HomeMy WebLinkAboutStaff Report 2411-3739CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, November 18, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
5.Policy and Services Committee Recommends that City Council Accept the City Auditor's
Quarterly Status Report for July - September 2024 and Approve Work to Begin on FY2025
Task 6: Evaluation and Benchmarking
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Auditor
Meeting Date: November 18, 2024
Report #:2411-3739
TITLE
Policy and Services Committee Recommends that City Council Accept the City Auditor's
Quarterly Status Report for July - September 2024 and Approve Work to Begin on FY2025 Task
6: Evaluation and Benchmarking
RECOMMENDATION
The Policy and Services Committee Recommends that City Council accept the City Auditor’s
Quarterly Status Report for July through September 2024 and approve work to begin on Task 6:
Evaluation and Benchmarking with a budget of $21,500.
ANALYSIS
In accordance with the agreement between the City of Palo Alto and Baker Tilly Advisory Group
(Baker Tilly)1, Baker Tilly is required to conduct recurring activities each year. One of these
activities is Task 6: Evaluation and Benchmarking.
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 and
Services Committee Chair as the Project Manager for the Baker Tilly contract as stipulated in
the contract terms.
Additionally, the Policy and Services Committee received and unanimously approved the City
Auditor’s Quarterly Status Report that was presented to the Committee on October 8, 2024.2
1 Baker Tilly US, LLP, Agreement for Professional Services, C21179340;
https://www.cityofpaloalto.org/files/assets/public/v/5/agendas-minutes-reports/agendas-minutes/city-council-
agendas-minutes/2022/20220509/20220509pccsmamended-linked.pdf
2 October 8, 2024 Policy and Services Committee Item #2, Presentation of the Office of the City Auditor Quarterly
Report for the Period of July - September 2024:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=8590
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FISCAL/RESOURCE IMPACT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-06 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 ORDER NO.: FY25 – Task 6
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: November 20, 2024 COMPLETION: June 30, 2025
4 TOTAL TASK ORDER PRICE: $21,000
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:
Baker Tilly Advisory Group, LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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
•Step 1: Preparation for a peer review
•Step 2: A peer review by and independent auditor
•Step 3: Cost per audit analysis
Step I – Preparation for a peer review
Step 2 – A peer review by a qualified organization
•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
Deliverables:
Schedule of Performance
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this
Task is $21,000. The not-to-exceed budget is based on an estimate of 85 total project hours, of
which 20 are estimated to be completed by the City Auditor.
Baker Tilly anticipates no travel costs. All procedures including interviews and documentation
reviews are expected to be completed remotely.