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HomeMy WebLinkAboutApproved Documents - 8/21/2023FINANCE DEPT. STAFF ONLY LINE ITEM USED 010-11-1100 1346 TRAVEL REQUEST CITY OF WATERLOO FY 24 BUDGETED $121,000.00 EXPENDED YTD $19,350.00 THIS REQUEST $9,950.00 LEFT AFTER THIS REQUEST $91,700.00 DATE 8/1/23 Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): DATE: 8/1/23 Officer Cheyenne Shaw NAME OF CLASS / MEETING: I DESTINATION: Johnston, Iowa Iowa Law Enforcement Academy Camp Dodge DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 8/28/23 RETURN DATE: 12/15/23 DATE(S) OF MEETING: 8/28/23 to 12/15/23 PURPOSE OF TRAVEL/TRAINING: Lt. Bose is requesting to send Officer Cheyenne Shaw to the Basic Officer Certification Course sponsored by the Iowa Law Enforcement Academy (Camp Dodge) on August 28, 2023. This Course is required to certify officers in the State of Iowa. The total cost will not exceed $9,950.00 WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: XXX CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: BUDGET LINE ITEM: 010-11-1100 1346 LODGING TAXI XX GRANT REIMBURSABLE 2,400.00 MEALS PARKING YES NO 7,200.00 REGISTRATION AIRFARE XX REQUIRED CERTIFICATION $350.00 MILEAGE/FUEL MISC/TOLLS YES NO TOTAL FOR ALL: $ 9,950.00 TOTAL: $ 9,950.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Lt. Steven Bose Date Approved by Finance Committee: 8/21/2023 DEPARTMENT HEAD DATE 8/1/23 DATE K: \Shared Goodies\Forms\Travel Request Form SIGNED TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 520-14-5200-1346 FY 24 BUDGETED $7,000.00 EXPENDED YTD $200.00 THIS REQUEST $1,929.00 LEFT AFTER THIS REQUEST $4,871.00 DATE 08/14/23 Ori•inai - Clerk/Finance Cow - Dertment NAME(S) AND POSITIONS): DATE: 08/09/23 NAME OF CLASS / MEETING: WEFtec Conference DESTINATION: Chicago, IL DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 10/02/23 RETURN DATE: 10/04/23 DATE(S) OF MEETING: 10/02-10/04/2023 PURPOSE OF TRAVELITRAINING: Attend the WEFTEC vendor show, working with our consultant to evaluate potential future changes and associated equipment needs. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: x CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 775.00 LODGING 504.00 MEALS 360.00 REGISTRATION 150.00 MILEAGE/FUEL 120.00 20.00 TOTAL FOR ALL: $ 1,929.00 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: x GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ 643.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Date Approved by Finance Committee: �.� S) DEPARTMENT HEAD DATE DATE K:1Sharcd Goodies\I orms\ I ravel Request Form (SuqPrit 7o.0.49 8/21/2023 DIGITALLY SIGNED TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. LINE ITEM USED FY 24 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST DATE Original - Clerk/Finance STAFF ONLY 010-01-8200 1345 $6,000.00 $105.00 $845.00 $5,050.00 08/04/2023 Copy - Department NAME(S) AND POSITION(S): Quent Hart, Mayor DATE: July 10, 2023 NAME OF CLASS / MEETING: Iowa League of Cities Annual Conference & Exhibit DESTINATION: Cedar Rapids, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: September 20, 2023 RETURN DATE: September 22, 2023 DATE(S) OF MEETING: September 20-22, 2023 PURPOSE OF TRAVEL/TRAINING: Iowa League of Cities Annual Conference & Exhibit WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: x COST $ YES NO METHOD OF TRAVEL: CITY VEHICLE AIRFARE PRIVATE VEHICLE DEPARTING FROM: Waterloo ESTIMATE OF COST: 390 100 230 75 LODGING MEALS REGISTRATION MILEAGE/FUEL 50 TOTAL FOR ALL: $ 845.00 TAXI PARKING AIRFARE M ISC/TOLLS BUDGET LINE ITEM: 010-01-8200 1345 x GRANT REIMBURSABLE YES NO x REQUIRED CERTIFICATION YES NO TOTAL: $ 845.00 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO Quentin Hart DEPARTMENT HEAD 7/10/2023 DATE K: \Shared Goodies\Forms\Travel Request Form Date Approved by Finance Committee: 8/21/2023 DATE SI NED City Clerk Use Only Finance Committee 8/21/2023 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 Central Garage Department to expend $ 23,035.98 plus est. shipping costs of $ 1,000.00 to pay for or purchase new air compressor. This purchase or expenditure is being made because: Air compressor has failed and is obsolete. Vendor selected for this purchase: Black Hawk Rental n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Demo Unit - Doosan C185 Air Compressor 