HomeMy WebLinkAbout2024-05-14 Policy & Services Committee Agenda PacketPOLICY AND SERVICES COMMITTEE
Regular Meeting
Tuesday, May 14, 2024
Council Chambers & Hybrid
7:00 PM
Policy and Services Committee meetings will be held as “hybrid” meetings with the option to
attend by teleconference/video conference or in person. To maximize public safety while still
maintaining transparency and public access, members of the public can choose to participate
from home or attend in person. Information on how the public may observe and participate in the
meeting is located at the end of the agenda. Masks are strongly encouraged if attending in
person. T h e m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o n
YouTube https://www.youtube.com/c/cityofpaloalto, a n d s t r e a m e d t o M i d p e n M e d i a
Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)
Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an
amount of time determined by the Chair. All requests to speak will be taken until 5 minutes
after the staff’s presentation. Written public comments can be submitted in advance to
city.council@CityofPaloAlto.org and will be provided to the Council and available for inspection
on the City’s website. Please clearly indicate which agenda item you are referencing in your
subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
ACTION ITEMS
1.City Council Referral to Review the respective role of the Public Art Commission, staff,
stakeholders, and the Council in public art decisions in relation to placement and themes
of art. (CEQA Status – Not a Project.)
2.Approval of the Office of the City Auditor Task Order Time Extension for the ADA
Compliance and Purchasing Card Audits Late Packet Report
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
1 Regular Meeting May 14, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, May 14, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. To maximize public safety while stillmaintaining transparency and public access, members of the public can choose to participatefrom home or attend in person. Information on how the public may observe and participate in themeeting is located at the end of the agenda. Masks are strongly encouraged if attending inperson. T h e m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube https://www.youtube.com/c/cityofpaloalto, a n d s t r e a m e d t o M i d p e n M e d i aCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
ACTION ITEMS
1.City Council Referral to Review the respective role of the Public Art Commission, staff,
stakeholders, and the Council in public art decisions in relation to placement and themes
of art. (CEQA Status – Not a Project.)
2.Approval of the Office of the City Auditor Task Order Time Extension for the ADA
Compliance and Purchasing Card Audits Late Packet Report
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
2 Regular Meeting May 14, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, May 14, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. To maximize public safety while stillmaintaining transparency and public access, members of the public can choose to participatefrom home or attend in person. Information on how the public may observe and participate in themeeting is located at the end of the agenda. Masks are strongly encouraged if attending inperson. T h e m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube https://www.youtube.com/c/cityofpaloalto, a n d s t r e a m e d t o M i d p e n M e d i aCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. ACTION ITEMS1.City Council Referral to Review the respective role of the Public Art Commission, staff,stakeholders, and the Council in public art decisions in relation to placement and themesof art. (CEQA Status – Not a Project.)2.Approval of the Office of the City Auditor Task Order Time Extension for the ADACompliance and Purchasing Card Audits Late Packet ReportFUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
3 Regular Meeting May 14, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Community Services
Meeting Date: May 14, 2024
Report #:2402-2679
TITLE
City Council Referral to Review the respective role of the Public Art Commission, staff,
stakeholders, and the Council in public art decisions in relation to placement and themes of art.
(CEQA Status – Not a Project.)
RECOMMENDATION
Staff recommends that the Policy and Services Committee review and discuss a report on Public
Art processes as referred by the City Council.
BACKGROUND AND ANALYSIS
The City Council discussed and approved the restoration of the Public Art Commission from five
to seven members at the December 4, 2023, Council meeting. As part of the motion, the Council
also referred to Policy and Services Committee to review with the Public Art Commission the
respective role of the Public Art Commission staff, stakeholders, and the Council in public art
decisions in relation to placement and themes of art.
Public art projects generally fall into three categories: Municipal Percent for Art Projects, Private
Percent for Art Projects, and Temporary Public Art Projects. The current roles of the Public Art
Commission, the City Council, and City staff are outlined in the Visual Art in Public Places
Municipal Code 2.261, along with the Public Art for Municipal Projects process. All projects
1 Palo Alto Municipal Code section 2.26: https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-
61433
Item 1
Staff Report
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commissioned and installed are guided by the Public Art Master Plan2 and associated public art
plans for the California Avenue Area3 and the Baylands4.
5 of the
Municipal Code outlines the role of the City Council in the review of artistic matters in the visual
art in public places program and implicitly states that the City Council can agendize an artistic
matter for discussion should it determine necessary. The code states:
(1) Decisions on artistic matters will be made by city staff and the public art commission;
(2) The city council will not exercise its independent judgment on artistic matters unless
the city council requests that the matter be agendized for its review;
(3) Unless the city council determines to exercise its independent judgment as provided
above, sketches, designs, photographs, precise plans, art examples, and similar items on
artistic matters will not be transmitted to the city council as a matter of course in
conjunction with projects before the city council;
(4) The city council will refer questions, suggestions, requests, complaints, and similar
items pertaining to the visual art in public places program to city staff and the public art
commission for their review and response.
