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HomeMy WebLinkAbout1991-497 --, r" , 1 2 3 4 5 6 7 8 RESOLUTION NO. ')1-497 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH MARSHALL & STEVENS, INCORPORATED, TO PERFORM A PERPETUAL FIXED ASSET INVENTORY OF THE CITY OF SAN BERNARDINO AND TO RECONCILE THIS INVENTORY TO ACCOUNTING POLICY AND PROCEDURES. SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and directed to execute on behalf of said City an agreement with Marshall and stevens, incorporated, to perform a perpetual fixed asset inventory for the City of San Bernardino 9 and to reconcile this inventory to accounting policy and 10 procedures, which is attached hereto marked Exhibit "A" and 11 incorporated herein by reference as fully as though set forth at 12 length. 13 The authorization to execute the above SECTION 2. 14 referenced agreement is rescinded if the parties to the 15 agreement fail to execute it within sixty (6) days of the 16 passage of this resolution. 17 18 19 20 21 22 23 24 25 26 27 28 / / / / / / / / / / / / / I / I / / / I / / / Fixed Asaets & Inventory Nove:nber 12, 1901 1 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 . . 1 2 3 4 5 6 Resolution to adopt agreement with Marshall & stevens for Fixed Assets and Inventory for the City of San Bernardino. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a regular meeting thereof, held on the 16th day of December , 1991, by the following vote, 7 to wit: Council Members AYES NAYS ABSTAIN ESTRADA x - REILLY X - HERNANDEZ x MAUDSLEY x - MINOR x - POPE-LUDLAM x MILLER x The foregoing resolution is hereby approved this 19th day of 1991. // / / / December / , W.' R; / H6~COMB, . MAYOR City of San Bernardino Approved as to form and legal content: Att~"t: , , 'J" ,( ;! ,j' '!< '-,. . " ,. '_oj ".-'.", _' /___,...--; 1.__<j-..o.';_ '__..(_1. -----.-----c-.-------.-.---.-------~-----.-~+ City 'Clerk ,j JAMES F. PENMAN city A~torney By: .' ...--;1 ~/ ',','-'" /7, , /: ' );~~, 27 / 28 Fixed Assets & Inventory 2 November 8, 1991 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Ites. No. 91-497 , . . A G R E E MEN T THIS AGREEMENT is made and entered into this day of , 1991, by and between the CITY OF SAN BERNARDINO, a municipal corporation, 300 North D street, San Bernardino, California 92418, (herein referred to as "City"), and Marshall and stevens, Incorporated, (herein referred to as "Consultant") 600 South Commonwealth, 7th Floor, Los Angeles, California 90005. City and Consultant agree as follows: 1. General. city hereby engages Consultant, and Consultant hereby accepts such engagement, to perform services herein described for the compensation herein provided. Consultant hereby assures and covenants to City that they have the qualifications, experience and facilities to properly perform said services, and hereby agrees to undertake and complete the performance thereof for the compensation herein provided. 2. Term. The term of this agreement shall commence on execution of this agreemenc by both parties. The term of this agreement is for the period of one (1) year, commencing from the date first set forth herein. 3. Fee. Fee includes professional service, production and processing, travel and living expenses. Fee is payable by the Fixed Assets & Inventory 1 November 5, 1991 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 . City as statements are submitted during course of the engagement. Approximately 80% of the fee will be billed prior to the delivery of the reports, with the balance due after delivery as follows: Buildinq site Improvements and Contents Fixed Asset Inventory $41,000 Property Records Manual $ 3,000 Land $ 3,000 Tags (25,000) $ 3,500 4. General Description of Work to be Done. Consultant hereby agrees to perform the following services. A. Conduct a meeting with auditors for the City of San Benardino to establish that our inventory conforms to our capitalization policies. B. Produce a fixed asset inventory of the City of San Benardino's assets. This inventory will include: a. All equipment, buildings and improvements. All equipment-type movable items to be tagged and bar-code tagged by Marshall & Stevens. b. All city owned land. C. Produce a final report which consists of fixed asset inventory of the city of San Bernardino assets providing for each capital asset as follows: a. Fund b. Department Fixed Assets & Inventory November 5, 1991 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 . c. Account d. original Cost e. Replacement Cost New f. Year Acquired g. Life h. Equipment Code i. Tag Number j. Location Code 1. Description, plus make, model and serial number C. Produce a final report on a diskette or computer tape that us compatible with the city's computer system. 6. Reports bv Consultant. Reports shall consist of insurable values of values including assets by building location showing reproduction cost new, insurable reproduction, depreciated reproduction, depreciated insurable value, and exclusions. A computer report of assets by Department shall include machinery and equipment by site, depar~ment fund, asset description, including but not limited to: acquisition year, estimated useful life, replacement year, original cost, and current depreciation. Reports of land by site, parcel, description, use classification, acquisition date and original cost shall be provided. A magnetic tape or diskette containing a copy of our Fixed Assets & Inventory 3 November 5, 1991 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 . inventory will be supplied. 7. Amendments. This agreement may be amended or modified only by written agreement executed by both parties. 