TO: Mayor and Commissioners
FROM: Laura Thezine, Acting Finance Director
THROUGH: Neal de Jesus, Interim City Manager
DATE: September 5, 2019
Title
RETROACTIVE APPROVAL FOR TEMPORARY SERVICES WITH K-FORCE NOT-TO-EXCEED TOTAL AMOUNT OF $5,934.00.
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Recommended Action:
Recommendation
Motion to Retroactively approve an increase in the amount of $5,934 for temporary services, in the total amount of $70,934, that have cumulatively exceeded the City of Delray Beach (City) Manager’s approval authority of $65,000.
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Background:
In July 2018, the Finance Department obtained quotes to hire temporary staff. Although, all staffing agencies provided the same rate, K-Force provided the most qualified candidates and was most responsive. The temporary staff was hired specifically to assist with the Finance Department’s workload and help with year-end closing and fiscal year (FY) 2018 audit.
Due to a delay from the vendor to deliver invoices in a timely manner, FY 2018 invoices for services rendered in FY 2018 were charged to our current FY 2019 PO for K-Force. The current PO 2019-00000481 had an approved amount of $63,000. Current YTD spending on this PO totals $62,211 The outstanding invoices total $8,723. The Finance Department is requesting retroactive approval for the purchases of temporary services in the amount of $5,934 that exceeded the City manager’s approval authority of $65,000.
To avoid this issue in the future, the Finance Department will perform additional control procedures to ensure that vendors’ invoices are paid within the City’s purchasing approval limits.
Funding Source/Financial Impact:
001-13-000-513.34-10 Other Contractual Services Temporary Services