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CM-13-09-163City of Round Rock ROUND ROCK. TEXAS 'WOW M 51011 PROSPfARY Agenda Item Summary Agenda Number: Title: Consider executing a Letter of Engagement for a Finance Department Procurement Card Audit by Brockway, Gersbach, McKinnon & Niemeier, P.C. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 9/27/2013 Dept Director: Cheryl Delaney, Finance Director Cost: $9,000.00 Indexes: General & Utility Funds Attachments: REV.ENG.LTR.AUP.CITY.OF.ROUND.ROCK Text of Legislative File CM -13-09-163 The firm will apply the agreed upon procedures specified by management to procurement cards. The objective of this engagement is to assist management in compliance with the City's procurement policies. Staff recommends approval. City of Round Rock Page 1 Printed on 9/26/2013 CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION Required for Submission of Specific City Manager Items Department Name: Finance Department Project Mgr/Resource: Cheryl Delaney nCity Manager Approval CMA Wording Project Name: Auditors Letter of Engagement ContractorNendor: Brockway Gersbach Franklin & Niemeier, P.C. Consider executing a Letter of Engagement for a Finance Department Procurement Card Audit by Brockway Gersbach Franklin & Niemeier, P.C. Approval X❑ Employee EE Bowden Tat September 23, 2013 Notes/Comments MEM BROCKWAY MIME A FRANKLINGERSBCH & NIEMEIER,P.C. CERTIFIED PUBLIC ACCOUNTANTS September 16, 2013 City of Round Rock Round Rock, Texas We are pleased to confirm our understanding of the nature and limitations of the services we are to provide for City of Round Rock, Texas. We will apply the agreed-upon procedures which management has specified, listed in the attached schedule, to procurement cards as of September 30, 2013. This engagement is solely to assist management in compliance with the City's procurement policies. Our engagement to apply agreed-upon procedures will be conducted in accordance with attestation standards established by the American Institute of Certified Public Accountants. The sufficiency of the procedures is solely the responsibility of those parties specified in the report. Consequently, we make no representation regarding the sufficiency of the procedures described in the attached schedule either for the purpose for which this report has been requested or for any other purpose. If, for any reason, we are unable to complete the procedures, we will describe any restrictions on the performance of the procedures in our report, or will not issue a report as a result of this engagement. Because the agreed-upon procedures listed in the attached schedule do not constitute an examination, we will not express an opinion on procurement cards. In addition, we have no obligation to perform any procedures beyond those listed in the attached schedule. We will submit a report listing the procedures performed and our findings. This report is intended solely for the use of management, and should not be used by anyonq other than these specified parties. Our report will contain a paragraph indicating that had we performed additional procedures, other matters might have come to our attention that would have been reported to you. You are responsible for the City's procurement policies and for selecting the criteria and determining that such criteria are appropriate for your purposes. Stephen H. Niemeier is the engagement partner and is responsible for supervising the engagement and signing the report or authorizing another individual to sign it. We plan to begin our procedures on approximately September 18, 2013 and, unless unforeseeable problems are encountered, the engagement should be completed by October 18, 2013. At the conclusion of our engagement, we will require a representation letter. from management that, among other things, will confirm management's responsibility for the presentation of the procurement cards m accordance with the City's procurement policies. 3520 SW H.K. DODGEN LOOP ■ TEMPLE, TEXAS 76504 ■ 254.773.9907 ■ FAX 254.7731570 ts-A _oc-A-��3 We estimate that our fees for these services will range from $ 8,000 to $ 9,000. You will also be billed for travel and other out-of-pocket costs such as report production, word processing, postage, etc. The fee estimate is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the engagement. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes overdue and will not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out -or -pocket expenditures through the date of termination. We appreciate the opportunity to assist you and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. If the need for additional procedures arises, our agreement with you will need to be revised. It is customary for us to enumerate these revisions in an addendum to this letter. If additional specified parties of the report are added, we will require that they acknowledge in writing their responsibility for the sufficiency of procedures. Sincerely, BROCKWAY, GERSBACH, FRANKLIN & NIEMEIER, P. C. Steph =r H. Niemeierj CPA Acknowledged by City of Round Rock, Texas: 4 6� �L3 Dat Schedule of Agreed -Upon Procedures We will apply the following procedures, which you have specified: 1. We will review the listing Merchant Category Codes (MCC) and the groupings that have been set up. 2. We will review internal control procedures over procards for the purpose of assessing risk, but not to issue a report on internal control. 3. We will review cardholders to ensure the proper status of active/inactive. 4. We will test, on a judgmental basis, test the codes that the selected person is allowed to use. We will track results to ensure proper applications of codes are being used. 5. We will test, on a judgmental basis, charges to procards for a selection of users. We will track the coding to the general ledger to ensure proper classification. 6. We will obtain the monthly audit results of expense reports performed by the city and review those results for analysis.