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Home My WebLink About09/06/20111. 2. 3. 4. 5. FINANCE COMMITTEE September 6, 2011 5:00 p.m. Council Chambers Roll Call: Members: Chairperson Carolyn Cole Steve Schmitt Quentin Hart Approval of Agenda, as proposed. Approval of Minutes of August 22, 2011 NEW BUSINESS Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed 15 Artists & Filmmakers To participate in the Exhibition opening and related symposium for Master Artists of the Bahamas project Waterloo, Iowa October 9- 16, 2011 $15,090.31 Johanna Kramer -Weston, Public Programs Coordinator; Chawne Paige, Digital Arts Manager The Iowa Arts Council Presents: No More Starving Artists III Cedar Rapids, Iowa September 17, 2011 $110.00 Elizabeth Andrews, Registrar Iowa Museum Association Conference Des Moines, Iowa October 17-18, 2011 $240.00 Todd Derifield, City Forester 2011 Iowa Park & Recreation Association Fall Workshop Clinton, Iowa September 20-21, 2011 $275.00 Cammie Scully, Director of Cultural & Arts Commission; Kent Shankle, Curator National Haitian Art Conference and Annual meeting New Orleans, Louisiana October 27 - November 1, 2011 $2,870.00 6. Recommendation to accept bid from ATC Associates, Inc. of Waterloo, Iowa in the amount of $2,280.00 for Asbestos Survey 141 -AS -09 -06 -11 -GO ----Submitted by Rudy D. Jones, Community Development Director. Leisure Services $1,195.00 Purchase John Deere worksite pro 48 inch heavy duty pallet forks Leisure Services $14,500.00 Purchase portable kitchen equipment for Waterloo Public Market Leisure Services $2,010.00 Purchase fertilizer for turn at City parks, ball parks and downtown areas Leisure Services $4,362.50 Purchase broadleaf control chemicals for turf at City parks and ball parks Leisure Services $2,700.00 Purchase 900 tee shirts for the Mayor's Fun Run Leisure Services $8,400.45 Purchase 22 Dor-O-Matic 1990 series left & right concealed vertical rod exit device assembles; 5 Rockwood offset door pulls; 10 LCN Super Smooth Door Closers Leisure Services $2,100.00 Purchase electric roll tarp for dump truck 4212 Leisure Services $8,300.00 Purchase grass seed for 3 municipal golf courses and downtown areas Leisure Services $2,559.00 Pay for installation of new commercial carpet squares and 4 inch vinyl base in the Young Arena Business and Manager's Offices Leisure Services $5,000.00 Purchase approximately 240 cubic yards of certified play surface for Miller Park and various play areas Leisure Services $11,837.00 Pay for the installation of Granatex floor sealant for 4 Young Arena Concourse Level restroom areas Leisure Services $6,000.00 Purchase 250 tons of Rip -rap delivered to project site Police $4,699.22 Pay to repair a police patrol vehicle that was involved in a motor vehicle accident Street $17,000.00 Purchase crack sealer sealant Street $1,260.00 Purchase shower floor sealant Traffic Operations $9,960.00 Purchase 3 M50 series controllers Traffic Operations $1,900.00 Purchase 1— 753 Opticom Card Waste Management Services $4,314.45 + $300.00 Pay for pump repair at the Tower Park lift station Waste Management Services $5,040.10 + $500.00 Purchase cable for TV van BUDGET LINE ITEMS TO BE AMENDED 1. Approve the project budget for the school resource officer for FYE2012 with the school district share of funding of $250,000.00 Submitted by Dan Trelka, Director of Safety Services. 2. Approve the project budget for miscellaneous park projects funded with donations in the amount of $2,500.00—Submitted by Paul Huting, Leisure Services Director. FINANCE COMMITTEE August 22, 2011 5:00 p.m. Council Chambers Members present: Schmitt, Hart. Absent; Cole. Moved by Hart, seconded by Schmitt that the Agenda, as proposed, be approved. Ayes: Two. Motion carried. Moved by Hart, seconded by Schmitt that the Minutes of August 15, 2011, as proposed, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that the request for the following travel requests, be approved. Travel Requests Name & Title of Personnel Class/Meeting Destination Date(s) Amount not to Exceed Investigator Hesse; Officer Pohl ICAC NW3C Cyber Investigation . Lincoln, Nebraska September 20-22, 2011 $996.00 Investigator Tyler & McFarland Covert GPS for Law Enforcement Johnston, Iowa September 7-9, 2011 $260.00' Officer Pohl ICAC Forensic Acquisition of Media Ankeny, Iowa October 14, 2011 $65.00 Officer Pohl ICAC Versatile Preservation and Examination Responder Ankeny, Iowa September 12-16, 2011 $480.00 Lieutenant Payne FBI National Academy Quantico, Virginia October 1- December 16, 2011 $3,145.50 Officer Frein & Sadd Criminal Street Gang Identification & Interdiction Johnston, Iowa September 14-16, 2011 $260.00 Sergeant Richter Firearms Instructor Recertification Course Johnston, Iowa September 21, 2011 $256.93 Craig Clark, Building Official/Maintenance Administrator ICC Annual Conference and Final Action Hearings Phoenix, Arizona October 29 - November 7,2011 $2,715.00 Greg Ahlhelm, Plans Examiner Plan Review Institute Myrtle Beach, South Carolina November 11-21, 2011 $1,970.00 Matt Chesmore, Rehabilitation/Relocation Specialist Housing Quality Standards training and certification . Manhattan, Kansas September 6-9, 2011 $1,285.00 Sergeant Rasmussen Less Lethal Instructor Course Elk River, Minnesota September 11-15, 2011 $1,948.00 Investigator Galbraith Narcoterrorism & Islamic Terrorist Threat Johnston, Iowa *Amended September 28-30, 2011 $155.00 Mr. Hart questioned if Officer Pohl and Hesse's training would be covered by a grant. Dan Trelka, Director of Safety Services, reported that the majority is covered by a grant. Finance Committee August 22, 2011 Page 3 Traffic Operations $1,440.00 + Purchase of 900 feet of IMSA Cable $94.65 Traffic Operations $9,909.23 Purchase twelve (12) street light poles with 8 foot arms Waste Management $4,829.00 Purchase of gear reducer Services yes: i wo. Motlon carried. Moved by Schmitt, seconded by Hart that the project budget for the Police Grant – Federal Violence Against Women in the total amount of $35,223.00—Submitted by Daniel Trelka, Director of Safety Services, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that project budget for the Police Grant – Black Hawk County Gaming Association in the total amount of $30,000.00—Submitted by Daniel Trelka, Director of Safety Services, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that project budget for the FY 2012 Lincoln Elementary School Safe Routes to School project in the total amount of $167,120.00—Submitted by Eric Thorson, City Engineer, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that project budget for the FY 2012 IDOT Vertical Infrastructure Grant in the total amount of $103,021.00—Submitted by Bradley Hagen, Airport Director, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that project budget for the East Donald Street Transportation Improvements project in the total amount of $1,650,600.00—Submitted by Eric Thorson, City Engineer, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that Authorization