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Resolution No. 8234
1 RESOLUTION NO. 8234 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 VERNON APPROVING AND RATIFYING THE EXECUTION OF A 4 FEES AUTHORIZATION REGARDING CAPITAL ASSET AND INFRASTRUCTURE APPRAISAL SERVICES WITH MAXIMUS, 5 INC. 6 7 WHEREAS, the City of Vernon needs the services of a 8 consultant to provide capital asset and infrastructure valuation 9 services to assist the City with financial reporting requirements and 10 to update real property appraisal of all its assets; and 11 WHEREAS, at the request of the Risk Manager, Maximus, Inc. 12 submitted a Proposal to Provide Capital Asset and Infrastructure 13 Appraisal Services to the City dated June 11, 2003 (the "Proposal"); 14 and 15 WHEREAS, Maximus, Inc. has indicated that it is experienced 16 in providing municipal entities with appraisal services; and 17 WHEREAS, in order to meet the urgent need to comply with 18 financial reporting requirements, on June 18, 2003, the City 19 Administrator executed a Fee/Authorization form (the "Authorization") 20 which authorized Maximus, Inc. to proceed with work set forth in the 21 Proposal and the payment of fees, subject to ratification by the City 22 Council; and 23 WHEREAS, on June 24, 2003, the Finance Committee considered 24 the recommendation of Bruce V. Malkenhorst, Director of Finance, dated 25 June 19, 2003, that the execution of the Authorization with Maximus be 26 approved and ratified; and 27 WHEREAS, the City Council desires to approve and ratify the 28 Authorization, as executed by the City Administrator, and the payment 1 of fees in accordance therewith; and 2 WHEREAS, the City Council of the City of Vernon has 3 determined that, pursuant to the provisions of subsection (a) of 4 Section 2.27 of the Vernon City Code, it is in the public interest and 5 necessity to ratify entering into the agreement with Maximus, to 6 enhance services provided to the Vernon community. 7 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE 8 CITY OF VERNON AS FOLLOWS: 9 SECTION 1: The City Council of the City of Vernon hereby 10 finds and determines that the recitals contained hereinabove are true 11 and correct. 12 SECTION 2: The City Council of the City of Vernon hereby 13 ratifies the execution of the Authorization with Maximus, Inc., a copy 14 of which is attached hereto as Exhibit "A" and made a part hereof. 15 SECTION 3: The City Council of the City of Vernon hereby 16 approves and ratifies the payment of fees in accordance with the terms 17 of the Authorization. 18 SECTION 4: The City Clerk of the City of Vernon shall 19 certify to the passage of this resolution, and thereupon and 20 thereafter the same shall be in full force and effect. 21 APPROVED AND ADOPTED this 25th day of June, 2003. 22 23 r 24 EONIS C. MAL URG, Mayor 25 ATTEST: 26 27 28 BRUCE V. MALKENHORST, City Clerk 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 STATE OF CALIFORNIA ) ss COUNTY OF LOS ANGELES ) I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 8234, was duly adopted by the City Council of the City of Vernon at an adjourned regular meeting of the City Council duly held on Wednesday, June 25, 2003, and thereafter was duly signed by the Mayor of the City of Vernon. (SEAL) BRUCE V. MALKENHORST, City Clerk - 3 - EXHIBIT f it Our fees to provide the proposed services are as follows: Professional Services Fee (inclusive of all expenses) Land and Land Improvements Buildings Machinery and Equipment at $500 (with barcode tagging) Infrastructure . Optional Service Master File Data Diskette ASSETMAXX SOFTWARE 1 - 9 Users 19 — 24 Users 25 — 99 Users Initial Here $ 6,500 $ 9,500 $12,500 Q_. $ 300 $75 per User Per Month $65 per User Per Month $50 per User Per Month NOTE: Subscriptions are available in twelve (12) month contracts. Early termination charges may apply. Rates are subject to a fixed five percent (5%) annual increase. Onsite Training for ASSETMAXX $995 per Day plus Expenses MAXIMUS will invoice the City for professional services rendered during the progress of our work. Progress invoices, up to 70% of the total fee, will be issued as our work is completed and the balance, 30%, will be invoiced with delivery of the final report. All invoices are due within 30 days of receipt. With full authority, on behalf of the City of Vernon, I hereby agree to the terms and conditions set forth in this Proposal. ACCEPTED: CITY OF VERNON -- 'A June 18, 2003 Name Title City Administrator Date OFFERED BY: NL4MMUS June 10, 2003 Gregory N. Friz, Vice President Date City of Vemon June 10, 2003 Page 15 MAMMUS XEll1XCGOVERXAfLMl'SFRV87X8PSOPIE' it Our fees to provide the proposed services are as follows: Professional Services Fee (inclusive of all expenses) Land and Land Improvements Buildings Machinery and Equipment at $500 (with barcode tagging) Infrastructure . Optional Service Master File Data Diskette ASSETMAXX SOFTWARE 1 - 9 Users 19 — 24 Users 25 — 99 Users Initial Here $ 6,500 $ 9,500 $12,500 Q_. $ 300 $75 per User Per Month $65 per User Per Month $50 per User Per Month NOTE: Subscriptions are available in twelve (12) month contracts. Early termination charges may apply. Rates are subject to a fixed five percent (5%) annual increase. Onsite Training for ASSETMAXX $995 per Day plus Expenses MAXIMUS will invoice the City for professional services rendered during the progress of our work. Progress invoices, up to 70% of the total fee, will be issued as our work is completed and the balance, 30%, will be invoiced with delivery of the final report. All invoices are due within 30 days of receipt. With full authority, on behalf of the City of Vernon, I hereby agree to the terms and conditions set forth in this Proposal. ACCEPTED: CITY OF VERNON -- 'A June 18, 2003 Name Title City Administrator Date OFFERED BY: NL4MMUS June 10, 2003 Gregory N. Friz, Vice President Date City of Vemon June 10, 2003 Page 15 MAMMUS XEll1XCGOVERXAfLMl'SFRV87X8PSOPIE' SUPPORTING DOCUMENTS MAXIMUS HELPING GOVERNMENT SERVE THE PEOPLE® June 