HomeMy WebLinkAboutStaff Report 2304-13792
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Policy & Services Committee
Staff Report
From: City Auditor
Report Type: ACTION ITEMS
Lead Department: City Auditor
Meeting Date: May 9, 2023
Report #:2304-1379
TITLE
Approval of Office of City Auditor Task Order Change - FY23-05 Various Reporting & City Hotline
RECOMMENDATION
The City Auditor recommends that the Policy & Services Committee recommend City Council
approve the change to the Task Order FY23-05 Various Reporting & City Hotline.
ANALYSIS
In accordance with our agreement with the City, Baker Tilly is required to conduct recurring
activities each year. Task 5 is one of those recurring activities and described in our agreement as
follows:
Task 5. Preparation of Quarterly Reports, Annual Status Report, Provision of City Hotline, and
Other Ongoing Office Administrative Functions
The current contract, Amendment NO.1, includes the budget schedule for FY2022-23, FY2023-
24 and FY2024-25 that shows a budget amount of $60,000 each year for Task 5. The main
activities related to this task have been meetings with management and City Council members
and preparing staff reports for City Council and Committee meetings. However, Baker Tilly
needs to perform other activities normally performed by the Internal Audit function, namely,
engagement project management and annual audit plan monitoring. Additionally, in recent
months, Baker Tilly started spending more time on the City Hotline-related activities. It is
expected to have more activities at least for the next few months.
To cover the hours and costs that will occur for the next few months, the budget allocated to
the remaining two audits listed in the approved FY23 Audit Plan, Long Range Planning and ADA
Compliance, need to be applied to Task 5. Baker Tilly proposed some of the budget for Long
Range Planning to be applied to Task Order 4.20 Procurement Process Review ($19,350) and
Task Order 4.08 Public Safety Building ($19,734). The remaining amount of $43,416 for Long
Range Planning and the budgeted amount of $61,500 for ADA Compliance, totaling $104,916,
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can be applied to Task 5. This will result in the total task order amount of $164,916 for the 621
project hours.
The updated information is included in the attached modified Task Order FY23-05.
FISCAL/RESOURCE IMPACT
The change is within both the approved scope and compensation of the contract with Baker
Tilly and funding levels in the FY 2023 Operating Budget for the Office of the City Auditor.
ATTACHMENTS
Attachment A: TASK ORDER FY23-05 Various Reporting & City Hotline (Modified)
APPROVED BY:
Adriane D. McCoy, City Auditor
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY23-05 Various Reporting & City Hotline (Modified)
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the
Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this
Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340
1B. TASK ORDER NO.: FY23-005
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: July 1, 2022 COMPLETION: June 30, 2023
4 TOTAL TASK ORDER PRICE: $60,000 164,916
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Greg Tanaka, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
▪SERVICES AND DELIVERABLES TO BE PROVIDED
▪SCHEDULE OF PERFORMANCE
▪MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
▪REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
•Services and Deliverables To Be Provided
•Schedule of Performance
•Maximum Compensation Amount and Rate Schedule (As Applicable)
•Reimbursable Expenses, if any (With “Not To Exceed” Amount)
Services & Deliverables
Baker Tilly will provide the following services in Task 5:
•Quarterly Reports
•Annual Status Report
•Provision of the City Hotline
•Office Administrative Functions
•Engagement project management
•Annual audit plan monitoring
Deliverables:
Legislative documents will be prepared to present the financial statements and reports
prepared by an external auditor to the Finance Committee
•Quarterly Reports (4 in FY23)
•Annual Status Report
Schedule of Performance
Anticipated Start Date: July 1, 2022
Anticipated End Date: June 30, 2023
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this
Task is $164,916 60,000. The not-to-exceed budget is based on an estimate of 185 621 total
project hours, of which 135 376 are estimated to be completed by the City Auditor.
Reimbursable Expenses
Baker Tilly anticipates planning one on-site fieldwork week. Given this possibility, Baker Tilly
could incur reimbursable expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $28,400.
The following summarizes anticipated reimbursable expenses:
•Round-trip Airfare – $6,700 (10 round trip flights)
•Ground Transportation (car rental or Uber/taxi) - $6,700
•Hotel accommodation - $10,000 (40 nights)
•Food and incidentals – $5,000