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: 420-18-7950-2152 / 322-19-7100-2117 / 266-19-7100-1555 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 20,000.00 / 350,000.00 / 6,500.00 and the current available balance is $ 9,975.64 / 326,281.42 / 6,091.90 Respectfully submitted, Sheila Steffen 8„5/2023 (SZU 8/21/2023 (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 8/21/2023 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 Central Garage Department to expend $ 6,737.47 plus est. shipping costs of $ 500 to pay for or purchase Ford transmission with up-to-date parts and 3-year unlimited warranty. Unit 121332. This purchase or expenditure is being made because: Transmission failure. Vendor selected for this purchase: Witham Auto Center n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Only vendor that would provide a Ford transmission with up-to-date parts and a 3-year unlimited warranty. 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: 010-18-1411-1569 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 8,500 and the current available balance is $ 8,500 Respectfully submitted, Sheila Steffen 8/92023 (Su4ett N 8/21/2023 (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 Approval Date 8/21/2023 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 $ 3,302.00 plus est. shipping costs of $ 0.00 to pay for or purchase Visual, magnetic particle, ultrasonic and dielectric inspections of bucket trucks, digger derricks, truck cranes, auto lifts, overhead cranes and wheel lifts. This purchase or expenditure is being made because: Annual inspections. Vendor selected for this purchase: Acuren n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Inspection required. Acuren was only vendor that responded to inspection request. Had vendor complete inspection while onsite. 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: 010-18-7950-1378 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Sheila Steffen 8/9/2023 $ 3,500.00 $ 3,500.00 N0,049 :NED J 8/21/2023 (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 8/21/2023 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 Central Garage $ 7,208.46 plus est. shipping costs of $ 500.00 Preventative maintenance for Compost Shredder by supplier. Department to expend to pay for or purchase This purchase or expenditure is being made because: Annual maintenance. Vendor selected for this purchase: Hennen Equipment n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Annual maintenance. Number of repairs needed. Had vendor complete repairs while onsite rather than incur another trip charge of $962. 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: 010-18-7950-1571 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 66,483.00 and the current available balance is Respectfully submitted, Sheila Steffen 8/92023 $ 50,591.14 NocW 8/21/2023 (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 8/21/2023 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 Engineering Department to expend $ 26,000.00 plus est. shipping costs of $ 0 to pay for or purchase Purchase of stream credits This purchase or expenditure is being made because: For the Hammond Avenue bridge replacement, the City must purchase stream credits to offset changes to Sink Creek as part of the project permits from the Corps and IDNR Vendor selected for this purchase: Black Hawk Mitigation Bank, LLC �■ Bids or written quotes were taken on this purchase, as follows: Black Hawk Mitigation Bank: $36/credit Dry Run Creek Mitigation Bank: $125/credit Smoketown Mitigation Bank: No quote 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) Stormwater This expenditure is to be coded to the following budget line -item: 521-07-5300-2144 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 30,000.00 $ 30,000.00 Jamie Knutson 08/14/2023 (Writ `Zaat{ 8/21/2023 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) From: To: Subject: Date: Attachments: Rick Young JAMIE KNUTSON RE: Stream Credits For Waterloo Tuesday, August 8, 2023 10:36:25 AM image001.jpq CAUTION: This email originated from outside the City of Waterloo email system. Do not click links or open unexpected attachments unless you recognize the sender and know the content is safe. Jamie, Black Hawk Mitigation Bank has 696.8 stream credits remaining and we want to get rid of them, we will sell you the 695.2 credits for $25,027.20 ($36.00/credit) From: JAMIE KNUTSON <JAMIE.KNUTSON@WATERLOO-IA.ORG> Sent: Tuesday, August 8, 2023 10:23 AM To: Rick Young <rick@youngphc.com> Cc: WAYNE CASTLE <WAYNE.CASTLE@WATERLOO-IA.ORG> Subject: Stream Credits For Waterloo Rick, Good morning. I am working on a bridge replacement project and am needing to purchase 695.20 stream credits for the project. I am looking at the Smoketown Mitigation Bank and wanted to see how many stream credits are available and what the cost per credit is. If you could let me know I would appreciate it. We are looking to purchase the credits as soon as possible to keep the project moving. Thank You. Jamie Knutson, P.E. City Engineer 715 Mulberry St. Office 319-291-4312 Updated Logo DISCLAIMER The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. PURSUANT TO IOWA CODE CHAPTER 22 E-MAIL COMMUNICATION TO AND From: To: Subject: Date: Attachments: Kurt Boevers JAMIE KNUTSON Re: Dry Run Creek Mitigation Bank Credits Thursday, August 10, 2023 8:26:48 PM image003.ioq CAUTION: This email originated from outside the City of Waterloo email system. Do not click links or open unexpected attachments unless you recognize the sender and know the content is safe. Jamie, Stream credits are $125 each. When you have the permit number and know the exact number of credits needed I will gladly send you formal quote. Thanks for reaching out to me and looking forward to providing the credits that are needed. Thanks, Kurt Boevers (319) 939-5787 From: "jamie knutson" <JAMIE.KNUTSON@WATERLOO-IA.ORG> To: "Kurt Boevers" <kjboevers@cfu.net> Sent: Thursday, August 10, 2023 4:54:46 PM Subject: Dry Run Creek Mitigation Bank Credits Kurt, I need to purchase around 700 stream credits for a project here in Waterloo. Can you send me a price per credit please? We would be purchasing in the next month or so. Thank You. Jamie Knutson, P.E. City Engineer 715 Mulberry St. Office 319-291-4312 Updated Logo DISCLAIMER The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. PURSUANT TO IOWA CODE CHAPTER 22 E-MAIL COMMUNICATION TO AND FROM THIS ADDRESS MAY BE SUBJECT TO PUBLIC DISCLOSURE. City Clerk Use Only Finance Committee 8/21/2023 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 Finance Department to expend $ 10,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase actuarial services to calculate the city's post -employment retirement benefits liability obligation under Government Accounting Standard 75 and required to complete 509A filing with State of Iowa. This purchase or expenditure is being made because: Vendor selected for this purchase: Arthur J. Gallagher & Co n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Arthur J. Gallagher & Co provided a quote of $10,000. They have been completing the actuarial work for us for a number of years and have data files built for the information, minimizing the cost for the services. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: General Fund n 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: 010-03-8950-1390 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 11,600.00 and the current available balance is Respectfully submitted, Bridgett Wood 8/9/23 $ 11,600.00 Nactc( SIONuv SICNEO 8/21/2023 (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 8/21/2023 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 Fire Department to expend $ 5,000.00 plus est. shipping costs of $ 0.00 to pay for or purchase New equipment replacement bags for medic units. This purchase or expenditure is being made because: Current load -out configuration is being reformatted with bags that are more easily cleaned and decontaminated. Vendor selected for this purchase: BoundTree Medical n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Bags will be purchased through our current supply vendor utilizing our volume discount. 