HomeMy WebLinkAboutApproved Documents - 11/7/2022 City Clerk Use Only
Finance Committee
11/7/2022
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 Airport Department to expend
$ 3,508.00 plus est. shipping costs of $ to pay for or purchase
annual maintenance on Airport back-up generator.
This purchase or expenditure is being made because:
regular maintenance is required to ensure generator is operational when needed.
Vendor selected for this purchase: Altorfer Inc
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Altorfer Inc, as the local Cat dealer, provided a written maintenance
agreement in 2021, with the cost locked in for six years.
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:
010-29-7700-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 125,000.00
and the current available balance is $ 87,684.60
Respectfully submitted,
Keith Kaspari 10/25/2022 11/7/2022
(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 11/7/2022
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 Building Maintenance Department to expend
$ 2,885.00 plus est. shipping costs of $ to pay for or purchase
This purchase or expenditure is being made because:
Purchase and replace a handicapped accessible automatic door operator with a hard wired push plate
actuator at the East Parking Ramp.
Vendor selected for this purchase: Automatic Door Group(Basepoint Building Automations)
Bids or written quotes were taken on this purchase, as follows:
0 Bids or quotes were not taken on this purchase because:
Automatic Door previous vendor for these repairs.
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 ❑ Sewer D Sanitation
FEII Bonds 0 Federattother grants F� Other(specify)
This expenditure is to be coded to the following budget line-item:
418--22-7960-2126
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 65,000.00
and the current available balance is $ 30,948.34
Respectfully submitted,
Greg Ahlhelm - Building Official 10/19/2022 11/7/2022
(Signature Dept. Head or Designee) Date (Signature Finance Dept, Review) Date
KAshared goodieslfofmslExpenditure Pre-Authorization.xis(Mar 2010)
Corporate Office 6200 Thornton
BAS E P O I N T Ave., Suite 190 Des , IA 50321
Main:: (800)(800) 779-2760
www.easepointBA.com
' BUILDING AUTOMAI IONS
Basepolnt Location:
905 Metzger Drive
Hiawatha, IA 52233
Name / Address Quote
uote
City of Waterloo
715 Mulberry Date Quote #
Waterloo, IA 50703
Ph 319 2914319 9/21/2022 2851
Description Total
RE: Waterloo East Parking Ramp yellow level new door operator
We propose to furnish and install with a one year parts and labor warranty:
1 Stanley Magic-Force or Horton 4000 heavy duty handicap access automatic door operator
2 Hard wired push plate actuators
1 On / off / hold open control switch mounted on operator enclosure
This price good for 30 days 25885.00
Prepared by: Pt
Marty Sea, Automatic Door Group
This price is assuming job can be completed during regular business hours and in one trip to job site.
If doors, hardware, electrical service or access to work site are not complete and ready for
installation of automatic door equipment, additional charges may apply.
0.00
Please sign and return, if accepted
Total $2,885.00
Date:
City Clerk Use Only
Finance Committee
11/7/2022
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 Finance Department to expend
$ 37,527.00 plus est. shipping costs of $ 0.00 to pay for or purchase
Business Analytics Module in New World ERP for Financial Management and Human
Resources/Payroll including 32 service hours for implementation assistance and report building.
This purchase or expenditure is being made because:
This will reduce time needed to pull reports for Audit as well as day to day requests made
for expenditures or revenues.
Vendor selected for this purchase: Tyler Technologies
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Tyler Technologies is who our current accounting software is with - New World ERP.
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 $ 165,250.00
and the current available balance is $ 69,778.80
Respectfully submitted,
Bridgett Wood 10114120Z 11/7/2022
(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 11/7/2022
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
$ 7,014.00 plus est. shipping costs of $ to pay for or purchase
Replacement of pickup box on truck 410-416 with an aluminum Flat Bed Platform.
This purchase or expenditure is being made because:
The current pickup box is so rusted where it is attached to the frame that it is unsafe.
This aluminum flatbed unit will last the rest of the life of the truck.
Vendor selected for this purchase: Don's Truck Sales, Fairbank Iowa
F■ Bids or written quotes were taken on this purchase, as follows:
Don's Truck, Fairbank Iowa $7,014.00
Diamonds Body Shop, Evansdale Iowa $7,046.50
Cedar Valley Collison, Waterloo Iowa Did not return proposal
❑ 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:
010-37-4100-1390
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 200,500.00
and the current available balance is $ 123,491.85
Respectfully submitted,
Paul Huting 10/26/2022 NW 11/7/2022
J
(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
11/7/2022
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
$ 125.00/hr NTE 24,000 plus est. shipping costs of $ to pay for or purchase
Snow/Ice removal including salt application as needed on newly constructed sidewalks,
crosswalks, and recreational trails in the University Ave & Kimball Corridors.
This purchase or expenditure is being made because:
In-house crews can no longer keep up with the expanding list of properties and locations
needing to be cleared throughout the City.
Vendor selected for this purchase: Professional Lawn Care, Waterloo, IA
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Professional Lawn Care has held their price at the same hourly rate for the past four years.
We have struggled to garner interest from other qualified and capable bidders for this work.
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:
010-37-4100-1390
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 200,500.00
and the current available balance is $ 123,491.85
Respectfully submitted,
Paul Huting 10/26/2022 5�
�p 11/7/2022
(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
11/7/2022
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
$ $5,503.31 plus est. shipping costs of $ 0 to pay for or purchase
Detective Bay renovation. (Carpet and Install)
This purchase or expenditure is being made because:
This is part of the building renovations in the Detective work bay. The is expense
is to replace carpet and base board in the office area.
Vendor selected for this purchase: D&W Floor Covering
0■ Bids or written quotes were taken on this purchase, as follows:
D&W Floor Covering $5,503.31
Riley's Floors $6,075.93
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:
418-11-1100-2152 Police Department Improvements
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ $146,478.05
and the current available balance is $ $38,844.33
Respectfully submitted,
Captain Aaron P. McClelland 10/25/2211/7/2022
J
(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 11/7/2022
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
$ $45,403.26 plus est. shipping costs of $ 0 to pay for or purchase
Annual software licenses agreement for the Police Department computers for Microsoft
products: Professional, Windows Professional, Remote Desktop, and Core Cal license.
This purchase or expenditure is being made because:
This is an annual license renewal of Microsoft products for all the Police Department
computers.
Vendor selected for this purchase: Insight Public Sector
Bids or written quotes were taken on this purchase, as follows:
F■ Bids or quotes were not taken on this purchase because:
Insight is the vendor who has the State of Iowa bid for Microsoft software and is the only
company that can bid the software package the department needs for the enterprise
agreement
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:
419-11-1100-2106
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 102,131.00
and the current available balance is $ 92145.50
Respectfully submitted,
Captain Aaron McClelland 10/25/22 �
� ��; 11/7/2022
(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 11/7/2022
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 Public Works Department to expend
$ 4,046.58 plus est. shipping costs of $ 0.00 to pay for or purchase
Labor, equipment and materials to repair overhead door in Public Works Facility
This purchase or expenditure is being made because:
Repair overhead door Cost divided up between departments
Traffic & Sanitation - 10% ea. Garage - 15% - Street- 65%
Vendor selected for this purchase: Overhead Door
F■ Bids or written quotes were taken on this purchase, as follows:
Overhead Door Waterloo, IA $4,046.58
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 ❑0 Road Use Tax ❑ Sewer 0■ Sanitation
EIBonds ❑ Federal/other grants ❑ Other(specify)
This expenditure is to be coded to the following budget line-item:
266-17-7120-1371; 525-15-5400-1371;010-18-7950-1371;266-19-7100-1371
(Fund - Department-Activity-Account Number) (Project Code)
in which the budgeted amount is $ 7,500.00/8,000.00/8,000.00/27,500.00
and the current available balance is $ 5,622.04/6,250.62/6,561.14/17,683.28
Respectfully submitted,
Sandie Greco 10/27/2022 'Sv4� Zo,W qIlu 11/7/2022
(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 11/7/2022
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 Traffic Operations Department to expend
$ 10,165.00 plus est. shipping costs of $500.00 to pay for or purchase
500 - 50 Ib. bags of reflecterizing spheres (beads)
This purchase or expenditure is being made because:
Annual striping and marking of streets and parking lots - reflectorizes the paint.
This is an IDOT bid.
Vendor selected for this purchase: Potters Industries LLC
0■ Bids or written quotes were taken on this purchase, as follows:
Potters Industries LLC Orange City, IA $30,648.00
❑ 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 ❑ Sewer F—] Sanitation
ElBonds ❑ 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 $ 51,150.00
and the current available balance is $ 51,150.00
Respectfully submitted,
Sandie Greco 10/21/2022 'St � 11/7/2022
(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 11/7/2022
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 Traffic Operations Department to expend
$ 30,648.00 plus est. shipping costs of $800.00 to pay for or purchase
3 - Totes White Waterborne Acrylic Traffic Paint
7 - Totes Yellow Waterborne Acrylic Traffic Paint
This purchase or expenditure is being made because:
Annual striping and marking of streets and parking lots.
This is an IDOT bid.
Vendor selected for this purchase: Diamond Vogel
0■ Bids or written quotes were taken on this purchase, as follows:
Diamond Vogel Orange City, IA $30,648.00
❑ 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 ❑ Sewer F—] Sanitation
EIBonds ❑ 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 $ 51,150.00
and the current available balance is $ 51,150.00
Respectfully submitted,
Sandie Greco 10/21/2022 �'�� w� 11/7/2022
(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 11/7/2022
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 2023 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 1150 3873 Reimb for Services 11GRT.ODE 1,500.00 010 11 1150 1114 Overtime 1,500.00
J
giiiii.11
TOTAL $1,500.00 TOTAL $1,500.00
This amendment is being requested because:
This is to conform with the City's budget line item control policy. See attached paper worked, continued funding for Southwest Expressy
WC-IAN-0136 for FY23.
Aaron McClelland, Police Captain 10/21/2022
Prior Committee Actions(Dates):
11/7/2022
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Waterloo.35281.1.Budget_Amendment_ODEF_Southwest_Express_additional_funding_10-21-2022(Apr 2003)
Under File, Select"Save As"
From the"Save In"drop down box, locate the directory you wish to save your file in.
You may rename the file in the"File name:" box at the bottom of the screen.
REMEMBER: the form itself is protected so you can only enter information in the yellow high-lighted cells.
At the top of the form, go to the first cell requiring information. This is Cell E11, directly after"FYE"
Once you've completed the fiscal year you can press the"tab" key to go to the next cell requiring information to be entered.
You may continue to press the"tab" key to move between the areas of the form that you must complete.
Or, you can simply use your mouse and click on the individual yellow cells you wish to move to.
The"TOTALS"will automatically be completed for you.
Once all information is entered, save your file and print the form.
Obtain the required signature and date and route the completed form to the Finance Department for their signature/approval.
Completed forms should be routed directly to the Finance Dept. FINANCE DEPT.ONLY
Financfommittee approval required?
YES NO 11/7/2022
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 2023 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 1150 3873 Reimb for Services 11 GRT.ODE 4,000.00 010 11 1150 1114 Overtime 4,000.00
J
giiiii.11
TOTAL $4,000.00 TOTAL $4,000.00
This amendment is being requested because:
This is to conform with the City's budget line item control policy. See attached paper worked, continued funding forEasy Money WC-IAN-0132 T-32
WC-IAN-0139 for FY23.
Aaron McClelland, Police Captain 10/21/2022
Prior Committee Actions(Dates):
11/7/2022
(Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
K:\users\shared goodies\forms\Waterloo.35284.1.Budget_Amendment_ODEF_Easy_Money_additional_funding_10-21-2022(Apr 2003)
Under File, Select"Save As"
From the"Save In"drop down box, locate the directory you wish to save your file in.
You may rename the file in the"File name:" box at the bottom of the screen.
REMEMBER: the form itself is protected so you can only enter information in the yellow high-lighted cells.
At the top of the form, go to the first cell requiring information. This is Cell E11, directly after"FYE"
Once you've completed the fiscal year you can press the"tab" key to go to the next cell requiring information to be entered.
You may continue to press the"tab" key to move between the areas of the form that you must complete.
Or, you can simply use your mouse and click on the individual yellow cells you wish to move to.
The"TOTALS"will automatically be completed for you.
Once all information is entered, save your file and print the form.
Obtain the required signature and date and route the completed form to the Finance Department for their signature/approval.