10, 2003 Ms. Joan Francone Risk Manager City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 RE: Capital Asset and Infrastructure Valuation Services to Assist with GASB-34 Reporting Requirements Dear Ms. Francone: In response to your request for proposal, we submit our proposal to provide capital asset and infrastructure valuation services to assist the City of Vernon with the financial reporting requirements of the GASB Statement 34. If you have any questions regarding our proposal, please contact me direct at 805.522.0644 or email w-egoryfriz@maximus.com. We very much appreciate this opportunity to submit our proposal and look forward to working with you on this important engagement. Sincerely, MAXIMUS Grego N. Fr1z Vice President Asset Management Division GNF:bas Enclosure vzip-- C'Siv ,UN 19 2003 \lon' v S OFFICE �\�y pDM 1445 E. LOS ANGELES AVENUE, SUITE 301-E I SIMI VALLEY, CA 93065 1 805.522.0644 1 805.522.0329 FAX I WWW.MAXIMUS.COM MAXIMUS HELPING GOVERNMENT SERVE THE PEOPLE Submitted by: Gregory N. Friz, Vice President Asset Management Division MAXIMUS, Inc. 805.522.0644 Phone 805.522.0329 FAX gregoryfriz@maximus.com com June 11, 2003 "This proposal contains proprietary information Please contact MAXIMUS before releasing any part of the proposal" E • • Table of Contents Page Number I. Company Information / Personnel 1 II. Purpose 3 III. Scope of Work 3 - Phase I - Project Organization 4 - Phase II - Inventory / Costing / Data File 5 IV. Deliverables 10 V. ASSETMAXX Property Management System 11 VI. General Information 13 VII. Conclusion 14 Fee Schedule and Authorization 15 Addendum A - Clients Served Addendum 6 - Sample Reports CAPITAL ASSET VALUATION SERVICES June 10, 2003 Ms. Joan Francone Risk Manager City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 RE. Capital Asset and Infrastructure Valuation Services to Assist with GASB-34 Reporting Requirements _ Dear Ms. Francone: In response to your request, the Asset Management Division of MAXIMUS, Inc., pleased to submit our comprehensive capital asset and infrastructure valuation services proposal. MAXIMUS has a proven history of longstanding commitment to servicing the appraisal needs of public sector and municipal entities. We understand client satisfaction is our number one priority. MAXIMUS is uniquely qualified to provide capital asset management solutions allowing you to maximize the benefits • of the initial investment. I. COMPANY INFORMATION / PERSONNEL In 1989 a group of experienced appraisal professionals committed to creating an innovative valuation / consulting firm called Valuation Resource Management, Inc. Since its inception in 1989, Valuation Resource Management, Inc. had grown to be the Premier Company in performing capital asset valuation services. In April, 2000 Valuation Resource Management, Inc. was acquired by MAXIMUS, Inc. and our entire group has been renamed as the Asset Management Division. MAXIMUS is proud to be recognized as the nation's premier provider of capital asset and infrastructure valuation, GASB 34 / 35 compliance, insurance appraisal services, and state-of-the-art asset management software. Our professional appraisal staff has performed capital asset inventory and valuation services for over 5,000 individual state governments and agencies, cities, counties, schools districts, risk pools, colleges and universities, hospitals and not -for -profit organizations in all 50 states. Our reputation for professional service and impeccable follow-up is evident by the referrals received. MAXIMUS, Inc. employs the nation's largest team of governmental service professionals — over 5,400 in all. Publicly traded (NYSE), our firm has a consistent and successful track record of corporate growth combined with high client satisfaction ratings. Fiscal year 2002 revenues will exceed a half -billion dollars. With 26 years of in-depth experience providing a wide -range of services to very diverse clients, MAXIMUS fully understands the needs and challenges of government. Our seasoned and highly skilled professionals offer a wealth of expertise to help public sector managers effectively resolve the issues facing them everyday, as well as to plan for anticipated future issues. MAXIMUS is government's best choice for innovative solutions. Our Federal ID is 54-1000588. City VernonPage 1 June 10, 2003 AAMSAEE77(EPPOS HaPNGGWVFHENf CAPITAL ASSET VALUATION SERVICES To serve the appraisal needs of our California clientele, the Asset Management Division maintains three fully staffed professional offices located in California (Los Angeles, Oakland and San Diego). Our California -based staff has successfully appraised over 200 California governmental entities in the past five years. GASB capital asset services to assist with the financial reporting requirements of the GASB Statement 34 have been provided to the following California entities: Placer County Capital asset valuation and management consulting services performed for GASB 34 compliance. Our appraisal included land and infrastructure including roads, bridges, street lighting, traffic control signals, tunnels, seawalls and levees, marinas, slips, docks, piers and boardwalks, and distribution and collection systems. Contact: Jose Rodriguez Phone: 530.889.4166 Riverside County Transportation Commission • Capital asset appraisal services including buildings, infrastructure and land parcels to assist the County with the depreciation reporting requirements of GASB 34/35. Infrastructure assets included roads, highways, bridges, walkways, tunnels and traffic signals. Contact: Gary Poor, Supervisor of Accounting Phone: 909.955.6750 • Mono County Capital asset valuation services performed to assist with the financial reporting requirements of GASB Statement 34. Included land, land improvements, buildings, machinery and equipment, and infrastructure assets. Contact: Richard Boardman Phone: 760.932.5440 Del Norte County Capital asset valuation services performed to assist with the financial reporting requirements of