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Home My WebLink AboutCity of Tamarac Resolution R-99-185Temp. Reso #8599 June 14, 1999 Rev. #1 July 5, 1999 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-99- 10 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA EXECUTING AN AGREEMENT WITH VALUATION RESOURCE MANAGEMENT, INC. FOR PROVIDING INVENTORY, VALUATION AND BAR-CODING SERVICES UTILIZING THE SEMINOLE COUNTY RFP-457- 98/JVP EFFECTIVE FEBRUARY 19, 1999 THROUGH FEBRUARY, 2004 FOR A TOTAL NOT TO EXCEED $33,000, APPROVING FUNDING FROM THE APPROPRIATE ACCOUNTS; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Tamarac is required to maintain an adequate management system to control the City's fixed assets in accordance with the Florida Statutes, Section 274.02 and generally accepted accounting principles; and WHEREAS, City of Tamarac needs assistance in completing a physical inventory of all City -owned land, improvements, buildings and fixed equipment, furniture and office equipment, licensed vehicles, all moveable machinery and equipment with a unit cost of 1750 or greater, and infrastructure; and Temp. Reso #8599 June 14, 1999 Rev. #1 July 6, 1999 Page 2 WHEREAS, this comprehensive on -site inventory will help establish accurate detailed fixed asset records and the application of barcode tags will enable staff to use barcode scanning devices for internal tracking and annual re -inventories; and WHEREAS, Seminole County awarded RFP #457-98/JVP to Valuation Resource Management, Inc. for inspecting, identifying, and inventorying all land, land improvements, buildings and fixed equipment, furniture and office equipment, licensed vehicles, all moveable machinery and equipment with a unit cost of $750 or greater, and infrastructure owned by the County; and WHEREAS, the services provided by Valuation Resource Management, Inc. will also include bar-coding all applicable equipment as well as the optional purchase by the City of the bar-coding hardware as outlined in proposal attached hereto as Exhibit "B"; and WHEREAS, City Code §6-155 allows the Purchasing/Contracts Manager the authority to procure supplies, material, equipment and services which are subject to contracts with other governmental agencies without following purchasing procedures when the best interest of the City would be served; and WHEREAS, it is the recommendation of the Director of Finance, Controller, and Purchasing/Contracts Manager that the City utilize Seminole County RFP #457-98/JVP awarded to Valuation Resource Management, Inc. attached hereto as Exhibit "A"; and Temp. Reso #8599 June 14, 1999 Rev. #1 July 6, 1999 Page 3 WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to approve Valuation Resource Management, Inc. for inspecting, identifying, inventorying, and bar-coding all moveable machinery and equipment. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. SECTION 2: That the appropriate City Officials are hereby authorized to execute an agreement utilizing Seminole County RFP #457-98/JVP awarded to Valuation Resource Management, Inc., Attachment "1". SECTION 3: Funding is available for these services and the purchase of the bar- coding hardware from the appropriate accounts at a total cost not to exceed $33,000. SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. 1 Temp. Reso #8599 June 14, 1999 Rev. #1 July 6, 1999 Page 4 SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. � �81 PASSED, ADOPTED AND APPROVED this -�- day of July, 1999. ATTES CAROL GOLD MC/AAE City Clerk VHE EBY CERTIFY arm ovlf d this RESOI MITCHELL S. City Attorney as SCHREIBER ayor RECORD OF COMMISSION MAYOR,,, S.M. DIST 1. MN- rm. DIST V. VIM MIS"1 DIST 3: - COMM. SIATM10 DIST 4: COW RQBERT$ 0 AGREEMENT THIS AGREEMENT is entered into on July 14, 1999, between the City of Tamarac, a municipal corporation with principal offices located at 7525 NW 881" Avenue, Tamarac, Florida 33321 ("the City") and Valuation Resource Management, Inc., with principal offices located at 2675 Paces Ferry Road NW, Suite 215, Atlanta, GA 30339, (Consultant), for the purpose of providing inventory, valuation and bar-coding services within the City of Tamarac. The parties hereby agree to the following terms and conditions. In return for valuable consideration in an amount not to exceed $33,000, Consultant shall comply with the terms and conditions within the Seminole County RFP-457-98/JVP attached hereto as Exhibit A. All terms and conditions of contract documents set forth in Exhibit A are incorporated herein as if set forth in full, except as modified by the proposal specific to the City