to increase Line Item 1573 (Safety Equip) and Line Item 3000 (Cash) in the amount of $5,599.35—Submitted by Pat Treloar, Chief of Fire Services, be approved. Ayes: Two. Motion carried. Moved by Schmitt, seconded by Hart that Bills Payment, as contained in Schedule AP642, dated August 22, 2011, pp. 1-71, in the amount of $1,530,635.78, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Motion carried. With no further business before the committee, it was moved by Hart, seconded by Schmitt that the meeting be adjourned at 5:11 p.m. Ayes: Two. Motion carried. Suzy Schares City Clerk TRAVEL REQUEST CITY OF WATERLOO FINANCE REPT. STAFF ONLY LINE ITEM USED 4/i) ALn c(,;26:26- (2),(6 FY;O( .BUDGETED (/0[ID,06) EXPENDED YTD 3 T THIS REQUEST /(61. t'O LEFT AFTER THIS REQUEST 8/57 HATE ,12�J S'' - :71% Original - Clerk/Finance Co.y- De•artment NAME(S) AND POSITION(S): Johanna Kramer -Weston, Public Programs Coordinator Chawne Paige, Digital Arts Manager DATE: August 23, 2011 NAME OF CLASS 1 MEETING: The Iowa Arts Council Presents: No More Starving Artists 111 DESTINATION: Cedar Rapids, Iowa DEPARTURE POINT IF NOT WATERLOO: -- DEPARTURE DATE: Saturday, September 17, 2011 RETURN DATE: Saturday, September 17, 2011 DATE(S) OF MEETING: Saturday, September 17, 2011 PURPOSE OF TRAVEL/TRAINING: To attend a day -long workshop hosted by the Iowa Arts Council, where workshops will be held on a variety of different subjects. We are looking to gain more knowledge on the business behind being an artist, public speaking, marketing, programming and seeking arfists for residencies and public art projects. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ -- YES NO METHOD OF TRAVEL: X CITY VEHICLE PRIVATE VEHICLE AIRFARE DEPARTING FROM: 225 Commercial St., Waterloo, Iowa 50701 ESTIMATE OF COST: LODGING -- TAXI MEALS -- PARKING $90 REGISTRATION AIRFARE $20 MILEAGE/FUEL MISCITOLLS TOTAL FOR ALL: $ 110 ,,2 5 7 . BUDGET LINE ITEM: em,zy,24.,s /-Y V-6 GRANT REIMBURSABLE YES NO REQUIRED CERTIFICATION YES NO TOTAL: $ PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO egq DEPARTMEN I APPROVE THIS TRAVEL REQUEST MAYOR D TE DATE K:\Shared %odies\Forms\Travel Request Form January 2010 TRAVEL REQUEST CITY OF WATERLOO FINANCE DEPT. STAFF ONLY LINE ITEM USED 0/1) 37 Z800 /13 G: FY(101,2 BUDGETED EXPENDED YTD THIS REQUEST LEFT AFTER THIS REQUEST .2.2„.:.? 6;6)0 DATE 7-37,4) u?,41) Original - Clerk/Finance Copy - Department NAME(S) AND POSITION(S): Todd Derifield, City Forester DATE: 8/25/11 NAME OF CLASS / MEETING: 2011 Iowa Park & Recreation Association Fall Workshop DESTINATION: Clinton, IA DEPARTURE POINT IF NOT WATERLOO: DEPARTURE DATE: 9/20/11 RETURN DATE: 9/21/11 DATE(S) OF MEETING: 9/20/11 - 9/21/11 PURPOSE OF TRAVEL/TRAINING "Educational in Park and Recreation Field *Waterloo is hosting the /PRA Spring Conference in April of 2012. As Co -Chair of this event my presence at this meeting is required to recruit members to come to Waterloo in the Spring. WILL TRAVEL REQUIRE ADDITIONAL PERSONNEL: X COST $ YES NO METHOD OF TRAVEL: X CITY VEHICLE AIRFARE DEPARTING FROM: PRIVATE VEHICLE ESTIMATE OF COST: 70 135 50 LODGING MEALS REGISTRATION MILEAGE/FUEL 20 TOTAL FOR ALL: $ 275 TAXI PARKING AIRFARE MISC/TOLLS BUDGET LINE ITEM: 010 - 37- IA I OO 13 6 X GRANT REIMBURSABLE YES NO X REQUIRED CERTIFICATION YES NO TOTAL: $ 275 PER PERSON I BELIEVE THIS TRIP SERVES A PUBLIC PURPOSE AND IS NECESSARY AND BENEFICIAL TO THE CITY OF WATERLOO -EPARTIVIEr HEAD "a)f_77 I APPROVE THIS TRAVEL REQUEST MAYOR DATE DATE K:\Shared Goodies\Forms\Travel Request Form January 2010 Alayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward2 HAROLD GETTY Ward 3 QUEM]"IAI M. HART Ward 4 RON WELDER Yard 5 BOB GREENWOOD At -Large STEVE SCHMITT ?t -Large CITY OF WATERLOO, IOWA COMMUNITY DEVELOPMENT 620 Mulberry Street, Carnegie Annex s Waterloo, IA 50703 (319) 291-4429 Fax (319) 291-4431 CITY OF WATERLOO COUNCIL COMMUNICATION Meeting Date: September 6, 2011 Prepared: August 23, 2011 Dept. Head Signature: tat'. Rud, D. Ione SUBJECT: 141 -AS -09 -06 -11 -GO Submitted by: Rudy D. Jones, Community Development Director Recommended City Council Action: Authorize Award and Execution of Contract for Asbestos Survey for Five (5) structures: 1114 Jefferson Street, 1116-1118 Jefferson Street,129 Ricker Street, 213 N. Barclay Street, and 135-137 Washington Street to ATC Associates, Inc. lowest responsible bidder, in the amount of $2,280.00 on September 06, 2011. Summary Statement: Staff received three bids as follows: ACT Associates, Inc. $2,280.00 Hawkeye Environmental $2,525.00 Evans Inspection Services, Inc.: $3,250.00 Staff is recommending Award to ATC Associates, Inc. Expenditure Required: $2,280.00 Source of Funds: G.O. funding for all structures Policy Issue: Slum and Blight, Public Safety, Housing, New Construction Alternative: None. Abatement before demolition required by State and Federal law. J:IANN-NIDEMOIAsbestos Contracts\AS Award 141-AS-09-06-11-GO.doe EOUA{ HOISSWS OPPORTUkITY CITY WEBSITE: www.cityofwaterlooiowa.corn WE'RE WORKING FOR YOU! •An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK CITY OF WATERLOO; IOWA COMMUNITY PLANNING AND DEVELOPMENT 715 Mulberry Street e Waterloo, Iowa 50703-5783 0 (319) 291-4366 Fax (319) 291-4262 NOEL C. ANDERSON, Community Planning Sr Development Director Finance Communication Finance Committee Meeting: Septe be\1 Prepared: August 31, 2011 Dept. Head Signature: �f # of Attachments: COUNCIL SUBJECT: Asbestos Survey Contract with ATC and Associates in the amount of MEMBERS $1,500 for the former Grand Hotel. .44444e4eo�r�rearce DAVID Submitted by: Noel Anderson, Community Planning & Development Director JONES Ward 1 Recommended Finance Committee Action: That the finance Committee approve CAROLYN the Contract with ATC and Associates to conduct additional asbestos survey COLE inspections at the former Grand Hotel. Ward 2 HAROLD Summary Statement: August Enterprises conducted the first survey and provided a GETTY complete report. However, during the walk through with prospective asbestos Ward 3 abatement contractors, more areas of concern were discovered. Staff solicited bids QUENTIN from area companies and received two bids. August Enterprises and ATC and HART Associates both submitted bids for the second survey. ATC has been selected as the Ward 4 lowest responsible bidder at $1,010 with August Enterprises was at $2,000. RON WELPER Expenditure Required: $1,010 Ward 5 BOB Source of Funds: GREENWOOD At Large Policy Issue; Slum and Blight STEVE SCHMITT At -Large Alternative: N/A Background Information: CC: Aric Schreoder, City Planner Noel Anderson- Community Planning and Development Director CITY WEBSITE: wvvwci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Grand Hotel, Waterloo, Iowa Asbestos Survey ATC Proposal No. 007-2011-0283 SCOPE OF SERVICES . ATC will perform the sampling in accordance to standard Iowa regulations at the building site. The sampling.will generally include collection and analysis of all identified suspect materials