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: 010-12-1410 1551 Drugs/Medicines & Medical /Lab Supplies (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 175,000.00 $ 145,908.37 Jason Hernandez 08/11/2023 (-Writ (/ ao.q 8/21/2023 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared goodies\forms\Expenditure Pre-Authorization.xls (Mar 2010) Bound Tree Quotation Quotation#: Account number: BILL -TO 425 E 3RD ST, WATERLOO, IA, 50703-3511 BEST WAY Payment Terms: Contact Name Phone Number Item 2521-00418 UOM Description EACH G3 Load N' Go Backpack, Red 08/10/2023 SHIP -TO 425 E 3RD ST, MED OFFICE, WATERLOO, IA, 50703-3511 List Price Your Price $303.99 25219 Qty Total price Exp. Date 6 1513.14 G3 Tidal Volume Emorgency Oxygen Pack, Green 2521-01118 EACH G3 Medslinger EMT Pack, Red $143.99 101.75 6 610.5 List price Your Price: Comments: BROOKE HUNT P hone. 712.308.1092 <a href="mailto brooke.HUNT@boundtree. S ales tax will be applied to customers who are not exempt S hipping charges will be prepaid and added to the invoice unless otherwise stated. This quotation is valid until the quote expires or the manufacturer s price to Bound Tree Medical increases. To place an order please visit our website at www.boundtree.com, login and add to your or call (800) 533-0523 fax (800) 257-5713 Bound Tree Medical 15000 Tuttle Crossing Blvd., Dublin Ohiol Telephone 800.533-0523 4838 28 City Clerk Use Only Finance Committee 8/21/2023 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 $ 5,337.00 plus est. shipping costs of $ N/A 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 �■ Bids or written quotes were taken on this purchase, as follows: Advantage Screen Print $5,337.00 Dickey's Screen Printing $5,643.00 Creative Impact NA 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 and the current available balance is Respectfully submitted, Paul Huting 08/14/2023 T Z0 $ 22,000.00 $ 15,681.05 8/21/2023 (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 /2023 Approval Date tS 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 $ 2,518.16 plus est. shipping costs of $ 0.00 to pay for or purchase New ammonia sensor & calibration for ice system at Young Arena This purchase or expenditure is being made because: upon inspection of the ice system the ammonia sensors control board was not in working order and needs immediate replacement for safety purposes. Vendor selected for this purchase: All Temp Refrigeration , Cedar Rapids Iowa n Bids or written quotes were taken on this purchase, as follows: Q Bids or quotes were not taken on this purchase because: All Ternp Refrigeration is the only certified Vilter ammonia compressor ice service business in the area They have the proper equipment and maintenance records for the Young Arena ice system dating back to construction in 1994 and 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 Road Use Tax n Sewer ❑ Sanitation O Bonds ❑ FederaWother grants [1 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 and the current available balance is Respectfully submitted, $ 90,000 $ 24,918 Paul Huting 8/8/2023 Vuet9ret Mae (` 8/21/2023 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:Ishared goodieslforms\Expenditure Pre-Authorization.xls (Mar 2010) All Temp Refrigeration LLC 5907 4th Street SW, Suite 250 ALL TEM p Cedar Rapids, IA 52404 REFRIGERATION A COLD CORE COMPANY Phone #: 319-362-8367 Fax #: 319-247-7087 Bill To Young Ice Arena 125 Commercial Street Waterloo, IA 50701 Attn: Accounting Vendor No. Terms Net 30 Invoice Invoice Date 7/24/2023 231-9147 Date Completed Work Ordered By: 07/03/2023 Job Site Young Icc Arena 125 Commercial Street Waterloo, IA 50701 Purchase Order No. Work Order/Requisition No. Service Requested/Problem Description/Location Make Model Serial# Control Issue Service Description Replaced ammonia sensor and calibrated. Labor Materials Trip Charge Amount 1,160.00 1,268.16 90.00 wASN Remit To: All Temp Refrigeration 5907 4th Street SW, Suite 250 Cedar Rapids, IA 52404 A FINANCE CHARGE OF 1-1/2% PER MONTH, OR 18% PER YEAR, WILL BE CHARGED ON ALL ACCOUNTS 30 DAYS OR MORE PAST DUE. MINIMUM FINANCE CHARGE OF $.50 PER MONTH. Subtotal Sales Tax (0.0%) Payments/Credits Balance Due $2,518.16 $0.00 $0.00 $2,518.16 City Clerk Use Only Finance Committee ttiie1/2023 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 $ 16,440.00 plus est. shipping costs of Leisure Services Department to expend $ 0.00 to pay for or purchase Painting the exterior of Gates Park Golf Course Pro Shop. This purchase or expenditure is being made because: Current paint is in poor condition and needs to be refreshed. Vendor selected for this purchase: Personified Inc. �■ Bids or written quotes were taken on this purchase, as follows: Personified Inc. Waterloo, Iowa $16,440.00 Verbraken Painting Waterloo, Iowa Did not submit bid Michael Painting Waterloo, Iowa Did not submit bid 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: 