GASB Statement 34. Included land, land improvements, buildings, machinery and equipment, and infrastructure assets. Contact: Neal Lopez Phone: 707.464.7202 City of Vemon Page 2 y i I June 10, 2003 MAMMUS HEIPN'G GOVERNMENT SEEVE 7 HE PEOP7E • 11 • , uj CAPITAL ASSET VALUATION SERVICES Professional Asset Management Personnel MAXIMUS' staff consists largely of full time staff appraisers and technical and financial consultants with extensive experience in the execution of asset management projects for public sector and municipal governments. We do not cut corners by using temporary personnel. This project would be staffed with a sufficient number of project managers and staff appraisers to ensure that any project completion deadlines are met. Our appraisal staff is comprised of consultants possessing backgrounds in architecture, engineering, and construction estimating, accounting, real estate, finance and business management. Members of our staff maintain affiliations with various professional associations including the American Society of Appraisers (ASA), the American Institute of Certified Public Accountants (AICPA), the American Board of Forensic Accounting, (ABFA), the National Association of Certified Valuation Analysts (NACVA) and the Society of Depreciation Professionals (SDP). We are associated with the American Society of Appraisers, one of the most widely noted appraisal and valuation societies in North America., and select personnel have obtained the senior designation, ASA, the highest designation within the appraisal discipline. II. PURPOSE The purpose of our appraisal will be to provide the City with a capital asset equipment and infrastructure record and management system to meet the following objectives: Financial Reporting: Fulfill current fiscal reporting requirements, establish audit compliance with Generally Accepted Accounting Principles (GAAP) and Governmental Accounting, Auditing and Financial Reporting (GAAFR), and enable tracking of equipment purchased through government programs. GASB Statement 34: Reporting depreciation of all capital asset and infrastructure assets. Insurance: Provide the City with current certified insurable values of all appraised assets for insurance placement and documentation, proper rating, proof of loss substantiation, and a system for perpetuation of the conclusions. IIII. SCOPE OF WORK We have developed a detailed work plan to guide the efforts of the project team in the development and implementation of the capital assets management system. Our work activities are divided into three distinct phases, as follows: City of Vemon June 10, 2003 Phase I Project Organization Phase II Conduct Capital Asset and Infrastructure Inventory / Valuation Phase III Deliverables and Perpetuation Options Page 3 1YlAM YlUS HELPING GOVERNMENT SERVE TH6 PEOPIR L J • 7 CAPITAL ASSET VALUATION SERVICES PHASE I — PROJECT ORGANIZATION The success of a project of this scope and magnitude depends upon sound planning and project control "on the front end." It is imperative for project team members, City staff, and consultants to carefully coordinate schedules to ensure the project minimizes disruption of day-to-day activities. The purpose of this phase is to establish the work programs and tools that will be used to manage the Capital Asset Management Systems (CAMS) project. Within this phase, we have identified the following tasks: Task Ll - Organize the Project We will begin our work by establishing the overall project organization, the work programs and the reporting tools that will be used to manage the CAMS project. During this phase we will identify the City management and staff contacts we will be working with for the duration of the project. The key work steps we will complete in this task include: Identify and meet with the City project manager to review the project. 2. Review purpose and scope of CAMS Project. We will confirm the purpose and scope and get the latest updates regarding decisions and conclusions for standardization. 3. Establish project management and control procedures for the project that provide for: • Monitoring overall project activities • Discussing project status periodically with project director • Preparing, distributing, and discussing written status reports 4. Identify specific project team members and individual work groups required to complete various phases/tasks of the project. Task L2 - Orient Project Team/Review Documentation The purpose of this task is to orient the project team members and collect and review available documentation related to the objectives of the project and current fixed assets practices and systems. City of Vernon Page 4 June 10, 2003 1 AM US HaPLNG GOVPRHYPX!SE PVE THE PEOPIE- 0 4D CAPITAL ASSET VALUATION SERVICES The key work steps we will complete in this task include: 1. Obtain and review relevant project background documentation including: a. Comprehensive Annual Financial Reports (CAFRs) for the last two years; b. Current year Management Letter Comments from the auditors; c. Relevant property and equipment inventory listings; d. Other studies, reports, internal memorandum, etc., as may be identified; e. Documents from any external agencies related to any specific property record keeping or reporting requirements. 