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Home My WebLink AboutBack-Up DocumentsCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: Erica Paschal, Director Finance Department Y Ja From: Victoria E. Rojas, Manager Finance Department Date: September 02, 2020 Subject: Unreimbursed Grant Expenditures for Quarter ending 06/30/2020 Reference: Enclosures: In accordance with the City's Financial Integrity Principles, the Finance Department shall make a quarterly determination of the amount of expenses incurred which may not be reimbursable under certain grant programs. A quarterly report of expenses incurred but not reimbursable shall be presented to the City Commission. The Finance Department has determined, and is reporting, for the quarter ended June 30, 2020 the following non -reimbursable expenditures: 1. June 2020-Item #1 a. Department: Real Estate and Asset Management b. Project: Mooring Field Offshore (Watson Island) - D2 c. Amount: $2,366.00 d. Funding Source: Florida Inland Navigation District ("FIND") e. Reason for disallowance: The expenditure in reference is non reimbursable because it was incurred after the completion of the Period of Performance of the Phase I grant and before the beginning of the Period of Performance of the Phase II contract. Title of Award: FIND -Mooring Facility (Watson Island) - Florida Inland Navigation District Award#: Award type: Amount of Non -Reimbursable Expenditure: $2,365.50 1) Are there any grant expenditures deemed non -reimbursable? 2) How much is deemed non -reimbursable? Three (3) expense items totaling $2,365.50 3) Why was the amount deemed non -reimbursable (un-allowable expense, missed deadline to claim, etc.)? Missed deadline to claim and before the existence of an executed contract. In detail, please see the timeline below: -November 19, 2019 — Phase I project was reported completed. 18-8105-A8 was not included as part of the reimbursement package as it did not exist yet. -January 31, 2020 — Invoice 18-8105-A8 was created (for work during January 1st to 30 2020) -February 1, 2020 — Expense Invoice 18-8105-A8 was entered into PNG -February 4, 2020 - FIND Phase II Agreement was executed 4) How will the department cover the shortage (i.e., what other funds will be used — general fund allocation, another project, etc.) City Funding match award#1437 (there are additional funds remaining for Ph.l). This award is sourced from 10% Marina Set -Aside. Actuals for the Ph. I project were significantly lower than originally anticipated. 5) What actions have been taken by the department to avoid the project deficit (current deficit and future deficits). The Department ensures there is a contingency for unanticipated expenditures. The Department is discussing ways of ensuring that the vendor does not proceed with work before there is a signed agreement or after an agreement expiration date. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Erica T. Paschal, Director Finance Department DATE: April 23, 2020 SUBJECT: Extend Award and Reclassify expenses in 40-B70047 the correct award Daniel Rotenberg, Director REFERENCES: Department of Real Estate & Asset Management ENCLOSURES: Attachment A (Project Information Inquiry) Attachment B (Fund Inquiry "Budget") Attachment C (40-B70047 Expenditure report) Attachment D (Email & Commitment Report) Attachment E (FIND Reimb. Form /Closeout) Attachment F (Non-Reimb. Questionnaire) In 2018, the Department of Real Estate & Asset Management initiated a construction design project named "Watson Island Mooring Facility — Phase I" (40-B70047 Award 2266 & 1437). This project was supported by a 50/50 grant match award from Florida Inland Navigation District "FIND", DA-MI-16-201 PnG Award 2266, which expired on September 30t", 2019 (See attachment A & B). Through the period lasting from February 23, 2018 to September 6, 2019, the Department received against several invoices for design and permitting work (See attachment C). On November 19, 2019 the Phase I project was reported completed to FIND. On January 31, 2020, Invoice 18-8105-A8 was created for work completed in January 2020 for the same purpose; this expense was subsequently rejected by PnG in March 2020 (See attachment D). The Department communicated that invoice 18-8105-A8 was in fact considered a non -reimbursable expense on March 26th, 2020 (See attachment E & F). Given the non -reimburse item(s) are still encumbered in PnG, our