at the locations identified in the RFP. The survey will be performed by Iowa -licensed Asbestos Inspectors and will include the following specific activities: In accordance to the referenced ASTM standard, samples will be collected of each suspect material and locations identified in the RFP. All samples will be analyzed by point counting method and transmission electron microscopy as appropriate. • A report of ATC's findings including, types of suspect ACM sampled, list of actual types of ACM based on laboratory analysis and tables identifying the location of the samples based on information provided in the RFP. The report will also include general recommendations regarding removal and additional testing that should be performed. Since the initial survey was not performed by ATC Associates, we may not be able to comment on details that were identified during the initial survey. Therefore, our survey and report will be limited to only the collections of materials that were identified as asbestos containing in the RFP and reporting on the results of those samples. Additionally,since the point count analysis will not be performed on the saute samples that the original tests were run on there could be some discrepancy with the results. COST PROPOSAL ATC has established the following lump sum based upon the performance of the tasks described above. Below is a breakdown of the costs used to estimate the total project cost. Asbestos Survey and Sample Collection (6 hours @$65/ hour) Asbestos Point Count Analysis (32 samples at $15 per sample) Project Management and Report Preparation Total Survey Cost $ 390.00 $ 320.00 $ 300.00 $ 1,010.00 CLIENT SERVICE AGREEMENT - This AGREEMENT is made this day of , 20.11 by and between City of Waterloo its employees, officers, directors, subsidiaries, and agents (Client) of the City of Waterloo and ATC GROUP SERVICES INC. dbaATC ASSOCIATES INC., its employees, officers, directors, subsidiaries, and agents (ATC) at Waterloo, Iowa The parties mutually agree as follows; DESIGNATED REPRESENTATIVES Except as expressly specified otherwise in writing, the parties designate the following named individuals as their authorized representatives to provide approvals, directives, and permissions, including changes, and to receive notices or other communications under this agreement at the following addresses: ATC: Gaylen Hiesterman CLIENT: PROPOSAL NAME/NUMBER: 007.2011.0283 SERVICE ORDER NUMBER: 1. SERVICES TO BE PERFORMED ATC shall prepare a proposal and/or a service order for Client. The proposal and/or service order shall describe the work to be performed (Services), the location (Site), fees and/or rates to be charged, certain special conditions of performance including equipment, sampling protocols, and necessary reimbursable expenses. ATC -will be authorized to proceed with the Services (Service Order), when Client indicates its• acceptance by signing this Agreement. The Service Order, any attachments pertaining to the Service Order, and this Agreement shall comprise the Contract Document. 2. ADDITIONAL SERVICES If any additional or different Services are required to complete an existing Service Order, these additional Services shall be set forth in a new Service Order satisfying all applicable and appropriate requirements including a separate schedule of fees and Services (Change Order). 3. COMPENSATION Client will pay ATC for Services and expenses in accordance with the Service Order. ATC will submit periodic invoices to Client together with reasonable supporting documentation requested by Client and a final bill upon completion of its services. Unless otherwise agreed in. writing, there shall be. no retainage. Payment is due within thirty (30) days regardless of whether Client has been reimbursed by any other party. ATC may suspend work; withhold reports and vacate the site without liability if payment is not received. Client will indemnify ATC for all claims concerning the suspension of work for nonpayment regardless of whether the claims are by the Client, someone claiming through the client, or by a third party. Client agrees to pay ATC's attdmey's fees, and all other . costs incurred in collecting past dun amounts. ATC may from time to time revise its fess and/or rates and advise client either by general notification, or by specific Service Order. 4. EXPENSES Unless otherwise stated in the Service Order, Client agrees to pay ATC for its reimbursable expenses, in addition to its fees. Reimbursable expenses are expenditures made by ATC in the interest of the contracted Services. Reimbursable expenses shall be billed, and paid, in accordance with the schedule included with the Service Order. ATC will submit a Change Order to Client detailing other reimbursable expenses not outlined in the Service Order, for written authorization prior to billing. 8. INSURANCE ATC agrees that it now carries, and will continue to carry during the performance of any Services under this Agreement, Workers' Compensation and Employer's Liability, - Commercial General Liability" (including Contractual Liability), Commercial Automobile Liability, Professional Liability and Contractor's Pollution Liability insurance coverage -with limits at or above those described below. a. Workers' Compensation (statutory) Employer's Liability • Each accident ■ Disease — Each Employee • - Disease — Policy Limit b. Commercial General Liability • Each Occurrence • Personal and Advertising Injury ■ General Aggregate ▪ Products and Completed Operations Aggregate c. Commercial Automobile Liability ■ Combined Single Limit d. Errors and Omissions / Professional Liability • Each Claim • Annual Aggregate e. Contractor's Pollution Liability • Each Claim - • Annual Aggregate $ 1,000,000 $ 1,000,000 $ 2,000,000 $1,000,000 $1,000,000 $2,000,000 $2,000,000 $2,000,000 $1,000,000 $1,000,000 • $1,000,000 $1,000,000 6. OBLIGATIONS OF CLIENT Client warrants that all information provided to ATC concerning the required Services, is ATC Client Services Agreement 2010 but not limited to hazardous waste, soil or groundwater contamination, or air pollutants are not part of ATC's engineering and construction Services. If it becomes apparent during the field exploration that hazardous substances or constituents may be present, field operations will be terminated without liability. 