BEVERLY HILLS AGENDA REPORT APPROVAL OF A PURCHASE ORDER IN THE NOT TO EXCEED AMOUNT OF $53,000 FOR CONSULTING SERVICES.

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1 BEVERLY HILLS 9 AGENDA REPORT Meetg Date: January 10, 2017 Item Number: D 15 To: Honorable Mayor & City Council From: Don Rhoads, Direcr Admistrative Services/Chief Fancial Officer Subject: AGREEMENT BETWEEN THE OF BEVERLY HILLS AND GRAY CPA CONSULTING, PC FOR IMPLEMENTATION SERVICES RELATED TO THE S CASEWARE GOVERNMENTAL SOLUTIONS SOFTWARE; AND, APPROVAL OF A PURCHASE ORDER IN THE NOT TO EXCEED AMOUNT OF $53,000 FOR CONSULTING SERVICES. Attachments: 1. Agreement RECOMMENDATION Staff recommends that City Council authorize pressional services agreement and purchase order with Gray CPA Consultg, PC (Gray CPA), perform consultg services for assistance with implementg CaseWare Governmental Solutions fancial reportg stware, a tal amount not exceed $58,000 for services, cludg $5,875 contgency funds. INTRODUCTION Currently Accountg Division compiles and produces City s Comprehensive Annual Fancial Report (CAFR) usg Microst Office products. As current methodology used produce CAFR are not aumated or tegrated, re is a significant amount staff time necessary mata dividual programs and spreadsheets, causg efficiencies Accountg Division and a higher risk error. DISCUSSION Based on an extensive analysis available stware packages capable providg an tegrated stware solution for compilation and preparation CAFR, Accountg Division has selected CaseWare Governmental Solutions (CaseWare) 1

2 stware for an annual licensg cost $7,800 for five users. The stware product will allow for creased efficiencies Accountg Division with regards preparation CAFR, audit work papers and terim fancial reports, cludg State Controller reportg obligations. The savgs approximately 0.5 FTE can be spent on developg ternal audit function for City, designg and implementg ternal controls and providg department with high quality reportg and fancial analysis ols. Also, likelihood and/or frequency errors will be reduced due tegrated features systems. Due expertise required for CaseWare implementation, we are recommendg that City enter a contract with Gray CPA provide pressional consultg services at an amount not exceed $58,000. Gray CPA has extensive experience implementg and utilizg CaseWare and proven record many successful implementations nationwide. CaseWare has been reviewed and approved City s Information Technology Department. FISCAL IMPACT The $58,000 this consultg service is cluded current Accountg Division budget. 1on Rhoa4 Roz Jakabify Chief Fancial Officer Accountg Manager

3 Attachment 1

4 AGREEMENT BETWEEN THE OF BEVERLY HILLS AND GRAY CPA CONSULTING, PC FOR IMPLEMENTATION SERVICES RELATED TO THE S CASEWARE GOVERNMENTAL SOLUTIONS SOFTWARE NAME OF CONSULTANT: Gray CPA Consultg, PC RESPONSIBLE PRINCIPAL OF CONSULTANT: Gail Gray, CPA, Prcipal/Manager CONSULTANT S ADDRESS: 9009 RoIlg Oak Court Montgomery, TX Attention: Gail Gray, CPA, Prcipal/Manager S ADDRESS: City Beverly Hills 455 N. Rexford Drive Beverly Hills, CA Attention: Don Rhoads, Direcr Admistrative Services/Chief Fancial Officer COMMENCEMENT DATE: December 1,2016 TERMINATION DATE: June 30, 2018 CONSIDERATION: Not exceed: $58,000 (cludes a contgency), as more particularly described Exhibit B. B \ v1.doc 1

