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HomeMy WebLinkAboutCC RESO 15,380RESOLUTION NO. 15,380 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY APPROVING THE RETENTION OF SWOPE VALUATION, INC. FOR THE INVENTORY AND VALUATION OF THE FIXED ASSETS BELONGING TO THE CITY OF NATIONAL CITY BE IT RESOLVED by the City Council of the City of National City that the City Council does hereby approve the retention of Swope Valuation, Inc., to provide appraiser consulting services for the inventory and valuation of the fixed assets belonging to the City of National City, at a cost not to exceed $5,350. BE IT FURTHER RESOLVED that the Mayor is hereby authorized to enter into any and all agreements necessary to retain such services. PASSED AND ADOPTED this 4th day of August, 1987. GEORG H. WATERS, Mayor ATTEST: IOCAMPBELL, City Clerk APPROVED AS TO FORM: GEORGE H. EISER, III, City Attorney AGREEMENT THIS AGREEMENT is made and entered into this 4th day of August 1987, by and between the CITY OF NATIONAL CITY, a municipal corporation, hereinafter referred to as "CITY", AND SWOPE VALUATION, INC., a private corporation, hereinafter referred to as "APPRAISER" WITNESSETH: WHEREAS, it is the desire of CITYto establish a General Fixed Asset Account Group as required by generally accepted accounting principles; WHEREAS, CITY requires the services of an independent consultant to determine the properties that should be included in the General Fixed Asset Account Group and to assign values to such properties; and WHEREAS, APPRAISER possesses the professional skills and ability necessary to provide the aforesaid services required by CITY. NOW, THEREFORE, the parties hereto agree as follows: 1. CITY accepts the "Proposal for the Inventory and Valuation of the Fixed Assets belonging to the City of National City" submitted by APPRAISER and contained in Exhibit "A" which becomes an integral part of this Agreement. CITY's acceptance of APPRAISER's proposal is subject to all terms and conditions in the Request for Proposal (RFP) in Exhibit "B" which is also incorporated into this Agreement by this reference. 2. CITY will compensate APPRAISER in the amount of Five Thousand Three Hundred Fifty Dollars ($5,350.00) for all services required under this Agreement including the compilation of fixed assets data on magnetic tape as described in the RFP. The payment schedule shall be as follows: a. $2,000 upon satisfactory completion of field work. b. $2,000 upon delivery of reports. c. $1,350 upon approval of reports by CITY. 3. All personnel engaged by APPRAISER shall be fully qualified and licensed to perform the work assigned. APPRAISER shall act as an independent contractor in provid4'a© the services regt:J:.3r; under this Agreement. APPRAISER shall be solely respcpsible for the supervision, payment and protection of its agents, employees, and subcontractors, if any. In no respect shall APPRAISER, its agents, employees, or subcontractors be considered agent(s) c: employee(s) of CITY. 4. This Agreement may be terminated by CITY after fift n ( days following written notice to APPRAISER of its intentions terminate; thereafter, CITY shall be liable to APPRAISER only fol' those fees and costs earned by APPRAISER to the date of termination and which shall be substantiated by an itemized, written statement certified and submitted to the CITY.. 5. APPRAISER shall not discriminate against its em, y a or applicants for employment because of race, religion, or national origin. This clause shall be in t jde 7 r subcontract. 6. In the performance of this Agreement, and conform to any and all applicable laws of State of California, and ordinances, reguiat the City of National City. IN WITNESS WHEREOF, the parties have caused execution of this Agreement the day and date first written. CITY OF NATIONAL CITY SWOPE V LUAT;Ov George vWaters , Mayor James APPROVED AS TO FORM: AP - George H. Eiser, III City Attorney Swope Valuation, Inc. PROPOSAL for the INVENTORY AND VALUATION of the FIXED ASSETS Belonging to the CITY OF NATIONAL CITY, CALIFORNIA Revised June 17, 1987 3726 ATLANTIC AVENUE. SUITE A • P.O. BOX 7548. LONG BEACH, CALIFORNIA 90807-0548 • (213) 427-3773 I. PURPOSE OF THE PROJECT The proposed service is to establish a fixed asset accounting system for the City of National City, California. This project will provide data for: Audit Compliance Cost Accounting Stewardship Risk Management II. PROJECT SCOPE The proposed service is a complete inventory and valuation of all capitalized fixed assets other than infrastructure*, owned by the City of National City, as of June 30, 1987, such as: Land Buildings and yard improvements Vehicles Furniture and office equipment Machinery and other equipment Communications equipment x Infrastructure includes streets, sidewalks, gutters, storm drains, traffic signals, street lights, trees and other landscaping on street right of ways and parks. Capitalized assets include those City owned properties with a unit value of at least $1,000 of original cost. III. GENERAL INFORMATION It is the intent of Swope Valuation, Inc. to establish a fixed asset accounting system which will satisfy the requirements of the GFOA Certificate of Conformance Program, outside auditors and risk management needs. The data is to be summarized by asset account within department and within fund. The data will also be summarized by location. Swope Valuation, Inc. is prepared to perform the inventory and valuation, provide all required