16. OPINIONS OF COSTS ATC may provide estimates of costs for remediation or construction as appropriate based on available data, designs, or recommendations. However, these opinions are intended primarily to provide information on the range of costs and are not intended for usg in firm budgeting or -negotiation unless specifically agreed to in writing by ATC, 17. SAFETY ATC shall not unless otherwise specified in the Service Order, be responsible for health and safety procedures, construction means, methods, techniques, sequences, or procedures, nor be responsible for the acts or omissions of contractors or other parties on the Site. 18. UTILITIES Unless otherwise specified in the Service Order, it is Client's responsibility to mark or furnish the locations of all underground rnan-made obstructions at all Sites that the Client owns and/or operates. Client shall indemnify, defend and hold harmless ATC from and against any claims, losses or damages incurred or asserted against ATC related to Client's failure to mark, protect or advise ATC of underground structures or utilities. '19. ROOF CUTS Unless otherwise specified in the Service Order, if roof cuts/samples are required by the Services, it is the responsibility of the Client to make appropriate repairs. If a roofing contractor or maintenance personnel selected by Client is not on the roof to make repairs at the time samples are obtained, ATC may make temporary repairs, which may result in additional charges. ATC personnel are not certified in roofing repair, therefore under no circumstances, shall ATC -be responsible for any water damage to the roofing system, building, or its contents resulting from ATC's temporary repairs. 20. HAZARDOUS CONDITIONS OR SUBSTANCES The Client acknowledges that ATC has neither created nor contributed to the creation or existence of any hazardous, radioactive, toxic, irritant, pollutant, substance or constituent at the Site. All Site generated hazardous and non -hazardous waste, including- used disposable protective gear and equipment, are the property of the Client Client agrees to indemnify and hold harmless ATC against all claims for injury or loss sustained by any party, including the United States, from exposure, release, or the presence of any such hazardous, radioactive, toxic, irritant, pollutant, substance or constituent at the Site. This indemnity includes but is not limited to, ATC acting as Client's agent to sign waste manifests, allegations that ATC is a handler, generator, operator, treater or storer, transporter or disposer under any federal', state or local, law, regulation or ordinance, and Client's or third party's violation of federal, state or local, law, regulation or ordinance, related to the handling, storage, or disposal of hazardous substances or constituents at/or introduced to the Site, before or after the completion of the Services. 21, RIGHT TO STOP WORK If, during the performance of a Service Order, any unforeseen hazardous substance, material, element, constituent, condition, or occurrence is encountered which, in ATC's reasonable judgment significantly affects or may affect the Services provided, the risk involved in providing the Services, or the recommended scope of Services, ATC may immediately suspend work 22. ATC AND. CLIENT INDEMNIFICATION ATC shall indemnify and hold harmless Client against claims, demands, and lawsuits, to the extent arising out of or caused by the negligence or willful misconduct of ATC, in connection with activities conducted in the performance of the Services. The Client shall indemnify and hold harmless ATC from and against claims, demands, and lawsuits, to the extent arising out of or caused by the negligence or willful misconduct of the Client or other contractors retained by Client in connection with activities conducted in the performance of the Services. If a dispute arises between the parties resulting in Iitigation, the prevailing party shall be entitled to recover all reasonable- costs incurred. Client agrees that all indemnifications granted to ATC shall also be granted to those subcontractors retained by ATC for the performance of the Services. 23. LIMIT OF LIABILITY ATC's total liability for all claims or causes of action of any kind including but not limited to negligence, bodily injury or property damage, breach of contract or warranty shall not exceed the amounts _recoverable from the insurance limits set forth in this Agreement. 24. CONSEQUENTIAL DAMAGES In no event shall either party be liable to the other party for any consequential, incidental, punitive, or indirect damages including but not limited to loss of income, loss of profits, foss or restriction of use of property, or any other business losses regardless if such damages are caused by breach of contract, negligent act or omission, other wrongful act, or whether ATC shall be advised, shall have other reason to know, or in fact sball know of the possibility of sueh damages. 25. WARRANTY ATC is not a manufacturer. If any equipment is ' used or purchased by ATC for a Service Order the manufacturer's warranties if any • on the equipment are solely those of the .manufacturer., ATC makes no other representation, guarantee, or warranty, expressed or implied, in fact or by law, whether of merchantability; fitness for any particular purpose or otherwise, concerning any of the goods or Services which may be famished by ATC to Client. 26, DOCUMENTS Project -specific documents and data produced by ATC under this Agreement shall, upon completion of the Service Order become the property of Client upon payment of amounts owed ATC. ATC shall have the right, but not the obligation, to retain copies of all such materials. 27. RELIANCE Documents and data produced by ATC are not intended or represented by ATC to be suitable for use or reliance beyond the scope or purpose for which they were originally prepared, or for anyone except the Client. Any such unauthorized use will be at the Client's or third party's sole risk. 28. THIRD -PARTY CLAIMS Client agrees to pay ATC's costs {including reasonable attorney's fees) for defending ATC against any claims that a third party or a regulatory agency asserts against ATC Page 3 of 4 CAT/ TIC a i f 0 0 1 A F E f I N 0. 711MI-06/B1/2011 eV. 17:33 6416722514 AUC:U 1E14.' Jeff erna. Tal J: T ENTiR?RI3E , L.L..[:.. rest Clark Street rson, Iowa 50129-1515 - 'augustentx.tc(yahoo.cotI x. 515/386-3477. 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Head Signature: Director Dan Trelka # of Attachments: None SUBJECT: Permission to seek sealed bids for the Police Department Armored Law Enforcement Tactical vehicle. Submitted by: Safety Services Director Dan Trelka Recommended City Council Action: Authorization to seek sealed bids for a Law Enforcement Armored Tactical vehicle to be utilized by the Tactical Team. Summary Statement: This unit will replace the current aging tactical vehicle. Expenditure Required: Approved grant funds will be utilized. Source of Funds: Grant Funds Policy Issue: None Alternative None. Background Information: This new vehicle will provide additional protection of police personnel engaged in tactical incidents and will replace our current tactical vehicle that is aging and has outdated equipment and armor. CITY OF WATERLOO Committee Communication Finance Committee Meeting: September 6, 2011 Prepared: August 31, 2011 Dept. Head Signature: Eric Thorson, PE, City Engineer # of Attachments: 0 SUBJECT: Fall 2011 Storm Water Education Brochure Postage Submitted by: W. Wayne Castle, PLS, El, Associate Engineer Recommended City Council Action: Approve to allow City Engineer to mail the Fall 2011 Storm Water Education brochure. Summary Statement