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Meeting Date:
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4/28/2021 - 6:00 PM
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Category:
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Consent Agenda
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Type:
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Action
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Subject:
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13.14 Review and Potential Ratification of the Contract Amendment with Crowe to Complete School Facility Audits and Measure J Audit
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LCAP (Local Control Accountability Plan) Goal:
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Goal 1: All students will receive a high quality education in a safe and welcoming environment with equitable and high expectations, access to technology, and instruction in the California State Standards that prepare them for college and career.
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Enclosure
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Crowe three-year agreement from April 9, 2018 board meeting.
Crowe agreement for School Facility Program projects.
Amendment agreement to Master Service Contract for April 9, 2018. Approved contract.
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File Attachment:
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Summary:
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At the April 9, 2018 board meeting, an independent audit contract was approved with Crowe Horwath, LLP for the 17/18, 18/19, and 19/20 fiscal year audits for a total amount of $156,000. That contract covered the district financial audit and Measure C audit for three years. At the April 14, 2021 board meeting, the board approved a contract for the 20/21 fiscal year audits for the District, Measure C, and Measure J.
The Chief Business Officer received an invoice from Crowe after the April 14, 2021 board meeting, completed research, and learned that a July 18, 2019 agreement was signed with Crowe and the prior Chief Business Officer to complete the audits needed for the School Facility Program projects for five schools that were all started in 2012 (Ayers Elementary, Valley View Middle, Sun Terrace Elementary, Sequoia Middle, and Foothill Middle). However, we could not locate any board approval for this "not to exceed $40,000" agreement and an increase to any of the contracts since that time.
After additional research, it was also discovered that the initial contract only included Measure C, but Crowe began working on Measure J audits for the 18/19 and 19/20 fiscal years. There is no contract amendment authorizing the increase for those years, but the charge for the Measure J audit per year is $5,000 which was the contracted amount for Measure C from April 2018.
As a result, this item is being brought to the board for approval after the bulk of the work has been completed on the School Facility Construction Audit as Crowe has been working on these reports for close to two years to ensure we provided OPSC and the School Facility Program (State of California) what it required, but the Crowe team experienced delays with the Facilities Department finding the required documentation and evidence, dating back to 2012. Crowe anticipates the work for the OPSC audits to be completed in June 2021. We are also amending the contract amount to include Measure J in the amount of $10,000, which is $5,000 for 18/19 and $5,000 for 19/20.
The initial contract was $156,000 for work on fiscal years 17/18, 18/19, and 19/20. The amendment will be increased to $206,000 which includes the increase of $40,000 for School Facility Program audits and 18/19 and 19/20 fiscal year audits of Measure J in the amount of $10,000.
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Funding:
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Measures C and J
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Fiscal Impact
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Not to exceed $50,000
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Recommendation:
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Move to ratify the contract amendment with Crowe in order to complete School Facility Audits and Measure J Audit
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Approvals:
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Recommended By:
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Signed By:
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Niccole Helton - Administrative Assistant
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Signed By:
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Dr. Lisa Gonzales - Chief Business Officer
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Signed By:
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Dr. Adam Clark - Superintendent
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