reports and data tapes by September 30, 1987. IV. COMPANY PROFILE Swope Valuation, Inc. was established in 1985 with the purpose of providing quality appraisal services to public entities. The company's experience is primarily based upon that of the Presi— dent, Jim Swope. His experience includes 18 years as a Valua— tion Engineer with General Telephone and 8 years as a Senior Appraiser and Manager of Public Sector Appraisals with Marshall and Stevens. The company has five full time employees and is equipped to perform projects as outlined in your request. Recent projects include: City of Banning Bill Olsen, Finance Director 714 8494511 Valuation of Utilities $32,000,000 City of Oxnard Bill Petty, Purchasing Director 805 4864311 Valuation of Utilities $53,000,000 City of Loma Linda Larry Ronnow, Finance Director 714 7960131 Valuation of General Fund and utilities $28,000,000 Jim Swope is authorized to represent the company. V. VALUATION PROCEDURES For each capitalized asset owned by the City, two values will be determined, original cost and replacement cost new. Original Cost — The cost or estimated cost of an asset, at the date it was first put into service, including material, labor and other appropriate charges. Replacement Cost New — The cost in current dollars of a similar new item having the nearest equivalent utility. For each asset, the City records will be searched to establish original cost and acquistion date. If an original cost cannot be found then it will be estimated using appropriate trend factors. LAND The City will furnish the appraiser with the cost, date of acquistion and description of all land parcels awned by the City. If land costs are not available then they will be estimated by use 3f appropriate appraisal procedures. BUILDING & YARD IMPROVEMENTS Each building and yard improvement will be appraised to estab— lish a replacement cost new. If the original cost cannot be found in City records it will be necessary to estimate the original cost by use of trend factors. VEHICLES The City will furnish the appraiser with the cost, date of acquistion, indentification numbers of all City vehicles. FURNITURE AND OFFICE EQUIPMENT MACHINERY AND OTHER EQUIPMENT COMMUNICATIONS EQUIPMENT All items will be physically inspected and inventoried. Original cost will be from City records where possible. VI. REPORTS Swope Valuation, Inc.'' will provide to the -City of National City ten sets of accounting reports detailing the following data: Asset Description Quantity Location Date Acquired Economic Life Replacement Cost New Original Cost Current Year Depreciation (if required) Accumulated Depreciation (if required) Fund Department The reports will be as of June 30, 1987. In addition we can provide the asset data base in either ASCII or EBCDIC format and met all of the City's data tape requirements. VII. PROJECT RESPOSIBILITY It is the intent of Swope Valuation, Inc. to establish a fixed asset accounting system which will satisfy the requirements of the GFOA Certificate of Conformance Program and the outside auditors. Project functions are shown below: SWOPE VALUATION, INC. 1. Perform all inventory work. 2. Perform all necessary valuations. 3. Review purchase orders, current accounting files and project files for original cost data. 4. Establish a lifing schedule. 5. Prepare cost data reports in accordance with Section V of this proposal. CITY OF NATIONAL CITY 1. Identify and provide cost data for City owned land parcels. 2. Provide Access to City records pertaining to original cost. 3. Provide a Vehicle list. VIII. FEES Inventory and valuation of referenced assets Appraise land parcels for historical cost Provide data tape $2, 500 $2,500 $ 350 IX. ACCEPTANCE This proposal is submitted in duplicate. You may signify your acceptance by endorsing one copy and returning it to me. The project will be scheduled upon receipt. SWOPE VALUATION, INC. James J. Swope June 17, 1987 Accepted: City of National City, California Title: Date: _? 7i -? tx/iisfr- 'is? City of National City Department of Finance 1243 National City Blvd., National City, CA 92050-4397 (619) 336-4200 NOTICE TO BIDDERS REQUEST FOR PROPOSAL (RFP) TO PROVIDE PROPERTY APPRAISAL SERVICES April 21, 1987 The City of National City is requesting proposals to provide property appraisal services from qualified consultants. BACKGROUND The City of National City is a general law city, incorporated in 1887, with a council-manager form of government. It has a population of 55,000. The current budget is 23 million dollars. The City employs 256 full-time employees who provide a full array of municipal services, except utilities, through the administrative, police, fire and community services departments. The City Council exercises oversight responsibility over Community Development Commission (CDC) and related city agencies all of which maintain operational autonomy from the City and have their own accounting systems. The City's accounting system utilizes a Prime computer system on line, interactive and follows a modified accrual basis. The City, as an entity separate from CDC and related agencies, has not maintained a General Fixed Asset Group of Accounts (GFAGA) as required by Governmental Accounting, Auditing, and Financial Reporting (GAAFR). This RFP therefore seeks the services of a consultant to prepare an inventory of, and assign values to, all general fixed assets acquired or to be acquired by the City as of June 30, 1987 that are includible under GFAGA. The City should be able to use such inventory and assigned values as beginning balances in setting up its GFAGA. SCOPE OF SERVICES REQUIRED The selected bidder will be required to conduct a complete retrospective appraisal of the City's entire general fixed assets. Specifically, the appraiser will inspect such assets to: Page 1 NOTICE TO BIDDERS REQUEST FOR PROPOSAL (RFP) TO PROVIDE PROPERTY APPRAISAL SERVICES 1. Compile an inventory of the City's entire general fixed assets. 