The City of Waterloo is required by our Iowa DNR NPDES General Permit No.2 to mail 2 storm water educational brochures per permit year. City staff is currently working to create the Fall 2011 brochure. The winning bidder would produce the brochures and then mail the brochures for the City using the winning bidder's bulk mail postage rate. The City will reimburse the winning bidder for the cost of postage. The brochure will be sent to all mailboxes within the 50701, 50702, 50703, 50704 zip codes and only the mailboxes within Waterloo City limits for the 50707 zip code Expenditure Required Postage costs are estimated at $7,200. Source of Funds: Storm Water Utility Fee Policy Issue N/A Alternative N/A Background Information: City 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 Building Maint $ 7,822.83 plus est. shipping costs of $ Department to expend to pay for or purchase This purchase or expenditure is being made because: Ice Maker for Five Sullivan Brothers Convention Center Vendor selected for this purchase: Edward Don & Company n Bids or written quotes were taken on this purchase, as follows: Edward Don & Company $ 7,822.83 Wilson Restaurant Supply $ 8,600.66 Martin Brothers Dist Co $ 9,412.10 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 ❑ Road Use Tax n Sewer n Sanitation Bonds n Federal/other grants n Other (specify) x This expenditure is to be coded to the following budget line -item: 41/ 410-22-4900-2152 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Resp c fully submitted, (Signature Dept. Head or Designee) (Project Code) $ Oc} Date (Signature Finance Dept. Review) Date K:Ishared goodieslforms\Pre-Auth 58ros - ice Maker (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 3,265.70 plus est. shipping costs of $ 0.00 to pay for or purchase Troubleshoot and repair VFD for pumps & move VFD's outside of Byrnes Pool This purchase or expenditure is being made because: this repair was due to an emergency situation Vendor selected for this purchase: KW Electric Inc X Bids or written quotes were taken on this purchase, as follows: Bids or quotes were not taken on this purchase because: Due to emergency situation Prior Committee Actions (Dates): 410-22-4200-2132 Please check the following box(es) as appropriate to describe the funding for this expense: General Fund ❑ Road Use Tax n Sewer I l Sanitation ViBonds n Federal/other grants U Other (specify) CIP This expenditure is to be coded to the following budget line -item: /P v 409-22-4200-2132 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, ( natGre Dept. Head or Designee) FJ $ /3e, od � �`'( Date (Signatu e Finance Dept. Review) K:Ishared goodies\forms\Pre-Auth VFD - Byrnes Poor (Mar 2010) 82�r-r/ / Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Building Maint Department to expend $ 11,551.00 plus est. shipping costs of $ 75.00 to pay for or purchase 17 Coverall Wall Showers This purchase or expenditure is being made because: Young Arena shower room upgrades. Being installed by maintenance staff, additional plumbing materials of $3,000.00 Vendor selected for this purchase: Nelson & Hagy X Bids or written quotes were taken on this purchase, as follows: Nelson & Hagy $ 8,551.00 McDonald Supply $ 9,265.00 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: n X General Fund n Road Use Tax n Sewer n Sanitation Bonds Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: ti fl -22-4500-2177 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respe y submi (Signature Dept. Head or Designee) $ /('kX10 Date (Signature Finance Dept. Review) Date K:lshared goodiesltorms\Pre-Auth YA Shower Rm Upgrades (Mar 201 0) City 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 Central Garage Department to expend $ 3,481.14 plus est. shipping costs of $ 0.00 to pay for or purchase Remove and replace transmission / clutch for John Deere tractor/mower (Increase in expenditure due to add' parts from original estimate) This purchase or expenditure is being made because: Non -Repairable Vendor selected for this purchase: Waterloo Implement Bids or written quotes were taken on this purchase, as follows: EX Bids or quotes were not taken on this purchase because: OEM only Prior Committee Actions (Dates): $3200 approved 8/15/2011 Please check the following box(es) as appropriate to describe the funding for this expense: nGeneral Fund ▪ Road Use Tax [5] Sewer n Sanitation nBonds ▪ Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 010-18-7955-1569 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully su (Signature Dept. Head or Designee) Date (Project Code) $ 175,000.00 re $ /7: Signature Finance Dept. Review) Date K:lshared goodies\forms\Sewer - John Deere Tractor Transmission - Clutch Replace - Aug 2011.xis (Mar 2010) City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date The Finance Committee of the City Council is hereby requested to authorize the following purchase or expenditure submitted by the Community DevelDepartment to expend $ up to $4,000.00 plus est. shipping costs of $ to pay for or purchase 8 -hour Lead Safe Renovator training ($200 per person) This purchase or expenditure is being made because: Required course for certification through the State of Iowa Vendor selected for this purchase: Interfaith Housing Ltd. O Bids or written quotes were taken on this purchase, as follows: O Bids or quotes were not taken on this purchase because: Will travel to Waterloo, thus saving overnight costs Prior Committee Actions (Dates): A line item amendment will be submitted for the cost Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund • Bonds LiRoad Use Tax El Sewer ❑ Sanitation X Federal/other grants J Other (specify) This expenditure is to be coded to the following budget line -item: 224-32-5853-1390 BGLED TRVL (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signa tare De t. Head $ Project budget=$357080 � 0 o d $ 29,144-00 ( 1'� AIN I1. (4)(iApt / fr Designee Date (Signature Finance Dept. Review) K:Ishared goodieslformslExpenditure Pre -Authorization lead refresher 8-22-2011.xis (Mar 2010) 85 err Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 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 $ 24,975.00 plus est. shipping costs of $ na to pay for or purchase professional services for field reconstruction at the Cedar River Youth Sports Complex. This purchase or expenditure is being made because: This is a part of the overall renovation project at the Cedar River Youth Sports Complex. The infields at the fields at the complex would be completely reconstructed and graded. Vendor selected for this purchase: Midwest Athletic Fields (Jackson, Wisconsin) x Bids or written quotes were taken on this purchase, as follows: Midwest Athletic Fields $24,975.00 Brickman Sports Turf Did not submit bid 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: UGeneral Fund Bonds x Road Use Tax Federal/other grants Sewer Other (specify) Sanitation This expenditure is to be coded to the following budget line -item: 411-37-4202-2178 Sports Facility Improvements 37SPT-CRYS (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted %''' G.l �� d c�i�l/.