6. In 2015, the
City Council also amended Chapter 2.26 of the Municipal Code to add Public Art for Municipal
2 2016 Public Art Master Plan: https://www.cityofpaloalto.org/files/assets/public/v/1/community-services/public-
art-program/pap-policies-and-docs/public-art-master-plan.pdf
3 2021 California Avenue District Public Art Plan:
https://www.cityofpaloalto.org/files/assets/public/v/1/community-services/public-art-program/pap-policies-and-
docs/california-ave-district-public-art-plan.pdf
4 2019 Public Art Overlay to the Baylands Comprehensive Conservation Plan:
https://www.cityofpaloalto.org/files/assets/public/v/1/community-services/public-art-program/bccp-public-art-
overlay.pdf
5 City Council Review of Artistic Matters in the Visual Art in Public Places Program:
https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61497#JD_2.26.070
6 2015 Municipal Percent for Art Policy: https://www.cityofpaloalto.org/files/assets/public/v/2/community-
services/public-art-program/pap-policies-and-docs/muni-policy-effective-march-2015.pdf
Item 1
Staff Report
Packet Pg. 5
Projects7 to strengthen its ongoing commitment to integrating art into the community. The
ordinance states that the City will budget one percent of its CIP budget for public art, with certain
exceptions. These funds are transferred as part of the annual budget process into the Art in Public
Spaces Capital Improvement Project (CIP AC-86017 – Art in Public Spaces) budget, and funds may
be pooled and allocated to temporary and permanent public art throughout the City. The process
chart (Attachment A) outlines how public art projects are identified, artists are selected, concepts
approved, and artwork is commissioned. The chart also is a general outline for how all the City’s
public art projects are commissioned, with a few nuances.
7 Palo Alto Municipal Code 2.26.070: https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-
61497#JD_2.26.070
Item 1
Staff Report
Packet Pg. 6
24 hours), City staff may approve the installation in accordance with the Temporary Artwork
Policy8.
9
establishing a requirement for public art in projects over 10,000 square feet with an estimated
construction valuation of over $200,000 to either commission art on-site or pay a contribution to
the Public Art Fund equivalent to one percent of their construction budget. There is a process
chart included in the Application Packet10. Applicants choosing to commission art on site develop
their public art plan at the same time as the rest of the construction project design. The applicants
meet with public art staff prior to their initial review with the Public Art Commission. At the Initial
Review, the applicant is asked to present their overall project, estimated art budget, artist
selection plan and consultant, areas of consideration for integrating public art, and the overall
timeline for the project. The PAC gives feedback for the applicant team to consider regarding
placement and themes for the artwork prior to initiating their artist selection process.
8 2017 Temporary Artwork Policy: https://www.cityofpaloalto.org/files/assets/public/v/1/community-
services/public-art-program/pap-policies-and-docs/temporary-artwork-policy.pdf
9 Palo Alto Municipal Code Chapter 16.61: https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-
0-75139
10 Public Art in Private Development Application and Informational Packet:
https://www.cityofpaloalto.org/files/assets/public/v/3/community-services/public-art-program/pap-policies-and-
docs/application-packet_public-art-in-private-development_2024.pdf
Item 1
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FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 1
Staff Report
Packet Pg. 8
PUBLIC ART SELECTION AND APPROVAL PROCESS
Percent for Art in Municipal Projects
PROJECTS IDENTIFIED BY PUBLIC ART PROGRAM (PAP) STAFF
Site/Timeline/Needs assessed / Budget Set
ART PLAN PRESENTED TO PUBLIC ART COMMISSION (PAC)
Artist selection panel
Art site recommendations
Type of artist selection process
Budget
Community stakeholders or partners
ARTIST SELECTION PROCESS
Panelists + PAP Staff review artists to select a finalist
PAC approves the selected artist
Artist contract for artwork design development
FABRICATION + PLACEMENT CONTRACT NEGOTIATED
BY PAP STAFF AND ARTIST
FINAL ARTWORK DESIEN PROPOSAL GOES TO
PUBLIC ART COMMISSION (PAC) FOR APPROVAL
IF OVER $85,000, CONTRACT GOES
TO CITY COUNCIL FOR APPROVAL
UPDATES TO COMMISISON
PAP staff and PAC
PROJECT MANAGEMENT INCLUDES:
Design development
Permitting and community meetings/outreach
Coordination with the project architect and City Depts
Scheduling payments
Ensuring insurance/ safety/ ADA requirements and
engineered drawings are approved.
Subcontractors and contract extensions are approved
Coordination of underground utility identification, cranes,
trucks, concrete contractors, etc.
Opening celebration planning
Press release and promotions
REQUEST FOR QUALIFICATIONS (RFQ) ISSUED
Item 1
Attachment A: Public Art
Approval Process Flow
Chart
Packet Pg. 9
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.
Item 2
Item 2 Staff Report
Packet Pg. 10
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
Item 2
Item 2 Late Packet Report
Packet Pg. 11
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
Item 2
Item 2 Late Packet Report
Packet Pg. 12
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 ___________________________________
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 13
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
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 14
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
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 15
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
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 16
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 ___________________________________
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 17
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
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 18
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
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 19
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
Item 2
Late Packet Attachment
A - Task Order FY24-4.21
P-Card & 4.22 ADA
Compliance
Packet Pg. 20