2. Conduct a "kickoff' briefing with the entire project team to explain the purpose of the overall CAMS program, the project approach, and the assignments of the individual teams. This meeting will provide all project participants with an overview of what will be done. • Task L3 - Develop System Integration Approach Successful CAMS integration requires that workflows, procedures, and record keeping systems all be brought into "sync." It is important to address these issues early on since the methods and exact field specifications will have a direct impact on how our data will be inventoried and collected. The key work step we will complete will be to address the following integration issues which are to be resolved: Specific workflows and new forms necessary to maintain the fixed asset transactions (additions, transfers, disposals, etc.). Who will be responsible for entering and maintaining what level of data. Phase II - Inventory / Costing / Data File In this phase of the project, we will conduct a field inventory of all City -owned buildings / structures, land, land improvements, machinery and equipment at $500, and infrastructure, capital assets, and assign historical cost, computerize the records and generate the appropriate property accounting data. MAXIMUS' infrastructure study will be performed to comply with GASB Statement No. 34 requiring all capital assets of a government entity (including infrastructure) be reported at the entity -wide perspective in the statement of net assets at historical cost (or estimated historical cost) less accumulated depreciation. City of Vernon Page 5 June 10, 2003 ` AM US HELPING GOVERNMENT SERVE THE PEOPLE' • • CAPITAL ASSET VALUATION SERVICES MAXIMUS staff, with minor assistance from the City will develop actual or estimated historical costs and depreciation schedules for infrastructure assets that were purchased, constructed or donated. Actual historical data will be used when available, when no data is available, MAXIMUS staff will estimate the cost of major components with -in each category. The age and estimated useful life will be based on when the asset was acquired or underwent its most recent major renovation. When actual data is not available, the age will be estimated based on condition or data for comparable assets. A. Buildings / Structures Square footage for each building will be generated based on a review of blueprints, by physically measuring each building or by using existing documentation. Segregated construction components and building features will be identified and valued. Building plans and photographs will be prepared for each site to become part of our proof of loss documentation, in addition to assisting with the valuation efforts. A description of each building will be developed and recorded, showing construction type, and materials used. Building improvements and additions will be individually recorded as capitalized costs. Capitalized improvements must (1) increase the level of service provided by the asset, or (2) maintain the same level of service but at a lower cost. Actual or estimated historical cost will be developed utilizing one of the methodologies outlined in Section V — Costing Methodology. B. Land Parcels The historical cost for a land purchase includes the purchases price, legal and title fees, surveying fees, appraisal and negotiating fees, and damage payments. Land is recorded based on original cost and date of purchase. When the information is not readily available, it can be researched through City records. Occasionally, verifiable cost records will simply not exist. In such cases, land should be included based on a reasonable estimate of fair market value at the time of acquisition. MAXIMUS will assist the City with developing cost on certain parcels as needed. We will not perform a comprehensive study of all land owned by the City. C. Site Improvements Site improvements assets are those assets located outside of a building and particular to a parcel of land including, but not limited to, paving, curbing, underground utilities, fencing and lighting. We will inventory and record by location all assets within this classification. City of Vernon page b June 10, 2003 AMAyA S NEFNGVFMHf SPRV6TH8 PEOPli• CAPITAL ASSET VALUATION SERVICES D. Machinery and Equipment MAXIMUS appraisers will conduct a physical inspection and inventory all capitalized assets with a unit cost $500 or more at the time of purchase and a normal service life greater than one year with as well as all theft sensitive assets regardless of cost, will be individually inventoried recording pertinent data on each asset including manufacturer, model number and serial number. Our appraisers will affix a bar- coded tag to assets with a unit cost of $500 and greater. During this phase, we will record appropriate data concerning each asset. This information will include: • Property • Building • Room • Account • Classification Code • Quantity • Fund Source • Bar Code Tag Number 0 E. Infrastructure Assets • • Description • Manufacturer • Model • Serial Number • Acquisition Date • Acquisition Cost • Normal Life • Depreciation Schedules Our appraisal will include the valuation of certain infrastructure assets, as applicable, and may include bridges, roads and sidewalks, curbs and gutters, streetlights and signals, and catch basins and storm drains. To help facilitate the valuation and record documentation of these assets, the City will need to assist the MAXIMUS project manager gathering the following information: 1. Bridges With City assistance, MAXIMUS staff will develop a detailed listing of owned bridges. The detailed listing will include: - Address - Bridge Number - Category Type Additionally, information such as drawings, dates of construction, renovation project details, etc. should be made available to MAXIMUS staff. MAXIMUS will perform a field inspection of each structure, provide an evaluation to determine an estimated original cost, establish a normal life and provide asset schedules grouped by vintage period. City of Vemon June 10, 2003 Page 7 CAPITAL ASSET VALUATION SERVICES 2. Highways, Streets, Curbs and Gutters, Sidewalks and Alleys With City assistance, MAXIMUS staff will develop a detailed listing of owned streets in electronic format. The detailed listing will include: - Street/Highway type (i.e., residential / commercial) - Material - In-service date Available information on street characteristics such as divided / undivided, access roads, ramps, renovation project details, etc. should be made available to MAXIMUS staff. MAXIMUS will provide an evaluation to determine an estimated original cost, establish a normal life and provide asset schedules group by vintage period. 