8. Assiqnment. Commltant's rights under this agreement shall not be assigned by Consultant to any other person, firm or corporation, unless specifically authorized herein, without the prior written consent of the city. 9. Attornev's Fees. In the event an action is filed by either party to enforce rights under this agreement, the prevailing party shall be entitled to recover reasonable attorney's fees in addition to any other relief granted by the court. 10. Terminated bv city. Notwithstanding any other provision of this agreement, the City, by notifying in writing, may terminate all or a portion of the services agreed to be performed under this agreement with or without cause. Consultant shall be given five (5) days written notice if termination is for other reasons. Notice shall be mailed posted to the address set forth herein for the receipt of notices. In the event of any termination, consultant shall have the right and obligation to immediately assemble work in progress and forward same to the city. All charges outstanding at the notice of termination shall be payable by the City to Consultant within thirty-five (35) days following submission of Fixed Assets & Inventory November 5, 1991 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 final statement by Consultant. 11. Acceptance of Final Payment Constitutes Release. The acceptance by Consultant of the final payment made according to the terms of t his Agreement shall operate and be a release to the City, and every employee and agent thereof, from all claims and liabilities to Consultant for anything done or furnished or relating work or services, or for any act or failure to act of the City relating to or arising out of work and this agreement. 12. Insurance. Consultant shall provide to City evidence of insurance covering Consultant and city as additional insured as to any potential liability to Consultant and city. The evidence to be provided shall be a Certificate of Insurance describing the coverage provided and naming the City as an additional insured. The insurance shall consist of the following: (a) Workers' Compensation. Consultant shall provide for allot its employees pursuant to this agreement. Evidence of such insurance shall be furnished to the Risk Management Division prior to commencement of this agreement. (b) Professional Liability Insurance. Professional liability insurance covering the professional service provided by Consultant, including coverage for professional errors and omissions in a combined single limit of not less than $1,000,000 per Fixed Assets & Inventory 5 November 5, 1991 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 . person. 13. Hold Harmless. Consultant hereby agrees to, and shall, hold City its elective and appointive boards, commissions, officers, agents and employees, harmless from any liability for damage or claims for damage for personal injury, including death, as well as from claims for property damage which may arise from Contractor's agents or employees' operations under this agreement. Contractor agrees to, and shall, defend city, and its elective boards and appointive boards, commissions, officers, agents and employees from any suits or actions at law or in equity for damages caused or alleged to have been caused, by reason of any of the aforesaid operations, provided as follows: a. That City does not, and shall not, waive any rights against Contractor which it may have by reason of the aforesaid hold harmless agreement, because of the acceptance by City, or any of the insurance policies in Paragraph 12 hereof. b. That the aforesaid hold harmless agreement by Contractor shall apply to all damages and claims for damages of every kind suffered, or alleged to be suffered, by reason of any of the aforesaid operations referred to in this paragraph, or regardless of whether or not such insurance policies shall have been determined to applicable to any of such damages or claims for damages. 14. Notices. Fixed Assets & Inventory November 5, 1991 6 1- 1 Any notices required to given hereunder shall be deemed to 2 have been given by depositing said notice in the United states 3 mail, postage prepaid, and addressed as follows: 4 5 6 7 8 9 CITY Rachael Krasney, City Clerk City of San Bernardino 300 N. D Street San Bernardino, Ca. 92418 CONSULTANT Marshall and stevens, Inc. 600 S. Commonwealth, 7th Floor Los Angeles, California 90005 15. Entire Aareement. This contract constitutes a portion of the Agreement between city and Consultant. The original Proposal, dated 10 October 7, 1991, is attached as Exhibit "A", and incorporated 11 herein as though fully setforth hereat. 12 IN WITNESS WHEREOF, this agreement has been executed 13 by the parties effective as of the date and year first above 14 written. 15 16 17 18 19 20 21 22 ATTEST: CITY OF SAN BERNARDINO Municipal Corporation of the State of California Rachel Krasney, city Clerk W. R. Holcomb, Mayor CONSULTANT: By: Marshall and Stevens, Inc. Approved as to form 23 and legal content: 24 JAMES F. PENMAN 25 city ~ttorney 26 By:__ / 27 28 Fixed Assets & Inventory 7 November 5, 1991 .. \ MARSHALL AND STEVENS --==-::j-=- -=::-a'sers ::;,-: .s ,....ac,:;~ l....;:,SL,;Car:5 600 S. Commonwealth Ave. SUite 700 Los Anaeles, CA 90005-4017 r2131385-1515 FAX 12131 388-8911 October 7, 1991 Mr. Andrew Green Director of Finance City of San Bernardino 300 North "0" Street San Bernardino, CA 92418 Dear Mr. Green: Marshall and Stevens is pleased to present this proposal for appraisal and consulting services. The purpose of these services is to provide a perpetual fixed asset inventory to the City of San Bernardino to reconcile this inventory to your accounting policy and procedures. These services will include the following: I) A meeting with your auditors to establish that our inventory conforms to your capitalization policies. 