HomeMy WebLinkAboutStaff Report 2406-3161CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Tuesday, June 18, 2024
Council Chambers & Hybrid
4:00 PM
Agenda Item
AA2.Recommend City Council Approval of Various Task Orders with Baker Tilly for Internal
Audit Services 1) Extend deadline for FY 2024 Task Orders Task 1: Citywide Risk
Assessment, Task 2: Preparation of Annual Audit Plan, Task 3: Selection of External
Financial Auditor and Annual Audit Coordination, 2) Execute New FY 2025 Task 5:
Preparation of Quarterly Reports, Annual Status Reports, Provision of City Hotline and
Other Ongoing Office Administrative Functions, and 3) Amend the budget for FY 2024
Task Orders as Recommended by the Policy & Services Committee; CEQA Status – Not
a Project. New Item added
City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Auditor
Meeting Date: June 18, 2024
Report #:2406-3161
TITLE
Recommend City Council Approval of Various Task Orders with Baker Tilly for Internal Audit Services
1) Extend deadline for FY 2024 Task Orders Task 1: Citywide Risk Assessment, Task 2: Preparation of
Annual Audit Plan, Task 3: Selection of External Financial Auditor and Annual Audit Coordination, 2)
Execute New FY 2025 Task 5: Preparation of Quarterly Reports, Annual Status Reports, Provision of
City Hotline and Other Ongoing Office Administrative Functions, and 3) Amend the budget for FY
2024 Task Orders as Recommended by the Policy & Services Committee; CEQA Status – Not a
Project.
RECOMMENDATION
The Policy & Services Committee recommends City Council approval of the following:
1. Extend the deadline from June 30, 2024 to December 31, 2024 for FY2024 Task Orders still
underway:
a. FY2024: Task 1: Citywide Risk Assessment
b. FY2024: Task 2: Preparation of Annual Audit Plan
c. FY2024: Task 3: Selection of External Financial Auditor and Annual Audit
Coordination
2. A new FY2025 Task 5 to commence on July 1, 2025 to support ongoing audit reporting and
administrative activities: Task 5: Preparation of Quarterly Reports, Annual Status Reports,
Provision of City Hotline and Other Ongoing Office Administrative Functions; and
3. Amend FY2024 Task Orders to realign authorized budget with a net zero impact overall:
a. FY2024: Task 6: Evaluation and Benchmarking reduced by $20,000,
b.FY2024: Task 5: Preparation of Quarterly Reports, Annual Status Report, Provision of
City Hotline, and Other Ongoing Office Administrative Functions increased by
$20,000.
BACKGROUND
The Policy & Services Committee received information from Baker Tilly relating to various Task
Order changes at its June 11, 2024 meeting (Staff Report 2405-31051). The Committee
unanimously recommend that the City Council approve the proposed changes.
In accordance with our agreement with the City, Baker Tilly is required to conduct recurring
activities each year. Those recurring activities include the following tasks outlined in our agreement.
•Task 1: Citywide Risk Assessment
•Task 2: Preparation of Annual Audit Plan
•Task 3: Selection of External Financial Auditor and Annual Audit Coordination
•Task 5: Preparation of Quarterly Reports, Annual Status Reports, Provision of City Hotline
and Other Ongoing Office Administrative Functions
Various audit specific task orders are approved annually in alignment with the Annual Council
Approved Audit Workplan. Task Orders approved by the Council are executed by the Policy &
Services Committee Chair as the Project Manager for the Baker Tilly contract as stipulated in the
contract terms.
ANALYSIS
The Office of the City Auditor (OCA), as recommended by the Policy & Services Committee is
seeking City Council approval of three types of changes to task orders.
1)Recommended Extension of Time (Attachment A)
FY2024 Task Orders are underway but not complete and currently are authorized through June 30,
2024. The recommended amendment would extend the term six months to December 31, 2024 for
the task orders below. No change in budget is requested, this extension will enable work underway
to continue that was impacted by the change in City Auditor role.
•FY2024: Task 1: Beginning with year 1 and continuing at a minimum every other year
thereafter, prepare a citywide risk assessment following the same review and approval
requirements described in Task 2. The risk assessment process will be the primary
determinant of subsequent audit activity.