�a��f l'C? /•/l�',z�.f/) 1/ (Signature -5-.'" Head or Designee) Date `(Signature Finance Dept. Review) Date $ 150,000.00 tV $ 128,044.771"/ K:Ishared goodies\forms\pre auth mw athletic fields (Mar 2010) City 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 $ 3,121.96 plus est. shipping costs of $ na to pay for or purchase moveable lifeguard chair. This purchase or expenditure is being made because: we need to replace one moveable guard chair at Byrnes Pool that is over 20 years old and beyond repair. Vendor selected for this purchase: Recreonics (Louisville, Kentucky) x Bids or written quotes were taken on this purchase, as follows: Recreonics (Louisville, Kentucky) $3,121.96 Lincoln Pool Equipment (Concord, CA) $3,587.50 aquatic Technology Inc. (Augusta, ME) $4,036.38 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: x General Fund Road Use Tax Sewer LJ Sanitation Bonds El Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 410-22-4200-2132 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, pf. Head or Designee) K:Ishared good`€eslforms\pre auth guard chair (Mar 2010) Date (Project Code) $ 130,000.00 17 $ 78,112.00 `/ (Signature Finance Dept. Review) , CC°, ( =t -'pc` ' '3 'G,1j Date City 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 $ 1,195.00 plus est. shipping costs of $ to pay for or purchase John Deere worksite pro 48 inch heavy duty pallet forks. This purchase or expenditure is being made because: forks will be used to unload shipments received at our shop. These forks will attach to existing Leisure Services tractors. Vendor selected for this purchase: Murphy Equipment, Waterloo IA UBids or written quotes were taken on this purchase, as follows: Murphy Equipment, Waterloo IA $1,195.00 Waterloo Implement $1,260.00 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: LIGeneral Fund X Bonds Road Use Tax Sewer U Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 409-37-4100-2113 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, /�� " es r �/ ��/� 1 �� /144,41J4 O ,qJ of ci // (Signature Dept!e~ afd or Designee) Date (Signaturerf'/1%Finance Dept. Review) Date $ 165,000.00 $ 54,928.00" K:Ishared goodies\forms\Expenditure Pre -Authorization (Mar 2010) City 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 $ 2,010.00 plus est. shipping costs of $ to pay for or purchase Fertilizer for turf at City parks, ball parks and downtown areas. This purchase or expenditure is being made because: These products are needed to properly maintain turf in these areas. Vendor selected for this purchase: Van Diest, Webster City X Bids or written quotes were taken on this purchase, as follows: Van Diest, Webster City IA $16.75 per bag D&K, Des Moines IA $17.95 per bag 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: X General Fund n Road Use Tax Bonds Federal/other grants Sewer Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4100-1537 010-37-4110-1537 $502.50 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Sanitation (Project Code) $ 20,000 ✓ 7,000 V 60: iv $ 19,4 -6;452- 6 Respectfully submitted, c ' ,,, .,-` f: --7l - X21.__Ld/J.,-, 7/01V-4;1/4 LF: -.,?"`',d1," gnature Dep ead or Designee) Date (Signature Finance Dept. Review) Date Kashared goodieslforms\Park chemical preauth (Mar 2010) City 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 $ 2,700.00 plus est. shipping costs of $ 0.00 to pay for or purchase 900 tee shirts for the Mayor's Fun Run. This purchase or expenditure is being made because: Every 4th grader in Waterloo participates in this day long fitness awareness event. When the students finish the mile run they receive a commemorative tee-shirt. Vendor selected for this purchase: The Shirt Shack (Waterloo, Iowa) Bids or written quotes were taken on this purchase, as follows: Shirt Shack 2,700 (Waterloo) Sports Center 3,150 (Waterloo) Advantage 2,880 (Waterloo) Iowa Sports 3,825 (Cedar Falls) Craft Cochran 3,141 (Waterloo) Auntie J's 4,050 (Evansdale) 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: x General Fund nBonds Road Use Tax Sewer ❑ Sanitation Federal/other grants ❑ Other (specify) This expenditure is to be coded to the following budget line -item: 010-37-4200-1556 Youth Athletic Equipment (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, -7> i r----, 4 ''"%�� 7 t� re, c�� a .��u -'/ (Signature DeftHead or Designee) Date (Sigriature Finance Dept. Review) Date (Project Code) $ 9,350.00 17- $ $ -9;fl95.60 3a[o0 K:\shared goodieslformslExpenditure Pre -Authorization (Mar 2010) City 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 $ 2,100.00 plus est. shipping costs of $ to pay for or purchase Electric roll tarp for dump truck #212 This purchase or expenditure is being made because: to increase safety when transporting loose material in the dump truck. Purchasing from Stuber Truck, a local vendor and will save time by not going to CR for installing the tarp. Vendor selected for this purchase: Stuber Truck 171 1 Bids or written quotes were taken on this purchase, as follows: Stuber Truck Repair, Waterloo $2,100.00 Future Line, Cedar Rapids $1,650.00 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: I^ General Fund Bonds Road Use Tax U Sewer Sanitation Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 409-37-4100-2113 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, $ 165,000.00 $ 54,928.00 (Sig—Ye-lure Dept. Ey or Designee) Date (Signature Finance Dept. Review) Date ed enditure Pre Authorization (Mar K:Ishar goodieslformsx p 2010) City 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 $ 2,559.00 plus est. shipping costs of $ to pay for or purchase Instaliailion of new commercial carpet squares and 4" vinyl base in the Young Arena Business and Manager's Offices. This purchase or expenditure is being made because: The current carpeting was installed in 1994 and is in need of replacement. Vendor selected for this purchase: Riley's Floors, Waterloo la Bids or written quotes were taken on this purchase, as follows: Riley's Floors Waterloo, IA $ 2559.00 B.K. Tile Cedar Falls, IA $ 2619.69 D&W Floor Covering Hudson, IA $ 2973.45 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: x General Fund Bonds Road Use Tax Federal/other grants Sewer Other (specify) This expenditure is to be coded to the following budget line -item: 411-22-4500-2177 (Fund - Department - Activity - Account Number) in which the budgeted amount is Sanitation (Project Code) ,�. $ 1 0-- / dod51 and the current available balance is $ 1-3 85• Otr Respectfully submitted, (Signature Dept. Head or Designee) Date (Signature Finance Dept. Review) K:\shared goodieslforms\Office Carpet 2011 Pre -Authorization (Mar 2010) s''0I I Date City 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 $ 11,837.00 plus est. shipping costs of $ 0.00 to pay for or purchase Installation of Granatex floor sealant for (4) Young Arena Concourse Level Restroom Areas. This purchase or