2) Produce a fixed asset inventory of the City of San Bernardino's assets. This inventory will include: o All equipment, buildings and improvements o City owned land All equipment-type movable items can be tagged with bar-coded tags by Marshall and Stevens. These tags can be acquired by Marshall and Stevens with the cost being added to your fee. Our final report will consist of a fixed asset inventory of City of San Bernardino assets. providing for each capital asset' the following: o Fund o Department o Account o Original Cost o Replacement Cost New o Year Acquired o Life o Equipment Code o Tag Number (if applicable) o Location Code o Description, plus make. model. and serial number 3) Mr. Andrew Green City of San Bernardino October 7, 1991 Page two Marshall and Stevens' fee for these services is attached. All invoices are due and payable on presen- tation and are subject to carryin~ charges of I V2% per month beginning one month from date of onginal invoice. Collection costs including legal fees and court costs, if needed, would be additional. If the tagging options should be elected, the cost of the tags will be at the most $3,500 for approximately 25,000 tags. 4) Enclosed are addendum which supply the following: o A summary of key points. o A detailed description of how our inventory and pricing will be completed for the buildings. o Some background information about Marshall and Stevens. o Attached as well is a list of clients as requested and a summary of answers to issues from your R.F.P. We look forward to working with you on this important project. Very truly yours, MARSHALL AND STEVENS INCORPORATED ~~ Donald B. McDougall Valuation Consultant Government Services DBM:drnz SANBERNA:D Enclosures MARSHALL AND STEVENS INCORPORATED DESCRIPTIVE SEcnON MAASHALL and STEVENS incorooratec:l , ' PROPOSAL TO TIlE CITY OF SAN BERNARDINO FOR FIXED ASSET INVENTORY MARSHALL AND STEVENS INCORPORATED TABLE OF CONTENTS Page No. I. PROJECT OBJECTNES 1 II. PROJECT SCOPE 2 III. PLANNING. 3 IV. BUILDINGS AND IMPROVEMENTS (Other than buildings) 4 V. MACHINERYANDEQU~MENT 8 VI. LAND 12 VII. LICENSED VEHICLES, MOBILE EQU~MENT AND MINOR EQU~MENT 13 VIII. REPORTS 13 IX. FEE AND DELIVERY 15 X. GENERAL 16 XI. ANNUAL VALUATION SERVICE 17 XII. ACCEPTANCE 18 MARSHALL AND STEVENS INCORPORATED I. PRO.TEcrIVE OB.JEcrIVE The proposed service will assist the City of San Bernardino to establish a Fixed Asset Management System which will provide information for: A FINANCIAL REPORTING I. Materiality Disclosure (Ref: Disclosure Guidelines for Offerings of Securities by State and Local Governments - GFOA) 2. Audit Compliance (Ref: AICA, NCGNGAAFR) 3. GFOA Certificate of Excellence B. COST ACCOUNTING 1. Rate Setting 2. Program Cost Recovery (Ref: 74-4) C. CAPITAL EXPENDITURE PLANNING 1. Budget Request Substantiation 2. Capital Asset Improvements and Replacement Forecasting D. INSURANCE REQUIREMENTS 1. Total Insurable Value 2. Specific Values 3. Coinsurance Compliance 4. Proper Rating 5. Proof of Loss Assistance 6. Perpetuation ofInsurable Values E. ACCOUNT ABILITY AND CONTROL 1. Responsibility and Custodianship 2. Operational Efficiency II. PRO.JECf SCOPE A. Marshall and Stevens will implement a com pre- hensive Fixed Asset Management System which will provide a verified record of all included fixed assets. MARSHALL AND STEVENS INCORPORATED II. PROJECf SCOPE (continued B. Marshall and Stevens will provide an inventory, costing, valuation and the preparation of property accounting records covering buildings, improvements other than buildings, machinery and equipment, and land and underground. Assets or locations not specified therein could be included upon your specific authorization at an additional fee. C. Land parcels, licensed vehicles, formulators and mobile equipment will be included on the basis of data to be provided by City personnel. Marshall and Stevens will provide the forms and Instructions needed to complete them. A property records search is an option you may select. D. The system can be computerized and installed on Marshall and Stevens' computer for report processing. The Master File will be the City's property and will be available at any time the City IS in a position to process at its own computer facility. E. Based on our prior experience. and our present understanding of your requirements, the major steps in the implementation of your Fixed Asset Management System would be: 1. Project Planning (The Work Plan) 2. Inventory of Fixed Assets 3. CostinglValuation 4. Lifing/Coding 5. Data Review 6. Data Processing 7. Annual Valuation and Consulting Services for Perpetuation of the System, if required. III. PLANNING A. PLANNING 1. A project of this size and compiexity requires thought and planning to assure success. It is essential that the project have the support and commitment of all Department heads at the outset since it will require cooperation and an investment of their time. MARSHALl. AND STEVENS INCORPORATED III. PLANNING (continued) A PLANNING (continued) 2. However, the investment III time should be minimal. limited to the assemblage of cost records and construction and engineering data and the providing of access to areas to be included. 