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Agenda 10/12/2021 Item #16H1 (Budget Amendments)10/12/2021 EXECUTIVE SUMMARY Recommendation to authorize routine and customary budget amendments appropriating carry forward budget in the amount of $11,207,629.60 for approved open purchase orders into Fiscal Year 2022. OBJECTIVE: To appropriate funds in FY 2022 for purchase orders opened in FY 2021 but not expensed 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 2021 and funds appropriated and encumbered to pay for those purchases in FY 2021. 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, 2021. 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 2022 budgets need to be amended to re-appropriate the funds and allow payments against purchase orders issued on or prior to September 30, 2021. 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, 2021. FISCAL IMPACT: Fiscal Year 2021 purchase orders to be re-appropriated in operating budget funds in the Fiscal Year 2022 budget amount to $11,207,629.60. 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 2022. Prepared By: Cat Bigelow, Procurement Operations Manager, Procurement Services Division ATTACHMENT(S) 1. Fund Center PO Roll - Total by PO (PDF) 16.H.1 Packet Pg. 1139 10/12/2021 COLLIER COUNTY Board of County Commissioners Item Number: 16.H.1 Doc ID: 20176 Item Summary: Recommendation to authorize routine and customary budget amendments appropriating carry forward budget in the amount of $11,207,629.60 for approved open purchase orders into Fiscal Year 2022. Meeting Date: 10/12/2021 Prepared by: Title: Supervisor - Operations – Procurement Services Name: Catherine Bigelow 10/01/2021 11:38 AM Submitted by: Title: Manager - Procurement – Procurement Services Name: Sandra Herrera 10/01/2021 11:38 AM Approved By: Review: Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 10/01/2021 11:54 AM Procurement Services Sandra Herrera Director Review Completed 10/01/2021 1:47 PM Agenda Clerk Preview Michael Cox Agenda Clerk Preview Completed 10/01/2021 3:07 PM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 10/01/2021 3:22 PM Office of Management and Budget Susan Usher Additional Reviewer Completed 10/03/2021 3:30 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/04/2021 10:16 AM County Manager's Office Sean Callahan Level 4 County Manager Review Completed 10/05/2021 8:34 AM Board of County Commissioners Geoffrey Willig Meeting Pending 10/12/2021 9:00 AM 16.H.1 Packet Pg. 1140 PO Roll for Fund Center Funds Only - Fiscal Year 2022 Document Amount 4500102358 141,500.00 4500158388 296,045.22 4500185821 26,343.28 4500195306 75,733.93 4500196078 1,233.90 4500197394 8,000.00 4500199988 5,890.00 4500202913 32,182.10 4500204062 6,288.70 4500204468 8,459.47 4500204737 30,645.00 4500204750 8,580.00 4500205139 600,000.00 4500205219 26,720.00 4500205492 122,302.39 4500205875 3,387.08 4500206269 5,238.67 4500206293 19,429.33 4500206438 4,832.37 4500206693 6,874.63 4500206700 87,460.68 4500206784 411,878.93 4500206841 5,021.60 4500206862 28,349.01 4500207241 34,050.00 4500207244 58,724.98 4500207480 4,400.00 4500207484 3,756.50 4500207489 5,195.75 4500207523 8,412.50 4500207652 7,000.00 4500207671 24,973.40 4500207815 5,267.00 4500207906 16,557.20 4500207946 6,662.50 4500208072 29,740.25 4500208144 8,710.00 4500208189 3,033.00 4500208241 14,244.19 4500208251 18,805.67 4500208260 38,017.00 4500208285 1,052.50 4500208432 290.00 4500208637 24,000.00 4500208661 33,262.18 1 16.H.1.a Packet Pg. 1141 Attachment: Fund Center PO Roll - Total by PO (20176 : Carry Forward Budget FY21 to FY22) Document Amount 4500208691 1,757.58 4500208872 12,827.75 4500208891 2,996.25 4500208896 245,454.25 4500208950 25,436.75 4500208961 9,750.00 4500209040 22,368.00 4500209043 18,915.00 4500209044 89.98 4500209202 10,400.00 4500209241 2,380.50 4500209245 40,451.20 4500209341 53,980.00 4500209388 789.00 4500209492 1,270.50 4500209629 150,444.45 4500209722 250,000.00 4500209730 23,653.46 4500209737 62,631.50 