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File #: 1943-2020    Version: 1
Type: Ordinance Status: Passed
File created: 8/24/2020 In control: Finance Committee
On agenda: 9/14/2020 Final action: 9/17/2020
Title: To authorize the City Auditor to modify a contract with AED Advisers, LLC for the continuation of professional services associated with the review of existing policies and procedures supporting the City’s compliance with IRS Publication 1075; to authorize the expenditure of $67,200.00 from the Income Tax Division operating fund; and to declare an emergency. ($67,200.00)
Attachments: 1. expenditure for legislation
This ordinance authorizes a modification of an existing contract with AED Advisers in the amount of $67,200. In May 2020, the City Auditor’s Office - Division of Income Tax, through the utilization of a Request for Proposals process (RFP015616) received (4) responses for professional services related to the Division’s compliance with IRS Publication 1075. In July 2020, the division established a contract with AED Advisers for $20,000.00 via PO232096 to perform a thorough evaluation of the division’s current safeguarding policies and practices in anticipation of the pending IRS on-site review. The initial evaluation phase of the assessment involved a determination of the state of the current processes and future needs. To determine this, AED Advisers reviewed existing documentation, conducted interviews with key division and Department of Technology personnel, and assisted with preparation of IRS deliverables. Based on AED Adviser’s initial assessments, it was determined that there was a need for additional professional services to fully evaluate the division’s needs and assist with extended timelines for IRS reports and submissions.

This ordinance represents a modification to include funding for an extended assessment period and an implementation period. This modification is needed to support extended timelines for IRS submissions and onsite reviews as well as internal inspection periods. The total cost of this modification is $67,200.00 with a contract term of one year, commencing on July 1, 2020 and ending on June 30, 2021. This modification is critical to the success of this on-going project, which is being undertaken to ensure that the City’s safeguarding practices for federal tax information meet and exceed regulatory requirements.

1. Amount of additional funds to be expended: $67,500
Original contract amount (PO232096): $20,000.00
Amount of modification (1943-2020) $67,200.00
Total aggregate contract: $87,200...

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