3. It is essential that one person be appointed to head the project for the City before commencement of any work and that a person be designated to continue the System after completion of the initial project. The appointee must have knowledge of property accounting. B. JOINT PLANNING 1. Our Project Manager would meet with you to finalize our property accounting principles and prepare a detailed work plan: a. Review asset accounting procedures, depreciation convention and method, useful life assignment procedures and set a cutoff date for inventory and costing. b. Review cost centers and chart of accounts and funds. c. Define codes to be used in the System. d. Review available cost records. e. Review the work schedule and establish procedures to gain access to security areas, locked rooms and to other areas where prior arrangements are required. f. Arrange for staff working space. 2. During the Planning Stage, pre-established report data will be reviewed: a. Content and format of input documents, I.e., inventory and property accounting source forms. b. The content of final property accounting and Illsurance reports. IV. BUILDINGS AND IMPROVEMENTS OTHER THAN BUILDINGS A INVENTORY 1. Documentation: Experienced and qualified appraisers of Marshall and Stevens' consultant staff will personally inspect, describe and compute measurements and areas of ail buildings and improvements other than buildings. MARSHALL AND STEVENS INCORPORATED IV. BUILDINGS AND IMPROVEMENTS OTHER THAN BUILDINGS (continued) A INVENTORY (continued) Building components (listed below) will be individually analyzed. a. Basic Structure Site Preparation Foundation Frame Exterior Walls Floor Structure Roof Structure Roof Cover Fire Protection Attached Exterior Construction b. Interior Construction Interior Construction Ceiling Floor Covering c. Buildimr Service Equipment Plumbing Electrical Heating, Ventilating & Air Conditioning Elevators Improvements other than buildings generally consist of: a. Parking and exterior lightings b. Miscellaneous Structures stations. etc. sheds, loading 2. Data to be recorded will include types of construction. dimensions, appurtenances, occupancy and use, and insurance amounts. B. ORIGINAL COST RECORD/ACCOUNTING 1. To establish the necessary cost record for accounting, auditing and financial reporting purposes. Marshall and Stevens will establish an original cost record based on acquisition cost and date for each building and improvement other than buildings. Cost generally include: MARSHALL AND STEVENS INCORPORATED , . IV. BUILDINGS AND IMPROVEMENTS OTHER THAN BUILDINGS (continued) B. ORIGINAL COST RECORD/ACCOUNTING (continued) a. Construction cost (or allocated purchase) b. Fixed equipment costs c. Architect's fees d. Inspection and other fees e. Cost of permits and licenses f. Applicable sales tax g. Insurance and interest during construction, if applicable h. Other incidental expenses 2. Original costs will be assigned on the basis of City records, provided that they are readily available. Various sources may be available: a. General Ledger, audits and other financial records b. Architect's request for payment documents c. Project fIles d. Reports issued to agencies such as HUD e. Inventory files, cards f. Maintenance records g. Purchase orders and invoices h. Capital improvement budgets 3. If the appropriate original cost data is not readily available or cannot be provided as described above, the normal original cost will be established by Marshall and Stevens using the following method: a. Determine current Reproduction Cost New and apply reverse cost trends to the date of acquisition. MARSHALL AND STEVENS INCORPORATED ~ IV. BUILDINGS AND IMPROVEMENTS OTHER THAN BUILDINGS (continued) B. ORIGINAL COST RECORD/ACCOUNTING (continued) 4. An estimate of the Total Useful Life of each building or improvement will be made. This estimate, together with the estimated date of acquisitions, will be the basis for the ratio of expired life to remaining life to provide the depreciation reserves to date for applicable funds. In arriving at our opinion of Total Useful Life, consideration will be given to: a. The type, character and reasonable life expectancy under past and projected operating conditions relative to the designed use; b. Functional obsolescence and developing technology; c. External obsolescence and developing economic conditions in relationship to the use of the facilities; d. The City's history, policies or plans regarding capitalization of maintenance, major repairs or replacement of facilities. C. CODING 1. The following codes will be assigned to buildings and improvements other than buildings when supplied to our Project Manger by the City at the beginninl! of this proiect: a. Site Designations b. Building Number c. Departments d. Funds e. Accounts 2. This data must be furnished by the City in schedule form. D. CURRENT VALUATION 1. Current Reproduction Cost New information is required for (1) adequacy of property insurance coverage, (2) capital expenditure planning for replacement, and (3) maintenance decisions. MARSHALJ. AND STEVENS INCORPORATED IV. BUILDINGS AND IMPROVEMENTS OTHER THAN BUILDINGS (continued) D. CURRENT VALUATION (continued) 2. Marshall and Stevens will utilize the following valuation procedures: a. Reoroduction Cost New - Each building and improvement other than building will be valued at Reproduction Cost New. Consideration will be given to labor material costs in the local area to replace the property in like, kind and quality, plus the indirect costs for architect's and engineers' fees, inspection fees, licenses, applicable sales tax, insurance and other incidents. b. Deoreciated Reoroduction Cost - Physical deterioration and functional and external obsolescence, relevant for insurance purposes, will be observed and deducted to arrive at Depreciated Reproduction Cost. c. Exclusions and Insurable Values - In computing Insurable Values, the