09-20 and 09-21-10 Special Called Regular Meeting of Fiscal Affairs Committee

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CITY OF LA PORTE, TEXAS Agreed Upon Procedures - Five Points Town Center Project (Continued) September 21, 2010 of the miles, we calculated the round trip distance from URS's Dallas office to La Porte at 538 miles using to Google Maps for a difference of 112 miles. . The 2120/2009 invoice (see Exhibit 11, page 131) includes a travel expense report for URS employee Bill O'Brien requesting a meal reimbursement for travel with no supporting documentation. . The 2/20/2009 invoice (see Exhibit 11, page 127) includes a travel expense report for URS employee Ed Burke requesting reimbursement of $12.25 for business meals and $6.00 for parking or tolls. No supporting receipts were submitted. . On the 2/20/2009 invoice (see Exhibit 11, pages 3 and 44), URS included reimbursement of a courier bill for $69.66. Support documentation provided listed was for $69.60 for a possible overcharge of $0.06. . The 4/10/2009 invoice (see Exhibit 12, page 23) includes a request for reimbursement for a meal at Yao with Bill O'Brien with no indication of business purpose or supporting documentation. The amount charged was $24.41. . The 5/11/2009 invoice (see Exhibit 13, page 23) includes a travel expense report for URS employee Bill O'Brien requesting mileage reimbursement of 670 miles for travel from Dallas to La Porte. To gauge the reasonableness of the submission, we calculated the round trip distance from URS's Dallas office to La Porte at 538 miles using to Google Maps for a difference of 132 miles. . The 5/11/09 invoice (see Exhibit 13, page 22) includes a travel expense report for URS employee Bill O'Brien requesting a meal reimbursement for $6.50 with no support documentation provided. . The 6/19/2009 invoice (see Exhibit 14, pages 11 and 16) includes a request for reimbursement for $68.40 from A&E Graphics Complex for printing; however, the invoice is for $68.20 for a possible overcharge of $0.20. We also reviewed the URS contract document (see Exhibit 19) for a description of allowable charges and costs and compared these to the invoices as submitted to the EDC (Exhibits 10 through 18). Services subcontracted by URS were to be reimbursed by the EDC at a rate of cost plus ten percent. There was also a three percent charge for communications for phone, fax, postage, and incidental copy costs which is based upon the total labor charges. Both of these fees were recalculated and appeared to be correctly calculated by URS. We compared the hourly rates charged to the hourly rate schedule in the contract. While the amount of hours billed matched the timesheets provided (with the exception noted above), it was not possible to verify that hourly rates charged on invoices matched hourly rates per the schedule in the contract. There are two reasons for this: . Employees do not have job descriptions on the timesheets submitted. As such, it is impossible to match an individual employee with the rates in the contract schedule. . The job descriptions in the Project proposal (Exhibit 20, page 6) are limited to Bruce Broberg, PE as Chief Executive and Dan Wardrop, AIA as Project Manager. However, neither description is found on the hourly wage schedule. It appears Bruce Borberg was billed out at the principal project manager rate of $210 per hour. Dan Wardrop was billed at $175 per hour which is either $5 below the senior consultant rate of $180 or $55 over the senior project manager rate. 13