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Agenda 10/13/2020 Item #16E 1 (Budget Amendments Carry Forward)10/13/2020 EXECUTIVE SUMMARY Recommendation to authorize routine and customary budget amendments appropriating carry forward budget in the amount of $8,235,539.88 for approved open purchase orders into Fiscal Year 2021. OBJECTIVE: To appropriate funds in FY 2021 for purchase orders opened in FY 2020 but not completed prior to the close of the fiscal year. CONSIDERATIONS: Purchase orders were issued to various vendors in operating funds during the latter part of FY 2020 and funds appropriated and encumbered to pay for those purchases in FY 2020. The County continues to need the products or services ordered and these encumbrances continue to be valid at fiscal year-end. However, the appropriations to pay for these items expired as of September 30, 2020. If these orders were cancelled on September 30th they would have to be reissued on October 1st, resulting in added record keeping for vendors, the County’s Procurement Services Division, the Clerk’s Finance Department and the divisions that placed the orders. To avoid this unnecessary workload, Fiscal Year 2021 budgets need to be amended to re-appropriate the funds and allow payments against purchase orders issued on or prior to September 30, 2020. On September 22, 2020, during the regular Board meeting (Item 16.F.2), the Board provided for the re- appropriation of continuing capital and grant budgets (project budgets). The total of open operating budget purchase orders was not known until September 30, 2020. FISCAL IMPACT: Fiscal Year 2020 purchase orders to be re-appropriated in operating budget funds in the Fiscal Year 2021 budget amount to $8,235,539.88. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -JAK RECOMMENDATION: To authorize routine and customary budget amendments appropriating carry forward budget for approved open purchase orders into Fiscal Year 2021. Prepared By: Cat Bigelow, Procurement Manager, Operations, Procurement Services Division ATTACHMENT(S) 1. 51 Fund Center PO roll-Total by PO (PDF) 16.E.1 Packet Pg. 1911 10/13/2020 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.1 Doc ID: 13481 Item Summary: Recommendation to authorize routine and customary budget amendments appropriating carry forward budget in the amount of $8,235,539.88 for approved open purchase orders into Fiscal Year 2021. Meeting Date: 10/13/2020 Prepared by: Title: Supervisor - Operations – Procurement Services Name: Catherine Bigelow 10/01/2020 11:37 AM Submitted by: Title: Manager - Procurement – Procurement Services Name: Sandra Herrera 10/01/2020 11:37 AM Approved By: Review: Administrative Services Department Paula Brethauer Level 1 Department Reviewer Completed 10/01/2020 11:51 AM Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/01/2020 11:58 AM Procurement Services Catherine Bigelow Additional Reviewer Completed 10/01/2020 12:00 PM Procurement Services Sandra Herrera Additional Reviewer Completed 10/01/2020 4:27 PM Administrative Services Department Len Price Level 2 Department Head Review Completed 10/01/2020 4:40 PM County Attorney's Office Jeffrey A. Klatzkow Level 2 Attorney Review Completed 10/02/2020 8:50 AM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 10/02/2020 8:42 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/02/2020 8:58 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 10/05/2020 8:46 AM County Manager's Office Sean Callahan Level 4 County Manager Review Completed 10/05/2020 10:59 AM Board of County Commissioners MaryJo Brock Meeting Pending 10/13/2020 9:00 AM 16.E.1 Packet Pg. 1912 PO Roll For Fund Center Funds Only - Fiscal Year 2021 Row Labels Sum of Open Amt 4500102358 126,000.00 4500158388 321,568.27 4500184886 361.40 4500185821 26,343.28 4500190035 86,713.75 4500192104 29,040.00 4500194511 47,897.00 4500195306 210,014.12 4500196078 1,233.90 4500197247 4,680.00 4500197394 8,000.00 4500197691 7,686.00 4500197975 5,409.06 4500197976 60.57 4500197978 1,755.00 4500197989 24,000.00 4500198005 3,699.31 4500198024 701.09 