value of items specifically excluded from coverage in accordance with your present insurance policy will be deducted to arrive at Insurable Value. A copy of the current property insurance policy must be provided to Marshall and Stevens by the City prior to the start of the project. v. MACmNERY AND EOUlPMENT A. INVENTORY PROCEDURE 1. Verification: Experienced and qualified members of the professional staff of Marshall and Stevens will conduct a field inventory of machinery and equipment owned by the City. The assets will be listed by building and department of use in one of the following categories: a. Capitalized Equipment - Individual Control Those equipment items (1) which can be identified by manufacturer, model and serial number and, as such, are identified from other like items; (2) have a unit original cost of $300 or more and (3) have a useful life in excess of one year, will be listed individually. Generally, this classification includes business machines, major machinery and equipment, audiovisual equipment, lab equipment, communications equipment and maintenance equipment. MARSHALL AND STEVENS INCORPORATED V. MACHINERY AND EOUlPMENT (continued) A INVENTORY PROCEDURE (continued) b. Capitalized Eauipment - Grouo Control Those equipment items (1) which are homogeneous and not individually identifiable, (2) mayor may not have a unit cost of $300 or more but the Citys' practice is to purchase in groups and capitalize the total group cost and (3) have an average group life in excess of one year, will be listed by homogeneous grouping by each year capitalized within each department location or fund. All furniture will be in this category. c. Minor Eauioment - Noncontrollable Those equipment items which are expensed for accounting purposes only will be grouped by building and department with a general description of the group. Generally, this classification includes miscellaneous office accessories, tools, shop general equipment and minor lab items. B. TAGGING 1. Should the City desire, Marshall and Stevens can place tags on all physically inventoried equipment. The cost of the tags would be additional to our proposed costs and should not exceed $3,500 we would recommend 25,000. C. ORIGINAL COST RECORD/ACCOUNTING 1. To establish the necessary cost record for accounting, auditing and financial reporting purposes, Marshall and Stevens will establish an original cost record based on acquisition cost and date for each individual machine or capitalized group. Costs generally include: a. Purchase or assembled cost b. Freight and installation c. Applicable sales tax 2. Original costs will be assigned on the basis of City records provided that they can be furnished at a centralized location assembled bv year acquired and by department of responsibility. . MARSHALL AND STEVENS INCORPORATED V. MACHINERY AND EQUIPMENT (continued) C. ORIGINAL COST RECORD/ACCOUNTING (continued) 3. If the appropriate original cost data is not available or cannot be provided as described above, the normal original cost will be established by Marshall and Stevens using -one of the following methods: a. Research the normal cost at date of acquisition from our historical pricing records. b. Determine current Reproduction Cost New and apply reverse cost trends to the date of acquisition. 4. An estimate of the Total Useful Life of each item or homogeneous group will be made. This estimate, together with the estimated date of acquisition, will be the basis for the ratio of expired life to remaining life to provide depreciation reserves. In arriving at our opinion of Total Useful Life, consideration will be given to: a. The type, character and reasonable life expectancy under past and projected operating conditions relative to the designed use; b. Functional obsolescence resulting from changing conditions in relationship to use; c. External obsolescence resulting from changing economic conditions in relationship to use; d. The Citys' history, policies or plans regarding capitalization of maintenance. major repairs or replacement. D. CODING 1. The following codes will be assigned to Machinery and Equipment: a. Site Designation b. Building Numbers c. Depanments d. Funds e. Accounts MARSHALL AND STEVENS INCORPORATED V. MACHINERY AND EOUlPMENT (continued) D. CODING (continued) 2. In addition, Marshall and Stevens will apply its Classification Codes to the following classes of property to provide increased information retrieval for special purpose reports. a. Office Machines and Equipment b. Office Furniture and Fixtures c. Machinery and Equipment d. Communication Equipment e. Non-Licensed Vehicles f. Licensed Road Vehicles E. CURRENT VALUATION 1. Current Reproduction Cost New information is required for (1) adequacy of property insurance coverage, (2) capital expenditure planning for replacement, and (3) maintenance decisions. 