Agenda Item Name:
Title
Special Pay for Vulcan
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Presenter:
Ramon Gavarrete, PE
Description:
Special Pay for Vulcan to approve amount exceeding purchase order of $6,664.91 on invoice number R21627.
Recommended Action:
Recommended Action
Approve invoice to pay vendor for goods ordered and received.
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Prior Board Motions:
N/A
Fiscal Consideration:
Fiscal Consideration
Pending approval of Gas Tax Budget Agenda Item # 22-0839, there should be sufficient funds in 149.79.7910.541.53.00 to pay invoice.
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Strategic Guide:
Strategic Guide
Infrastructure
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Background:
Near the end of the 2022 Fiscal Year, the Public Works Department received invoice number R21627, dated 7/29/2022 from Vulcan Inc. for road sign materials in the amount of $10,563.20. Unfortunately, this invoice exceeded the remaining PO balance of $3,898.29 by $6,664.91.
As per statement provided by the Traffic Maintenance Supervisor, “This order for sign materials was made without adequate funds available”. The Supervisor erroneously assumed that the funds had been increased to cover the cost of the needed materials. Such transfer of funds was not processed as it was not requested by the Department. The Supervisor has been directed to ensure that sufficient funds are in the appropriate accounts prior to any orders and to follow procedures if funds are to be transferred from other accounts prior to placing any orders.
The Public Works Department is requesting Board approval to pay Vulcan, Inc. $10,563.20 for the road sign materials that were purchased and received in Fiscal Year 2022.