2. Record location, description, useful life, and other relevant information. 3. Assign values to general fixed assets in conformity with Generally Accepted Accounting Principles (GAAP). Records for payment of general fixed assets acquired subsequent to June 30, 1982 can be made available by the City if required by the appraiser. 4. Record values for insurance placement and loss claims. 5. Submit ten (10) copies of print-out of compiled fixed assets data to be received by the City no later than September 30, 1987. CITY PROPERTIES TO BE INCLUDED The appraisal shall include all City properties with a unit value of at least $1,000 that are required to be reported under the General Fixed Asset Group of Accounts as provided by GAAP and Governmental Accounting. Auditing, and Financial Reporting (GAAFR). Such properties would include land. land improvements, buildings, vehicles, office equipment, furniture, weapons, communication equipment, and any other general fixed assets as defined by NCGA Statement 1. - The appraisal shall be further limited to properties belonging to the City axone and shall exclude properties belonging to other entities governed by the City Council such as the Community Development Commission, Parking Authority and Morgan Towers. City properties not required to be reported under the GFAGA like public domain or infrastructure fixed assets such as roads, bridges, curbs and gutters shall be excluded from the appraisal. PROPOSAL A proposal must be in writing and include the following required information: 1. Introduction. Briefly introduce your company. Provide a profile of the company and its professional staff. Indicate the name(s) of the person(s) who will be authorized to make representations for and to bind the company, their titles, addresses and telephone numbers. Page 2 NOTICE TO BIDDERS REQUEST FOR PROPOSAL (RFP) TO PROVIDE PROPERTY APPRAISAL SERVICES 2. Indicate your understanding of the work to be performed and state a commitment that you can comply with the requirements identified in this RFP's "Scope of Services Required" section. 3. Describe your work plan to accomplish the services required. Include timetable and staff assigned. 4. Define clearly the nature and degree of involvement you require from City staff. Also identify specific documents or type(s) of document, if any, required to be provided by the City to allow accomplishment of the work by the appraiser. 5. List similar projects undertaken, including name of city or company, summary description and dollar value of project. Include client's name, title, and telephone number for verification purposes. 6. Indicate your capability to provide the compiled fixed assets data on a magnetic tape using the following specifications: a. ASCII or EBCDIC format. Specify. b. Fixed length, blocked records. Block size must be less than 6KB. c. Numeric data should be ASCII strings (unpacked). d. 1600.BPI tape density. 7. Indicate a single, aggregate, guaranteed, maximum all- inclusive fee (in U.S. dollars) for all the services identified in the Scope of Services Required section of this RFP. If capable of providing the fixed assets data on a magnetic tape as specified in no. 6 above, indicate a separate fee exclusively for such service. 8. (Optional). Any additional information which is relevant for considering the award of the contract of appraisal services to your company. Inclusion of unnecessary and irrelevant information is undesirable. Failure to include any of the above required information may be a ground for disqualification. Proposal(s) will be binding to the offeror and will become part of the contract when selected by the City. Page 3 NOTICE TO BIDDERS REQUEST FOR PROPOSAL (RFP) TO PROVIDE PROPERTY APPRAISAL SERVICES OTHER TERMS AND CONDITIONS The City reserves the right to make an award without negotiation: for this reason, all offerors should submit their best offer (including price) initially. The City also reserves the right to award a contract to those offerors determined to be most advantageous and determined to be in the City's best interest, price and other factors considered. This RFP does not commit the City of National City to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. The City reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source or to cancel in part or in its entirety this RFP if it is in the best interest of the City. Proposals must be received no later than 5:00 p.m. on May 22, 1987. and should be addressed to: Attention: Romy Vallar Finance Department City of National City 1243 National City Blvd. National City. CA 92050 Clarification desired by a bidder relating to definition or interpretation of this Request for Proposal shall be requested in writing to the above address with sufficient time to allow a timely response before submission of offers. Oral explanations or intructions will not be considered binding to the City. The contract is expected to be awarded in June 1987. Ale, Caloza Director of finance Page 4