5 AGREEMENT BETWEEN THE OF BEVERLY HILLS AND GRAY CPA CONSULTING, PC FOR IMPLEMENTATION SERVICES RELATED TO THE S CASEWARE GOVERNMENTAL SOLUTIONS SOFTWARE THIS AGREEMENT is made and between City Beverly Hills (hereafter called ), and Gray CPA Consultg, PC (hereafter called CONSULTANT ). RECITALS A. desires have certa services provided as set forth Exhibit A ( Scope Work ), attached here and corporated here this reference, collectively, Services. Services. B. CONSULTANT represents that it is qualified and able perform NOW, THEREFORE, parties agree as follows: Section 1. CONSULTANT s Servicces. CONSULTANT shall perform Services described Exhibit A a manner satisfacry and consistent with that level care and skill ordarily exercised members pression currently practicg same locality under similar conditions. Section 2. Time Performance. CONSULTANT shall commence its services under this Agreement upon Commencement Date or upon issuance a duly authorized purchase order. CONSULTANT shall complete performance services Termation Date set forth above and/or conformance with project timele established City Manager or his designee. Section 3. Compensation. (a) Compensation. agrees compensate CONSULTANT for services provided under this Agreement, and CONSULTANT agrees accept full satisfaction for such services, a sum not exceed Consideration set forth above and more particularly described Exhibit B, Schedule and Rates Payment attached here and corporated here this reference. (b) Expenses The amount set forth paragraph (a) shall clude reimbursement for all actual and necessary expenditures reasonably curred performance this Agreement (cludg, but not limited, all labor, materials, delivery, tax, assembly, and stallation, as applicable). There shall be no claims for additional compensation for reimbursable expenses \2022 I 04v I.doc -2-

6 Section 4. Method Payment. shall pay CONSULTANT said Consideration accordance with method and schedule payment set forth Exhibit B. Section 5. Independent Contracr. CONSULTANT is and shall at all times rema, as, a wholly dependent contracr. Neir nor any its agents shall have control over conduct CONSULTANT or any CONSULTANT s employees, except as here set forth. CONSULTANT shall not, at any time, or any manner, represent that it or any its agents or employees are any manner agents or employees. Section 6. Assignment. This Agreement shall not be assigned whole or part, CONSULTANT without prior written approval. Any attempt CONSULTANT so assign this Agreement or any rights, duties or obligations arisg hereunder shall be void and no effect. Section 7. Responsible Prcipal(s) (a) CONSULTANT s Responsible Prcipal set forth above shall be prcipally responsible for CONSULTANT s obligations under this Agreement and shall serve as prcipal liaison between and CONSULTANT. Designation anor Responsible Prcipal CONSULTANT shall not be made without prior written consent. (b) s Responsible Prcipal shall be City Manager or his designee set forth above who shall admister terms Agreement on behalf. Section 8. Personnel. CONSULTANT represents that it has, or shall secure at its own expense, all personnel required perform CONSULTANT s Services under this Agreement. All personnel engaged work shall be qualified perform such Scope Work. Section 9. Permits and Licenses. CONSULTANT shall obta and mata durg Agreement term all necessary licenses, permits and certificates required law for provision services under this Agreement, cludg a busess license. Section 10. Interests CONSULTANT. CONSULTANT affirms that it presently has no terest and shall not have any terest, direct or direct, which would conflict any manner with performance Scope Work contemplated this Agreement. No person havg any such terest shall be employed or be associated with CONSULTANT. Section 11. Insurance. (a) CONSULTANT shall at all times durg term this Agreement carry, mata, and keep full force and effect, surance as follows: (1) A policy or policies Comprehensive General Liability Insurance, with mimum limits One Million Dollars ($1,000,000) for each occurrence, combed sgle limit, agast any personal jury, death, loss or damage resultg from wrongful or negligent acts CONSULTANT. (2) A policy or policies Comprehensive Vehicle Liability Insurance coverg personal jury and property damage, with mimum limits One Million Dollars ($1,000,000) per occurrence combed sgle limit, coverg any vehicle utilized CONSULTANT performg Scope Work required this Agreement. B I\ v1.doc -3-