expenditure is being made because: Floor painting/sealing is part of phase 1 of Young Arena Restroom/Locker Room Improvements. Vendor selected for this purchase: Protective Coatings of Iowa, Boone, IA 7 Bids or written quotes were taken on this purchase, as follows: Protective Coatings of Iowa Boone, [A $11,837 Iowa Wall Sawing Service Independence, IA $12,912 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 Bonds x n Road Use Tax U Sewer Li Sanitation Federal/other grants j Other (specify) This expenditure is to be coded to the following budget line -item: II 3 - -4500-2177 37ICE-LRM1 (Fund - Department - Activity - Account Number) (Project Code) in which the budgeted amount is and the current available balance is Respectfully submitted, tc% $ 1.37854:00 / Woo) vi ✓ $ 1-3;8-54.00 / U 2, ct tf ( 7.,(20-12--r ignature _. Head or Designee) Date ISignature Finance Dept. Review) Date K:Ishared goodieslforms\Concourse Restroom Floors 2011 (Mar 2010) City 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 Police Department to expend $ 4,699.22 plus est. shipping costs of $ 0.00 to pay for or purchase repair a police patrol vehicle that was involved in a motor vehicle accident. This purchase or expenditure is being made because: this police patrol vehicle was damaged in a motor vehicle accident while responding to a call for service. Vendor selected for this purchase: Cedar Valley Motors and Collision Center Q Bids or written quotes were taken on this purchase, as follows: Cedar Valley Motors and Collision Center $4699.22 Iowa Auto Rebuilders $8570.04 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: EGeneral Fund nBonds HRoad Use Tax Sewer Federal/other grants Other (specify) This expenditure is to be coded to the following budget line -item: 010-11-1100-1378 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Sanitation (Project Code) cam' ✓ $ /67000 ' $ /z1�''`'`' Res} ctfully submit �I) (Signatur Dept. H ad or Designee) Date (Signature Finance Dept. Review) Date K:lshared goodles\forms\Expenditure Pre -Authorization (Mar 2010) City 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 Street Department to expend $ 1,260.00 plus est. shipping costs of $ 0.00 to pay for or purchase Shower floor sealant This purchase or expenditure is being made because: Shower base leaks thru ceiling into lower rest room Vendor selected for this purchase: Protective Coatings of Iowa n Bids or written quotes were taken on this purchase, as follows: X Bids or quotes were not taken on this purchase because: Vendor recommendation from Building Maintenance. Similarly durabile product not available from other sources. Prior Committee Actions (Dates): Please check the following box(es) as appropriate to describe the funding for this expense: n General Fund n Bonds Road Use Tax Sewer ❑ Sanitation Federal/other grants n Other (specify) This expenditure is to be coded to the following budget line -item: 4064917- . (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Signature Dept. Read or Designee) (Project Code) $ 23;194700:360-e 6 $ 23,194.00 ' Date (Sigriature Finance Dept. Review) K:Ishared goodieslforms\Street Dept - Shower floor Sealant.xls (Mar 2010) Date City of Waterloo Expenditure Pre -Authorization Request Form City Clerk Use Only Finance Committee Approval Date 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 $ 1,90100 plus est. shipping costs of $ to pay for or purchase 1 - 753 Opticom Card This purchase or expenditure is being made because: To replace damaged Opticom card due to lightening strikes. Vendor selected for this purchase: Traffic Control Corporation C Bids or written quotes were taken on this purchase, as follows: Traffic Control Corporation Ankeny, IA not to exceed $1,900.00 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: CGeneral Fund Road Use Tax n Sewer IT Sanitation Bonds ❑ Federal/other grants 0 Other (specify) This expenditure is to be coded to the following budget line -item: 408-17-7161-2125 (Fund - Department - Activity - Account Number) in which the budgeted amount is and the current available balance is Respectfully submitted, (Si»nature De Head or Designee) (Project Code) $ 25, 000.00 4-7,7Z007) 1-27000700- ada ate (Sig ature Finance Dept. Review) Date K:\shared goodieslforms12011-August-Expenditure Pre -Authorization -1-753 Opticom Card -Traffic Control.xls (Mar 2010) Quality Pomp 84 Control 840 — 15th ST. S.W. Mason City, IA, 50401 Phone (641) 422-0441 Fax (641) 422-0442 Job Description Fax Quotation Hydromatics S4LS Date:8-18-2011 To: City of Waterloo Attention: Kent Fax # 319-291-4523 From: Jason Rosaucr QUANTITY UNIT AESCRXPTION PRICE TOTAL., iiydmmatic S4L20004M4-4-2-84 1 20HP Rebuild Motor xewiud 1 1 3 Seal Ki,# $1,076.0 $1,076.00 $1,512.30 51,512.30 1 Bear g Kit Dielectric Oil 61ioti $upjlic:a $706.15 $706.15 575.00 $225.00 $75.00 $'25.00 Shop ,labor Ms $90.00 Tana $720.00 $4,31445 WA ENT CO, INC. Thank -you for this opportunity to provide a quote for your spare parts needs! QUOTATION 23 -Aug -11 MID -IOWA SOLID WASTE EQUIPMENT CO., INC. 5105 NW BEAVER DRIVE JOHNSTON, IOWA 50131 TOLL FREE g 800-733-8731 FAX: 515-557-9332 PHIL COLON - PARTS DEPARTMENT COMPANY: CITY OF WATERLOO ATTENTION: KENT FAX NUMBER: 319-291-4523 EMAIL: ictshop@vvaterloo-ia.org QUANTITY PART NUMBER DESCRIPTION UNIT PRICE TOTAL PRICE 1 1 ARIES INDUSTRIES TELEVISING PARTS 30559 RED MARX CABLE, 1000FT SPOOL $5,040.10 $5,040.10 FREIGHT SHIPPING ESTIMATE QUOTE IS FOR NON -TERMINATED CABLE FOB WATERLOO Prices Good for 30 days Quoted price does NOT include applicable Taxes or Freight unless otherwise stated QUOTED BY:PHIL COLON email: phil@mid-iowa.com $500,00 $500.00 QUOTE TOTAL $5,540.10 PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Police Grant - School Resource Officers rY 60 -- City Contract No. Project Manager Director Trelka Project Budget Total $ 250,000.00 1. How will this project be funded? A. Federal Grant Yes Grant Name No x CFDA # B. State Grant Yes Grant Name No C. City Match Source of Funding D. Other Entities Yes Name x No Waterloo Community Schools % Paid by federal grant Grant Agreement Number % Paid by state grant Grant Agreement Number % Paid by City % 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 Done None 0 Yes No C 0 ❑ F Pg ❑ n ❑ i^1 ❑ El 5. Does this project cover any regular full-time salaries or benefits? x If yes, employee/position to be covered. SRO Officers 6. Include a brief description of the project in the space below: (REQUIRED) This agreement is a cooperative agreement between the Waterloo community School District and the City of Waterloo. The School Resource Officer Program provides for the assignment of six (6) police officers within the district. Primary assignment is at the middle school, high school and/or alternative school with each of the Resource Officers providing additional services at the elementary level. This agreement is for one year. Page 2 must be attached and signed. K:Ishared good'teslforms\Project Budget Worksheet101Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE Project Name Donations for miscellaneous park projects City Contract No. Project Manager Project Budget Total Paul Huting $ 2,500.00 1. How will this project be funded? A. Federal Grant Yes No Grant Name X CFDA # B. State Grant Yes No Grant Name C. City Match X Source of Funding D. Other Entities Yes No Name 2. Attach copies of any grant agreements that will fund the project (REQUIRED) To be assigned by the Finance Dept. Project No. 6/5"7— Subproject ` "7Subproject No. % Paid by federal grant Grant Agreement Number % 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. 