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Home My WebLink AboutCALIFORNIA STATE CONTROLLER-2015COPYN -2015 -124 JU P BETTY T. YEE California State Controller CONTRACT FOR SERVICES TO PREPARE THE ANNUAL STREET REPORT STATE CONTROLLER'S OFFICE DIVISION OF AUDITS AUG - 7 2016 This contract is executed in triplicate, between the Office of the State Controller, Division of Audits, and the City of Santa Ana. Whereas Section 2151 of the California Sweets and Highways Code requires the cities to file an Annual Street Report; Whereas Section 2151 of the California Streets and Highways Code requires this Report to be filed with the Controller on or before October 1 of each year; and Whereas the Controller is able to furnish and the city wishes to receive the services of the Controller to prepare its report; now therefore, in consideration of the following promises and conditions, the parties hereby agree that: I. For the fiscal year ended June 30, 2015, the Controller shall assist in the preparation of the city's report. II. The report shall be in the form prescribed by the Controller. III. The report shall include a statement of all revenues and expenditures concerning city streets, and shall be prepared from the city's records made available to the Controller, IV. The report will be prepared from the city's unaudited records, and no determination shall be made at time of preparation regarding the accuracy of the records or the legality of the expenditures reported herein. The city understands that the report is subject to subsequent review by the Controller and exceptions may be taken at the time regarding the legality of expenditures contained in the report or the accuracy of the records from which the report was prepared, V. The Controller will furnish sufficient personnel to complete the report on or before October 1, 2015, except that the Controller is excused from such date if the city's accounting records and personnel are not ready for the preparation of the report at the time scheduled by the Controller and the city or if circumstances beyond the control of the parties prevent completion. VI. The city will designate a management-level individual to be responsible and accountable for overseeing the non -audit service. VII. The city will establish and monitor the performance of the non -audit service to ensure that it meets management's objectives. VIII. The city will make any decision that involves management functions related to the non -audit service and accepts full responsibility for such decisions. IX. The city will evaluate the adequacy of the services performed and any findings that result. X. This contract is subject to the Controller's charges for services rendered, and such charges shall be computed in accordance with Sections 8755 and 8755.1 of the State Administrative Manual. Charges shall include both direct and indirect costs, and shall be expressed in dollars per unit time whenever possible. XL Except as provided in paragraph XII, the aggregate cost of services provided under this agreement shall not exceed $3000. XII. if unforeseen circumstances develop during the course of the Controller's preparation of the report and additional time is needed to complete preparation, the parties will confer; and if it is agreed that the preparation of the report is to continue, the Controller is to be compensated for any additional time required. In any case, the Controller shall be compensated for services rendered prior to the development of such unforeseen circumstances. X1I1. Upon completion of the report, the Controller will furnish one copy to the city and will retain one copy. XIV. The city will pay the Controller for services rendered in a timely manner (including additional time pursuant to paragraph XII) and hereby warrants that funds are available from which payment may be made. XV. Either party may terminate this contact by giving seven days written notice. Notice may be served in person or by mail on