Department respectfully requests that: (I) award 2266 be extended for one (1) day to allow to expense to be actualized. (II) Once the encumbrance has been cleared and the expense incurred, we ask to reclass said expense in the following manner: Account PATEO Invoice Debit Credit 34000.221001.670000.0000.00000 40-B70047, A#2266, T: 1.01, E: Other Contractual, 0: 221001 18-8105-A8 $249.00 34000.221001.670000.0000.00000 40-B70047, A#2266, T: 1.01, E: Other Contractual, 0: 221001 18-8105-A8 $1,867.50 34000.221001.670000.0000.00000 40-B70047, A#2266, T: 1.01, E: Other Contractual, 0: 221001 18-8105-A8 $249.00 Account PATEO Invoice Debit Credit 34000.221001.670000.0000.00000 40-B70047, A#1437, T: 1.01, E: Other Contractual, 0: 221001 18-8105-A8 $249.00 34000.221001.670000.0000.00000 40-B70047, A#1437, T: 1.01, E: Other Contractual, 0: 221001 18-8105-A8 $1,867.50 34000.221001.670000.0000.00000 40-B70047, A#1437, T: 1.01, E: Other Contractual, 0: 221001 18-8105-A8 $249.00 TOTAL EXPENSES TO BE ADJUSTED: $2,365.50 Page 112 Thank you for your assistance and if you have further questions, please feel free to contact Gabriel Brito at X1460. D R/Y H/G B cc: Patrick Lucdor, Grants Financial Analyst Finance Department Carol Brown, Grants Financial Analyst Finance Department Pierre Jean -Michel, Grants Financial Analyst Finance Department Loretta Jeanty, Senior Financial Analyst Finance Department Victoria E. Rojas, Finance Manager Finance Department Page 212 Attachment "A" I Oracle Applications - iMiAMi Production File Edit View Folder Tools Window Help Co ›A r15 Operating Unit Cit of Miami r0 Projects, Templates Operating Unit Number Type Long Name Trans Duration Description Options Option Name Number Name Project Type Description Status 40-B70047 Moorins Field-Watso Sponsored Casital Per FY 2017 C/ As @roved e0® City of Miami Sponsored Capital Name Organization Mooring Field -Watson Island 221001 - DREAM - Director's Offi' Mooring Field Offshore (Watson Island) - D2 01-OT-2016 30-SEP-2026 Per FY 2017 CAPITAL PROGRAM - NEVI Public.: saeoicij Status Approved Tasks Workplan Information Classifications Currency Key Members Additional Information Pipeline Resource List Assignments Workflow in Process Template a Change Status A. Detail Attachment "B" 1.0 1=Tinficct Nmbor 197 AwJ Nixtiber 14 =. 7 Budget %torsion Prnicni .kitioring Ficici.Watrion Island EudgEt Vervain 9 kot Nkirriei ir1ru Rield-Wctscn Award Norno FY07 1Q% Marino, p4v1 eiefigei Silr(Lts Boselirwi LE; Rule Find Je p Teo Lsl biperiditure Inquiry Afferci !FYN' 10% Mann- s Revonuas tiatSu s ;Basch net! Butigt try Ccictrul LfrAC1 Start Doic End Data iaudget FlAck Actinic Encumbrances Amitotic lillNoric k.i1-QC1-0115 34:1-SEP-2020 45.3, Ili 21 12,4$0 00 ' 0.01) 4.111$137 2 't I I ilmcleIlropans - MiAMi Pm{luchan Edk2lc.. t•rlp Prvjeot Minter Award Nurnbat auVet Veri.ert 40 870047 22ZE. PrOtecat Name Mooring rid -Watson Award Nerna FIND=Macging Facility eludget $1105 altelinal:1 Clew Find pTQnLit E_Kpenditura Inquiry funk Chimk Ru....Edtt Fi r.1 PrOent Buctlist \tam on .tosoortrDa 11014 Watson Wand AyearcI !F 114>Mociting F acilty Status '5.0Seliracti evdqekry COettryl Lev* Funds- Mard Start iDato EnctrJet., budgot Actrualc LneurabrarnOS Ayallatto I 2=11211= Absolntg 1`)4....NOV-.21.7.1F.. •sr.-$Fr,..7,0.-JiP 79,1Y50 in lane..." 50 Attachment "C" Trans Id Project Task Award Expnd Typi Item Date Employee/Quantity UOM Proj Func E Project Bu Accrued R( Bill Amour Comment Expnd Org Non -Labor Non -Labor [j Prvdr Lega Recvr Legal Entity 2783807 40-B70047 1.01 1437 Profession 1-Mar-18 Ocean Cor 2490 Currency 2490 2490 ENVIRONS\ 221001 - DREAM - Director's Offi .... City of Mia City of Miami 2783808 40-B70047 1.01 2266 Profession 1-Mar-18 Ocean Cor 2490 Currency 2490 2490 ENVIRONF\ 221001 - DREAM - Director's Offi .... City of Mia City of Miami 2890871 40-B70047 1.01 1437 Profession 1-Jul-18 Ocean Cor 996 Currency 996 996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 2890872 40-B70047 1.01 2266 Profession 1-Jul-18 Ocean Cor 996 Currency 996 996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111263 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor 996 Currency 996 996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111264 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor 996 Currency 996 996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111265 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor 1245 Currency 1245 1245 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111266 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor 1245 Currency 1245 1245 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111267 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor 996 Currency 996 996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111268 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor 996 Currency 996 996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111269 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor 747 Currency 747 747 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3111270 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor 747 Currency 747 747 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119946 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor -1245 Currency -1245 -1245 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119947 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor -1245 Currency -1245 -1245 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119948 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor -996 Currency -996 -996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119949 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor -996 Currency -996 -996 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119950 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor 1120.5 Currency 1120.5 1120.5 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119951 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor 1120.5 Currency 1120.5 1120.5 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119952 40-B70047 1.01 1437 Profession 1-Jan-19 Ocean Cor 1120.5 Currency 1120.5 1120.5 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3119953 40-B70047 1.01 2266 Profession 1-Jan-19 Ocean Cor 1120.5 Currency 1120.5 1120.5 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241621 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor 1494 Currency 1494 1494 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241622 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor 1494 Currency 1494 1494 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241623 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor -1494 Currency -1494 -1494 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241624 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor -1494 Currency -1494 -1494 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241625 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor 249 Currency 249 249 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241626 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor 249 Currency 249 249 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241627 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor -249 Currency -249 -249 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241628 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor -249 Currency -249 -249 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241629 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor 2490 Currency 2490 2490 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241630 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor 2490 Currency 2490 2490 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241631 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor -2490 Currency -2490 -2490 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241632 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor -2490 Currency -2490 -2490 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241633 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor 1494 Currency 1494 1494 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241634 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor 1494 Currency 1494 1494 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241734 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor 0 Currency -1245 -1245 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241735 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor 0 Currency -1245 -1245 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241736 40-B70047 1.01 1437 Profession 1-May-19 Ocean Cor 0 Currency 1245 1245 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3241737 40-B70047 1.01 2266 Profession 1-May-19 Ocean Cor 0 Currency 1245 1245 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375665 40-B70047 1.01 1437 