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HomeMy WebLinkAboutCity of Tamarac Resolution R-98-215Page 1 Temp. Reso. #8311 6/16/98 Rev. #1-7/14/98 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-98- A d A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE ADDENDUM NO. 98-01 TO THE CONTRACT WITH MADSEN, SAPP, MENA, RODRIGUEZ & CO., P.A., CERTIFIED PUBLIC ACCOUNTANTS AND CONSULTANTS, FOR ELECTRONIC DATA PROCESSING AUDITING, IN AN AMOUNT NOT TO EXCEED $20,000; AUTHORIZING THE APPROPRIATE BUDGETARY TRANSFERS OF FUNDS FOR CORRECT ACCOUNTING PURPOSES; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Resolution R-95-147 authorized a three year agreement between the City of Tamarac and Madsen, Sapp, Mena, Rodriguez & Company for auditing services (attached hereto as Exhibit 2); and WHEREAS, Section 2.1 of the agreement allows for additional audit services as required by the City; and WHEREAS, electronic data processing auditing is a service provided by Madsen, Sapp, Mena, Rodriguez & Company through an affiliated company; and WHEREAS, the City of Tamarac uses computer technology such as E- Mail and Internet service which has the potential for abuse by system users if not properly monitored; and Page 2 Temp. Reso. #8311 6/16/98 Rev. #1-7/14/98 WHEREAS, the City Manager has determined that an electronic data Processing audit is needed in an expedient manner to ensure proper utilization of the City's E-Mail and Internet systems; and WHEREAS, Madsen, Sapp, Mena, Rodriguez and Company are familiar with the City and its systems and able to begin this audit immediately upon approval; and WHEREAS, it is appropriate for the City to monitor these systems through regular audits performed by industry professionals; and WHEREAS, the City Manager, and the Director of MIS recommend approval; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interests of the citizens and residents of the City of Tamarac to authorize the appropriate City officials to execute Addendum 98-01 to the agreement with Madsen, Sapp, Mena, Rodriguez & Co, for electronic data processing auditing. NOW, THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: The appropriate City officials are hereby authorized to execute Addendum 98-01 to the agreement with Madsen, Sapp, Mena, Page 3 Temp. Reso. #8311 6/16/98 Rev. #1-7/14/98 Rodriguez & Co for electronic data processing auditing in an amount not to exceed $20,000 (attached hereto as Exhibit 1). SECTION 3: The appropriate budgetary transfers of funds within the general fund are hereby authorized for correct accounting purposes. SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon passage and adoption. PASSED, ADOPTED AND APPROVED this r, a day of 1998. ATTE T: CAROL LD, CMC/AAE I Hb,REBY CERTIFY that I have approved this Resolution as to form. MI CH L-S. R T CITY ATT N Y JOE SCHREIBER MAYOR RECORD OF COMMISSION VOTE MAYOR SCHREIBER �..,_ . DIST 1; Comm. MGKAYE DIST 2: V/M MISHKIN DIST 3: COMM. SUI.TANOF DIST 4; COMM. ROBERTS ,1_ MADSEN, SAPP, MENA, RODRIGUEZ & CO., P.A. Certified Public Accountants & Consultants G INTERNA7701NAL June 18, 1998 Mr. Robert S. Noe, Jr. City Manager City of Tamarac 7525 NW 88t" Avenue Tamarac, Florida 33321-2401 Addendum No. 98-01 to the Agreement for Auditing Services to provide EDP Auditing Services Dear Mr. Noe: This letter is to confirm the nature and extent of our services to the City of Tamarac Florida. Scope of Engagement The scope of this engagement is to work with Tim Hemstreet and Levent Sucuoglu, Ci of Tamarac Director of MIS, to perform an audit of the electronic messaging and ty amarac. Of particular concern are the usage connectivity to the Internet of the City of T of the World Wide Web and internal electronic mail system running under Microsoft Exchange Server 5.0. The goal of this project is to perform a complete evaluation of the computer logs generated by the system that controls the Internet access, referred to as the Proxy Server. We will also perform an audit of the exchange server to identify mail usage and provide a summary report of our findings and recommendations. The evaluation will provide the City of Tamarac management a clear understanding of how the internet and electronic mail is being used by all users who currently have access to it from their desktops. Performance of Engagement Obtain and analyze the available Proxy Server Logs generated during the past 9 months [September 1997 — May 19981 using Proxy reporting tools selected by Auxis. We will pay particular attention to the usage of the World Wide Web. 7080 Northwest Fourth Street, Plantation, Florida 33317-2200 Telephone: (954) 583-7711 - Facsimile: (954) 581-1788 NEXIA INIERNATIONAL IS:1 W0 I ): - MADSEN, SAPP, MENA, RODRIGUEZ & CO., P.A. Certified Public Accountants & Consultants Mr. Robert S. Noe, Jr. June 18, 1998 Page 2 A. Perform an electronic mail audit by randomly selecting 20 users and reviewing their mailbox messages