After-The-Fact Purchase Authorization Form (as of June 15, 2011) Please attach this form to the requisition
If you previously initiated a transaction that created an after-the-fact supplier invoice, it must be processed via the `After-the-Fact (ATF) Purchase Authorization' Form.
An After-The-Fact purchase occurs when a department makes a purchase before a purchase order number is issued. For example, authorizing a vendor to begin work before the Purchasing Division issues a purchase order.
Similarly, obtaining goods or services on credit and subsequently submitting the invoice to accounts payable is an AFT. All ATFs, regardless of the dollar amount, present problems for the Purchasing Division, Accounts Payable, vendors, and end-users.
In many cases, these transactions:
* Place the City at financial and credit risk and result in higher than necessary cost paid for products and services. * Create unnecessary administrative efforts
* Bypass City encumbrance requirements
* Violate procurement polices and procedures
When an ATF purchase has been identified, the managing supervisor that made the unauthorized purchase shall complete this form.
Please provide detailed statement explaining the circumstances surrounding this ATF purchase.
What corrective steps have taken to avoid repetition of future ATF's? Any corrective action with the responsible managing supervisor?
Vendor Name:
Amount of Purchase: $
Purchase Date:
I understand that all City purchases require pre-approval and need to be purchased utilizing City policies and procedures.
Supervisor Name Signature Title
Department Director authorizing After-The-Fact Purchase
Name Signature Date
The current contract with Sonoma Technologies expired 12/31/2022 without renewal or extension.
A new contract is on the council agenda for 02/21/2023 to ratify the contract for three (3) years with two, one-year options to renew.
The expiration date has been placed on Manager's calendar three-months prior to the actual expiration date so that the Manager will have sufficient time to place an item on the Council calendar if warranted.
Sonoma Technologies
16,267.00 01/01/2023 - 02/28/2023
Mary Phelps Project Manager I
Daniel Chavarria
Public Works Director 02/06/2023