HomeMy WebLinkAboutStaff Report 2405-2976CITY OF PALO ALTO
Policy & Services Committee
Special Meeting
Tuesday, May 14, 2024
7:00 PM
Agenda Item
2.Approval of the Office of the City Auditor Task Order Time Extension for the ADA
Compliance and Purchasing Card Audits Late Packet Report
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Auditor
Meeting Date: May 14, 2024
Report #:2405-2976
TITLE
Approval of the Office of the City Auditor Task Order Time Extension for the ADA Compliance
and Purchasing Card Audits
RECOMMENDATION
The Office of the City Auditor recommends an extension to the deadline for the ADA
Compliance and Purchasing Card Audits
This report will come as a late packet memo on May 9, 2024.
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Auditor
Meeting Date: May 14, 2024
Report #:2405-3005
TITLE
Approval of the Office of the City Auditor Task Order Time Extension for the ADA Compliance
and Purchasing Card Audits
RECOMMENDATION
The City Auditor recommends the Policy & Services Committee recommend that the City
Council approve the changes to the Task Orders 04.21 Purchasing Card Program and 04.22 ADA
Compliance Review.
EXECUTIVE SUMMARY
The Policy & Services Committee approved Task Orders FY24-4.21 Purchasing Card Program and
Task Order FY24-4.22 ADA Compliance Review in its FY24 Audit Plan 1. The Purchasing Card
Program and ADA Compliance Review audits were scheduled to begin in March of 2024 with
task order expiration dates of June 30, 2024. The audits were not started as a result of the City
Auditor vacancy. Additional time is needed to ensure the accuracy and completeness of work
once started. OCA requests the task orders for these two audits be extended to December 31,
2024. The total not-to-exceed budget remains the same.
FISCAL/RESOURCE IMPACT
Work recommended in these tasks is within both the approved scope and compensation of the
contract with Baker Tilley and funding levels in the FY 2024 Operating Budget for the Office of
the City Auditor
1 Policy & Services Committee, December 12, 2023; Agenda Item #3:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52531
STAKEHOLDER ENGAGEMENT
No stakeholder outreach was necessary for this report, as it is an internal decision made by the
Office of the City Auditor to reallocate resources for audit functions.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the audit activities do
not involve any commitment to any specific project which may result in a potentially significant
physical impact on the environment. CEQA Guidelines section 15378(b)(4).
ATTACHMENTS
Attachment A: Updated Professional Services Task Orders FY24-4.21 Purchasing Card Program
and FY24-4.22 ADA Compliance Review
APPROVED BY:
Kate Murdock, City Auditor
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-4.21 Purchasing Card Program
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 referencedFY24 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 O RDER NO.: FY23-4.22
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: May 15, 2024 COMPLETION: December 31, 2024
4 TOTAL TASK ORDER PRICE: $69,940
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
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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’s approach to conducting an internal audit of Purchasing Card Program involves
three (3) primary steps:
• Step 1: Audit Planning
• Step 2: Control Review and Testing
• Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address
the overall audit objective and to solidify mutual understanding of the audit scope,
objectives, audit process, and timing between stakeholders and auditors. Tasks include:
• Gather information to understand the environment under review
o Understand the organizational structure and objectives
o Review the City code, regulations, and other standards and expectations
o Review prior audit results, as applicable
o Review additional documentation and conduct interviews as necessary
• Assess the audit risk
• Write an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained
and examined
• Announce the initiation of the audit and conduct kick-off meeting with key
stakeholders
o Discuss audit objectives, scope, audit process, timing, resources, and
expectations
o Discuss documentation and interview requests for the audit
Step 2 – Control Review and Testing
This step involves executing the procedures in the audit program to gather information,
interview individuals, and analyze the data and information to obtain sufficient evidence to
address the audit objectives. The preliminary audit objective is to determine whether (1)
Determine whether procurement cards are used appropriately in compliance with the City's
policy and pertinent laws and regulations; (2) Evaluate the administration of the Purchasing
Card Program for adequate internal controls to safeguard the City from fraud, waste, and
abuse. Procedures include, but not limited to:
• Interview the appropriate individuals to gain an understanding of the organizational
structure, processes, and controls related to the Purchasing Card Program.
• Review policies and procedures as well as the legislative and regulatory requirements
to identify the criteria to be used for evaluation of control design and effectiveness.
• Select a sample of the P-Card transactions
• Compare the process and controls against the best practices.
Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers,
prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks
include:
• Develop findings, conclusions, and recommendations based on the supporting
evidence gathered
• Validate findings with the appropriate individuals and discuss the root cause of the
identified findings
• Complete supervisory review of working papers and a draft audit report
• Distribute a draft audit report and conduct a closing meeting with key stakeholders
o Discuss the audit results, finings, conclusions, and recommendations
o Discuss management responses
• Obtain written management responses and finalize a report
• Review report with members of City Council and/or the appropriate Council
Committee
Deliverables:
The following deliverable will be prepared as part of this engagement:
• Audit Report
Schedule of Performance
Anticipated Start Date: January 1, 2024
Anticipated End Date: June 30, 2024
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this
Task is $69,940. The not-to-exceed budget is based on an estimate of 375 total project hours, of
which 15 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review.
However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may
mutually determine it will be beneficial to perform a portion of the work on-site. Given this
possibility, Baker Tilly could incur reimbursable expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
• Round-trip Airfare – $2,000 (1 round trip flights x 2 auditors)
• Ground Transportation (car rental or Uber/taxi) - $800
• Hotel accommodation - $3,000 (2 rooms x 4 nights)
• Food and incidentals – $700
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-4.22 ADA Compliance Review
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 FY24 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 O RDER NO.: FY23-4.23
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: May 15, 2024 COMPLETION: December 31, 2024
4 TOTAL TASK ORDER PRICE: $73,110
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
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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’s approach to conducting an internal audit of ADA (Americans Disabilities Act)
Compliance involves three (3) primary steps:
• Step 1: Audit Planning
• Step 2: Control Review and Testing
• Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address
the overall audit objective and to solidify mutual understanding of the audit scope,
objectives, audit process, and timing between stakeholders and auditors. Tasks include:
• Gather information to understand the environment under review
o Understand the organizational structure and objectives
o Review the City code, regulations, and other standards and expectations
o Review prior audit results, as applicable
o Review additional documentation and conduct interviews as necessary
• Assess the audit risk
• Write an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained
and examined
• Announce the initiation of the audit and conduct kick-off meeting with key
stakeholders
o Discuss audit objectives, scope, audit process, timing, resources, and
expectations
o Discuss documentation and interview requests for the audit
Step 2 – Control Review and Testing
This step involves executing the procedures in the audit program to gather information,
interview individuals, and analyze the data and information to obtain sufficient evidence to
address the audit objectives. The preliminary audit objective is to determine whether
improvements have been made to make facilities, programs, and services accessible in
accordance with the Transition Plan and Self-Evaluation Final Study to ensure compliance
with the Americans with Disabilities Act (ADA) of 1990. Specifically, we will determine
whether (1) necessary remediation work, projects, or programs are included in the annual
capital budget to meet the ADA Transition Plan Schedules; (2) the progress of the
remediation efforts and any change in laws and regulations are assessed periodically to
ensure continued improvements in ADA compliance; (3) the City monitors the contractor’s
compliance with the contractual requirements to ensure that the City receives necessary
services. Procedures include, but not limited to:
• Interview the appropriate individuals to gain an understanding of the organizational
structure, processes, and controls related to the ADA compliance efforts.
• Review policies and procedures as well as the legislative and regulatory requirements
to identify the criteria to be used for evaluation of control design and effectiveness.
• Review the relevant documents such as ADA Transition Plan, ADA Self-Evaluation
Report, the Transition Plan Schedule, progress assessment reports, and the contract
with the consultants.
• Compare the process and controls against the best practices.
Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers,
prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks
include:
• Develop findings, conclusions, and recommendations based on the supporting
evidence gathered
• Validate findings with the appropriate individuals and discuss the root cause of the
identified findings
• Complete supervisory review of working papers and a draft audit report
• Distribute a draft audit report and conduct a closing meeting with key stakeholders
o Discuss the audit results, finings, conclusions, and recommendations
o Discuss management responses
• Obtain written management responses and finalize a report
• Review report with members of City Council and/or the appropriate Council
Committee
Deliverables:
The following deliverable will be prepared as part of this engagement:
• Audit Report
Schedule of Performance
Anticipated Start Date: January 1, 2024
Anticipated End Date: June 30, 2024
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this
Task is $73,110. The not-to-exceed budget is based on an estimate of 385 total project hours, of
which 15 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review.
However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may
mutually determine it will be beneficial to perform a portion of the work on-site. Given this
possibility, Baker Tilly could incur reimbursable expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
• Round-trip Airfare – $2,000 (1 round trip flights x 2 auditors)
• Ground Transportation (car rental or Uber/taxi) - $800
• Hotel accommodation - $3,000 (2 rooms x 4 nights)
• Food and incidentals – $700