2. Marshall and Stevens will utilize the following valuation procedures: a. Reproduction Cost New - Each item or group of capitalized equipment and each group of expensed equipment will be valued on the basis of Reproduction Cost New. b. Depreciated Reproduction Cost - Physical deterioration and functional relevant for insurance purposes will be observed and deducted to arrive at Depreciated Reproduction Cost. c. Exclusions and Insurable Values - In computing Insurable Value, the value of items specifically excluded from coverage in accordance with your present insurance policy will be deducted to arrive at Insurable Reproduction Cost and Depreciated Insurable Value. VI. LAND A. Marshall and Stevens completed a boundaries of the City and market Based on this study and years City, Marshall and' Stevens' can each parcel. title survev of land within the value study of a few years ago. of acquisition supplied by the estimate this original cost at MARSHALL AND STEVENS INCORPORATED VI. LAND (continued) This option will supply values for each parcel, as prescribed by the G.F.OA VII. LICENSED VEIDCLES. MOBILE EOUlPMENT AND MINOR EQUIPMENT A Licensed vehicles, mobile equipment and minor equipment such as mobile communication equipment should be included in the Fixed Asset Management System for insurance and accounting purposes as applicable. B. Due to the mobility of these assets, they are very difficult to inventory. For this reason, we will rely on listings provided by the City. We will spot check these lists and we will be responsible for data entry into the Fixed Asset Management System. VITI. REPORTS A. Three complete sets of the original report will be furnished to the City, consisting of: 1. An appraisal certification specifying the date and purpose of our report. 2. A general description of the assets included, techniques used to gather data and prepare reports and definitions of the terminology and codes used In the reports. 3. A summary of the insurable values of included assets by building location and in total for the City showing: a. Reproduction Cost New b. Insurable Reproduction Cost c. Depreciated Reproduction Cost d. Depreciated Insurable Value e. Exclusions 4. A computer generated report of assets by Department which displays for each asset or group of assets: a. BUILDINGS. IMPROVEMENTS OTHER THAN BUILDINGS. MACHINERY AND EQUIPMENT 1. City 2. Site Designation MARSHALL AND snvENS INCORPORATED VIII. REPORTS (continued) 3. Building No. 4. Department 5. Fund 6. Class Code 7. Asset Description (Model No., Serial No.,Manufacturer when available on asset) 8. Asset No. (Computer Assigned) 9. Quantity 10. Acquisition Year 11. Estimated Useful Life 12. Replacement Year 13. Reproduction Cost New 14. Original Cost 15. Unrecovered Cost 16. Current Year Depreciation 17. Account b. LAND (as provided) 1. Site 2. Assessor's Parcel No. 3. Description - Size, Lot, Block. Tract 4. Use Classification 5. Acquisition Date 6. Original Cost 7. Asset Number 8. Account 9. Department MARSHALL AND STEVENS INCDRPDRATED VIII. REPORTS (continued) c. A magnetic tape or diskettes containing a copy of our inventory can be supplied as part of this assignment. IX. FEE AND DEUVERY A Our fees for services as described above are as follows: Building Site Improvements and Contents Fixed Asset Inventory Property Records Manual Land Tags (25,000) $41,000 $ 3,000 $ 3,000 $ 3,500 This fee includes professional services rendered, production and processing, and travel and living expenses. The fee would be payable by the City as statements are submitted during the course of the engagement. Approximately 80% of the fee will be billed prior to delivery of the reports, with the balance due after delivery. B. This fee is guaranteed for a period of 90 days. point we reserve the right to revise the fee escalating costs of personnel. travel and living expenses. Beyond this based upon X. GENERAL A All field notes and working papers prepared as a part of this engagement will remain on file with Marshall and Stevens for a period of five years after delivery of our reports. They will be available for reference should the City be challenged to substantiate an insurance claim or if needed in an audit of property accounts. A reconciliation will not be made between the results of this project and existing financial statements of the City due to the prior lack of recording retirements and the possibility of unrecorded additional through the years. After the Master File of Asset Data has been compiled. Marshall and Stevens' Computer Center could supply a variety of special purpose detailed or summary reports which could be obtained in advance as required. B. c. Typical Master File Data would include: 1. Location Data 'Site 'Building 'Department MARSHALL AND STEVENS INCORPORATED x. GENERAL (continued) 2. Descriptive Data * Asset Number * Asset Oass * Asset Description 3. Financial Data *Fund * Account Quantity Acquisition Cost * Anticipated Replacement Year Reproduction Cost New Insurable Reproduction Cost Depreciated Reproduction Cost Depreciated Insurable Value Depreciation Reserve Unrecovered Cost Current Year Depreciation D. All records, costs and values will be prepared as of a current date. XI. ANNUAL VALUATION SERVICE AND REPORTS A While the initial service proposed herein will provide an up-to-date property accounting record and valuation of the included assets as of a specific date, they become inaccurate unless the original data is kept current. B. The Annual Valuation Service keeps your reports up-to-date on an annual basis. 1. PropertY Accounting Records Building and equipment changes, including additions. retirements and transfers are reflected in the annuallv updated property accounting reports. Current depreciation changes are calculated for Enterprise and Internal Service Funds. 