HomeMy WebLinkAbout2016-037 Contract - Pauly Rogers & Co
PROFESSIONAL SERVICES CONTRACT
For
Pauly, Rogers & Co. P.C. for Auditing Services
In November 2011 the city of Ashland entered into a contract with Pauly, Rogers & Co. P.C. to
provide municipal auditing services for the City of Ashland and the Parks and Recreation Commission.
The contract dated January 12, 2012, provided for services through the FY 2013-14 audit and
two one-year extensions. The first extension was for FY 2014-15 and the second would cover FY 2015-
16 with services being performed ending around December 31, 2016. The City is beginning a conversion
of general ledger and related software applications and staff asked the City Audit Commission to
approve an additional year on the contract, extending the agreement to the FY 2016-17 audit with
services ending around December 31, 2017. The Commission agreed and made a recommendation to
the City Council to that effect.
At their January 19, 2016, business meeting the City of Ashland City Council approved an
extension of this contract with existing terms and conditions and reasonable increases for auditing
services (see the attached proposal).
NOW THEREFORE, the parties would like to amend the original agreement as follows:
EXTEND THE TERM OF THE AGREEMENT TO December 31, 2017.
Except as expressly amended herein, the terms and conditions of the Agreement shall remain in full
force and effect.
DATED: February 2, 2016 CITY OF ASHLAND
By:
Title: AowrlN .Svcs ~~ihr,4-,vcG
Pauly, Rogers & Co. P.C.
By:
Title: CPA, Partner
Pauly, Rogers, and Co., P.C.
12700 SW 72°d Ave. ♦ Tigard, OR 97223
(503) 620-2632 ♦ (503) 684-7523 FAX
www.paulyrogersandcocpas. com
I -Y ROG FPS AN
I
December 5, 2015
Lee Tuneberg, Administrative Services Director
City of Ashland
FEES FOR THE CITY OF ASHLAND, ASHLAND PARKS AND AGREED UPON PROCEDURES
The following is the proposed audit fees for the City, Parks and the two agreed upon procedure engagements, our fee
increases are based on a percentage increase over the preceding years fee that accounts for the effect of inflation, new
standards, and anticipated normal increase in the City's operations. Our fees listed below include all travel and out of
pocket expenses. Our services will be the same as described in our October 2011 audit proposal.
2015-16 2016-17
City Audit $ 32,500 $ 33,150
City Single Audit, if needed $ 2,600 $ 2,700
Parks Audit $ 9,600 $ 9,700
TRT Agreed Upon Procedures $ 4,100 $ 4,150
Food and Beverage Agreed Upon Procedures $ 4,200 $ 4,250
OTHER INFORMATION
Telephone calls from the City seeking advice or assistance are welcomed anytime during the year, and such calls are
anticipated as part of the total proposed fee. We will also contact you to provide any information and intelligence we
derive from our contacts and clients. Our willingness to provide minor technical assistance throughout the year without
billing for additional services has been one of the trademarks of Pauly, Rogers and Co., P.C. A great deal of discussion is
expected to occur during the year, all of which helps the auditors, as well as the City, properly deal with issues as they
arise. If the City desires additional work that is outside the scope of the audit, including items such as: agreed upon
procedures, special projects, or future major GASB pronouncements. The additional time will be billed at our standard
hourly billing rates for the individuals who perform those services. The following is the hourly rate for each position in
our firm: Partner - $150/hr, Audit Manager/In Charge $120/hr, and Staff $100/hr.
Kenny Allen, as signer of this letter, is authorized to make representations and to bind the Firm in regard to this fee
proposal. This fee proposal is a firm and irrevocable offer for 90 days from the date of submission on December 5, 2015.
We may be reached at the address and the telephone number listed above should you have any questions.
Sincerely,
Kenny Allen, CPA
PAULY, ROGERS & CO., P.C.
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CITY OF
ASHLAND DATE PO NUMBER
E MAIN 2/10/2016 13371
20 ST.
ASHLLAND, OR 97520
(541) 488-5300
VENDOR: 005746 SHIP TO: Ashland Finance Deartment
PAULY, ROGERS AND CO., P.C. (541) 488-5300
PO BOX 23684 20 E MAIN STREET
PORTLAND, OR 97223 ASHLAND, OR 97520
FOB Point: Ashland, Oregon Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Cynthia Hanks
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
City Audit Services - FY 2016 43,400.00
City Audit $32,500.00
City Sinqle Audit $2,600.00
TRTAgreed Upon Procedures $4,100.00
Food and Beveraqe Aqreed Upon
Procedures $4,200.00
Contract extension approved by the City
Council January 19, 2016
SUBTOTAL 43 400.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 43,400.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 710.03.08.00.60412 43 400.00
Autho d Signature VENDOR COPY
FORM 43 ( CITY OF
ASHLAND
REQUISITION Date of request: ~
Required date for delivery:
Vendor Name
Address, City, State, Zip
Contact Name & Telephone Number
Fax Number
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached -(Attach co of council communication _ If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
Date approved by Council:
❑ Direct Award (Attach copy of council communication) Contract #
171 Verbal/Written quote(s) or proposal(s) - ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5,000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication)
Description of SERVICES Total Cost
4- c) o
i
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quote/proposal $
Project Number _ _ _ _ _ _ - _ _ _ Account Number
Account Number Account Number___-__-__- -
*Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support -Yes /No
By signing this requisition form, I certify that the City's public contracting requirements have been satisfied.
Employee: Department Head:
`rte' r - (Equal t greaterthan$5,000)
Department Manager/Supervisor: City Administrator:
(Equal to or greater than $25,000)
(Y
Funds appropriated for current fiscal year 3 / NO
Finance Director- (Equal too eater than $5,000) Date
Comments:
Form #3 - Requisition