as well as the traffic going from/to the Internet. Evaluate the existing Internet/Electronic Mail policies and procedures. Summarize our findings and recommend solutions about current usage on the Internet and email. Upon initiation of this engagement, all activities will be coordinated through Tim Hemstreet and Levent Sucuoglu to perform the engagement on a fixed fee basis. The above -described scope, timing, work and below listed deliverables must be agreed upon and accepted by all authorizing parties in advance. Any work that falls outside of our agreed -upon scope shall be discussed with you in advance of fees being incurred. This engagement will conclude with a management report that will include: / Physical internal Connectivity Diagram Proxy Server Management Reports • Electronic Mail Usage Management Report for audit's selected users • Summary of evaluation findings Recommendations/conclusions Suggested next steps All documentation or reports will be presented to you for review, consideration, and approval before the reports are finalized. It is important to understand we are working together to achieve an evaluation of the Internet usage. Your expectation is for the team to work rapidly to make assessments and provide recommendations. We will rely on various City of Tamarac individuals to Provide assistance. We expect the Proxy Server logs to be available and in original condition and format as they are generated from the Proxy Server Version 2.0. If they are unable to provide the level of assistance, or if the information we need to perform our evaluation does not meet the mentioned requirements, we will discuss the situation in an effort to minimize any impacts caused. We expect to perform much of the analysis and reporting efforts at our office to maximize the use of our time and to minimize any disruptions to daily operations. MADSEN, SAPP, MENA, RODRIGUEZ & CO., PA. Certified Public Accountants & Consultants I Mr. Robert S. Noe, Jr. ' June 18, 1998 Page 3 The project activities are outlined in the "Performance of Engagement" Section. l modifications, additions, or deletions will be documented, approved and acce ted in advance of the commencement of the project. p Every effort will be made to restrict our efforts to those matters which only we perform to discharge our professional obligations and we will afford the City of Tamarac every opportunity to perform all tasks that we are not required to perform ourselves. Tamarac Engagement Resources Through an existing professional service relationship with Auxis, a quail oriented information technology group; we have asked them to assist in the review on how tee the Local Area Network users at the City of Tamarac are using the Internet and electronic mail. They are prepared to assist by providing management and information technolo consultative support, knowledge and skills necessary for a quality assessment. gy The professional team we propose has more than 15 years combined experience in business and information technology to deliver to the City of Tamarac. The tea includes the following individuals and responsibilities. m Alvaro Prieto will be the Engagement Manager. In addition to several years of Project management and Information Technology implementation, Alvaro has IT strategy, advance Internet knowledge, Information Systems Security and application knowledge concerning IT operations. An Auxis staff consultant will be assigned to this project. Our staff has substantial IT operations experience and will add value to assessin infrastructure and issues that exist. g the status of the current Professional Fees and Experience Our professional fees are on a fixed fee basis not to exceed $20,000 for time an expenses. Efforts are not anticipated to exceed 5 elapsed weeks in total duration. d We will prepare two invoices for this engagement in the amount of $10,000 at the start of work and the balance of $10,000, upon delivery of the management reports. Invoices shall be due on receipt. Interest at an annual rate of 12% will be charged on balances unpaid 30 days from date of invoice. We are extremely enthusiastic about this opportunity to continue to serve the Cit of Tamarac. We understand your interest to get started on this y expect to schedule and begin work soon after your acceptance of th sJ engagement ould MADSEN, SAPP, MENA, RODRIGUEZ & CO., P.A. Certified Public Accountants & Consultants Mr. Robert S. Noe, Jr. June 18, 1998 Page 4 IN WITNESS WHEREOF, the parties have duly executed this Agreement the day and year first below written: FOR: CITY OF TAMARAC By: ayor)rJJo`e Schreiber By: SS, V I 'C�-e �,L (City Manager) Robert S. Foe, Jr. Date: 7--7.> --9*1 aATTT. By: (City Cler arol Gold, CMC/AAE [Corporate Seal] Date: � -'? ) Approrred -is to Form: _ / , / (tity Httotney) Mitchell S. ft f „ [Seal] FOR: Madsen, Sapp, fia, Rodriguez & Co.,-P.A WITNESSES: X A. Burtt Greiner III, C.P.A. Shareholder Date: