HomeMy WebLinkAboutApproved Documents - 1/30/2023City 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
$ 7,194.63 plus est. shipping costs of $ to pay for or purchase
Optimist Baseball hats & Softball Visors for participants
This purchase or expenditure is being made because:
2023 Optimist Baseball and Softball Program a hat or visor is provided to participants.
It is included in registration fee.
Vendor selected for this purchase: BSN Sports Dallas, Texas
�■ Bids or written quotes were taken on this purchase, as follows:
BSN Sports $7,194.63
AD Star, Dick's $8,787.75
IT 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 1566
(Fund - Department - Activity - Account Number)
(Project Code)
in which the budgeted amount is $ 32,000.00
and the current available balance is $ 25,646.82
Respectfully submitted,
Paul Huting 01/11/2023
1 /30/2
023
(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
1/30/2023
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
$ 2,880.00 plus est. shipping costs of $ to pay for or purchase
Optimist Baseball & Softball pants for participants
This purchase or expenditure is being made because:
2023 Optimist Baseball and Softball league pants for participants
Pants are included in the registration fee.
Vendor selected for this purchase:
Creative Impact Evansdale, IA
�■ Bids or written quotes were taken on this purchase, as follows:
Creative Impact $2,880.00
BSN Sports $3,025.06
Dicks/AD Starr $4,012.50
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 1566
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
Paul Huting 01/11/2023 T
$ 32,000.00
$ 25,646.82
1/30/2023
(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
1/30/2023
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
$ $8,547.00 plus est. shipping costs of $ 0 to pay for or purchase
Asbestos Removal/ Investigations floor
This purchase or expenditure is being made because:
While doing department renovations we located asbestos tile that were cracking and crumbling
under the old carpet in Investigations. This was the cost to remove the asbestos tile.
Vendor selected for this purchase: Advanced Environmental
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
This was the only company available when the asbestos was located and for health purposes
it needed to be contained and removed in a timley manner.
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:
419-11-1100-2152 Police Department Improvements
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is
and the current available balance is
Respectfully submitted,
$ 49,226.00
$ 34,913.52
.:. � 1 /30/2023
Captain Aaron P. McClelland 1/9/23 (writ,u�.F�
AC
(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
1/30/2023
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
$ 12,689.60 plus est. shipping costs of $ to pay for or purchase
Twenty-eight Ballistic Aarmor Gen 2 Advanced Combat Helmets
This purchase or expenditure is being made because:
The Tactical Unit/Tems Unit have outdated ballasitc helmets that need replacement
for Officer safety reason. This is an order for 28 new ballistic helmets.
Vendor selected for this purchase: Ballistic Armor Co.
n Bids or written quotes were taken on this purchase, as follows:
IT Bids or quotes were not taken on this purchase because:
We did get 3 on-line bids for helmets similar to the ones being ordered for
money with less ballistic qualities. Ballistic Armor Co. was much less for
a safer and more protective helmet.
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:
322-11-1100-2128
(Fund - Department - Activity - Account Number) (Project Code)
in which the budgeted amount is $ $35,000.00
and the current available balance is $ $35,000.00
Respectfully submitted,
Aaron McClelland, Police Captain 1/18/2023 ew 1/30/2023
(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
1/30/2023
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
$ 7,147.45
plus est. shipping costs of
Sewer (Digester Pump) Department to expend
$ 300.00
replacement parts for Circ Pumps in the Digesters
to pay for or purchase
This purchase or expenditure is being made because:
Replacement parts are needed
Vendor selected for this purchase:
Electric Pump
n Bids or written quotes were taken on this purchase, as follows:
0 Bids or quotes were not taken on this purchase because:
Electric Pump is sole provider
Prior Committee Actions (Dates):
Please check the following box(es) as appropriate to describe the funding for this expense:
General Fund ❑ Road Use Tax n Sewer n Sanitation
0 Bonds ❑ Federal/other grants 0 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
and the current available balance is
Respectfully submitted,
Jesse Gaherty
01/13/2023
T
$ 400,000.00
$ 274,086.66
1/30/2023
(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 HOME- American Rescue Plan
City Contract No.