of Tamarac as set forth in Exhibit B incorporated as if set forth in full. Upon execution of this Agreement, all references made to County or Seminole County in Exhibits A and B shall be interpreted as pertaining to Tamarac, and all terms and conditions of Exhibits A and B shall be deemed as having been implemented for use within the City of Tamarac. It is understood that wherever the words "Seminole County" or "Seminole County Board of County Commissioners" appear, they shall be read as "City of Tamarac" and "City of Tamarac Commissioners." This agreement and attached Exhibits A and B constitute the entire agreement between the City and the Consultant, Valuation Resource Management, Inc. 0 (Remainder of page intentionally left blank) IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. The City of Tamarac, through its Mayor and Valuation Resource Management through , duly authorized to execute same. ATTEST: Carol Gold, C /AAE Date: 8 - 3 - Q f WITNESS: CITY OF TAMARAC By: /Joe Schreiber, Mayor Date: 7 0-6/g 1 S - n Robert S. Noe, Jr., City Manage Date: 7/"/- as to f&n and ell S. Kraft/Oky/Attorney VALUATION RESOURCES MANAGEMENT, INC By: Type/or Print Name Date: 11 40 Exh i bit . ^A Temp FR4mso 859, j CLERK'S NOTES FOR BCC MEETING JANUARY 26, 1999 COUNTY MANAGER'S REPORT/CONSENT AGENDA The following was approved under the County Manager's Consent Agenda: Administrative Services Support Services 1. Approve and authorize Chairman to execute the Lease Agreement between State of Florida Department of Law Enforcement and Seminole County for space on the third floor of the Seminole County Sheriff's Office and Public F" Safety Complex. tx U 0 Environmental Services dC� Administration Q 2. Approve and authorize Chairman to execute Release cf Sewer r�q (3,300 gpd) Capacity Agreement between Seminole County and John Motsinger, Jr. for the Motsinger property. District 1 U - Maloy Q__ C. Solid Waste � 3. Approve and authorize Chairman to execute Recycling and = CM Education Grant for 1" quarter FY 98/99 expenditure • reimbursement in an amount not -to -exceed $167,623. 4. Approve and authorize Chairman to execute Litter Marine Debris Grant for 1't quarter =Y 98/99 expenditure reimbursement in an amount not -to -exceed $26,316. 5. Approve and authorize Chairman to execute Waste Tire Grant for 1°C quarter FY 98/99 expenditure r_irbursement _n an amount not -to -exceed $184,106. Fiscal Services Budget 6. Budget Amendment Request, $13,000 - »Y1_c Works - ra:fic Engineering: Fund 10101 - ?ransportat_cn F_;nc. :Reccgn_zes and appropriates a $13,C00 develcper for a left turn lane at Red Bug lake Road and C_z_us Road. 7. Budget Amendment Request, $900,932 - Public Works - Solid Waste: Fund 40201 - Solid Waste Funa. 0 carry forward FY 97/98 surplus for the Solid Waste Contract Cperaticns. The surplus is due to having processed excess tonnage and having realized cost savings. The ends will 1:e utilized for the purchase of 12 trailers and ccvers and 9 shutcle i truck refurbishments. 8. Budget Amendment Request, $5,002 - Sher_ff's Office: Fund 00100 -- General Fund. During FY 97/96 the a':eriff's Office received a grant from t:ie State Sept. .._ :,_;veni_e .:stzce to administer a juvenile d_versity procram referred to as "Operation Right Track". The existing grant _ece-,ved fr ... the State Dept. of Juvenile *ustice was split 'etween County budget FY 1997/98 and FY 1998/99. k rebudget t_ $5,002 in both revenues and corresccnding expenaitures _5 needed to reappropriate funds into t.".e 7Y ;998/99 budget. BCC Meeting January 26, 1999 Page 2 9. SCR #99/41 ($19,152) Public Defender: Fund 12700 - Criminal Justice Trust Fund; to provide funding for the moving costs for the Public Defender to relocate to the Welaka Building. 10. Approve and authorize Chairman to execute Satisfaction of Lien for Cecil E. and Susan F. White for the Lake Mills Shores Roadway and Drainage Municipal Services Benefits Unit. District 1 -- Maloy Purchasing Formal Contracts 11. Approve Amendment #6 and Second Renewal to FC-317-95/BJC - HVAC Maintenance and Repair Agreement, with Carrier Corporation, Orlando ($635,100.00/year) (April 11 1999 through March 31, 2000) Professional Services 12. Approve Amendment #3 to Work Order #2 to PS-143-94/BJC Consumers Water Treatment Plant Engineering Services, with Black and Veatch, Tampa ($40,464.00). 13. Approve Amendment #2 to PS-333-95/BJC - Engineering Services for C/R 46-A - Phase III (Upsala Road to Old Lake Mary Road), with Professional Engineering Consultants, Inc., Orlando ($25,462.00). 