3. Street Traffic Control and Signals With City assistance, MAXIMUS staff will develop a detailed listing of owned traffic control systems and signals in electronic format. The entity may elect to report traffic control signals by individual fixture or grouped by intersection type. The detailed listing will include: . - Quantity Signal type (suspended vs. pole mounted) Type of control mechanism - In-service date • MAXIMUS will provide an evaluation to determine an estimated original cost, establish a normal life and provide asset schedules grouped by vintage period. 4. Distribution and Collection Systems With City assistance, MAXIMUS staff will develop a detailed listing of owned distribution and collection systems (i.e., sewer, storm sewer, etc.) in electronic format. The detailed listing will include: - Line material - Pipe diameter - Lineal feet / miles - Type of line (water, sewer, storm) - In-service date Available information on system characteristics such as rehabilitation project details, metering vaults, manholes, catch basins, fire hydrants, water meters, etc., should be made available to MAXIMUS staff. City of Vernon June 10, 2003 Page 8 NiAMMUS BRPING DOVE MME YC SERVE TH& PEOP(E CAPITAL ASSET VALUATION SERVICES MAXIMUS will provide an evaluation to determine an estimated original cost, establish a normal life and provide asset schedules grouped by vintage period. Task H I - Perform Costing of Inventoried Assets Once the inventory fieldwork phase is complete, we will begin the valuation / costing process. We will employ various techniques in generating replacement values and original costs. MAXIMUS has developed sophisticated computer models, which allow original costs to be estimated for items by applying field investigation results against our comprehensive database of historical and trend cost information for detailed classification of items. Through the use of these techniques, the City is assured of receiving an accurate and detailed property accounting service. During the course of the inventory and the subsequent valuation research, our appraisers will examine all assets to determine: a) date of acquisition b) original cost, and, c) cost of reproduction new, defined as follows: ORIGINAL COST is the amount originally paid to acquire the asset, including such cost as set-up • charges; transportation; taxes; engineering and architectural fees; and title insurance. If an asset was donated or bought for a nominal sum, GAAP requires that the asset be accounted for at market value as of the date of acquisition. COST OF REPRODUCTION NEW (CRN) is the amount required to reproduce property in like kind and materials, in accordance with current market prices for materials, labor and manufactured equipment, contractor's overhead, profit, and fees, but with no provisions for overtime or bonuses for labor and premiums for materials. Original Cost is the amount originally paid to acquire the asset, including such costs as setup charges, transportation, taxes, engineering and architectural fees, and title insurance. If an asset was donated or bought for a nominal sum, GAAP requires the asset be accounted for at market value as of the date of acquisition. Our investigation of the property will follow generally accepted appraisal practices and will include use of specific techniques necessary to develop a valid and acceptable original cost, date of acquisition and useful life for each item or group of items. We will determine original cost by using direct, standard, or normal costing methods. Direct Costing - With this technique we will match a historic cost record to a unit or group of property items. The actual purchase cost and acquisition date will be reported for those assets. Standard Costing - A standard cost is an estimated cost based on a known average installed cost for a like unit at the estimated acquisition date. The unit's age is estimated based on observed condition, manufacturer's name, model, serial number, and age of the facility and other factors. • City of Vernon Page 9 June 10, 2003 NLA[n US HELPRVG GOVEMMENT SEEVE THE PEOPLE* CAPITAL ASSET VALUATION SERVICES Normal Costing - Where the preceding techniques cannot be employed to apply historical cost, we will estimate cost based on a present cost of reproduction new, indexed by a reciprocal factor of the price increase from the estimated date acquired to the appraisal date. Task H 2. — Data File We will prepare the capital asset master file on computer media. This will include the following information for the asset included: • Location • Date of Acquisition (actual or estimated) • Building • Normal Life • Room • Condition Code • Department • Quantity • Fund • Original Cost (Actual or Estimate) • Category • Salvage Value • Class Code • Depreciation Schedule • Description • IV. DELIVERABLES MAXIMUS will provide a certified appraisal reports to be utilized for external auditing, accountability and control. Detail as well as summary reports will be provided. The standard reports will include: ■ Accounting Summary ■ Accounting Detail ■ Insurance Summary Report ■ Insurance Detail Report ■ Master File Data (optional) Sample reports are included as an addendum to this proposal. • City of Vemon Gage 10 /� n j i June 10, 2003 � AM v l S P/Nl. !.IIKPNNPNTRPRVPTIJF. PPnPIP• CAPITAL ASSET VALUATION SERVICES V. ASSETMAXX PROPERTY MANAGEMENT & REPORTING SYSTEM We are pleased to offer the MAXIMUS proprietary asset management solution, ASSETMAXX. ASSETMAXX is a web -based program allowing users to securely maintain, collect, and retrieve data over the World Wide Web. In addition to its capital asset tracking capabilities, ASSETMAXX also allows for the tracking and updating of real property assets for insurance reporting and insurance placement purposes. ASSETMAXX is the most comprehensive and flexible asset management tool available in the capital asset and real property tracking industry. As ASSETMAXX is a web -based solution, it provides users with significant advantages over traditional client -server or stand-alone software: • With