4500209740 203,386.00 4500209789 11,000.00 4500209797 17,880.00 4500209951 7,153.00 4500210030 3,600.00 4500210041 18,320.75 4500210048 84,469.20 4500210349 7,730.91 4500210362 40,215.20 4500210364 431.82 4500210385 141,480.80 4500210389 247,825.35 4500210406 24,367.00 4500210425 178,620.32 4500210428 22,000.00 4500210519 3,095.00 4500210606 95,445.00 4500210628 4,856.00 4500210745 35,206.25 4500210804 1,765,869.40 4500210836 12,099.00 4500210839 162,359.00 4500210841 6,915.29 4500210901 994.00 4500210909 5,958.00 4500210915 2,640.00 4500210920 6,000.00 4500211024 24,797.00 4500211034 5,585.00 2 16.H.1.a Packet Pg. 1142 Attachment: Fund Center PO Roll - Total by PO (20176 : Carry Forward Budget FY21 to FY22) Document Amount 4500211069 30,307.69 4500211075 381,159.00 4500211095 140,456.75 4500211117 60.00 4500211122 10,446.50 4500211138 130,064.00 4500211152 24,250.00 4500211211 64,102.45 4500211283 39,695.94 4500211284 97,635.04 4500211317 239,836.07 4500211351 81,725.99 4500211359 4,302.00 4500211411 2,031.76 4500211435 1,388.89 4500211448 26,600.00 4500211467 51,600.00 4500211469 1,388.89 4500211540 1,855.94 4500211578 4,680.00 4500211582 14,560.00 4500211631 32.94 4500211664 2,338.85 4500211699 177.78 4500211710 243,331.52 4500211717 73,607.00 4500211760 9,400.02 4500211772 12,604.50 4500211778 600,000.00 4500211834 4,935.00 4500211862 49,994.00 4500211873 4,875.35 4500211900 54.00 4500211901 6,256.99 4500211911 1,587.43 4500211928 127,264.90 4500211937 9,974.00 4500211976 94,850.00 4500212010 2,400.00 4500212057 44,650.00 4500212069 12,917.38 4500212077 40,500.00 4500212090 2,303.96 4500212092 16,388.14 4500212097 2,483.13 4500212098 25,028.00 4500212109 2,950.00 4500212116 15,897.89 3 16.H.1.a Packet Pg. 1143 Attachment: Fund Center PO Roll - Total by PO (20176 : Carry Forward Budget FY21 to FY22) Document Amount 4500212143 9,198.94 4500212144 4,557.61 4500212148 2,981.40 4500212154 29,115.84 4500212158 34,065.00 4500212159 2,401.29 4500212169 2,401.29 4500212177 5,293.50 4500212203 16,771.26 4500212213 4,000.00 4500212215 22,689.00 4500212235 2,465.40 4500212246 17,475.00 4500212254 5,930.09 4500212262 4,296.11 4500212296 114,763.00 4500212304 19,339.80 4500212305 2,990.00 4500212345 3,046.00 4500212354 2,303.96 4500212356 1,755.00 4500212359 43,399.00 4500212370 2,640.00 4500212374 14,583.27 4500212380 20,000.00 4500212404 5,000.00 4500212407 30,800.00 4500212410 40,003.14 4500212414 2,100.00 4500212442 2,401.29 4500212447 15,702.50 4500212452 10,397.52 4500212455 9,941.10 4500212464 4,889.69 4500212466 1,656.85 4500212485 107,776.85 4500212490 4,273.86 4500212494 13,841.09 4500212497 5,661.70 4500212501 13,254.81 4500212512 810.00 4500212529 3,871.02 4500212532 49,840.00 4500212536 16,296.30 4500212554 457.70 4500212557 11,000.00 4500212562 16,170.00 4500212565 11,597.95 4 16.H.1.a Packet Pg. 1144 Attachment: Fund Center PO Roll - Total by PO (20176 : Carry Forward Budget FY21 to FY22) Document Amount 4500212576 4,383.00 4500212577 8,250.00 4500212586 3,465.00 4500212588 5,797.62 4500212595 7,104.20 4500212605 42,899.55 4500212619 119.85 4500212621 8,210.00 4500212623 2,228.67 4500212625 2,928.11 4500212632 2,422.01 4500212635 8,323.60 4500212641 2,133.33 4500212649 58.85 4500212650 7,118.00 4500212654 8,706.44 4500212660 13,945.00 4500212662 2,768.00 4500212665 6,980.00 4500212680 18,749.48 4500212683 19,345.00 4500212684 53,588.70 4500212687 2,449.44 4500212688 8,456.25 4500212697 129,115.60 4500212698 103,915.61 4500212701 1,148.96 4500212702 1,617.19 4500212703 15,028.57 4500212705 2,262.95 4500212706 2,777.78 4500212708 4,187.76 4500212711 2,777.78 4500212713 6,114.92 4500212716 9,993.50 4500212718 5,092.50 4500212728 236,500.00 4500212729 164,690.00 4500212739 62,179.63 4500212741 37,160.00 4500212759 117,989.00 4500212776 34,302.40 4500212796 20,229.12 4500212826 104,515.04 Grand Total 11,207,629.60 5 16.H.1.a Packet Pg. 1145 Attachment: Fund Center PO Roll - Total by PO (20176 : Carry Forward Budget FY21 to FY22)