•FY2024: Task 2: Prepare an annual audit plan for review by the City Manager and
appropriate City Council Committee(s), and approval by the City council, that identifies
preliminary objectives of each audit to be performed, the schedule for each audit, and the
estimated not to exceed resources and costs for each audit. The city Auditor shall consult
with the city Attorney as necessary when developing audit plans. The annual audit plan will
be largely based on the risk assessment required in Task 1.
•FY2024: Task 3: Selection of an External Financial Auditor and Annual Audit Coordination.
1 Policy & Services Committee, June 11, 2024; Agenda Item #2, Staff Report #2405-3105,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52872
2)New Task Orders for FY2025 (Attachment B)
To begin work in FY 2025, approval of the Task 5 commencing on July 1, 2025, ending June 30, 2025,
will ensure support of ongoing audit reporting and administrative activities. Specifically, Task 5 is
“Preparation of Quarterly Reports, Annual Status Reports, Provision of City Hotline and Other
Ongoing Office Administrative Functions.” The work will include the review and preparation of
quarterly and annual reports, the provision of the City Hotline, and other administrative functions.
It will verify the reports for accuracy, timeliness, completeness, and compliance with standards and
regulations. The City Hotline's effectiveness, efficiency, and compliance, including responsiveness
and user satisfaction, will be evaluated. Administrative functions will be assessed for efficiency,
effectiveness, and compliance.
3)Amend FY2024 Task Orders to realign authorized budget with a net zero impact overall
(Attachment C)
In reconciling actual activity during the transition of both staffing and the fiscal year, realignment of
budgeted levels between task orders is recommended. No change in overall FY 2024 spending
authority is recommended, however, this better aligns with the cost of these tasks respectively.
The Office of the City Auditor would like to transfer unused funds from Task 6: Evaluation and
Benchmarking in the amount of $20,000 and reallocate these funds to Task 5: Preparation of
Quarterly Reports, Annual Status Report, Provision of City Hotline, and Other Ongoing
Administrative Functions.
FISCAL/RESOURCE IMPACT
Work recommended in these tasks is within both the approved scope and compensation of the
contract with Baker Tilly and funding levels in the FY2024 and FY2025 Operating Budget for the
Office of the City Auditor.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because contracting for auditing
services is an organizational or administrative activity that will not result in direct or indirect
physical changes in the environment. CEQA Guidelines section 15378(b)(5).
ATTACHMENTS
Attachment A: Time Extension FY24 Task Orders 1, 2, & 3
Attachment B: FY25 Task 5: Preparation of Reports, City Hotline, & Other Tasks
Attachment C: Budget Alignment FY24 Task Orders 5 & 6
APPROVED BY:
Kate Murdock, City Auditor
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-01 Citywide Risk Assessment
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 O RDER NO.: FY24-01
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: November 1, 2023 COMPLETION: June 30, 2024
4 TOTAL TASK ORDER PRICE: $35,000
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 ___________________________________
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Councilmember Tanaka
8/28/2023
Council member Greg Tanaka
Baker Tilly US, LLP
City Auditor
8/29/2023
Adriane D. McCoy
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 the Citywide Risk Assessment involves four (4) primary
steps:
Step 1: Project Planning & Management
Step 2: Information Gathering
Step 3: Analysis
Step 4: Reporting
Step 1 – Project Planning & Management
This step includes those tasks necessary to solidify mutual understanding of the risk
assessment scope, objectives, deliverables, and timing as well as ensuring that appropriate
client and consultant resources are available and well-coordinated. Tasks include:
Finalize project design – The first project activities will be to:
o Identify communication channels and reporting relationships and
responsibilities of project staff
o Review and confirm project timelines
o Review and confirm deliverables
Arrange logistics/administrative support – Matters to be addressed include schedules
for interviews and data collection, contact persons in the departments, any other
logistical matters, etc.
