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Home My WebLink Aboutbocc.con.095.2008A CLERK'S CHECKLIST FOR CONTRACTS SUBMITTED TO CLERK AND RECORDER FOR SCANNING/ARCHIVING CONTRACT 095.2008A ORIGINATING DEPARTMENT/DIVISION: Finance CONTACT PERSON: Debe Nelson PHONE 5229 PROJECT NAME: Annual Audit ? BOCC AGENDA ITEM ®STAFF AUTHORIZED SIGNATURE (Requires BOCC Signature) (per Revised Procurement Code 7/2005) ? Over $50,000 (Requires County Manager's Signature) ? CHECK PROCUREMENT TYPE: ?None ?Informal ?Formal ?Sole Source ?Emergenay ?State Bid ? ?Compiiance with House Bills 06-1343 and 07-1073 - Immigation Form (Under $10,000, Letters of Engagement, e r DOLLAR AMOUNT: 4,000 BUDGET LINE ITEM/LEDGER NUMBER: 001.16.00000.82000 ? CHECK CONTRACT TYPE: ?Services/Maintenance ?Employment (for county employees) ?License/Use ?Intergovernmental Agreement (Requires BOCC Action) ?Lease ?Non-Profit ?Construction ?Quasi-Public ?Goods, Equipment, Supplies ?Grant Agreements (Requires BOCC Action) ?Other (e.g. revenue) ®Change Order/Contract Amendment CONTRACTOR: COMPLETE LEGAL OF NAME OF BUSINESS (if different from contractor) Contract Execution Date:09-09-08 Contract End Date: i2-31-2011 Automatic Renewal: ?Yes ®No Term of Contract: 5 yrs 2007-2011 All Contracts should be roofed for the followin P g ? ®No Pages Missing ? ®If a Page is Left Intentionally Blank -Note on Page ? ®Page numbered consecutively ? ®All Signatures Affixed ? ®All Dates Filled In ? ®All Other Blanks Filled In ~ ? ®All Exhibits Attached ( ? ®HB 06-1343 and 07-1073 (Immigration Legislation) Included in RFP and/or Contract ? ?All Legal Descriptions Attached (if applicable) ? ?Notice of Awazd/Notice to Proceed Attached (if applicable) ? ?Warranty (if applicable) ? ?Special Instructions For Finance Department: ? ®Sent to Clerk and Recorder for Scanning/Archiving ? ®Authorized Staff Person's Name: BY CHECKING ABOVE AND ENTERING NAME, THE AUTHORIZED STAFF PERSON INDICATES THAT THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING. NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STAT~~S ARCHNES RETAINAGE SCHEDULE. AMENDED 04/23/08 ~ ~ _ ~ • Rev 03/5/08 js PITKIN COUNTY CONTRACT AMENDMENT ProjectlPurchase Contract # 95-2008f~ Line Item Account # 001.16.00000.82000 The contract for audit services for audit services for the 2007 audit (the "Agreement' • dated February. 2008 between Pitkin County (the "County") and [Gordon, Hughes, and Banks, LLP (the "Contractor', is hereby amended as follows: Paragraph 3. Compensation and Expenses, Invoicing Payment and Offset -Amendment to Schedule A Reports to be issued # 4 - A report on agreed procedures iaciuded in the Regulations Pertaining to Solid Waste Disposal Sites and Facilities (hourly fees). The hourly rates for the services referred to in the letter of engagement dated September 9, 200$ for the agreed upon procedures for the landfill reports will be billed at standard hourly rates not to exceed $4,000. '1 ~ In all other respects the Agreement is in full forte and effect and remains unchanged by ~ this Amendment. i EXECUTED this 7 day of'~2~~"G..n~ . ?008 PI COUNTY: CONTRACTOR: By' ~.r~~ ~1,t~3~~ By' ~~M v?S i I September 9, 2008 Board of County Commissioners Pitkin County Aspen, Colorado We are pleased to confirm ow understanding of the natwe and limitations of the services we are to provide for Pitkin County. We will apply the agreed upon procedwes which have been specified by you, listed in the i attached schedule, which were agreed to by the management of Pitkin County, solely to assist you in evaluating the County's compliance with the financial assurance requirements of Section 1.8 of regulation 6 CCR 1007-2, Part 1 (Regulations pertaining to Solid Waste Sites and Facilities) as of December 31, 2007. The County management is responsible for monitoring compliance with current regulations. This agreed-upon procedures engagement will be conducted in accordance with attestation standards established by the American Institute of Certified Public Accountants. The sufficiency of these procedures is solely the responsibility of the parties specified in the report. Consequently, we make no representation regarding the sufficiency of the procedures either for the purpose for which this report has been requested or for any other purpose. Tf, for any reason, we are unable to complete the procedwes, we will describe any restrictions on the performance of the procedwes in ow report, or we will not issue a report as a result of this engagement. The agreed-upon procedures listed in the attached schedule do not constitute an examination or review, the objective of which is the expression of opinion or limited asswance that the County complied with the above regulations. Accordingly, we will not express such an opinion or limited assurance. In addition, we have no obligation to perform