Profession 1-Sep-19 Ocean Cor 747 Currency 747 747 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375666 40-B70047 1.01 2266 Profession 1-Sep-19 Ocean Cor 747 Currency 747 747 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375667 40-B70047 1.01 1437 Profession 1-Sep-19 Ocean Cor -747 Currency -747 -747 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375668 40-B70047 1.01 2266 Profession 1-Sep-19 Ocean Cor -747 Currency -747 -747 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375669 40-B70047 1.01 1437 Profession 1-Sep-19 Ocean Cor 373.5 Currency 373.5 373.5 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375670 40-B70047 1.01 2266 Profession 1-Sep-19 Ocean Cor 373.5 Currency 373.5 373.5 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375671 40-B70047 1.01 1437 Profession 1-Sep-19 Ocean Cor -373.5 Currency -373.5 -373.5 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375672 40-B70047 1.01 2266 Profession 1-Sep-19 Ocean Cor -373.5 Currency -373.5 -373.5 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375673 40-B70047 1.01 1437 Profession 1-Sep-19 Ocean Cor 1120.5 Currency 1120.5 1120.5 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3375674 40-B70047 1.01 2266 Profession 1-Sep-19 Ocean Cor 1120.5 Currency 1120.5 1120.5 Submerge( 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3518247 40-B70047 1.01 1437 Profession 1-Feb-20 Ocean Cor 249 Currency 249 249 City of Mia 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3518249 40-B70047 1.01 1437 Profession 1-Feb-20 Ocean Cor 1867.5 Currency 1867.5 1867.5 ENVIRONF\ 221001 - DREAM - Director's Offi .... City of Mia City of Miami 3518251 40-B70047 1.01 1437 Profession 1-Feb-20 Ocean Cor 249 Currency 249 249 Environme 221001 - DREAM - Director's Offi .... City of Mia City of Miami TOTAL 22534.5 22534.5 22534.5 Attachment "D" Project Number Project Name 40-B70047 Mooring Field -Watson Island 40-B70047 40-B70047 40-B70047 40-B70047 Mooring Field -Watson Island Mooring Field -Watson Island Mooring Field -Watson Island Mooring Field -Watson Island Task Numl Task Name 1.01 Contracted Design 1.01 Contracted Design 1.01 Contracted Design 1.01 Contracted Design 1.01 Contracted Design Expenditure Type Expenditure Item Date Expenditm Commitmi Commitmi Release Ni Descriptioi Quantity Professional Services 1-Feb-20 221001 - D Supplier In 18-8105-A8 City of Mia 249 Professional Services Professional Services Professional Services Professional Services 1-Feb-20 221001 - D Supplier In 18-8105-A8 1-Feb-20 221001 - D Supplier In 18-8105-A8 13-Mar-18 221001 - D Purchase C 1803841 13-Mar-18 221001 - D Purchase C 1803841 ENVIRONN 1867.5 Environme 249 Environ me 498 Submerges 1369.5 Unit of Me Supplier NTransactio PA Period Raw Cost Burdened Employee Employee Person Tyr GL Date Ocean Consulting LLC Feb-20 249 249 1-Feb-20 Ocean Consulting LLC Feb-20 1867.5 1867.5 Ocean Consulting LLC Feb-20 249 249 Ocean Consulting LLC Mar-18 498 498 Ocean Consulting LLC Mar-18 1369.5 1369.5 1-Feb-20 1-Feb-20 ##444444 ##444444 Brito, Gabriel From: Lucdor, Patrick Sent: Thursday, March 26, 2020 2:26 PM To: Brito, Gabriel Cc: Louissaint, Bertine; Martinez, Luis Subject: Supplier's exceptions March 26, 2020 Attachments: Supplier's exceptions as of 03.26.20 DREAM.xlsx Good afternoon Gabriel, On the attachment, there are three transactions that have been rejected by PnG. Would you review them and advise please? Thank you! Sincerely, Patrick Lucdor 'incial Analyst City of Miami — Finance — 444 SW 2"d Ave, 6th Floor, Miami, FL 33130 Ph. (305) 416-1981— Fax (305) 416-1390 —plucdor@miamigov.com — www.miamigov.com # 1 Attachment "E" Brito, Gabriel From: Brito, Gabriel Sent: Friday, March 27, 2020 11:55 AM To: Lucdor, Patrick Cc: Louissaint, Bertine; Martinez, Luis; Rojas, Victoria; Bustamante, Aldo; Rotenberg, Daniel; Hernandez, Yvonne; Schimmel, Andrew Subject: Non -Reimbursable Expense for Award 2266 Attachments: 40-B70047 Expense Report.xls; ProjectCloseout_FINAL_WatsonIslandMooringField_111919.pdf; DA- MI-19-240 Watson Island Mooring Field Ph II agr signed.pdf; 2020 02 07 10 16 12 - 18-8105- A8.pdf; Non -Reimbursable Expenditures Questionaire - Award 2266.docx; Non -Reimbursable Expenditures Questionaire - Award 2266.docx; Non -Reimbursable Expenditures Questionaire - Award 2266.docx Patrick, Attached please find our completed non -reimbursable expense questionnaire along with backup. Thank you, Gabriel f. Brito