14. Approve additional funds for PS-520-98/BJC- Traffic Operation Studies, with Ghyabi Lassiter & Associates, Ormond Beach; and Professional Engineering Consultants, / Orlando ($380,000.00). / Request for Proposal 15. Award RFP-457-98/JVP _ Inventory, Valuation and Bar-coding services to Valuation Resource Management, Atlanta, GA • (Not -to -exceed $70,300.00 for a five year contract). Annual Bids 16. Authorization to Reject the Low Bidder, Custom Pump and Controls and Award Bid #224-98/GG, Well Pumps for Consumers Water Treatment Plant to the._Second Low Bidder, R. C. Beach & Associates, Dune Din, ($108,292.00). Sole Source and Proprietary Source 17. Authorize First Renewal of Proprietary Source Procurement M-37-98-BJC - Motorola Agreement for Annual Service and Maintenance of the Smart an_cat, cns System, .pit:: Motorola, Inc. Schaumburg, ... ,Not-:o- Exceea _2418, _...6Z) (October 1, 1998 through Septemner 30, 1999). 18. Authorize Proprietary Source ?rocurement snd=.utnorize Purchasing to Issue A.Purchase Order for Motorola Wide Area Network Equipment for Planning � Development/Buiwc_ng to Motorola, Inc., Longwood, Florida ($138,882.00). Other 19. Award Miscellaneous Contract M-79-98/BJC - Vend_ng and Hot Food Services, to Goodings Warehouse, Apopka (Commissicn of less than $10,000.00). 20. Approve request to declare s•irplus and authorize t'te disposal of Tangible Personal Property by _u�blic-uatitn (Declare Surplus). Planning & Development Administration 21. Approve and authorize Chairman to execute=ntericcal Agreement between Seminole County and the City o_' cvieao, which relates to the funding of design through constrzcticn of certain city streets: Pine Avenue extens-oV; Artesia Avenue from Twin Oaks Boulevarc to Lake Charm rive; and Division Avenue from the soutnern extension to Mitcnell Hammock Road to County Road 426. BCC Meeting January 26, 1999 Page 3 Public safety Administration 22. Approve and authorize Chairman to execute a Certificate of Public Convenience and Necessity for non -emergency transport and a limited franchise agreement for non - emergency transport for Central Florida Ambulance Inc. Public Works Engineering 23. Adopt Resolution and authorize Chairman to execute Corrective County Deed (Seminole County to the State of Florida Department of Transportation/FOOT Parcel No. 300.1R) for the purpose of constructing/improving SR 417. District 5 - McLain 24. Adopt Resolution accepting Quitclaim Deed (General Homes Corporation to Seminole County) for property (all that portion of Lakewood at the Crossings, Unit Four, lying west of lots 28 through 32) necessary for a multi -use pedestrian trail. District 2 - Morris Stormwater 25. Approve and authorize Chairman to execute Cooperative Agreement for the Seminole County Watershed Action Volunteer (WAV) Program Coordination. Tourism Development 26. Approve and authorize Chairman to execute two (2) Agreements between Seminole County and the City of Oviedo totaling $4,000 ($2,000 bid fee and $2,000 promotion expenses) for an amateur softball tournament to be held August, 1999. 6 Add -on Planning 6 Development Development Review 27. Resolution to vacate and abandon a utility easement located within Timacuan :!-ase _ sout:: ..r ?aola Road and north of Timacuan Brouievar^ zcccn .ronert-es) District 2 - Morris COUNTY ATTORNEY'S CONSENT AGENDA The following was approved under the County Attcrney's Consent Agenda: Litigation 1. Authorization to defend in re J. Pat XcCarey, Richard W, McCarey, Robin D. Stribley, Diane rnold, .:on G. Doering, and Annabelle Corporation v. The trustees :ntelrnal Improvement Trust Fund (sic) and Seminole County. 2. Authorization to petition for certioraro -o toe Florida Supreme Court in re Seminole County v. Rovle :r:vestment Company, et al. 3. Seminole County- V. Rybolt, et al. ;uthcr_zat_3n _o make Offers of Judgment on Parcel Numbers 101, 173 and 104 of the Chuluota Bypass road improvement project the fcllowing amounts: 0 8CC Meeting January 26, 1999 Page 4 (a) Parcel Number 101, vacant land on north side of County Road 419, in the amount of $41,040.00, exclusive of attorney's fees and costs. The owner is Peggy H. Rybolt. 17,893 s.f. fee parcel at $2.29 per s.f. (b) Parcel Number 103, vacant land on south side of Old Chuluota Road, in the amount of $45,300.00, exclusive of attorney's fees and costs. The owners are Thomas R. and Ann H. Rybolt. 72,484 s.f. fee parcel at $.62 per s.f. (c) Parcel Number- 104, vacant land on south side of Old Chuluota Road, in the amount of $14,400.00, exclusive of attorney's fees and costs. The owners are William H. and Anne M. Rybolt. 