any procedures beyond those listed in the attached schedule. We will submit a report listing the procedwes performed and ow findings. This report is intended solely for the use of the Board of County Commissioners, Colorado Department of Public Health and Environment, or agents acting on their behalf, and should not be used by anyone other than these specified parties. Ow report will contain a paragraph indicating that had we performed additional procedures, other matters might have come to ow attention that would have been reported to you. You are responsible for establishing and maintaining intenlal controls, including monitoring ongoing activities, pertaining to the operation of the solid waste facility and compliance with those requirements. v Pitkin County, Colorado September 9, 2008 Page 2 of 4 Our engagement cannot be relied on to disclose errors, fraud, or illegal acts. However, we will inform you of any material errors that come to our attention, and we will inform you of any fraudulent financial reporting or misappropriation of assets that comes to our attention. We will also inform you of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. We have no responsibility to identify and communicate significant deficiencies or material weaknesses in your internal control as pan of this engagement. Our fees for these services will be based on our standazd hourly rates, as adjusted from time to time, and the value we provide. Our fee may include direct out-of-pocket costs as well as technology and administrative overhead fees. The cooperation and assistance of you and your representatives is necessary for the successful completion of the services and can significantly affect our fees. We will progress bill for our services currently and the bill is due and payable upon presentation. We will expect the bill to be paid immediately upon 3 receipt unless other arrangements have been made in advance. If our fees aze not paid as previously agreed, we shalt have the right to cease fiuther work or withdraw from the engagement. Amounts past due may incur a late charge of $25 per month or interest of 1.5% per month of the total unpaid balance, whichever is greater. Should it become necessary for us to institute suit for collection of our fees, you agree to pay all costs of collection, including reasonable attorney fees, and late charges or interest will continue to accrue on any unpaid balance during any collection efforts and until the enttre balance is paid in full. If either party elects to terminate this engagement for any reason, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our services. You will be obligated to compensate us for all time expended and all related costs, through the date of termination and for expenditures incurred in collecting any delinquent account, including attorney fees. i Client and accountant both agree that any dispute over fees charged by the accountant to the client will be submitted for resolution by arbitration in accordance with the Rules for I Professional accounting and Related Services Disputes of the American Arbitration } Association. Such arbitration shall be binding and final. In agreeing to arbitration, we both acknowledge that in the event of a dispute over fees chazged by the accountant, each of us is giving up the right to have the dispute decided in a court of law before a judge or jury and ~ instead we are accepting the use of arbitration for resolution. s 3 Pitkin County, Colorado September 9, 2008 Page 3 of 4 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 services arises, our agreement with you will be revised. If additional specified parties of the report are added, we will require that they acknowledge in writing their responsibility for the sufficiency of the procedures. Gordon, Hughes & Banks, LLP ACCEPTED: This letter correctly sets forth the understanding of Pitkin County, Colorado, and you are hereby authorized to proceed with the engagement services described. Signatut~, ~k'F~r~ Title ~/9/O 8, ~ Date Pitkin County, Colorado September 9, 2008 Page 4 of 4 Attachment 1 SCHEDULE OF AGREED UPON PROCEDURES We will perform the following procedares: 1. Conduct a comparison between the data and statements contained in the CFO letter and the data and statements contained in Pitkin County, Colorado's audited financial statements for the years ended December 31, 2007 and 2006. 2. Report on any differences between the data reported and the audited financial statements for the year ended December 31, 2007 and 2006. 3. Recompute totals and percentages used in calculating the conditions of Pitkin County, Colorado's local government financial test. 4. Determine that the requirements of §1.8.11, sections A through D of regulation 6 CCR 1007-2, Part 1 (Regulations pertaining to Solid Waste Sites and Facilities) has been met. +i I