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Agenda 10/13/2015 Item #16E1�, EXECUTIVE SUMMARY eo-N, 10/13/2015 16.E.1. Recommendation to authorize routine and customary budget amendments appropriating carry forward budget for approved open purchase orders into Fiscal Year 2016 for operating divisions to complete work. OBJECTIVE: To appropriate funds in FY 16 for purchase orders opened in FY 15 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 2015 and funds appropriated and encumbered to pay for those purchases in FY 2015. 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, 2015. If these orders were cancelled on September 30'h they would have to be reissued on October 1', 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 2016 budgets need to be amended to re- appropriate the funds and allow payments against purchase orders issued on or prior to September 30, 2015. On September 8, 2015, during the regular Board meeting (Item 16F4), 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, 2015. FISCAL IMPACT: Fiscal Year 2015 purchase orders to be re- appropriated in operating budget funds, in the Fiscal Year 2016 budget, amount to $6,410,859.60. LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote for Board approval. —SRT GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. RECOMMENDATION: That the Board of Commissioners authorizes routine and customary budget amendments appropriating carry forward budget for approved open purchase orders into Fiscal Year 2016. Prepared By: Tracey Payne, Procurement Manager, Procurement Services Division Attachments: 2015 Carry Forward Spreadsheet Packet Page -1620- 10/13/2015 16.E.1 . COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.1. Item Summary: Recommendation to authorize routine and customary budget amendments for Fiscal Year 2015 carry forward budget for approved open purchase orders into Fiscal Year 2016 for operating divisions to complete work. Meeting Date: 10/13/2015 Prepared By Name: MarkiewiczJoanne Title: Division Director-Procurement Services,Administrative Services Department 9/8/2015 1:09:26 PM Submitted by Title: Division Director-Procurement Services, Administrative Services Department Name: MarkiewiczJoanne 9/8/2015 1:09:27 PM Approved By Name: pochopinpat Title: Operations Coordinator, Administrative Services Department Date: 9/8/2015 1:30:27 PM Name: PayneTracey Title: Manager-Procurement, Administrative Services Department Date: 9/16/2015 10:32:58 AM Name: MarkiewiczJoanne Title: Division Director-Procurement Services, Administrative Services Department Date: 10/1/2015 6:30:25 AM Name: PriceLen Title: Department Head- Administrative Svc, Administrative Services Department Date: 10/1/2015 1:36:35 PM Packet Page -1621- 10/13/2015 16.E.1. Name: Joshua Thomas Title: Grants Support Specialist, Grants Management Office Date: 10/1/2015 2:21:15 PM Name: PriceLen Title: Department Head - Administrative Svc, Administrative Services Department Date: 10/1/2015 2:40:19 PM Name: TeachScott Title: Deputy County Attorney, County Attorney Date: 10/2/2015 9:55:16 AM Name: KlatzkowJeff Title: County Attorney, Date: 10/2/2015 11:19:27 AM Name: WellsLaura Title: Management/Budget Analyst, Senior, Office of Management & Budget Date: 10 /5/2015 9:13:47 AM Name: StanleyTherese Title: Manager - Grants Compliance, Grants Management Office Date: 10/5/2015 2:01:04 PM Name: OchsLeo Title: County Manager, County Managers Office Date: 10/6/2015 10:22:52 AM Packet Page -1622- O a L O LL LL C LT C L � a� r > LL C o U � L a U 10/13/2015 16. 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