ASSETMAXX, users access the application via the Internet. • ASSETMAXX can be accessed via an Internet dial -up account or via an organization's network connection (DSL, T-i, etc.) • Users "rent" the application and access it over the web, eliminating the internal need for costly . hardware and time consuming maintenance. • Application and data are housed on MAXIMUS' hardware at the MAXIMUS data center in Reston, VA. This ensures that the system is always optimally configured. ASSETMAXX encompasses all areas of capital asset and real property tracking and reporting. A few of its many features include: • Fast, Reliable and Easy Access to Data • Secure Server Location and Administration • Secure Authentication, Data Encryption and User Log for Accountability • Supports Unlimited Number of Users • Multiple Levels of Security and Access Permissions • GASB 34 Compliant Features and Reports • Fast and Easy Asset Entry • Both Standard and Ad Hoc Reporting Features • Supports Multiple Depreciation Methods • Supports Multiple Capitalization Levels • Tracks Maintenance and Repair Histories • Allows for Partial Disposals • Multiple User Defined Fields (10 ea.) • Digital Photo Interface • Handheld Computer Interface (for adding new assets and conducting re -inventories) • Data Import and Export Capabilities City of Vernon Page I 1 /� '� vi /� i i June 10, 2003 1 Y I!"lltl! V I S HELPING.0 VEMWEVlSHPVE7fIE PEOPIE• E n 0 CAPITAL ASSET VALUATION SERVICES Easy asset entry, asset maintenance, and overall system navigation are the cornerstones of the ASSETMAXX design. All system features are quickly accessed from the main asset entry menu. ASSETMAXX has a general look and feel that users are accustomed to seeing when using a web site and can be viewed with both Microsoft Internet Explorer and Netscape Navigator. The ASSETMAXX pricing schedule is subscription based. Users pay a fixed monthly fee, which provides them with access to their database. The monthly fee includes: • 24 Hour access to ASSETMAXX; • All License and Maintenance Fees; • Unlimited Help Desk Support • Automated Trending of Insurable Values (Annually) • All System Maintenance (database administration, network maintenance, etc.) • A Pro -Rats Share of Data Center Costs (e.g., application and database servers, telecommunications charges, data center housing and security services, etc.) NOTE. Subscriptions are available in twelve (12) month contracts. Early termination charges may apply. Privacy and Security ASSETMAXX is a secure web -based system. Although the system is centralized, each organization using the system has a unique database containing only their data. This eliminates any chance of data corruption or access by another customer of ASSETMAXX. All standard security protocols and procedures for web - based applications are used at the MAXIMUS data center. SSL encryption is in place for all password and username transmission. This prevents anyone who is "sniffing" the line from retrieving logon information that can be used to compromise the system. In addition, application security provides multiple layers of access. Users can be given any combination of permissions to access the system. A supervisor may limit one Property Control Officer to only viewing reports while another may only update assets. A third user may only be responsible for property transfers and replacement cost updates. ASSETMAXX provides the flexibility to customize access for each user. Supervisors have complete control over all areas of the application and can grant access as needed to individual users. Built-in email is used to notify system administrators and users of requests for access and changes in permissions. This automates the registration and permissions process so the system administrator can focus on other tasks while maintaining an optimal level of security. City of Vemon Page 12 June 10, 2003 MMMUS NELPNG GGVUNMEMI SEEVE THE PEOPIE' • • • CAPITAL ASSET VALUATION SERVICES Help Desk Support Technical support is available to ASSETMAXX users. The fee for support is included in the fixed monthly subscription fee. MAXIMUS' ASSETMAXX Help Desk is manned with experienced support staff, which ensures expedited and consistent responses to end user questions regarding application operation and maintenance. Help Desk support is available to all authorized users and is open from 8:00 AM through 5:00 PM CST, Monday through Friday, excluding state government holidays. The Help Desk is accessible by both telephone and e-mail. Any telephone calls received after posted business hours will be answered by an answering system with our Help Desk responding the next business day. Training End user training is available to all ASSETMAXX users. With MAXIMUS' ASSETMAXX training, each user will be provided training on the software features that are specific to their job responsibilities. As appropriate, training sessions will cover the basics of system layout, setup, access, and security; data input, on-line review and verification, and editing; and ad hoc query and ad hoc and standard output report generation. Training on use of the handheld computers will also be provided during these sessions, as applicable. MAXIMUS will provide all necessary training materials. VI. GENERAL INFORMATION The following conditions are considered standard practice in the performance of our appraisal services and, if applicable, are made a part of this proposal and eventual contract. All available data and records deemed necessary in the search for costs and historical background should be provided to our appraisal staff. The City should identify all equipment not owned by the City in advance of the field inventory. A list of all assets on loan or off site for repair should be furnished to the appraisal staff. MAXIMUS shall provide guidance to the City in determining the data required for purposes of executing the tasks of this agreement. The City agrees to provide all data requested, including documentation and information to MAXIMUS in a timely manner. MAXIMUS