Public Works Procurement Memo

Public Works 
10355 N 121st Avenue, El Mirage 85335 
623-935-6405; Fax 623-935-6184; TDD 623-933-3258 
www.elmirageaz.gov 
 
 
 
 
TO: 
 
El Mirage City Council  
J. Crystal Dyches, City Manager 
Robert Nilles, Finance Director 
FROM: 
Nick Russo, Public Works Director 
SUBJECT:  
Purchase Order #20057       
 
DATE:  
August 6, 2020  
 
The purpose of this memo is to serve as notification of a procurement error in relation to 
purchase order #20057.  The primary use of purchase order #20057 was to procure water meters 
for the City’s water distribution system.  During fiscal year 2019-2020, purchases in the amount 
of $29,451.53 were charged to this purchase order that caused the purchase order threshold to be 
exceeded. 
 
The reason that the purchase order was charged beyond the threshold was due to a staff vacancy 
and subsequent disconnect in the responsibility of water meter purchases. 
 
Measures have since been taken to ensure that this will not occur again.  These include 
confirmation with the vendor on a single point of contact for City purchases, enhanced meter 
supply protocols, and scheduled monitoring of purchase order balance status.