7 California. (3) Workers compensation surance as required State (4) Pressional Liability Insurance A policy or policies Pressional Liability Insurance (errors and omissions) with mimum limits One Million Dollars ($1,000,000) per claim and aggregate. Any deductibles or self-sured retentions attached such policy or policies must be declared and be approved. Furr, CONSULTANT agrees mata full force and effect such surance for one year after performance work under this Agreement is completed. (b) CONSULTANT shall require each its sub-contracrs mata surance coverage which meets all requirements this Agreement. (c) The policy or polices required this Agreement shall be issued an surer admitted State California and with a ratg at least a B+;Vll latest edition Best s Insurance Guide. (d) CONSULTANT agrees that if it does not keep aforesaid surance full force and effect may eir immediately termate this Agreement or, if surance is available at a reasonable cost, may take out necessary surance and pay, at CONSULTANT s expense, premium reon. (e) At all times durg term this Agreement, CONSULTANT shall mata on file with City Clerk a certificate or certificates surance on form set forth Exhibit C, attached here and corporated here, or on a form acceptable s Risk Manager, showg that aforesaid policies are effect required amounts. CONSULTANT shall, prior commencement work under this Agreement, file with City Clerk such certificate or certificates. The general liability surance shall conta an endorsement namg as an additional sured. All policies required under this Agreement shall conta an endorsement providg that policies cannot be canceled or reduced except on thirty (30) days prior written notice, and specifically statg that coverage contaed policies affords surance pursuant terms and conditions as set forth this Agreement. (f) The surance provided CONSULTANT shall be primary any coverage available. The policies surance required this Agreement shall clude provisions for waiver subrogation. (g) Any deductibles or self-sured retentions must be declared and approved. At option, CONSULTANT shall eir reduce or elimate deductibles or self-sured retentions with respect, or CONSULTANT shall procure a bond guaranteeg payment losses and expenses. Section 12. Indemnification. CONSULTANT agrees demnity, hold harmless and defend, City Council and each member re, and every ficer, employee and agent, from any claim, liability or fancial loss (cludg, without limitation, atrneys fees and costs) arisg from any tentional, reckless, negligent, or orwise wrongful acts, errors or omissions CONSULTANT or any person employed CONSULTANT this Agreement. performance I\2022 I 04v I doc -4-

8 Section 13. Termation. no reason upon cease all (a) five (5) shall have right termate this Agreement for any reason or calendar days written notice CONSULTANT. CONSULTANT agrees work under this Agreement (b) In event on or before effective date such notice. termation or cancellation this Agreement, no fault or failure CONSULTANT, CONSULTANT shall be paid based on work satisfacrily performed at time percentage performance termation. In no for due event shall CONSULTANT be entitled receive more than amount that would be paid CONSULTANT for full or claim agast performance services required reason this Agreement. CONSULTANT shall have such termation, cludg any claim for compensation. no Section 14. s Responsibility. pertent data, documents, and or requested formation as performance Section drawgs prepared for CONSULTANT s Scope Work. 15. Agreement shall become property submitted deems appropriate. accurate records years. all and right spect writg, Information and Documents. shall provide CONSULTANT All and required be furnished, CONSULTANT and compensated Section with 16. respect and may use is with all available for proper data, formation, documents and pursuant all or connection any portion this Agreement as Records and Inspections. CONSULTANT shall mata all matters covered under this Agreement for a period with this work full and three shall have access, without charge, durg normal busess hours such records, exame and audit same and make copies and transcripts refrom, and program data, documents, proceedgs and activities. Section changes 17. scope work requested parties. Section scope 18. shall be deemed received on party s regular busess hours busess hours; or postage prepaid from (b) on time time, designate Section action or proceedg Changes Scope Work. work or services be performed. CONSULTANT must be made Notice. Any (a) or day notices, delivery facsimile before second busess day bills, if or followg writg voices, etc. required delivered shall have right order, Any changes and approved both this Agreement hand durg receivg durg receivg party s regular deposit addresses set forth above, or such or addresses as parties may, 19. writg pursuant Atrney s Fees. In this section. United States mail, event that eir party commences any legal enforce such action shall be entitled reasonable atrney s fees, costs and necessary disbursements, or terpret provisions addition such or relief as may be sought and awarded. Section agreement between representations or written strument signed 20. this Agreement, prevailg party Entire Agreement. This Agreement represents entire tegrated and CONSULTANT, and supersedes agreements, eir written both or prior negotiations, oral. This Agreement may be amended and CONSULTANT. all only a B I \2022 I 04v I doc