Conduct kick-off meeting with key project stakeholders
Step 2 – Information Gathering
This step involves gathering information, through various means, that will enable the project
team to understand the various risks facing the City. Tasks include:
Request and review background information – the project team will develop an
information request(s) in order to obtain various background information from the
City. The request will include, but not be limited to:
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
o Strategic plan(s)
o Financial reports, including the most recent City Budget and Comprehensive
Annual Financial Report (CAFR)
o Operational policies and procedures
o Municipal code
o Consulting reports
o Other relevant information and reports
Conduct interviews with City Council and management
o Risk assessment interviews, aimed at understanding City functions and
identifying risks, will be conducted with City Council members as well as
department and division
Conduct a risk assessment survey, if necessary
Conduct research into key risks in order to identify relevant information to assess
risks
Overall, the project team will consider the risk categories including:
Strategic
Financial
Technology
Human Capital
Operational
Reputational
Economic
Compliance
Step 3 – Risk Analysis
In Step 3, the project team will develop a risk assessment consisting of auditable areas (also
referred to as an audit or risk universe). The risk assessment will be prepared in
consideration of the following risks types:
Environment, Strategy, and Governance – risks that have an organization wide impact
and are not subject to a specific department or function (e.g., ethics)
Significant Projects and Initiatives – risks associated with large projects (e.g., capital
projects, technology implementation) or City initiatives (e.g., employee engagement
initiative).
Function Specific Risks – risks associated with a specific department or function
(e.g., procurement policy compliance)
The project team will assess the likelihood and impact of potential adverse events in order to
quantitatively score each auditable area for purposes of prioritizing audit activities.
Step 4 – Reporting
In Step 4, the project team will finalize the draft Risk Matrix and prepare a draft Risk
Assessment Report. The project team will ask for input (general completeness, risk scoring)
on the Risk Matrix from key project stakeholders. Upon finalization of the Risk Matrix, the
project team will finalize the Risk Assessment Report.
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Deliverables:
The following deliverables will be prepared as part of this engagement:
Risk Assessment Report
Presentation of Results to City Council (note that this may be combined with
presentation of the Task 2 Annual Audit Plan)
Schedule of Performance
Anticipated Start Date: November 1, 2023
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 $35,000. The not-to-exceed budget is based on an estimate of 200 total project hours, of
which 20 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. If at
any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion
of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s
approval prior to traveling to Palo Alto.
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-02 Annual Audit Plan
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 O RDER NO.: FY24-02
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: November 1, 2023 COMPLETION: June 30, 2024
4 TOTAL TASK ORDER PRICE: $10,500
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 ___________________________________
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Council member Greg Tanaka
Councilmember Tanaka
8/28/2023
Baker Tilly US, LLP
8/29/2023
Adriane D. McCoy
City Auditor
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 preparing the Annual Audit Plan involves two (2) primary steps:
Step 1: Consultation with City Council and Management
Step 2: Reporting
Step 1 – Consultation with City Council and Management
The Risk Matrix and Risk Assessment Report will serve as the primary drivers of the Annual
Audit Plan. The project team will initiate discussions over Risk Assessment results, potential
audit activities, and audit coverage with City Council and Management. The purpose of those
conversations will be to understand the priorities of City Council, and to develop a Draft
Annual Audit Plan:
The Draft Annual Audit Plan will identify the following components for each audit activity:
Audit activity type – audit or consulting activity
Audit objectives and scope
Anticipated budget – both in terms of hours and budget
Anticipated timeline
Step 2 – Reporting
The project team will present the Draft Annual Audit Plan to the City Council in order to
obtain input on each potential audit activity. Upon refining the plan, the project team will
finalize the Annual Audit Plan for presentation to City Council.
Deliverables
The following deliverable will be prepared as part of this engagement:
Annual Audit Plan
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Schedule of Performance
Anticipated Start Date: November 1, 2023
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 $10,500. The not-to-exceed budget is based on an estimate of 50 total project hours, of
which 10 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. If at
any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion
of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s
approval prior to traveling to Palo Alto.
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-03 External Financial Auditor
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 O RDER NO.: FY24-03
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: July 1, 2023 COMPLETION: June 30, 2024
4 TOTAL TASK ORDER PRICE: $15,000
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 ___________________________________
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Councilmember Tanaka
Council member Greg Tanaka
8/28/2023
Baker Tilly US, LLP
8/29/2023
City Auditor
Adriane D. McCoy
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 the Office of the City Auditor’s role on the financial audit involves one
(1) primary step in FY23:
Step 1: Assistance in Managing the Financial Audit
Step 1 – Role in Managing the Financial Audit
In FY23, the project team will assist in managing the financial audit and presenting financial
audit results to the Finance Committee and to the City Council, in accordance with municipal
code.
