel & two PBT's.
Done None
❑X ❑
Yes No
Page 2 must be attached and signed.
K:\shared goodies\forms\Waterloo.34872.1.FY23_Highway_Safety_Grant_Task_83_Project_Budget_Worksheet\Page 1 All Projects (Mar 2010)
PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION
PAGE TWO
City Clerk Use Only
Finance Committee
9/19/2022
Approval Date
Project Name (from page one) Police Grant- State and Community Highway Safety Grant Task 83-00-00
Department No. project will be budgeted under 11
Activity No. project will be budgeted under 010 11 1150
REVENUES:
3000 Cash on Hand
3350 Federal Grant
3352 Federal HUD Grant
3354 Shared Program - Local
3357 Shared Program - County
3358 Shared Program - City
3360 Shared Program - State
3361 State Grant
3720 Donations - Restricted
3750 Sale of Bonds
3373 Fed Pass thru for Iowa
EXPENDITURES:
To be assigned by the Finance Dept.
Project No. 11GRT
Subproject No. IDCTK83
(Each column should only include amounts by fund)
Fund:1150 Fund: Fund: Fund:
Total
50,400.00 50,400.00
TOTALS $ 50,400.00 $ - $ $ - $ 50,400.00
1111 Salaries - Regular
1112 Salaries - Part Time
1315 Education & Training
1345 Travel - Official City
1346 Travel - Prof Training
1390 Contractual Services
1125 Overtime
1563 In Car Video Camera
1573 PBT's
1,000.00 1,000.00
48,500.00 48,500.00
0.00
900.00 900.00
TOTALS $ 50,400.00 $ - $ $ - $ 50,400.00
Capt. Aaron McClelland
(Signature Dept. Head)
9/7/2022("S.1.6(yett Zug 9/19/2022
Date (Signature Finance Dept. Review) Date
K:\shared goodies\forms\Waterloo.34872.1.FY23_Highway_Safety_Grant_Task_83_Project_ Budget_Worksheet\Page 2 (Donat or NON-
constr) (Mar 2010)