6. Include a brief description of the project in the space below: (REQUIRED) %a0 9. Done None ❑ r1 Yes No ❑ ❑ X X X LJ This project will be used when people want to make a donation for miscellaneous park projects. St Edwards wants to make a donation towards the safety surface being placed under the swing set at Miller Park. Page 2 must be attached and signed. K:Ishared goodies\forms\Project Budget Worksheet\Page 1 Afl Projects (Mar 2010) Project Name City Contract No. Project Manager Project Budget Total $ PROJECT BUDGET WORKSHEET - ALL PROJECTS PAGE ONE HOTEL -MOTEL DISCRETIONARY AWARD: BAHAMAS EXHIBIT IN OCT. 2011 FY2012 Shannon Farlow 1. How will this project be funded? A. Federal Grant Yes No Grant Name x o be assigned by the Finance Dej 26 HMT.: CFDA # % Paid by federal grant B. State Grant Yes Grant Name Grant Agreement Number % Paid by state grant Grant Agreement Number C. City Match Source of Funding FY2012: % Paid by City D. Other Entities Yes Name x No HOTEL -MOTEL DISCRETIONARY FUNDS % Paid by other entity Hotel -Motel -Discretionary Funds. For FY2012 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? 1 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) Done None t� ❑ Yes No n0 r� n ❑ ❑x ❑ Li( ❑ 0 ❑ 0 ❑ 0 see attached H -Motel grant application and award letter for $5,500 awarded. estimated to cover remaining honorariums and per diems. Page 2 must be attached and signed. K:lshared goodies\forms1FY2012-Projbudg-HMT-Discr-Bahamas\Page 1 All Projects (Mar 2010) PROJECT BUDGET WORKSHEET- NON -CONSTRUCTION PAGE TWO City Clerk Use Only Finance Committee Approval Date Project Name (from page one) Community Foundations: Artists of the Bahamas: Exhibition & Symposium Department No. project will be budgeted under 010-26 Activity No. project will be budgeted under 4265 REVENUES: 3000 Cash on Hand 3350 Federal Grant 3352 Federal HUD Grant 3354 Shared Program W Local 3357 Shared Program - County 3358 Shared Program - City 3360 Shared Program - State 3361 State Grant 3720 Donations - Restricted 13,000.00 13,000.00 3750 Sale of Bonds (Each column should only include amounts by fund) Fund: (0 Fund: Fund: Fund: Total EXPENDITURES: TOTALS $ 13,000.00 $ . - $ - $ $ 13,000.00 1111 Salaries - Regular 1112 Salaries - Part Time 1315 Education & Training 1345 Travel - Official City 1346 Travel - Prof Training 1390 Contractual Services CAMMIE SCULLY (, 13,000.00 13,000.00 TOTALS $ 13,000.00 $ - $ - $ - $ 13,000.00 8/25/11 (Signature Dept. Heat Date `117f�.r.�i_t_ i!%a t'2(`./ 1 (Signature Finance Dept. Review) K:lshared goodies\forms1FY2012-Projbudg-CmFnd-Bahamas Symp 20111Page 2 (Donat or NON-constr) (Mar 2010) $3..f o if Date ahamas Budget Revenue: Annual Drive Comm. Fd. grant CC. Disc. grant Hotel/motel grant Symposium fees Comm. Fd. fund exp. Bahamas Ministry of culture & NAGB* UM Bahamas Embassy Total Expenses: Honoraria Lodging Per diem Flights Marketing Residency Pack,ship,ins Printing/brochure/card Symposium costs Van rental to transport & gas Total 14,000 secured 6r1. -C/1 1'1/J 13,000 secured 4C9( Pr CF -3s 5,500 3,000 4,625 5,000 secured acot-t' -"µ OSS secured designated for mktg ;/7FP:r 14.1n' projected 25 @ 85 + 25 @ 100 = 4,625 if needed 20,000 secured packing, shipping, ins. 1,500 secured for residency 2,500 secured for local coordinator in Bahamas 69,125 17,500 2,621 1,600 10,270 3,000 20,000 5,000 3,000 600 63,591 (includes local coordinator) (13K, 2 whirlpool suites, includes Antonius @ 7 days) ($100 each, includes another $100 for Antonius) absorbed in above expenses Participants: Marysa Malone, daughter of Brent Malone Lorraine Bastian, niece of Amos Ferguson Karen & Tom Neuwirth, filmmakers Parra Burnside, local coordinator and wife of Jackson Burnside Max Taylor, artist Antonius Roberts, artist, residency Kendal Hanna, artist Stan Burnside, artist Dave Smith, artist Eddie Minnis, artist, musician John Cox, artist John Beadle, artist Ruppa P1imPum, musician Jackson Petit -Homme, videographer, rep from NAGB* WCA will provide for artists participating in exhibit and symposium: (As we are a city organization we are restricted by certain policies the following is what we will provide for each artist) Flight Hotel Rooms & breakfasts Meals Transportation Honoraria Any additional costs i.e. baggage checks, upgrades are your responsibility All other expenses i.e. movie rental, phone calls are your responsibility Besides breakfasts many other meals are provided; $100 allowance in addition will be paid From and to airport, to events as needed $1,000 per person (special arrangements for residency and local coordination) *NAGB = National Art Gallery of the Bahamas—with whom we are partnering CIVIL SERVICE COMMISSION MINUTES 7:30 a.m. July 7, 2011 Carnegie Conference Room Members Present: Tim Luce, John Blitsch Members Absent: Bonetta Culp, Abraham Funchess (ex officio) Others Present: Mark Rice, Dan Trelka, Larry Smith, Bob Stringer, Cheryl Huddleston Moved by Blitsch, seconded by Luce to approve the July 7, 2011 Agenda as mailed. Motion carried. Unable to approve May 5, 2011 and June 9, 2011 Minutes because there were not two members present who had attended these meetings. Minutes will be taken to next Civil Service Meeting for approval. ITNFINISHED RIJSINESS The Civil Service List for Police Sergeant was presented for approval. The Human Resources Committee approved the position on 4/4/11 and the Civil Service Commission on 4/7/11. The position was posted in the Police Department and 11 officers submitted a resume and took a written test on 6/23/11. A panel of Police Officer Mike Vauthier, Police Sergeant Kerry Devine, Police Lieutenant Al Carrier and Police Lieutenant Marty Beckner from Cedar Falls interviewed the candidates. All officers passed the interview and the Civil Service List has 11 white males. Moved by Luce, seconded by Blitsch: We, the members of the Civil Service Commission, certifil the following list of applicants, who are eligible based upon the examination process as set forth by the Civil Service Commission for the appointment to the position of Police Sergeant for the City of Waterloo, Iowa Public Safety - Police Department. Appointment(s) shall be made from this list for the next two years (July 7, 2011— July 6, 2013). CERTIFIED LIST Kye Richter Shawn Monroe Robert Duncan Darin Rulapaugh Tom Sullivan Joseph Zubak Shawn Bram Steve Bose Christopher Morley Phillip Lowrey Matthew Wertz Motion carried.