PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-4.28 Dispatch Center 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 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.: FY24-4.28
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: STA RT: August 15, 2024 COMPLETION: February 28, 2025
4. TOTAL TASK ORDER PRICE: $76,540
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
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: Baker Tilly Advisory
Group, LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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 assessment of the Dispatch Center Program involves three (3) primary steps:
Step 1: Assessment Planning
Step 2: Control Review and Testing
Step 3: Reporting
Step 1 – Assessment Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall assessment objective and to solidify mutual understanding of the project scope, objectives, process, and timing between stakeholders and auditors. Tasks include:
Gather information to understand the environment under assessment o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit and/or assessment results, as applicable o Review additional documentation and conduct interviews as necessary Write an assessment program
o Refine objectives and scope
o Identify the assessment procedures to be performed and the evidence to be obtained and examined
Announce initiation of the assessment and conduct kick-off meeting with key stakeholders o Discuss objectives, scope, assessment process, timing, resources, and expectations o Discuss documentation and interview requests for the assessment Step 2 – Control Review and Testing
This step involves executing the procedures in the assessment program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary assessment objective is to: (1) Determine whether the City’s Dispatch Center Program is operating efficiently and effectively to meet community needs. Procedures include, but are not limited to:
Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to the Dispatch Center Program.
Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control program effectiveness. Review overall Dispatch Center Program performance, including selecting a sample of Dispatch Center Calls to test for efficiency and effectiveness of response and triage for services.
Compare the performance, process, and controls against the best practices.
Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize assessment working papers, prepare and review a draft report with the stakeholders, and submit a final 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 report Distribute a draft report and conduct a closing meeting with key stakeholders o o Discuss the 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:
Report
Schedule of Performance
Anticipated Start Date: August 15, 2024
Anticipated End Date: February 28, 2025
Maximum Compensation Amount
The not-to exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $76,540. The not-to exceed budget is based on an estimate of 415 total project hours, of which 100 are estimated to be completed by the City Auditor.
Reimbursable Expenses
If circumstances allow, 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 $8,500
The following summarizes anticipated reimbursable expenses (for three team members):
Round-trip Airfare - $2,000 (3 round trip flights)
Ground Transportation (car rental or Uber/taxi) - $1,500 Hotel Accommodation - $3,500 (12 nights)
Food and incidentals - $1,500
Confidential Information
1. In the performance of this Task Order, Baker Tilly (“AUDITOR ”) may have access to CITY’s Confidential Information (defined below). AUDITOR wil l hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Task Order and for no other purpose. AUDITOR will maintain reasonable and appropriate administrative, tec hnical and physical safeguards t o ensure the security, confidentiality and integrity of the Confidential Information. This includes the use of encrypted, access-controlled storage for any Confidential Information stored in electronic form. Notwith standing the foregoing, AUDITOR may disclose Confidential Information to its employees, agents and subcontractors, if any, only to the extent they have a need to know in order to perform AUDITOR’s obligations to CITY under this Task Order and for no other purpose, and provided that the AUDITOR informs the m of, and requires them to follow, the confidentiality and security obligations of this Task Order.
2. “Confidential Information” mean s all data, information, and materials of a non- public, proprietary or confidentia l nature, in any form or medi um, tangible or intangible, provided or otherwise made available to AUDI TOR by CITY, directly or indire ctly, pursuant to this Task Order. For this Task Order, such Confidential Information may include disp atch calls, dispatch radio/phone traffic (including recordings, summaries, and transcripts of such traff ic), dispatch logs and computer-aided dispatch (CAD) data, observations of the dispatch service (incl uding recordings, summaries, notes, and transcripts of such observation), any information protected by law obtained by AUDITOR in conducting this Task Order (including but not limited to criminal backgrou nd data, customer utility data, medical information, mental health conservatorship data, witness and vi ctim identities protected by law, law enforcement intelligence, law enf orcement investigations, law e nforcement personnel file information protected by law, and “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time)). In addition to the Confidential Information itself, AUDITOR agrees that deliberations, conversations and discussions pertaining to the Confidential Information shall be kept confidential and shall not be disclosed without approval o f CITY, and any required reporting incorporating Confidential Information will present findings in de-identified or summary formats as agreed by the Parties.
2.1. Exceptions: Confidential Information excludes information that AUDITOR can show by appropriate documentation: (i) was publicly known at the tim e it was provided or has subsequently become publicly known other than by a breach of this Agreement and is not otherwise protected from further sharing by law; (ii) was rightfully in AUDITOR’s posses sion free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightful ly obtained by AUDITOR from a third party without breach of any confidentiality obligation; (iv) is indep endently developed by employees of
AUDITOR without any use of or access to the Confidential Inform ation; or (v) AUDITOR has written consent to disclose signed by an authorized representative of CITY.
2.2 Confidential Markings: As practicable, the Confidential Inf ormation shall be marked with the words “Confidential” or “Confidential Material” or wit h words of similar import. To the extent possible, the disclosing party (whether CITY or AUDITOR) shall endeavor to mark any electronic document intended to be covered by the terms of these confident iality provisions with the words “Confidential” or similar words, shall notify the receiving parties (for example, by cover e-mail transmitting the electronic document) that the electronic document is Confid ential Information, and, for documents shared via encrypted cloud storage, shall file such Confidentia l Information in folders so labeled. The City’s failure, for whatever reason, to mark any material at th e time it is produced to the AUDITOR, or to notify AUDITOR that oral or electronic material is Confidential Information at the time it is provided, shall not remove the material from the coverage of these confidential ity obligations, and the AUDITOR shall treat the material as Confidential Information once the CITY has notified it that the material is to be covered by these provisions.
3. Notwithstanding the foregoing, AUDITOR may disclose Confiden tial Information to the extent required by order of a court of competent jurisdi ction or governmental body, provided that AUDITOR will notify CITY in writing of such order immediately u pon receipt and prior to any such disclosure (unless AUDITOR is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order.
4. AUDITOR will notify City promp tly upon learning of any breac h in the security of its systems which impacts the Confidential Information as we ll as any unauthorized disclosure of, or access to, Confidential Information in its possession or contro l, and if such Confidential Information consists of Personal Information, AUDITOR will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time.
5. Prior to or upon termination or expiration of this Task Orde r, AUDITOR will honor any written request from the CITY to return or securely d estroy all copies of Confidential Information. All Confidential Info rmation is and will remain th e property of the CITY and nothing contained in this Agreement grants or confers any rights to suc h Confidential Information on AUDITOR.
Notwithstanding the return or destruction of tangible Confident ial Information as contemplated by this subsection, AUDITOR and its representatives will continue to be bound by all obligations of confidentiality with respect to the CITY’s Confidential Information.