the officer at the following address and is effective upon receipt. During the seven -clay period, the Controller may continue with the preparation of the report then in progress. Mike Spalj, Chief Local Government Audits Bureau Division of Audits Post Office Box 942850 Sacramento, CA 94250 -5874 City of Santa Ana By: ✓ Signature Printed Name: David Cavazos Title: City Manager Address: 20 Civic Uenter Viaza Santa Ana, CA 92701 Recommended for approval: Francisco Gutierrez X Executive Director, Finance BETTY T. YEE STATE CONTROLLER By: �W JEFFREY V. BROWNFIELD Chief, Division of Audits Date: 41V1.5 APP— � ED WS TO FORM LISA E, STORCK Assistant City Attorney D CITY OF SANTA ANA OFFICE OF THE CITY ATTORNEY Request for Legal Assistance PLEASE FILL OUT THIS FORM COMPLETELY. Deliver To City Attorney's Office or Email Form and Attachments To caoreguest@santa- ana.ore Date: 7/15/2015 Due Date: 7/30/2015 RFCA Date Deadline: N/A Person Making Regtr sest: Marilyn Pala %3 Ir�'�,S .11n t Phone Number: `°` 75433 —_ Email: mpalacol @santa- ana.orR Agency / Department / Mail Station: Finance /Accounting /M -17 Work Request: Approve as to form the State Controller's Office (SCO) agreement to prepare the 2014 -2015 Annual Street Report for fee not to exceed $3,000. FTI Documents Attached — 3 copies of SCO agreement mailed inter - office to M -29 Special Notes: SCO requires 3 original signed copies = CEQA Specialized Regs Funding Source: PWA Admin & Planning Account 10117601 -62300 CAO — version 03 -21 -2014 BETTY T. YEE California State Controller June 22, 2015 Mr. Francisco Gutierrez Executive Finance Director & Mgrnt Svcs City of Santa Ana P. O. Box 1988, M -17 Santa Ana, CA 92702 Dear Mr. Gutierrez: The State Controller's Office, Division of Audits, is available to assist in preparing your fiscal year 2014 -15 Annual Street Report on a cost - recovery basis. The estimated cost for our assistance should not exceed $3000. This preparation fee may be charged to your Special Gas Tax Street Improvement Fund. If you would like our office to provide this service, please complete and return: • The Contract for Services to Prepare the Annual Street Report (three copies); and • The Contract Information Sheet for scheduling assistance. Please return the above documents by August 1, 2015, to the attention of Lisa Tam at the State Controller's Office, Division of Audits, Post Office Box 942850, Sacramento, California 94250- 5874. Due to limited staff, scheduling priority will be given to those who respond promptly. If you have any questions, please contact Lisa Tam at (916) 323 -5932. Sincerely, JEFFREY V. BROWNFIELD Chief, Division of Audits JVB /vb Enclosures P.O. Box 942850, Sacramento, CA 94250 ♦ (916) 445 -2636 3301 C Street, Suite 700, Sacramento, CA 95816 ♦ (916) 324 -8907 901 Corporate Center Drive, Suite 200, Monterey Park, CA 91754 ♦ (323) 981 -6802 BETTY T. YEE (Galifarnin �tafr (fornfroffer CONTRACT INFORMATION SHEET PLEASE PRINT OR TYPE CITY OR COUNTY NAME: City of Santa Ana NAME OF FINANCE DIRECTOR OR DIRECTOR OF PUBLIC WORKS: Francisco Gutierrez, Executive Director, Finance & Management Svcs ANNUAL STREET /ROAD REPORT CONTACT PERSON: Marilyn Palacol TITLE: Senior Accountant MAILINGADDRESS: 20 Civic Center Plaza (Mail Station M -17 PO Box 1988 BILLING ADDRESS (IF DIFFERENT FROM ABOVE): E -MAIL ADDRESS: mpaIacol0s ant a— ana.or TELEPHONE NUMBER: 714-647-5433 FAX NUMBER: 714- 647 -5414 WE REQUEST THE STATE CONTROLLER'S OFFICE TO PROVIDE ASSISTANCE IN THE PREPARATION OF OUR ANNUAL STREETS /ROADS REPORT. PLEASE SCHEDULE OUR REPORT REVIEW FOR THE FOLLOWING DATES. (Schedule dates between July 1, 2015 and September 30, 2015 only) FIRST CHOICE: September 30, 2015 SECOND CHOICE: September 29, 2015 THIRD CHOICE: September 28, 2015 MAILING ADDRESS P.O. Box 942850, Sacramento, CA 94250 -5874 SACRAMENTO 3301 C Street, Suite 700, Sacramento, CA 95816 (916) 324 -8907 LOS ANGELES 901 Corporate Center 'Drive, Suite 200, Monterey Park, CA 91754 (323) 981 -6802