Explanation
1. BACKGROUND:
This legislation authorizes payment to Shelly & Sands, Inc., in the amount of $123,437.91 for invoices submitted to Public Service at the end of 2015/early 2016 but not paid.
At the end of 2015/early 2016, the Public Service Department was engaged in the UIRF - Bar Harbor Road Sidewalks project and the Resurfacing - Resurfacing 2014 Project 4 project. Shelly & Sands had been awarded both contracts through the City’s bid process. Construction payment estimate #4 was submitted for the UIRF - Bar Harbor Road Sidewalks project (PO # EL017118 in the amount of $10,325.08) and construction payment estimate #9 was submitted for the Resurfacing - Resurfacing 2014 Project 4 project (PO #EL016071 in the amount of $113,112.83). Shelly & Sands has reported they have not received payment for either estimate.
At the end of 2015/early 2016 the City was also engaged in implementing a new financials system, transitioning from the Performance system to the DAX system. The fiscal section of the Department of Public Service, along with the City Auditor’s office, recently searched both systems to determine if payment was made to Shelly & Sands for this work. No payment has been issued to Shelly & Sands from either system for these construction pay estimates.
Not knowing that payments had been missed for some of the work, the Department of Public Service closed out both projects when they were completed. It is necessary to re-establish funds for the payments for the aforementioned projects in order to compensate Shelly & Sands for the work they performed but for which they were not paid.
2. FISCAL IMPACT:
Funds for this project are available within the Streets and Highways Bond Fund. Amendment to the 2017 Capital Improvements Budget is necessary to establish sufficient cash and budget authority in the proper projects.
3. CONTRACT COMPLIANCE:
The contract compliance number for Shelly & Sands is CC51261-135227, Vendor No. 006043, and expires...
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