421-37-4120-2174 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Paul Huting 08/09/2023 $ 40,000.00 $ 21,298.86 NacW 8/21/2023 (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 Commitlt��1/2023 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 $ 4,365.95 plus est. shipping costs of $ 0.00 to pay for or purchase replacement trees for downtown area. This purchase or expenditure is being made because: replace dead trees. Vendor selected for this purchase: Matthias Landscaping Co. n Bids or written quotes were taken on this purchase, as follows: Matthias Landscaping Co. $4,365.95 only bid received 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: 010-37-4100 1536 415.30 4105-1536 2019.77 4105-1536 1930.88 37RST.TREEWF18 37GFT.TREE (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Paul Huting 08/09/23 $ 5,000.00 2,019.77 1,930.88 $ 5,000.00 2,019.77 1,930.88 8/21/2023 (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 8/21/2023 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 MIS $ 4,950.00 plus est. shipping costs of $ N/A Cisco DUO Licensing for Multi Factor Authentication Department to expend to pay for or purchase This purchase or expenditure is being made because: Multi Factor Authentication is a requirement for email users that are using Outlook Web Access. This should be the last year of this fee as we move all over to Office 365 Vendor selected for this purchase: CDW-G 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 basically a pass through on the cost from Cisco using a vendor we already use. 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: 323-01-8225-2106 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Chris Youngblut 08/08/2023 Z $ 144,033.33 $ 141,003.96 8/21/2023 (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 8/21/2023 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 MIS Department to expend $ $10,667.00 plus est. shipping costs of $ N/A to pay for or purchase Hour blocks of support time (32 Hours) with Davenport Group - used mainly to implement Microsoft Office 365. This purchase or expenditure is being made because: The rollout of Office 365 requires technical expertise that currently is not on staff. Any hours left over will be used as support is needed throughout our network/office setup. Vendor selected for this purchase: Davenport Group n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Davenport Group has assisted us with several other projects and is very familiar with our network/system layout. They have also helped us with some rollouts of MS Teams and is therefore very qualified to help us complete this implementaion. 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: 010-01-8220 1319 / 323-01-8225-2106 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Chris Youngblut $ 20,000.00 / $144,033.33 $ 20,000.00 / $141,003.96 08/08/2023 (W tt Naafi 8/21/2023 (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 Approval Date 8/21/2023 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 $ 16,100.00 plus est. shipping costs of $ 0 to pay for or purchase Brief Cam Annual Renewal This purchase or expenditure is being made because: Brief Cam annual software renewal Vendor selected for this purchase: RC Systems n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Proprietary software renewal for the Brief Cam System 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: 010-11-1105-1520 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 223,000.00 $ 198,274.90 Aaron McClelland, Police Captain 8/9/23 wo{ 8/21/2023 (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 8/21/2023 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 $ 2,822.00 plus est. shipping costs of $ 112.40 to pay for or purchase of 2 Chemical Cabinet/ Fire Safety Cabinets. This purchase or expenditure is being made because: This expenditure is to purchase chemical staorage cabinets that are fire rated to store evidence with flammable qualities. Vendor selected for this purchase: Justrite Manufacturing Co. n Bids or written quotes were taken on this purchase, as follows: IT Bids or quotes were not taken on this purchase because: Justrite Manufacturing has proprietary safety cabinets that fall within the accreditation guidelines for the chemical safety cabinets. 