Project Manager
Project Budget Total
$ 89,039.65
1. How will this project be funded?
A. Federal Grant Yes X No
Grant Name
To be assigned by the Finance Dept
Project No: HMARP
CFDA # 14.239 % Paid by federal grant 100.00 %
Grant Agreement Number M21-DP190206
B. State Grant Yes No
Grant Name
X
C. City Match Source of Funding
D. Other Entities Yes No
Name
X
2. Attach copies of any grant agreements that will fund the project (REQUIRED)
% Paid by state grant
Grant Agreement Number
% Paid by City
% Paid by other entity
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. Angie Fordyce, Rudy Jones, P
6. Include a brief description of the project in the space below: (REQUIRED)
Partial administration funding for the planning phase of the American Rescue Plan.
DoneonNone
I^I ❑
Yes No
X
X
X
x
X
Page 2 must be attached and signed.
K:\shared goodies\forms\10 FY23 HOME ARP Partial Admin Budget Workseet .xls\Page 1 All Projects (Mar 2010)
PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION
PAGE TWO
Project Name (from page one) HOME- American Rescue Plan
Department No. project will be budgeted under 32
Activity No. project will be budgeted under 5871
REVENUES:
3000 Cash on Hand
City Clerk Use Only
Finance Committee 1/30/2023
Approval Date
(Each column should only include amounts by fund)
Fund: Fund: Fund:
Fund: 224 Total
3350 Federal Grant 89,039.65 89,039.65
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
3905 TIF Revenue
EXPENDITURES:
TOTALS $ 89,039.65
$
$ $ 89,039.65
1111 Salaries - Regular 50,000.00 $ 50,000.00
1113 Longevity 500.00 500.00
1121 FICA 3,900.00 3,900.00
1122 I PE RS 4,500.00 4,500.00
1123 Life & Disability
1131 Health Insurance 17,500.00 17,500.00
1313 Legal Service
1315 Education and Training
1317 Audit Expense 6,500.00 6,500.00
1346 Travel -Professional Traininf.
1351 Advertising Expense
1371 Building & Grounds maintenance
1,639.65 1,639.65
3,000.00 3,000.00
1376 Office Equipment
1379 Interim Assistance
1392 Subscriptions 500.00 500.00
1516 Minor Computer Equipment
1520 Computer Software
1561 Office Suppplies 1,000.00 1,000.00
TOTALS $ 89,039.65 $
RUDY JONES 1/6/23
$ $ 89,039.65
DIGITALLY
SIGNED
1/30/2023
(Signature Dept. Head) Date (Signature Finance Dept. Review) Date
K:\shared goodies1forms110 FY23 HOME ARP Partial Admit) Budget Workseet .xls\Page 2 (Donal or NON-constr) (Mar 2010)
HOME ARP Grant Agreement
Title II of the Cranston -Gonzalez National Affordable Housing Act
Assistance Listings #14.239 — HOME Investment Partnerships Program
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
1.
Grantee
Waterloo
715
City
Waterloo,
Mulberry
Hall
Name
Consortium
and
IA 50703-5713
Street
Address
2.
Grant
M21-DP190206
Number
(Federal
Award
Identification
Number
(FAIN)
3a
426005327
Tax
Identification
Number
3b.
Unique
625547120
Entity
Identifier
(formerly
DUNS)
4. Appropriation
861
/50205
Number
5.
Budget
FY 2021
Period
-
09/30/2030
Start
and
End
Date
6.
Previous
Obligation
(Enter
"0"
for initial
FY allocation)
$0
a.
Formula
Funds
$
7. Current
Transaction
(+ or -)
$1,780,793.00
a.
Administrative
and
Planning
Funds
Available
on
Federal
Award
Date
$89,039.65
b.
Balance
of
Administrative
and
Planning
Funds
$178,079.30
c.
Balance
of
Formula
Funds
$1,513,674.05
8.
Revised
Obligation
$
a.
Formula
Funds
$
9. Special
Conditions
(check
applicable
box)
10.
09/20/2021
Federal
Award
Date
(HUD
Official's
Signature
Date)
❑
Not
applicable
❑
Attached
11.
Indirect
Administering
Cost
Rate*
Agency/Dept.
Indirect
Cost
Rate
Direct
Cost
Base
12.
Period
Date
of
in
Box
Performance
#10
- 09/30/2030
* If funding assistance will be used for payment of indirect costs pursuant to 2 CFR
200, Subpart E-Cost Principles, provide the name of the department/agency, its
indirect cost rate (including if the de minimis rate is charged per 2 § CFR 200.414), and
the direct cost base to which the rate will be applied. Do not include cost rates for
subrecipients.
