6644-Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
CM: Todd Hileman
DATE: December 5, 2017
SUBJECT
Consider adoption of an ordinance authorizing the City Manager to execute a Professional Services
Agreement for internal auditing services; providing for the expenditure of funds therefor; and providing an
effective date (File 6644 awarded to Crawford and Associates, P.C. in the not-to-exceed amount of
$40,000).
BACKGROUND INFORMATION
This professional services agreement is with Crawford and Associates, P.C. for internal audit type
m onitoring services related to contract administration, including but not limited to, the review of policies
and procedures for:
the assignment of the responsibility of authorizing contracts and monitoring contract compliance
throughout the life of the contract, including robust governance arrangements for contract
administration/monitoring;
monitoring contracts that identify specific responsible parties, including clear departmental officer
roles and responsibilities;
the identification of steps for addressing non-compliant vendors;
identifying procedures for monitoring performance on service delivery, reported on a regular
basis, and also the monitoring of contract expiration dates;
the establishment of processes for ensuring that contractors are paid in a timely manner and that
the financial position of the contract is monitored to help identify any overspends;
the effectiveness of procedures to assist in ensuring that contract terms and bonding and insurance
requirements are met, declining contractor performance is identified at an early enough stage to
be dealt with properly in line with contractual requirements, contract close-out activities are
completed, and contract monitoring activities and deliverables are documented;
any other policies and procedures related to effective contract administration.
The agreement is for an amount not to exceed $40,000 including costs of travel and incidental costs. This
review will be supervised by the Internal Auditor of the City of Carrollton whom will be retained under an
interlocal agreement also to be considered on the December 5, 2017 City Council agenda.
PRINCIPAL PLACE OF BUSINESS
Crawford and Associates, P.C.
Oklahoma City, OK
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
ESTIMATED SCHEDULE OF PROJECT
The proposed engagement should be completed during the first quarter of 2018.
FISCAL INFORMATION
The services will be funded from Internal Audit Administration account 105001.7854 in the General Fund.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision.
The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence;
Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and
Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this
specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Safe, Liveable & Family-Friendly Community
Related Goal: 4.2 Promote clean and healthy neighborhoods
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance
Exhibit 3: Contract
Respectfully submitted:
Karen Smith, 349-8436
Purchasing Manager
For information concerning this acquisition, contact: Chuck Springer at 940-349-8260.