shall assume without incurring liability therefore that all such data, documentation and information provided by the City is accurate and complete. In the event that the City provides additional and/or corrected data, documentation and information at a later date, MAXIMUS' efforts with respect to such additional and/or corrected data, documentation and information shall be deemed additional services and compensated in addition to the fees set forth herein based on then applicable hourly professional fees and expenses. City of1 , 2003 gage 13 /� � M � /� � S June 10, 2003 H Y lL'1!V(Y It i HQPWG GOVPRVMSHf SFXVB TH& PFJ DPIE' CAPITAL ASSET VALUATION SERVICES We will maintain copies of the final reports, together with all field notes and working papers in our files for a period of five years from the date of the appraisal. Should the need arise, these documents will be made available to City. MAXIMUS will render advisory service at no charge to the City or its auditors regarding the procedures and methods used in the appraisal process and the resulting values of the assets appraised. The attached fee schedule includes any and all expenses incurred by MAXIMUS in preparation and completion of the inventory, appraisal and reports. Our fees are guaranteed for a period of sixty (60) days from the date of this offer, until executed. MAXIMUS will invoice the City for professional services rendered during the progress of our work. Progress invoices, up to 70% of the total fee, will be issued as our work is completed and the balance, 30%, will be invoiced with delivery of the final report. All invoices are due within 30 days of receipt. We have relied upon certain property and building data provided by the City in developing our fee estimate. Additional locations, buildings or structures encountered, or corrections to the listing of properties provided to MAXIMUS necessitating a significant increase in professional time, will be • charged at our standard per diem rates, plus expenses, and billed in addition to the agreed upon fee. Fee quotations for inclusion of additional properties or buildings will be provided upon request. VI1. CONCLUSION Thank you for the opportunity to propose our professional capital asset and infrastructure inventory and valuation services. We look forward to working with the City on this important project, and assure you that our services will be of the quality that is desired and expected. Please contact me direct at 805.522.0644 if I can answer any questions. Sincerely, MAXIMUS Gregory N. Friz Vice President Asset Management Division • City of Vemon Page 14 p /� i i June 10, 2003 NUAM v, S HELPING GOVERNMENT SERVE THE PEOPLE • CAPITAL ASSET VALUATION SERVICES Our fees to provide the proposed services are as follows: Professional Services Fee (inclusive of all expenses) Land and Land Improvements Buildings Machinery and Equipment at $500 (with barcode tagging) Infrastructure _ Optional Service Master File Data Diskette ASSETMAXX SOFTWARE 1-9 Users 19 — 24 Users 25 — 99 Users $ 6,500 $ 9,500 (2-P. $12,500 G?—. $18,000✓- .. $ 300 $75 per User Per Month $65 per User Per Month $50 per User Per Month NOTE: Subscriptions are available in twelve (12) month contracts. Early termination charges may apply. Rates are subject to a frayed five percent (5%) annual increase. Onsite Training for ASSETMAXX $995 per Day plus Expenses MAXIMUS will invoice the City for professional services rendered during the progress of our work. Progress invoices, up to 70% of the total fee, will be issued as our work is completed and the balance, 30%, will be invoiced with delivery of the final report. All invoices are due within 30 days of receipt. With full authority, on behalf of the City of Vernon, I hereby agree to the terms and conditions set forth in this Proposal. ACCEPTED: CITY OF VERNON Name OFFERED BY: MAXIMUS City Administrator Title' June 10,2003 Gregory N. Friz, Vice President Date June 18, 2003 Date City of Vernon Page 15 June 10, 2003 1 Y 1M11 Y US HEL PING GOVERNNE NJ SERVE THE PEOPLE. L� • • California Municipalities Served by Asset Management Division MAXIMUS, INC. Counties Served. Amador Contra Costa Del Norte Orange Placer Riverside Tulare Yoto Cities Served: Albany Angel Camp Arroyo Grande Arvin Atwater Avalon Avenal Azusa Baldwin Park Beaumont Bell Gardens Bellflower Belvedere Berkeley (Bay Cities) Big Bear Lake Blythe Brentwood Brisbane Buellton Burbank Central City Ceres Chico Clovis Cotton Commerce Compton Corcoran Corona Culver City Davis Del Mar Delano Dos Palos El Cajon El Cerrito Emeryville Exeter Fairfax Farmersvitte Fillmore Firebaugh Fowler Fullerton Gilroy Grover Beach Gustine Hanford Hesperia Holbrook Cities Served, Cont'd. Hollister Hughson Huntington Beach Huntington Park Huron Indian Wells Inglewood Irvine Jackson Kerman King City Kingsburg Lafayette Laguna Niguel Larkspur Lathrop Lawndale Leemore Livermore Livingston Lodi Lynwood Madera Maricopa Mc Farland Mendota Millbrae Mill Valley Mission Viejo Monte Sereno Monterey Moorpark Moreno Valley Murrieta National City Newman Novato Oakdale Ojai Orange Cove Orinda Palm Desert Palm Springs Palo Alto Paramount Parlier Pasadena Patterson Petatuma Pico Rivera Piedmont Pinote Pismo Beach Pleasanton Pomona Rancho Cucamonga Rancho Palos Reedley Richmond Cities Served, Contd. Ripon Riverside Riverton San Diego San Fernando San Jacinto San Joaquin San Leandro San Pablo San Rafael Sanger Santa Clara Santa Monica Santa Rosa Sausalito Seal Beach Selma Shafter Sonora South Pasadena Sutter Creek Taft Tehachapi Temecula Tiburon Tracy Tulare Ukiah Upland Vacaville Vernon Wasco Waterford West Covina West Hollywood West Sacramento Westminster Winters Woodlake Woodland TownshipslVitiages Served: Corte Madera Fairfax San Anselemo Tiburun Yucca Valley California Municipalities Served 1► /t A M lA A i iS HELPING GOVPRNMENf SERVE THE PEOPLE r] • 06/11/2003 SAMPLE CITY Page 1 Property Accounting Summary Al For Fiscal Year Ending 06/30/1999 Capitalized Assets Fund Type: 1 GENERAL FIXED ASSET