9 Section 21. Governg Law. The terpretation and implementation this Agreement shall be governed domestic law State California. Section 22. Not Obligated Third Parties. shall not be obligated or liable under this Agreement any party or than CONSULTANT. Section 23. Severability. Invalidation any provision contaed here or application re any person or entity judgment or court order shall no way affect any or covenants, conditions, restrictions, or provisions here, or application re any or person or entity, and same shall rema full force and effect. EXECUTED day 20_, at Beverly Hills, California. OF BEVERLY HILLS A Municipal Corporation JOHN A. MIRISCH Mayor City Beverly Hills, California ATTEST: BYRON POPE (SEAL) City Clerk CONSULTANT: Gray CPA Consultg, PC GAlLAGRAY,CPA President Secretary [Signatures contue] I\2022J04v1 doc -6-

10 APPROVED AS TO FORM: APPROVED AS TO CONTENT: LAURENCE S. WIENER City Atrney MAHDI ALUZRI City Manager -ONR ADS Direcr Admistrative Services/Chief Fancial Offic SHARON L HEUREUX DRESSEL Interim Risk Manager \ v1 doe -7-

11 EXHIBIT A SCOPE OF WORK CONSULTANT shall provide followg implementation and trag services related s Caseware Governmental Accountg Standards Board ( GASB ) Reportg Solutions Stware. Prolect Requirements Stware The stware that will be utilized connection with this Scope Work is a Commercial f Shelf program CaseWare International, Inc. and will be purchased prior CONSULTANT s commencement work. CONSULTANT shall assist with stallation stware and tailor stware meet needs. CONSULTANT shall provide itial trag employees use and matenance stware. Once itial stallation and trag CONSULTANT is complete, responsibility for technical support shall be assumed CaseWare subject terms CaseWare s End User License Agreement ( EULA ) ( System Requirements The stware is currently supported on Wdows 10, Microst Wdows Server 2012 R2 and SQL Server 2012 Express database. System requirements are dictated Case Ware International, Inc. regularly updated on ir website. and can be found and Services 1. Review s fancial statements and gar an understandg s needs. 2. Aumate Fancial Statement Sections Comprehensive Annual Fancial Report ( CAFR ) follow followg format: a) File Setup Consultant shall set up all CAFR pages for fancial statements with lks based on Munis stware downloads; b) Groupg Chart Accounts - will prepare groupg charts accounts with CONSULTANT s assistance utilizg standard groups identified ; c) Table Contents - Consultant shall enable Table Contents au update and lk referenced locations; d) Introducry Section & Audirs Report - will provide a PDF Introducry Section and Audir s Report for sertion CONSULTANT; e) Government Wide Reports - accounts; will group and post adjustments chart B \ v1.doc -8-

12 f) g) h) Fund Fancial Statement Cusmization CONSULTANT shall take cash completed durg phase group appropriately; Required Supplementary Information and configuration cludg database as directed 2 all ; Notes Fancial Statements CaseWare Database as structed and Reconciliation Documents Data - Entry CONSULTANT shall ; enable flow lk and CONSULTANT shall complete stallation be lked data lk with CaseWare and tegrate data with i) Management Discussions Management Discussions & & Analysis; Analysis - Consultant shall lk and tegrate j) Fund Statements and Schedules Consultant shall ensure that Combed and Individual Fund Statements and Schedules are lked usg standard groupgs as directed ; k) Chart Of Accounts - will assign COA groupgs I) Statistical Section cludg ; all Data Entry - CONSULTANT shall complete stallation and configuration be lked data with CaseWare database as directed m) Cusm Group Codes codes; - CONSULTANT shall work with utilize cusm group n) Combed and Individual Fund Statements codes - will Combed and Individual Fund Statements; complete assignment group o) Cash Flow and Reconciliation Documents Reconciliation Documents. will lk Cash Flow and (Milesne 1). CONSULTANT shall provide remote trag Short trag sessions shall be provided commencement (Milesne 2). each segment staff will import ir itial prior will level journal entries required tie import for citywide, fund, and budget reports. utilizg on how use Stware. gomeetg.com prior data setup and preparation year numbers balance documents, such that numbers imported fal (Milesne audited 2015 CAFR report. 3). provide CONSULTANT Analysis CONSULTANT shall provide ( MD&A ), 6). will with (Milesne s for upload. CaseWare, add any p report, and create group codes pro numbers usg CaseWare s staff Required Supplemental Information Notes. The codg develop (Milesne trial CaseWare match numbers on with examples, and staff coded documents for Management, Discussions and 4). determe how that are not based on group codes. Reconciliation Documents, (Milesne will Any ( RSI ), its delays curred durg this 5). will Budgets, Statistical Section and Foot cusm values itial phase se reports Stware B I\ v1doc -9-