Deliverables:
Legislative documents will be prepared to present the financial statements and reports
prepared by an external auditor to the Finance Committee
Schedule of Performance
Anticipated Start Date: July 1, 2023
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 $15,000. The not-to-exceed budget is based on an estimate of 40 total project hours, of
which 40 are estimated to be completed by the City Auditor.
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
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 $3,250.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $1,000
Ground Transportation (car rental or Uber/taxi) - $400
Hotel accommodation - $1,500 (4 nights)
Food and incidentals – $350
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
4
7
7
5
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-05 Various Reporting & City Hotline
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.: FY23-4.22
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: July 1, 2024 COMPLETION: June 30, 2025
4 TOTAL TASK ORDER PRICE: $60,000
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, 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 ___________________________________
4
7
7
5
Attachment A
Introduction
•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
•Quarterly Reports
•Annual Status Report
•Provision of the City Hotline
•Office Administrative Functions
Deliverables:
•Quarterly Reports (4 in FY2025)
•Annual Status Report
Schedule of Performance
Maximum Compensation Amount and Rate Schedule
Reimbursable Expenses
4
7
7
5
The not-to-exceed maximum for reimbursable expenses for this Task is $19,500.
•Round-trip Airfare – $6,000 (6 round trip flights)
•Ground Transportation (car rental or Uber/taxi) - $2,400
•Hotel accommodation - $9,000 (24 nights)
•Food and incidentals – $2,100
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-05 Various Reporting & City Hotline
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 O RDER NO.: FY24-05
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: July 1, 2023 COMPLETION: June 30, 2024
4 TOTAL TASK ORDER PRICE: $90,000
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 ___________________________________
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Councilmember Tanaka
8/28/2023
Council member Greg Tanaka
Baker Tilly US, LLP
Adriane D. McCoy
City Auditor
8/29/2023
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
Deliverables:
The following deliverable will be prepared as part of this engagement:
Quarterly Reports (4 in FY24)
Annual Status Report
Schedule of Performance
Anticipated Start Date: July 1, 2023
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 $90,000. The not-to-exceed budget is based on an estimate of 300 total project hours, of
which 170 are estimated to be completed by the City Auditor.
Reimbursable Expenses
The City Auditor anticipates a trip every other month (total of 6 trips). Given this possibility,
Baker Tilly could incur reimbursable expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $19,500.
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $6,000 (6 round trip flights)
Ground Transportation (car rental or Uber/taxi) - $2,400
Hotel accommodation - $9,000 (24 nights)
Food and incidentals – $2,100
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-06 Evaluation and Benchmarking
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 O RDER NO.: FY24-06
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: July 1, 2023 COMPLETION: June 30, 2024
4 TOTAL TASK ORDER PRICE: $24,000
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 ___________________________________
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Council member Greg Tanaka
Councilmember Tanaka
8/28/2023
Adriane D. McCoy
Baker Tilly US, LLP
City Auditor
8/29/2023
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 undergoing a peer review involves three (3) primary steps:
Step 1: Preparation for a peer review
Step 2: A peer review by an independent evaluator
Step 3: Cost per audit analysis
Step 1 – Preparation for a peer review
The Office of the City Auditor (OCA) will conduct a self-assessment before a peer review.
Step 2 – A peer review by a qualified organization
OCA will undergo a peer review conducted by an independent evaluator. In order to
accomplish this task, OCA will:
Request a peer review from the Association of Local Government Auditors (ALGA)
Provide documents and answer questions as requested by ALGA
Obtain a peer review report from ALGA
Step 3 – Cost per audit analysis
OCA will prepare a cost per audit analysis.
Deliverables:
Legislative documents will be prepared to present a peer review report from an
independent evaluator.
Schedule of Performance
Anticipated Start Date: June 1, 2023
Anticipated End Date: June 30, 2024
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this
Task is $24,000. The not-to-exceed budget is based on an estimate of 95 total project hours, of
which 25 are estimated to be completed by the City Auditor.
Reimbursable Expenses
Baker Tilly anticipates no travel costs. All procedures including interviews and documentation
reviews are expected to be completed remotely.
DocuSign Envelope ID: 64EC69FD-9F22-4E31-A074-737EA405F27F