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Agenda 10/22/2024 Item #16E 3 (Authorize routine and customary BA appropriating carry forward budget for open purchase orders)10/22/2024 Item # 16.E.3 ID# 2024-1222 Executive Summary *** This item continued from the October 8, 2024, BCC Meeting. *** Recommendation to authorize routine and customary Budget Amendments appropriating carry forward budget in the amount of $16,746,548.29 for approved open purchase orders into FY 2025. OBJECTIVE: To appropriate funds in FY 2025 for purchase orders opened in FY 2024 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 2024 and funds were appropriated and encumbered to pay for those purchases in FY 2024. The County continues to need the products or services ordered, and these encumbrances continue to be valid at the fiscal year-end. However, the appropriations to pay for these items expired as of September 30, 2024. If these orders were canceled 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, FY 2025 budgets need to be amended to re-appropriate the funds and allow payments against purchase orders issued on or prior to September 30, 2024. On September 24, 2024, during the regular Board meeting (Item 17.I), the Board provided for the re-appropriation of continuing capital and grant budgets (project budgets). The total dollar amount of open operating budget purchase orders was not known until September 30, 2024. FISCAL IMPACT: FY 2024 purchase orders will be re-appropriated in operating budget funds in the FY 2025 budget, in the amount of $16,746,548.29. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this action. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, raises no legal issues at this time and requires majority vote for approval. -JAK RECOMMENDATIONS: To authorize routine and customary Budget Amendments appropriating carry forward budget in the amount of $16,746,548.29 for approved open purchase orders into FY 2025. PREPARED BY: Kevin Anderson, Procurement Operations Manager, Procurement Services Division ATTACHMENTS: 1. Carryforward by Fund FY24 to FY25 Page 5527 of 7162 Approved Carryforward of Purchase Orders By Fund Fund Fund Name DocumentNo Total 0001000000 General Fund 4500158388 405,460.77 4500214717 21,602.88 4500218754 62,398.93 4500219156 5,665.33 4500226147 139,911.08 4500227582 8,000.00 4500227935 24,065.48 4500228541 3,093.75 4500228959 43,007.50 4500229491 18,725.00 4500229584 151,325.04 4500230033 48,062.20 4500231069 18,970.00 4500231479 9,000.00 4500231586 479,850.00 4500231885 1,117.00 4500232060 14,800.00 4500232246 27,178.75 4500232533 64,550.00 4500232599 40,593.00 4500232672 33,879.01 4500232749 2,006.83 4500232791 15,655.00 4500232803 3,364.42 4500232808 4,975.00 4500232822 313.66 4500232918 35,652.53 4500232943 38,761.43 4500232946 5,616.03 4500232965 7,406.29 4500232998 12,060.35 General Fund Total 1,747,067.26 0001000000 Total 1,747,067.26 0674000000 Caracara Prairie Preserve 4500230015 1,300.00 Caracara Prairie Preserve Total 1,300.00 0674000000 Total 1,300.00 1001000000 Road and Bridge 4500232424 7,492.00 4500232733 7,639.00 4500232849 96,192.00 4500232854 6,432.00 4500232931 12,508.48 4500232933 18,325.00 4500232940 100,637.60 4500232953 3,317.56 Road and Bridge Total 252,543.64 1001000000 Total 252,543.64 1005000000 Stormwater Operations 4500226783 20,057.76 4500228331 128,226.43 4500228842 204,734.76 4500228853 92,015.00 1 Page 5528 of 7162 Fund Fund Name DocumentNo Total 1005000000 Stormwater Operations Total 445,033.95 1005000000 Total 445,033.95 1007000000 Pelican Bay Beautification MSTBU 4500231026 10.00 4500231582 7,694.20 4500232067 26,816.00 4500232447 6,058.80 4500232456 15,000.00 4500232527 2,310.00 Pelican Bay Beautification MSTBU Total 57,889.00 1007000000 Total 57,889.00 1011000000 Unincorp General Fund 4500226782 37,205.55 4500226784 228,135.00 4500227001 333,954.95 4500227024 35,000.00 4500227413 64,640.00 4500229947 18,905.90 4500230415 5,683.50 4500230824 19,012.40 4500232444 27,010.00 4500232686 4,647.90 4500232768 2,600.00 4500232884 64,246.06 4500232904 379,215.00 Unincorp General Fund Total 1,220,256.26 1011000000 Total 1,220,256.26 1013000000 Community Development 4500211138 113,806.00 4500229484 15,600.00 4500230308 14,924.00 4500230938 22,792.00 4500232446 8,392.00 4500232904 421,350.00 Community Development Total 596,864.00 1013000000 Total 596,864.00 1014000000 Planning Services 4500218177 31,389.19 4500218784 6,960.00 4500231933 12,825.00 4500232884 106,589.59 4500232904 603,935.00 Planning Services Total 761,698.78 1014000000 Total 761,698.78 1015000000 Impact Fee Administration 4500218698 28,606.40 Impact Fee Administration Total 28,606.40 1015000000 Total 28,606.40 1017000000 Water Pollution Control 4500214725 41,789.20 4500229225 4,434.82 4500232271 2,282.84 4500232538 5,523.10 Water Pollution Control Total 54,029.96 1017000000 Total 54,029.96 1020000000 Bayshore/Gateway Tri 4500229515 68,118.25 4500232490 2,400.00 Bayshore/Gateway Tri Total 70,518.25 2 Page 5529 of 7162 Fund Fund Name DocumentNo Total 1020000000 Total 70,518.25 1025000000 Immokalee Redevelop 4500228735 23,565.00 Immokalee Redevelop Total 23,565.00 1025000000 Total 23,565.00 1040000000 Ochopee Fire Control District 4500229009 907,931.25 Ochopee Fire Control District Total 907,931.25 1040000000 Total 907,931.25 1060000000 800 MHz IRCP 4500232988 0.87 800 MHz IRCP Total 0.87 1060000000 Total 0.87 1061000000 Conservation Collier - Land Acqu 4500232708 31,850.00 4500232709 67,440.00 4500232720 21,470.00 Conservation Collier - Land Acqu Total 120,760.00 1061000000 Total 120,760.00 1062000000 Conservation Collier Maintenance 4500230015 5,100.00 4500230563 33,080.85 Conservation Collier Maintenance Total 38,180.85 1062000000 Total 38,180.85 1101000000 Tourism Promotion 4500228682 2,338.00 4500228714 942,036.69 4500229029 1,696.00 4500229864 6,987.00 4500230655 250,000.00 Tourism Promotion Total 1,203,057.69 1101000000 Total 1,203,057.69 1102000000 TDC Beach Renourishment and Inlet Project Mgt4500230242 1,406.00 TDC Beach Renourishment and Inlet Project Mgt Total 1,406.00 1102000000 Total 1,406.00 1103000000 TDC Museum (Non-County) Grants 4500228663 4,547.00 4500228681 143.00 4500228802 20,000.00 4500228987 100.00 4500229025 4,129.00 4500229032 30,175.00 4500229430 12,985.00 4500229660 8,629.00 TDC Museum (Non-County) Grants Total 80,708.00 1103000000 Total 80,708.00 1107000000 County Museums 4500232330 1,271.00 4500232850 13,799.55 4500232873 7,144.36 4500232987 1,802.00 County Museums Total 24,016.91 1107000000 Total 24,016.91 1109000000 Sports & Special Events Complex 4500220590 27,015.60 4500226378 235,999.46 4500226700 14,195.24 4500231068 21,000.00 4500231576 49,929.60 4500232622 40,099.02 4500232910 47,710.00 3 Page 5530 of 7162 Fund Fund Name DocumentNo Total 1109000000 Sports & Special Events Complex 4500232911 49,653.00 4500232915 48,700.00 4500232961 16,992.00 Sports & Special Events Complex Total 551,293.92 1109000000 Total 551,293.92 1135000000 Domestic Animal Services Donations4500231699 26,000.00 Domestic Animal Services Donations Total 26,000.00 1135000000 Total 26,000.00 1617000000 Vanderbilt Beach MSTU 4500231013 6,197.50 4500231023 25,250.00 4500231986 58,363.00 4500232149 437,124.80 4500232472 419,171.98 4500232514 58,760.00 Vanderbilt Beach MSTU Total 1,004,867.28 1617000000 Total 1,004,867.28 1620000000 Lely Golf Est Beautification MSTU 4500227629 27,050.52 4500228493 7,595.20 Lely Golf Est Beautification MSTU Total 34,645.72 1620000000 Total 34,645.72 1621000000 Golden Gate Beautification MSTU 4500228494 4,758.25 4500232891 6,548.00 Golden Gate Beautification MSTU Total 11,306.25 1621000000 Total 11,306.25 1629000000 Immokalee Beautification 4500219195 132,551.40 4500231715 10,304.25 4500232102 7,000.00 4500232103 22,000.00 4500232519 3,380.47 4500232721 677.70 4500232725 5,276.35 Immokalee Beautification Total 181,190.17 1629000000 Total 181,190.17 1630000000 Bayshore Beautification MSTU 4500225728 31,299.02 4500231803 3,182.53 4500231881 7,979.53 Bayshore Beautification MSTU Total 42,461.08 1630000000 Total 42,461.08 1631000000 Haldeman Creek MSTU 4500207523 8,412.50 Haldeman Creek MSTU Total 