13 implementation project caused pushed back equal amount will result delay caused agreed upon completion date beg cusm knowledge library database that footnotes. CONSULTANT shall n draft first set reports based on option selected above. CONSULTANT shall (Milesne 7). become reposiry for CONSULTANT shall s build a previous year audited numbers and n CONSULTANT assumes that no significant issues arise as determed beyond this scope commencement (Milesne 8). work roll file build will reports based on forward be ready for major problems exist work, written approval Consultant shall complete two place after CONSULTANT performs support phase. Once trag is completed, a staff test mutual agreement will (2) roll days s accountg files. parties that require work must be obtaed prior onsite trag. Trag shall take forward and before CONSULTANT moves have ability import year-end balances, post any adjustments that might be required, and produce reports with only modifications update months after start it needed produce current year report. current year formation. CONSULTANT shall, for If trial mor up 18 Stware implementation project, provide any technical support I\ v I.doc -10-

14 EXHIBIT B SCHEDULE OF PAYMENT AND RATES For services satisfacrily performed pursuant Agreement, shall pay CONSULTANT amount $58,000 based on costs set forth below: CONSULTANT will bill commencg with completion at least 75% followg milesnes: Payment Description Amount Milesne 1. Imported CaseWare Data $6, Build Fancial Section $6, Build-Notes Section $6, Build-Statistical Section $6, Build MD&A section $6, Build Budgets 7. On-Site Trag $12,200 & RSI $6, Support Phase $3,925 Contgency Not Exceed: $5,875, as mutually agreed TOTAL: $58,000 upon parties writg CONSULTANT shall submit an itemized statement on a approved form for its services performed prior month based on percentage work completed, which shall clude documentation settg forth hours service, if detail a description services rendered, and appropriate. shall pay CONSULTANT amount such undisputed billg with thirty (30) days receipt same \2022 I 04v I doc 1 1

15 EXHIBIT C CERTIFICATE OF INSURANCE This is certif that followg endorsement is part policy(ies) described below: NAMED INSURED ADDRESS COMPANIES AFFORDING COVERAGE A. B. C. COMPANY POLICY EXPIPATION B L LIMITS AGGREGATE (A B Cj COVERAGE DATE RD NUrBER DAUTOMOBILE LIABILITY DGENERAL LIABILITY D PRODUCTS/COMPLETED OPERATIONS DBLANKET CONTRACTUAL It is here employee agreement: DCONTRACTORS PROTECTIVE DPERSONAL INJURY DEXCESS LIABILITY DWORKERS COMPENSATION D undersod and agreed that City City shall be named as jot and several Beverly Hills. its City Council and each assureds with respect claims arisg out member tnere and evety ficer and followg project or It is that demnity City under policy: agrees demnify, hold and defend City. its City Council and each member re and and employee and from all costs and expenses litigation agast City, its City Council and each member re and any ficer or City which results directly or directly from wrongful or actions contracr s ficers, or while this this furr agreed evety ficer brought agast Contracr employee employees, agents agreement) construction followg agreement between harmless Beverly Hills and named sured is covered City from any and all liability or fancial loss resultg tiom any suits, claims, losses or actions ors employed project. It is furr agreed that clusion that surer waives any right In cancellation event cancellation more than one brought Contracr assured shall not contribution with surance which may be engaged operate available negligent Contracr crease limit City (performance company s liability and Beverly Hills. or material change above coverage, company will give 30 days written notice or material change holder. certificate Except that described above have above surance is not an surance policy and does not amend, extend or any term, or any or surance may be issued or may perta, surance terms, and such policies. certif Notwithstandg verification exclusions policy(ies) requirement, conditions condition contract afforded endorsement alter attached, this or coverage afforded listed here. with respect this certificate or described here is subject all or document policies certificate verification policies which DATE: AGENCY: BY: TITLE: ADDRESS: Authorized Insurance Representative RMO2DOC REVISED 10/14/96 EXHIBIT C B \2022 I 04v I doe -12-