Senior Staff Analyst Department of Real Estate and Asset Management 444 SW 2 Avenue, 3rd Floor Miami, Florida 33130 Phone: 305.416.1460 Gbrito@miamigov.com From: Lucdor, Patrick <PLucdor@miamigov.com> Sent: Friday, March 27, 2020 9:43 AM To: Brito, Gabriel <GBrito@miamigov.com> Cc: Louissaint, Bertine <BLouissaint@miamigov.com>; Martinez, Luis <luismartinez@miamigov.com> Subject: RE: Supplier's exceptions March 26, 2020 Good morning Gabriel, I have attached you the requested form to report non -reimbursable expenditures. Thank you! Sincerely, Patrick Lucdor Grant Financial Analvct City of Miami — Finance — 444 SW 2"d Ave, 6th Floor, Miami, FL 33130 Ph. (305) 416-1981— Fax (305) 416-1390 —plucdor@miamigov.com — www.miamigov.com 1 From: Brito, Gabriel Sent: Friday, March 27, 2020 9:34 AM To: Lucdor, Patrick <PLucdor@miamigov.com> Subject: RE: Supplier's exceptions March 26, 2020 Patrick, These are the details: Pr -et Water 57 :t•Tt-1 7 Areatd Wtnber • BuiVi V ersion Project Nem Maoring Fieict-Wadwil Anvil Plane FlIalDhlvtoectro Facity Rid O Sty filitsamt PrQieCt ?Awing Fiekl-Walsco I .Jand Budgel Verst-sii 11.4CLIketc4irirtp Fecildy Status Basetinil +hawk; ;•r..c, TA' - _70514 i,"1.: SC,,r C 9 -',.' 0,7, i-......; 5 C: ur:T 9 Stelgetary COMM Level Fps Areal Start Date r'Ird Date Quckiet ActuaiS EncurebVerKers &ratable _ 1 • " '.' ••littennp Feoil.,,attteatt.a.134-Wv-:,Y1)11/3 ?;.0-$,E P..7.019 7.5,.07,0 co I 6 1:,:i..4 Sr-D :- PS'S ,.%6 Ptatc1 Aber 40- 7X47 Awe! tkrroar fikr fiwitot Vo-stgoi Pwcitett :ah on2 Flek),w4Y. rn Nand e cipt Vers&Ora 111111 Janiertl 1 Awatd YR7 1Q4bkirithrun s#$�rrxr�= Malin k+ noun hf galaro C cI Leiei Flyrk1; .Sfiwi Dat End.aara t3.1,0i E J4,c4 aals Enc rrtr es Fivail t On . "1,[ i-21)116 30•SEP•2020 453,117 211 12,450 co '.6T .9171 " See attached, PH.II agreement and the Phase I closeout. You will note that the Phase I closeout does not include the invoice + expenses in question. This needs to be reported as a non -reimbursable expense. Can you forward me copy of the form so I can get this back to you. Thank you, Gabriel f. Brlto Senior Staff Analyst Department of Real Estate and Asset Management 444 SW 2 Avenue, 3rd Floor Miami, Florida 33130 Phone: 305.416.1460 Gbrito@miamigov.com From: Lucdor, Patrick <PLucdor@miamigov.com> Sent: Thursday, March 26, 2020 2:26 PM 3 To: Brito, Gabriel <GBrito@miamigov.com> Cc: Louissaint, Bertine <BLouissaint@miamigov.com>; Martinez, Luis <luismartinez@miamigov.com> Subject: Supplier's exceptions March 26, 2020 Good afternoon Gabriel, On the attachment, there are three transactions that have been rejected by PnG. Would you review them and advise please? Thank you! Sincerely, Patrick Lucdor Grants Financial AnaIv— City of Miami — Finance — 444 SW 2nd Ave, 6th Floor, Miami, FL 33130 Ph. (305) 416-1981— Fax (305) 416-1390 —plucdor@miamigov.com — www.miamigov.com 4 Attachment "F" Award#: 2266 Title of Award: FIND -Mooring Facility (Watson Island) Amount of Non -Reimbursable Expenditure: 52,365.50 1) Are there any grant expenditures deemed non -reimbursable? 2) How much is deemed non -reimbursable? Three (3) expense items totaling $2,365.50 3) Why was the amount deemed non -reimbursable (un-allowable expense, missed deadline to claim, etc.)? Missed deadline to claim and before the existence of an executed contract. In detail, please see the timeline below: -November 19, 2019 — Phase I project was reported completed. 18-8105-A8 was not included as part of the reimbursement package as it did not exist yet. -January 31, 2020 — Invoice 18-8105-A8 was created (for work during January 1st to 30 2020) -February 1, 2020 — Expense Invoice 18-8105-A8 was entered into PNG -February 4, 2020 - FIND Phase II Agreement was executed 4) How will the department cover the shortage (i.e., what other funds will be used — general fund allocation, another project, etc.) City Funding match award#1437 (there are additional funds remaining for Ph.I). This award is sourced from 10% Marina Set -Aside. Actuals for the Ph. I project were significantly lower than originally anticipated. 5) What actions have been taken by the department to avoid the project deficit (current deficit and future deficits). The Department ensures there is a contingency for unanticipated expenditures. The Department is discussing ways of ensuring that the vendor does not proceed with work before there is a signed agreement or after an agreement expiration date.