2. Insurance Records Fluctuations in Reproduction Cost New of property in existence plus the efforts of additions, retirements and transfers are calculated to indicate the proper amount of insurance coverage required. Accurate records provide a basis for proof of loss. MARSHALL AND STEVENS INCORPORATED XI. ANNUAL VALUATION SERVICE AND REPORTS C. The Annual Valuation Service is a cooperative service. City personnel will provide us with the details of additions. retirements and transfers on forms which we will supply, along with an Instruction Manual. Marshall and Stevens will process this data to provide updated annual reports similar to the initial reports. XII. ACCEPTANCE This proposal is submitted in duplicate. You may signify your acceptance by endorsing one copy and returning it to my attention. The assignment will be scheduled and you will be contacted by our Project Manager within a timely period. Thank you for the opportunity to present this proposal to the City of San Bernardino. We look forward to working with you in this important project. Very truly yours, MARSHALL AND STEVENS INCO ORATED Ik~~ DONALD B. McDOU Valuation Consultant Government Services DBM:dmz SANBERNA:D ACCEPTED BY:CI1Y OF SAN BERNARDINO Signature: Typed Name: Title: Date: MARSHALL AND STEVENS INCORPORATED SPECIFICATIONS FOR MARSHALL AND STEVENS PROPERlY RECORD SERVICE 1. MARSHAll.. AND STEVENS INCORPORATED agrees to furnish the following services to: City of San Bernardino A ANNUAL SERVICE: At annual intervals, as of the close of your fiscal year. ADDITIONS REPORT TRANSFER REPORT DELETION REPORT DEPARTMENT WITHIN FUND SUMMARY COST DEPRECIATION RESERVE UNRECOVERED COST CURRENT YEAR DEPRECIATION ACCOUNT WITHIN FUND SUMMARY COST DEPRECIATION RESERVE UNRECOVERED COST CURRENT YEAR DEPRECIATION DETAILED PROPERTY LEDGER INSURANCE SUMMARY The reports will be processed, based upon: 1. The initial property record report of the assets prepared by Marshall and Stevens. 2. Subsequent data regarding additions. retirements, transfers or other changes to the property, submitted by you. Reporting forms and instructions will be provided by Marshall and Stevens. (Changes and/or additions in excess of 10% of the total cost of the property in anyone year must be verified by Marshall and Stevens' personnel. Time requirements for field verifications will be billable at standard per diem rates plus expenses. in addition to the basic retainer fee.) MARSHALL AND STEVENS INCORPORATED SPECIFICATIONS FOR MARSHALL AND STEVENS PROPERTYRECORDSER~CE (Continued) 3. Analysis and application of price adjustment and depreciation factors for insurance purposes. B. CASUALTY LOSS SERVICE: In the event of a casualty loss. assistance will be rendered to establish a basis for a "Proof of Loss" claim including: 1. Consultation regarding any reports that may be required. 2. Preparation of a report covering the "loss area" providing insurable values as of the loss date; and/or if required, furnish a revised summary of all property covered by this service agreement. 3. Reasonable consultation with adjustors in valuation matters. If prolonged consultation with adjustors or court testimony is required, a fee will be charged based upon our standard per diems, plus expenses. II. RETAINER FEE: The retainer fee, payable annually to Marshall and Stevens, will be $4,500 of the original appraisal fees. The retainer fee will be payable one year in advance of the report date and it will cover all standard services and report processing described herein. III. ADJUSTMENT: This agreement may be discontinued or service and fee adjustments made at annual intervals upon written notice to either party. MARSHALL AND STEVENS INCORPORATED ADDENDUM A In your RFP there were several issues which we feel are imponant to you. While these issues are addressed in our proposal, they are given special consideration in this section of our proposal. Marshall and Stevens is a stable, profitable and growing firm. We have been supplying services to Cities since 1932. Our original MSFAMS software was the basis for GFOA (then MFOA) fixed assets requirements. Our fixed asset surveys are still an integral part of the "Certificate of Excellence." Manpower Ms. O'Neil's qualifications are attached and she has personally worked with the Cities of Oxnard and PalmdaIe, both referenced as clients of ours. Ms. O'Neil's staff consists of over a dozen public sector specialists. To supply all of their professional qualifications would be voluminous EDP The qualification of Ms. Mary Lynn Pointier is also enclosed. Ms. Pointier is our Corporate Director and Vice President of Management Information Systems and has designed fixed asset systems for both PCS and mainframes. She is familiar with most all of the current commercially available fixed asset software packages. Our corporate data processing center is in Los Angeles. We have no problems meeting your insurance requirement. Companv Experience Arlene O'Neil and I have been working at Marshall and Stevens Incorporated as a team since 1984 and have proved services to hundreds of public entities. This element of stability is one of Marshall and Stevens' greatest strength. We have not changed names or companies. We have the staff, all full-time employees, to do this job. We will be there for the City of El Segundo five or ten years from now, should you need our assistance to support a loss or update your inventory. The references attached are all for fixed asset inventories, all with parameters similar to yours. If you should have any questions, please give me a call at (213) 385-1515. MARSHALL AND STEVENS INCORPORATED REFERENCES City of Oxnard City of Santa Monica City of Palmdale City of Barstow City of Culver City Orlando Capulong Louise Baker Bill Ramsey Evelyn Randel Don Perlick Additionally, we have previously provided the following selVlces to the City of San Bernardino. 1. Determination of Original Cost on all city owned construction. 2. Valuation of all construction for insurance purposes. 