Change Order No 2 - River Walk from Beyer St. to Notre Dame Boathouse Proj No. 117-083 - Walsh & Kelly, Inc.

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1200N COUNTY-CITY BUILDING PHONE 574.235.9216 227 W. JEFFERSON BLVD. FAX 574.235.9928 SOUTH BEND, INDIANA 46601-1830 CITY OF SOUTH BEND, IN JAMES MUELLER, MAYOR DEPARTMENT OF ADMINISTRATION AND FINANCE FROM: Dan Parker, City Controller Date: January 5, 2021 RE: 2020 Year-End Purchase Order Rollover Part of the City’s year-end process includes rolling forward purchase orders that were created in the prior year and need to be maintained in the new year. This process is in accordance with Supplement 106 and Supplement 406. When the City tested the purchase order rollover in the DFO TEST Environment to roll 2020 purchase orders to 2021, a number of PO’s (41 in total) were not rolled forward correctly and which had a variance between the actual encumbrance remaining on the PO and the encumbrance that was rolled forward in DFO’s BRE. In investigating this issue with Crowe, it was discovered that these PO’s (all of which were partially invoiced) had a variety of issues related to how invoices were posted against the PO’s. Crowe engaged with Microsoft in an attempt to solve the issue. However, due to time constraints and the need to reopen purchasing and accounts payable for 2021, the City elected not to wait for Microsoft’s solution and instead to simply liquidate the problematic PO’s and recreate them as new, standalone PO’s. This ensured that budget was brought forward correctly, and that these new PO’s were available for future invoicing. The table below crosswalks the old PO number to the new PO number: Old PO# New PO # Vendor Vendor Name Amount Remaining on PO PO-0000071 PO-0006572 V-00001639 SYSTEMS & SOFTWARE 174,858.19 PO-0000100 PO-0006573 V-00001309 PLEWS SHADLEY RACHER & BRAUN 2,241.11 PO-0000187 PO-0006574 V-00000161 AUNALYTICS INC 10,930.00 PO-0000233 PO-0006575 V-00001417 RITSCHARD BROS INC 19,065.00 PO-0000292 PO-0006576 V-00001383 RECAST CITY LLC 4,800.00 PO-0000524 PO-0006577 V-00001059 MAY OBERFELL & LORBER 4,532.12 PO-0000542 PO-0006578 V-00000161 AUNALYTICS INC 1,661.09 PO-0000555 PO-0006579 V-00001933 WETZEL LYNN 3,346.13 PO-0001108 PO-0006580 V-00001604 STEINER AARON 45,205.33 PO-0001691 PO-0006581 V-00003099 SOUTH BEND WATER WORKS 2,630.27 PO-0001988 PO-0006582 V-00003262 Ahmed Makki 37,113.55 PO-0003246 PO-0006583 V-00000153 AT&T 2,737.44