8,412.50 1631000000 Total 8,412.50 1632000000 Rock Road MSTU 4500232903 3,435.15 Rock Road MSTU Total 3,435.15 1632000000 Total 3,435.15 1638000000 Palm River MSTU 4500223189 13,751.58 Palm River MSTU Total 13,751.58 1638000000 Total 13,751.58 4008000000 Co Water/Sewer Op 4500226606 50.97 4500226609 7,094.81 4500226663 51.00 4500226668 67.18 4500226845 85,526.00 4 Page 5531 of 7162 Fund Fund Name DocumentNo Total 4008000000 Co Water/Sewer Op 4500227100 4,764.00 4500227269 11,634.66 4500228050 7,990.30 4500228055 6,991.76 4500228292 125,760.00 4500228486 49,663.00 4500228661 119,649.00 4500228664 22,770.80 4500228686 5,152.90 4500228800 9,657.15 4500228888 573.60 4500228889 4,462.53 4500228957 17,126.81 4500229359 518,863.00 4500229696 6,089.50 4500229736 4,541.12 4500229771 4,612.22 4500229820 230,922.65 4500229953 3,583.80 4500229956 3,735.97 4500229962 5,409.83 4500230043 61,131.00 4500230094 17,000.80 4500230158 162,548.10 4500230272 8,455.50 4500230274 30,821.50 4500230291 17,130.25 4500230352 2,445.58 4500230505 396,945.20 4500230531 5,861.34 4500230555 842.00 4500230781 9,441.98 4500230796 20,024.70 4500230892 3,377.77 4500231041 75,288.00 4500231115 5,578.76 4500231165 25,040.46 4500231299 57,591.00 4500231317 3,455.17 4500231319 13,498.20 4500231533 6,462.00 4500231697 60,238.06 4500231916 6,971.93 4500231920 3,746.04 4500231921 4,541.12 4500231959 5,930.85 4500232066 49,600.00 4500232080 17,695.00 4500232082 2,271.79 4500232083 35,737.06 4500232092 131,500.00 4500232100 30,000.00 5 Page 5532 of 7162 Fund Fund Name DocumentNo Total 4008000000 Co Water/Sewer Op 4500232107 6,852.53 4500232182 4,492.83 4500232269 14,400.00 4500232274 12,100.00 4500232349 69,646.00 4500232350 81,376.00 4500232366 16,704.70 4500232385 183,237.60 4500232391 3,431.96 4500232392 1,209.97 4500232397 74,209.00 4500232463 2,743.80 4500232496 3,400.00 4500232543 4,117.36 4500232572 41,827.10 4500232574 23,446.20 4500232592 74,557.44 4500232612 2,137.00 4500232637 96,176.29 4500232644 32,186.66 4500232646 41,178.10 4500232652 21,046.08 4500232653 1,341.00 4500232660 166,336.60 4500232663 164,852.50 4500232675 13,496.01 4500232676 5,364.01 4500232678 4,274.00 4500232716 125,258.62 4500232723 91,288.40 4500232727 167,704.00 4500232729 304,733.00 4500232742 6,115.70 4500232747 4,200.00 4500232758 164,850.00 4500232798 48,922.40 4500232805 49,910.00 4500232806 65,048.08 4500232824 4,500.00 4500232825 144,990.00 4500232830 292,220.00 4500232831 32,488.00 4500232832 31,786.26 4500232833 33,251.70 4500232835 141,496.04 4500232839 14,000.00 4500232842 777,620.00 4500232852 104,362.50 4500232890 4,615.88 4500232901 1,677.70 4500232926 27,363.00 4500232949 7,124.25 6 Page 5533 of 7162 Fund Fund Name DocumentNo Total 4008000000 Co Water/Sewer Op 4500232962 54,786.15 Co Water/Sewer Op Total 6,394,368.14 4008000000 Total 6,394,368.14 4050000000 EMS 4500229710 16,370.79 4500232919 32,996.60 EMS Total 49,367.39 4050000000 Total 49,367.39 4070000000 Solid Waste Disposal 4500226386 32,342.50 4500226388 5,000.00 4500226389 5,000.00 4500226543 20,353.73 4500228643 42,494.01 Solid Waste Disposal Total 105,190.24 4070000000 Total 105,190.24 4090000000 Co County Airport 4500231042 33,971.96 4500232687 19,950.00 Co County Airport Total 53,921.96 4090000000 Total 53,921.96 5005000000 Information Technology 4500219007 8,471.13 4500228084 1,131.02 4500228980 382.90 4500229221 13,625.00 4500230426 9,629.27 4500230980 101,475.00 4500231074 75,778.50 4500231089 3,540.00 4500231304 2,223.91 4500232784 20,590.33 Information Technology Total 236,847.06 5005000000 Total 236,847.06 5016000000 Property & Casualty 4500228544 15,662.42 Property & Casualty Total 15,662.42 5016000000 Total 15,662.42 5018000000 Workers Compensation 4500228544 13,662.43 Workers Compensation Total 13,662.43 5018000000 Total 13,662.43 5021000000 Fleet Management 4500213742 24,000.00 4500213755 42,974.67 4500226590 14,986.68 4500228982 24,000.00 4500230077 103,288.15 4500230319 84,347.71 4500232866 71,133.72 Fleet Management Total 364,730.93 5021000000 Total 364,730.93 Grand Total 16,746,548.29 7 Page 5534 of 7162