3. Valuation and identification of City owned land. we discovered over 200 parcels, many unknown to the City. MARSHALL AND STEVENS INCORPORATED ADDENDUM B All of the senior and middle level management involved In this project have been employed by Marshall and Stevens for five or more years. The qualifications of these senior staff are attached. Certificates of Insurance for both Workers Compensation and Errors and Omissions will be supplied upon authorization for Marshall and Stevens to proceed, we have in the past supplied this information to your City's Risk Manager. MARSHALL AND STEVENS INCORPORATED ADDENDUM C In reviewing your R.F.P, there are several questions which we have answered below, while the answers are contained throughout the body of our proposal it seemed appropriate to summarize them here. 1. We will supply a special report to meet your insurance requirements. 2. We can work with Dames and Moore to meet specific requirements for a Seismic Loss Study, saving money for your City. 3. Our update fees will not increase by more than 10% over the next six years unless major additions or a reappraisal is needed. 4. Marshall and Stevens provides and produces our own tags, there will be no problem in delivery or quality control. MARSHALL AND STEVENS INCORPORATED PROPERTY SCHEDULE C:TY OF SAN BERNADINO Downtown Center DESCRIPTION CITY HALL CONVENTION CENTER DOWNTOWN GARAGE POLICE HEADQUARTERS SENIOR CITIZENS BLDG. CENTRAL LIBRARY CENTRAL CITY PARKING CENTRAL MALL City Yard DESCRIPTION BLDG. HOO BLDG. #101 BLDG. #102 BLDG. #103 BLDG. #114 BLDG. #113 BLDG. #111 BLDG. #104 BLDG. #105 BLDG. #106 BLDG. #107 BLDG. #109 BLDG. #108 COVERED STORAGE BLDG. #110 BLDG. #112 BLDG. #115 BLDG. #116 BLDG. #118 BLDG. #119 PROPERTY' SCHEDULE CI~Y OF SAN BERNADINO Cultural Center DESCRIPTION CULTURAL CENTER ANNEX Center For Individuals With Disabilities DESCRIPTION MULTI-PURPOSE BLDG. NORTH NORTON BLDG. Animal Control DESCRIPTION OFFICES FEMALE KENNEL FELINE KENNEL KENNEL City Cemetery DESCRIPTION TOOL ROOM LUNCH/RESTROOM . PROPERTY SCHEDULE C:~y OF S~~ BERNADINO OFFICE Villasenor Library DESCRIPTION LIBRARY Fire Station #l DESCRIPTION FIRE STATION Fire Station #2 DESCRIPTION FIRE STATION Fire station #3 DESCRIPTION FIRE STATION I PROPERTY SCHEDGLE C:7Y OF S~~ BERNADINO Fire Station #4 DESCRIPTION FIRE STATION DRILL TOWER Fire station #5 DESCRIPTION FIRE STATION Fire Station #6 DESCRIPTION FIRE STATION Fire Station ;/7 DESCRIPTION FIRE STATION SITE TOTALS rROPERTY SCHED~;Z ""~1"f"I" --...,..... CJF SAN BERNADINO Fire Station #8 DESCRIPTION FIRE STATION Fire Station #9 DESCRIPTION FIRE STATION Fire Station #10 DESCRIPTION FIRE STATION Search & Rescue DESCRIPTION SEARCH & RESCUE Comm. Maintenance ?ROPERTY SCHEDULE CITY OF SAN 3ERNADI~O DESCRIPTION COMM. MAINTENANCE F. D. MAINTENANCE Wildwood Park DESCRIPTION MELTON CONCESSION CONCESSION/ANNOUNCERS RESTROOM PICNIC SHELTER/STORAGE RESTROOM DOTY CONCESSION DOTY RESTROOM Harrison canyon Park DESCRIPTION MAINTENANCE BLDG. Horine Park DESCRIPTION RESTROOM ~ROPERT'! SCHESULE ::::"! OF SAN 3ERNADINO Patton Farm Park DESCRIPTION BARN iH BARN # 2 BARN :13 BARN #4 Perris~ Hill Park DESCRIPTION POOL BLDG. CERAMICS PUMP & BOILER CONCESSION STORAGE RESTROOM ROOSEVELT BOWL RESTROOM/STORAGE TENNIS PRO SHOP CODDINGTON LIBRARY HORSESHOE PREVENTION AGAPE HOUSE PISTOL RANGE RANGE STORAGE FISCALINI FIELD FIELD CLUBHOUSE Blair Park DESCRIPTION , I PROPERTY SCHEDULE ::::':'Y OF SAN 8ERNADI~O RESTROOM ELECTRICAL BLDG. CONCESSION/ROOM JAHNZ ANNOUNCERS BARTHA ANNOUNCERS ANNOUNCERS BOOTH Delmann Heights Park DESCRIPTION NEIGHBORHOOD CENTER POOL BLDG. CONCESSION/RESTROOM Hudson Park DESCRIPTION RESTROOM Anne Shirrels Park Site 28 DESCRIPTION RESTROOM RESTROOM/CONCESSION Nicholson Park PROPERTY SCHEDU~Z 2:~Y OF SAN BERNADI~O DESCRIPTION RESTROOM ANNOUNCERS/CONCESSION FORCE FIELD CONCESSION CLUB HOUSE Seccombe Lake Park DESCRIPTION IRS BLOG. CONCESSION/RESTROOM GAZEBO PUMPHOUSE ELECTRICAL BLDG. Meadowbrook Park DESCRIPTION HERNANDEZ COMM. CENTER RESTROOM Nunez Park DESCRIPTION COMM. CENTER RESTROOM fROPERTY SCHEDULE ,,.....,......~, --- ... :JF SAN BERNADINO RESTROOM/CONCESSION SNACK BAR RESTROOM/STORAGE Encanto Park DESCRIPTION BOY'S CLUB RESTROOM/CONCESSION SCORERS Lytle Creek Park DESCRIPTION COMMUNITY CENTER STORAGE RESTROOM RESTROOM STORAGE Newark Park DESCRIPTION CONCESSION STORAGE ?ROPERTY'SCHEmJ,LZ ---.. :F 3.=.1. aERNADI~O Jel ValleJo Recrea~:on Area DESCRIPTION ANNOUNCERS BOOTH RESTROOM Del Rosa Little League DESCRIPTION CONCESSION/ROOM STORAGE Highland Baseball Park DESCRIPTION NO. RESTROOM/CONCESSION NO. SCORES #1 NO. SCORES #2 SO. RESTROOM/CONCESSION SO. SCORES #3 SO. SCORES #4 SO. ANNOUNCERS (HUCKABAA) Guadalupe Field DESCRIPTION . . ~ROPERTY SCHEDULZ ::=Y OF SAN BERNADINO . CONCESSION/RESTROOM Winstead Park DESCRIPTION CONCESSION Palm Field DESCRIPTION CONCESSION Johnson Hall Recreation Center DESCRIPTION JOHNSON HALL Meadowbrook Recreation Center DESCRIPTION BOXING CENTER RESTROOM . ?ROPERTY'SCHEDULZ . ___.,.."",,1./ '-- -- OF SAN BERNADINO Mill Center DESCRIPTION ADMINISTRATION CAFETERIA CLASSROOM KINDERGARTEN CLASSROOM RECREATION CENTER STORAGE TRANSFORMER POOL BLDG. SITE TOTALS Neighborly Services DESCRIPTION CLASSROOM BLDG. #1 CLASSROOM/RESTROOM BLDG. #2 Junior Football DESCRIPTION RESTROOM/DRESSING Garden Paper - 181 S. G street IP:ROPERTY SCH'EDULf ,::::';'Y OF SAN BERNADI}lO I DESCRIPTION LIBRARY Patton Park DESCRIPTION RESTROOM Senior Citizens Center - 780 E. 21st S DESCRIPTION SENIOR CITIZENS CENTER Sturgis Auditorium DESCRIPTION AUDITORIUM GAZEBO Fire Station - 450 Vanderbuiltway DESCRIPTION , . ~ ~ROPERTY SCHEDULE ~:"~ OF SAN BERNADINO DESCRIPTION WAREHOUSE OFFICE Gallo Flowers - 1505 Waterman DESCRIPTION RENTAL STORE Golden Valley Medical supply DESCRIPTION FORMER FIRE STATION Employment & Training DESCRIPTION OFFICES Rowe Library q~~PERTY.SCH~CULE ::7Y OF SAN BERNADINO FIRE STATION La Plaza Park DESCRIPTION RESTROOM PERGOIA . .