ACCOUNT Fund: 101 GENERAL FUND Original Accumulated Book Acct Description Cost Depreciation Value 300 CONSTRUCTION 4,005,250.00 0.00 4,005,250.00 500 MACHINERY AND EQUIPMENT 108,925.00 0.00 108,92500 Fund Totals Asset Count 12 4,114,175.00 0.00 4,114,175.00 Fund Type Totals Asset Count 12 4,114,175.00 0.00 4,114,175.00 Fund Type: 2 ENTERPRISE FUND Fund: 600 WASTEWATER Original Accumulated Book Acct Description Cost Depreciation Value 500 MACHINERY AND EQUIPMENT 111,850.00 45,253.13 66,596.86 Fund Totals Asset Count 3 111,850.00 45,253.13 66,596.86 Fund Type Totals Asset Count 3 111,850.00 45,253.13 66,596.86 Fund Type: 4 GRANT Fund: 860 GRANT 94-01 Original Accumulated Book Acct Description Cost Depreciation Value 100 LAND 8,200.00 0.00 8,200.00 200 LAND IMPROVEMENTS 1,125.00 1,012.50 112.50 300 CONSTRUCTION 1,135,000.00 430,732.50 704,267.50 500 MACHINERY AND EQUIPMENT 875.00 249.38 625.62 600 LICENSED VEHICLES 43,100.00 22,627.50 20,472.50 Fund Totals Asset Count 6 1,188,300.00 454,621.88 733,678.12 Fund Type Totals Asset Count 6 1,188,300.00 454,621.88 733,678.12 Report Totals Asset Count 21 5,414,325.00 499,875.01 4,914,449.98 u 06/11/2003 SAMPLE CITY Page 1 Property Accounting Summary Al For Fiscal Year Ending 12/31/2000 Capitalized Assets Fund Type: 1 GENERAL FIXED ASSET ACCOUNT GROUP Fund: 00 GENERAL Original Accumulated Book Acct Description Cost Depreciation Value 400 INFRASTRUCTURE 323,952,401.65 147,067,702.63 176,884,699.02 Fund Totals Asset Count 893 323,952,401.65 147,067,702.63 176,884,699.02 Fund Type Totals Asset Count 893 323,952,401.65 147,067,702.63 176,884,699.02 Report Totals Asset Count 893 323,952,401.65 147,067,702.63 176,884,699.02 U 9 AC ® 0 Q O O 00 2 O O m O N O tp �[) O Oct Cl) O W E m ¢n J � O p M } m o m CL a S m W c , Wo 0 Yl i O _ a o tL CL O .1 a m� z D O U U a Q o W � U CO Q W O CJ Z O LL U- U J J N m �6 O W z w z U) Z UU w W O C7 O U N Q � o g N T T M < a m a v 3 coi - o m N t H N. 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C CD, O p C N O O O m C O Co -a n O Q U Z 0 � to o J a w w z n ui u t0o w - = w OV F . .t O w O W Z Z t- a.0 w U a 0 7 J 0 '! �'" � �` N w O Q U. jr m I_ M W N Y w W co g LR N LL C3 w IL X LL C? r ifl we go 00 m CL Q to t0 to to to tw a to tp iQ r r 0 ClO Cl aQ Op G O O r O Cl ClC)I O O O Cl O Ck Cl Co Cl C. to a o a o 0 0 0 0 0 0 N N N cm cm N cm cm 2 Z Z Z Z Z Z Z 2 Z LL. LL. w LL. LL. LL iL LL LL LL r > r CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBARRA Mayor Pro-Tem WM. 'BILL" DAVIS Councilman H. "LARRY" GONZALES Councilman W. MICHAEL MCCORMICK Councilman BRUCE V. MALKENHORST City Administrator/City Clerk FAX (323) 826-1438 Finance Committee City of Vernon Honorable Members: CITY HALL 4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058 TELEPHONE (323) 583-8811 June 19, 2003 EDUARDO OLIVO City Attorney FAX: (562) 869-1883 KEVIN WILSON Director of Community Services & Water FAX: (323) 826-1435 KENNETH J. DeDARIO Director of Utilities FAX: (323) 826-1425 STEVEN E. PARKER Fire Chief FAX: (323) 826-1407 BRUCE W. OLSON Police Chief FAX: (323) 826-1481 The City needs to have an updated real property appraisal of all assets (last one was done in 1998). Based on the urgency of this matter MAXIMUS has submitted a proposal that has been reviewed by the Risk Manager and a fees/authorization proposal has been executed by the City Administrator. Transmitted herewith is a copy of the fully executed Capital Assets Valuation Services proposal fees authorization and it is hereby recommended that it be approved and ratified. BVM/gm Very truly yours, Bruce V. Malkenhorst Director of Finance MEMORANDUM TO: Bruce V. Malkenhorst, City Administrator FROM: Joan Francone, Risk Manager/Personnel Assistant DATE: June 17, 2003 SUBJECT: Property Appraisal MAXIMUS has submitted a proposal to provide capital asset and infrastructure valuation services to assist the City with financial reporting requirements of the GASB Statement 34. Eric Fresch advised me that the auditors are in this afternoon and will require immediate results of the valuation: MAXIMUS will not schedule the City until they receive a signed authorization Cost for this service is $46,500. Please sign on the attached authorization and return to me. JF/cc r, Francone, Joan From: Malkenhorst, Bruce Sr. Sent: Tuesday, June 03, 2003 3:04 PM To: Francone, Joan Subject: RE: Property Appraisal 0 ----Original Message ----- From: Francone, Joan Sent Tuesday, June 03, 2003 2:36 PM To: Malkenhorst, Bruce V Sr. Subject: Property Appraisal We need to do an updated property appraisal. The last full appraisal was 1998. We have updated real property but not a complete inventory of all assets. Need your ok to proceed. 1 CAPITAL ASSET VALUATION SERVICES Our fees to provide the proposed services are as follows: Professional Services Fee (inclusive of all expenses) Land and Land Improvements Buildings Machinery and Equipment at $500 (with barcode tagging) Infrastructure Optional Service Master File Data Diskette ASSETMAXX SOFTWARE 1-9 Users 19 — 24 Users 25 — 99 Users Initial Here $ 6,500 $ 9,500. $12,500 $18,000'/&-�:'. $ 300 $75 per User Per Month $65 per User Per Month $50 per User Per Month NOTE: Subscriptions are available in twelve (12) month contracts. Early termination charges may apply. Rates are subject to a fixed five percent (5%) annual increase. Onsite Training for ASSETMAXX $995 per Day plus Expenses MAXIMUS will invoice the City for professional services rendered during the progress of our work. Progress invoices, up to 70% of the total fee, will be issued as our work is completed and the balance, 30%, will be invoiced with delivery of the final report. All invoices are due within 30 days of receipt. With full authority, on behalf of the City of Vernon, I hereby agree to the terms and conditions set forth in this Proposal. ACCEPTED: CITY OF VERNON June 18, 2003 Name Title City Administrator Date OFFERED BY: MAXIMUS Gregory N. Friz, Vice President June 10, 2003 Date City of Vernon Page 15 June 10, 2003 YA /I A V lVM4l S t pIL'l��M