4500198088 813,310.67 4500198184 32,000.00 4500198198 1,825.00 4500198216 6,050.25 4500198218 4,980.08 4500198220 4,354.42 4500198221 3,513.44 4500198246 30,742.90 4500198271 7,727.76 4500198534 2,805.49 4500198575 50,000.00 4500198578 15,000.00 4500198628 23,890.46 4500198663 3,000.00 4500198731 2,100.80 4500198739 1,488.15 4500198847 6,477.52 4500198854 22,725.00 4500198922 1,229.37 4500198924 1,225.42 4500199067 198.58 4500199241 39,449.13 4500199278 606.47 4500199301 1,534.75 4500199551 10,635.53 4500199597 5,839.30 16.E.1.a Packet Pg. 1913 Attachment: 51 Fund Center PO roll-Total by PO (13481 : Carry Forward Budget for FY20 to FY21) 4500199711 34,882.40 4500199722 2,897.50 4500199797 250,000.00 4500199809 12,505.05 4500199912 12,486.65 4500199988 5,890.00 4500200130 6,514.00 4500200192 17,526.90 4500200347 584.04 4500200385 9,349.76 4500200656 1,508.50 4500200765 1,576.72 4500200840 4,828.00 4500200957 33,473.99 4500201235 14,077.85 4500201413 46,666.50 4500201498 18,438.78 4500201542 17,229.00 4500201544 89,475.05 4500201647 42,145.57 4500201670 10,800.00 4500201679 18,473.25 4500201680 24,151.75 4500201697 6,686.50 4500201698 2,004.00 4500201833 72,456.56 4500201851 3,800.92 4500201932 36,950.80 4500201982 10,653.30 4500201984 15,000.00 4500202093 8,496.00 4500202100 131,601.25 4500202131 21,593.18 4500202290 74,827.25 4500202329 12,532.50 4500202343 145,172.50 4500202550 2,359.28 4500202571 20,835.20 4500202683 2,124.00 4500202694 55,000.00 4500202801 6,161.95 4500202823 8,900.00 4500202826 138,900.30 4500202887 28,657.00 4500202913 76,902.50 4500202984 314,000.00 4500203018 159,919.60 16.E.1.a Packet Pg. 1914 Attachment: 51 Fund Center PO roll-Total by PO (13481 : Carry Forward Budget for FY20 to FY21) 4500203051 48,600.00 4500203053 44,730.00 4500203055 37,419.00 4500203199 177.50 4500203223 199,978.42 4500203374 32,980.00 4500203444 6,190.88 4500203474 216,918.00 4500203488 10,800.00 4500203525 99,144.98 4500203621 30,000.00 4500203627 17,279.56 4500203702 28,231.57 4500203762 21,856.40 4500203804 15,750.00 4500204021 5,887.96 4500204025 2,900.00 4500204053 20,180.00 4500204060 2,930.00 4500204061 33,454.82 4500204062 37,719.29 4500204087 134,039.66 4500204110 450.00 4500204112 344.56 4500204130 12,500.00 4500204206 410,224.04 4500204240 55,499.50 4500204265 7,404.83 4500204277 16,180.00 4500204308 74,427.32 4500204311 5,970.00 4500204320 22,835.00 4500204326 24,662.02 4500204362 184,320.00 4500204421 4,506.00 4500204468 70,946.04 4500204470 3,423.00 4500204500 152,522.00 4500204505 42,100.58 4500204513 14,997.40 4500204521 2,372.00 4500204540 28,177.00 4500204576 43,456.75 4500204642 4,816.65 4500204646 107,040.63 4500204648 87,047.74 4500204657 11,610.00 16.E.1.a Packet Pg. 1915 Attachment: 51 Fund Center PO roll-Total by PO (13481 : Carry Forward Budget for FY20 to FY21) 4500204685 4,698.30 4500204689 35,139.26 4500204705 2,085.64 4500204706 3,298.81 4500204737 40,150.00 4500204750 44,655.00 4500204753 6,390.00 4500204791 16,374.97 4500204795 1,500.00 4500204817 29,274.75 4500204856 5,640.00 4500204863 4,550.36 4500204879 1,069.15 4500204896 250,000.00 4500204915 23,097.13 4500204919 26,012.00 4500204927 7,432.89 4500204935 4,290.00 4500204942 2,710.00 4500204961 19,473.30 4500205005 58,950.00 4500205011 7,300.00 4500205021 21,999.00 4500205057 2,082.33 4500205064 2,970.00 4500205071 68,200.00 4500205082 443.92 4500205095 20,208.00 4500205110 2,724.48 4500205139 600,000.00 4500205146 2,950.00 4500205163 6,540.00 4500205190 43,725.60 4500205192 12,846.68 4500205207 525.00 4500205210 862.00 4500205213 23,189.74 4500205218 588.00 4500205219 30,000.00 4500205220 4,877.78 4500205222 32,000.00 4500205233 99,480.00 4500205235 22,475.23 4500205277 29,979.00 4500205289 41,803.00 4500205311 5,856.00 4500205321 14,647.82 16.E.1.a Packet Pg. 1916 Attachment: 51 Fund Center PO roll-Total by PO (13481 : Carry Forward Budget for FY20 to FY21) 4500205336 43,749.00 4500205355 42,835.55 Grand Total 8,235,539.88 16.E.1.a Packet Pg. 1917 Attachment: 51 Fund Center PO roll-Total by PO (13481 : Carry Forward Budget for FY20 to FY21)