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 Bonds El Sanitation Federal/other grants ❑ Other (specify) Coverdell Forensic Grant 21 This expenditure is to be coded to the following budget line -item: 010-11-1150-1391 11GGT.FRNSC21 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ $25,000.00 and the current available balance is Respectfully submitted, Aaron P. McClelland, Police Captain 8/8/23 $ $14,560.58 Tv4ett 2Uoq 8/21/2023 (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 8/21/2023 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 $ 6,232.00 plus est. shipping costs of $ 0.00 to pay for or purchase Faro Scanner Annual renewal This purchase or expenditure is being made because: Faro Scanner Accident Reconstruction/ Crime Scene Software renewal Vendor selected for this purchase: Faro n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Faro is a propriety software for accident and crim scene reconstruction. 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 Bonds El Sanitation Federal/other grants ❑ Other (specify) Coverdell Forensic Grant 21 This expenditure is to be coded to the following budget line -item: 010-11-1150-1391 11GGT.FRNSC21 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ $25,000.00 and the current available balance is Respectfully submitted, Aaron P. McClelland, Police Captain 8/9/23 $ $11,626.58 Ni 8/21/2023 (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 21/2023 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 Sanitation Department to expend $ 43,888.00 plus est. shipping costs of $ 3,000.00 to pay for or purchase 550 medium refuse containers and 273 yard waste carts This purchase or expenditure is being made because: Replenish medium refuse containers and yard waste carts. Vendor selected for this purchase: Schafer n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Proprietary vendor for refuse containers. 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: 525-15-5400-1596 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 120,000.00 and the current available balance is $ 120,000.00 Respectfully submitted, Sheila Steffen 8/9/2023 Tu4ett N.( 8/21/2023 (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/21/2023 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 Sewer (CAT2) Department to expend $ 5150.00 plus est. shipping costs of $ 750.00 to pay for or purchase This purchase or expenditure is being made because: Replace carbon screening at Park Rd Vendor selected for this purchase: Carbtrol Corporation n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: 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 1513 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 512,000.00 and the current available balance is $ 349,813.24 Respectfully submitted, Jesse Gaherty 7/27/23 i.%(,yett No.04P 8/21/2023 (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/21/2023 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 Sewer Department to expend $ 6535.00 plus est. shipping costs of $ N/A to pay for or purchase Glycol for Admin Boilers This purchase or expenditure is being made because: Glycol needed to service boilers Vendor selected for this purchase: Bower Pinnacle n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: Sole proprietor 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 1371 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 36,000.00 and the current available balance is $ 25,700.95 Respectfully submitted, Brian Bowman 08/14/23 Vwfirit 8/21/2023 (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 8/21/2023 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 Sewer (Tubes) Department to expend $ 3,264.00 plus est. shipping costs of $ 300.00 to pay for or purchase Tube bundle for Admin This purchase or expenditure is being made because: New tubes are needed for hot water Vendor selected for this purchase: WBC Mechanical n Bids or written quotes were taken on this purchase, as follows: 0 Bids or quotes were not taken on this purchase because: 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 1371 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 36,000.00 and the current available balance is $ 28,048.44 Respectfully submitted, Brian Bowman 08/08/23 N 8/21/2023 (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_p21/2023 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 Traffic Department to expend $ 10,920 plus est. shipping costs of $ 500 to pay for or purchase Fiber replacement - utility damage by contractor. Contractor to reimburse city for repair. This purchase or expenditure is being made because: Franklin Street - fiber replacement due to damage. Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: n Bids or quotes were not taken on this purchase because: Emergency repair. Price Electric has fiber on -hand and they are currently working in city conduit. Prior Committee Actions (Dates): Price Electric 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: 266-17-7120-1522 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, Sheila Steffen 08/9/2023 < 4e-te (/3 $ 14,000 $ 14,000 8/21/2023 (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 8/21/2023 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 Traffic Department to expend $ 6,915.72 plus est. shipping costs of $ 500.00 to pay for or purchase Light pole and fixture. This purchase or expenditure is being made because: Light pole and fixture replacement due to damage. Vendor selected for this purchase: n Bids or written quotes were taken on this purchase, as follows: 3E Waterloo, IA $6.915.72 Crescent Electric No Reply VanMeter No Reply 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 ❑ Bonds ❑ Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 266-17-7120-1521 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is $ 34,000.00 and the current available balance is Respectfully submitted, Sheila Steffen $ 31,424.26 08/9/2023 Sett a049 iCN-C 8/21/2023 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date K:\shared 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 _8/21 /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 2024 submitted by the Fire Department: EXPENSESIREVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name PrnJ Code Amount Fund Dept Activity Acct # Acct Name ProJ Code Amount 010 12 1400 3000 Cash 326,964.00 010 12 1400 1111 Salaries 235,140.00 010 12 1400 1131 Health 88,216,00 010 12 1400 1123 LifelDlsab ins 200.00 010 12 1400 1121 FICA 3,408.00 200 12 1420 3000 Cash 54,036.00 200 12 1420 1347 54,036.00 TOTAL $381,000.00 TOTAL $381,000.00 This amendment Is being requested because: This money is being requested to cover the salary and benefits of 4 new positions with WFR, raising our staffing level to 114. This increase is to accommodate staffing for converting Station 3 to a five person station. Prior Committee Actions (Dates): Vueyett 8/21/2023 (Signature Dept. Head or Designee) (Signature Finance Dept. Review) Date Date Date Posted (Finance Dept.) tOuserslshared goodloslforms10•8•23 Amendment for addilonal staffing 333 (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES NO -- --8/21 /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 6/30/2024 submitted by the WATERLOO REGIONAL 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 010 29 7700 3350 Fed Grant 29AIP.0049 280,000.00 010 29 7700 1319 Other Prof 68,000,00 010 .29 7700 010 29 7700 1118 Double Time 12,000.00 010 29 7700 010 29 7700 1371 Bldg Maint 200,000.00 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 010 29 7700 TOTAL $280,000.00 This amendment is being requested because: CRRSA Grant funds are available to be used for operating costs. TOTAL $280,000.00 Prior ponmittee ctions (Dates): NONE ,j �. ignature 1-,4'-: d or Designee) S/1 V 2u 8/21 /2023 °siceEo Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:luserslshared goodieslforms\CRRSA Grant (Apr 2003) Completed forms should be routed directly to the Finance Dept. FINANCE DEPT. ONLY Finance Committee approval required? YES ^ No ,__ 8/21 /2023 It so, dale 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 2024 submitted by the Fire Department; EXPENSES/REVENUE DECREASE EXPENDITURES (INCREASE REVENUE) INCREASE EXPENDITURES (DECREASE REVENUE) Fund Dept Activity Acct # Acct Name Prof Code Amount Fund Dept Activity Acct # Acct Name Pro) Code Amount 010 12 1410 3000 369,000.00 010 12 1410 2117 ^ 369,000.00 TOTAL, $369,000.00 TOTAL. This amendment is being requested because; This money is being requested to purchase a new ambulance and equipment in order to preform emergency 911 services as well $369,000.00 as routine transports out of the city. Prior Committee Actions (Dates): 8/21/2023 (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) Date Date Posted (Finance Dept.) K:luserslsbared goodlestforms12.9.23 amendment for a new ambulance and equipment (Apr 2003)