The HOME -ARP Grant Agreement (the "Agreement") between the Department of Housing and Urban Development (HUD) and the Grantee is made pursuant to the authority
of the HOME Investment Partnerships Act (42 U.S.C. 12701 et seq.) and Section 3205 of the American Rescue Plan (P.L. 117-2) (ARP). HUD regulations at 24 CFR part 92 (as
may be amended from time to time), the CPD Notice entitled "Requirements for the Use of Funds in the HOME -American Rescue Plan Program" (HOME -ARP Implementation
Notice), the Grantee's HOME -ARP allocation plan (as of the date of HUD's approval), and this HOME -ARP Grant Agreement, form HUD-40093a, including any special conditions
(in accordance with 2 CFR 200.208), constitute part of this Agreement. HUD's payment of funds under this Agreement is subject to the Grantee's compliance with HUD's electronic
funds transfer and information reporting procedures issued pursuant to 24 CFR 92.502 and the HOME -ARP Implementation Notice. To the extent authorized by HUD regulations
at 24 CFR part 92, HUD may, by its execution of an amendment, deobligate funds previously awarded to the Grantee without the Grantee's execution of the amendment or other
consent. The Grantee agrees that funds invested in HOME -ARP activities under the HOME -ARP Implementation Notice are repayable in accordance with the requirements of the
HOME -ARP Implementation Notice. The Grantee agrees to assume all of the responsibility for environmental review, decision making, and actions, as specified and required in
regulation at 24 CFR 92.352 and 24 CFR Part 58, as well as the HOME -ARP Implementation Notice.
The Grantee must comply with the applicable requirements at 2 CFR part 200, as amended, that are incorporated by the program regulations and the HOME -ARP
Implementation Notice, as may be amended from time to time. Where any previous or future amendments to 2 CFR part 200 replace or renumber sections of part 200 that are cited
specifically in the program regulations or HOME -ARP Implementation Notice, activities carried out under the grant after the effective date of the 2 CFR part 200 amendments will
be governed by the 2 CFR part 200 requirements, as replaced or renumbered by the part 200 amendments.
The Grantee shall comply with requirements established by the Office of Management and Budget (OMB) concerning the Universal Numbering System and System for Award
Management (SAM) requirements in Appendix I to 2 CFR part 200, and the Federal Funding Accountability and Transparency Act (FFATA) in Appendix A to 2 CFR part 170.
Funds remaining in the grantee's Treasury account after the end of the budget period will be cancelled and thereafter not available for obligation or expenditure for any purpose.
Per 31 U.S.C. 1552, the Grantee shall not incur any obligations to be paid with such assistance after the end of the Budget Period.
13. For the U.S. Department of HUD (Name and Title of Authorized Official) 14. Signature Francis Tim Severin 15. Date
2021.0. 09:43:
Tim Severin, CPD Director
0 9/2 2/20 21
,! 09-05'0000
16. For the Grantee (Name and Title of Authorized Official)
(C; 00 i14 ‘ -c rk I \\\RN
19. Check one: t1 Initial Agreement I. Amendment #
20. Funding Information: HOME ARP
Source of Funds Appropriation Code PAS Code Amount
2021 861/50205 HMX $1,780,793.00
17. ignature
18. Date
/6 -/ -(9 /
Page 1 form HUD-40093a
Completed forms should be routed directly to the Finance Dept.
FINANCE DEPT. ONLY
Finance Committee approval required?
YES ® No-1/30/2023
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 6/30/2023 submitted by the _ Airport 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
291 29 7750 3350
Federal Grant
29AIP.0049
265,498.00
010 29 7700 1371
Bldg Maint
170,498.00
010 29 7700 1538
Fuel Resale
25,000.00
010 29 7700 1571
Mach/Parts
20,000.00
010 29 7700 1114
Time & Half
40,000.00
010 29 7700 1117
Double Time
5,000.00
010 29 7700 1346
TravellTrng
5,000.00
TOTAL
$265,498.00
TOTAL
$265,498.00
This amendment is being requested because:
the Phase 1 project budget for this grant was approved in late FY-22 for $300,000, to be used for operating expenses. Of that amount,
only $34,502 was spent, therefore we are requesting that the remaining approved amount be moved forward to the FY-23 budget.
Prior Committee Actions (Dates):
(Signat
t. Head or Designee)
(writ°sic" 1/30/2023
(Signature Finance Dept. Review) Date
Date Posted (Finance Dept.)
Kauserslshared goodieslforms\CRRSA Grant Phase 1_01.11.23 (Apr 2003)