30,405 s.f. fee parcel at $.47 per s.f. 4. Seminole County v. _Mur_rell,et_al. Authorization to -make Offer of Judgment on Parcel Number 119, vacant land on the north side of Washington Street, of the Chuluota Bypass road improvement project, in the amount of $35,012.00, exclusive of attorney's fees and costs. The owner is Mercerdees Murrell. 35,012 s.f. fee parcel at $1.00 per s.f. S. Seminole County v. Meixsell, et al. Approve proposed settlement relating to Parcel *lumbers 195A/185B located at the intersection of County Road 427 and Seneral Hutchison Parkway of the County Road 427, Phase I;I, road improvement project in the amount of $228,232.00 for '_and and severance damages, statutory attorneys fees at $46,450.67 and costs at $13,983.67 for a total settlement sum of $288,666.34. The • co -owners are Mike Hattaway and Matthew Brown. 4,580 s.f. at $63.03 per s.f. inclusive of land, severance damages, attorneys fees and costs. 6. Contract For Legal Services with the American Liberties Institute. Approval and execution of agreement entitled "American Liberties Institute/Seminole County Legal Services Agreement" with the American Liberties :nstitute. See attached Agreement, which was r.eootiated _n accordance with and in follow up to discussion t_. the ?carp at its :anuary 12, 1999 meeting. CLERK'S REPORT The following was approved under he Clerk's Report: 1. Expenditure Approval Lists dated Cece=oer 29, 1998 and January 5, 1999; Payroll Approval List dated .:anuary 21, 1999. 2. Satisfaction of Judgment/Court Costs and Application Fees 3. Satisfactions of Judgment/Public Defender Liens 4. Destruction of Non -filmed and Filmed BCC ?,ecords 15. Clerk's "received and filed" - for informat-zn only t OTHER CONSTITUTIONAL OFFICERS' REPORTS Sheriff's Office 1. Approve and authorize expenditure in t::e amour.: of 56,195 from the Law Enforcement Trust fund for ==intina costs for the Crime Prevention and Safety Handbooks. 2. Approve and authorize expenditure in t'e amount of 51,000 from the Law Enforcement -rust F-_nd nelo sponsor :.`.e BCC Meeting January 26, 1999 Page 5 National Conference on Preventing Crime in the Black Community. 3. Approve and authorize expenditure in the amount of $6,00 from the Law Enforcement Trust Fund to provide funds for "Project Graduation" to six Seminole County high schools. 4. Approve and authorize expenditure in the amount of $4,700 from the Law Enforcement Trust Fund for the purchase of a laptop computer and a LCD computer projection panel for use by the Sheriff's Office Crime Analysis Unit. DEPARTMENTAL REPORTS Community Services Medical Examiner- Approve and authorize County staff to negotiate a Fee for Service Contract for full Medical Examiner Services with Volusia County Government, Office of the Medical Examiner, District 7. COUNTY MANAGER' S ADD-ONI S Director of Environmental appointment of Robert G. Environmental Services at a Monday, March 1, 1999. Services - Confirmation of Adolphe, PE, as Director of salary of $78,000, effective Wastewater and Reclaimed Water Service Agreement - Approval of the Agreements with the University of Central Florida (UCF), Orange County and City of Orlando with respect to the provision of wastewater and reclaimed water service t the University of Central Florida and authorization fo Chairman to execute Agreements. • • • • OFFICE OF MANAGEMENT AND BUDGET PURCHASING DIVISION February 4, 1999 Valuation Resource Management Inc. 2675 Paces Ferry Road Suite 215 Atlanta, GA 30039 SEMINaf Cowry F4C=X5 NAP M C.:CI=- Subject: Notice of Award — RFP-4.57/JVP Services related to the Inventory, Valuation and Barcoding of all tangible property of the County of Seminole. You are hereby notified that by action of the Seminole County, Board of County Commissioners, on January 26, 1999, you have been awarded a Contract for the above referenced project Accompanying this letter is one (1) copy of the Contract Documents for your execution. You are required to submit the executed contract within ten (10) days of receipt of said contract. The Contract documents are not to be dated. Seminole County will date them upon execution. A Certificate of Insurance listing Seminole County, Board of County Commissioners, as additionally insured is required, with a 30 day notice of cancellation. Please submit a copy of the certificate of Insurance with the executed agreement Upon submission and acceptance of all required documentation, a fully exec.: ed ccrtract wiil be furnished to you. Please be advised that no work shall commence on the site until a Notice tc proceed has ceen issued. We look forward to working with you. Sincerely, Jacqui Perry Sr. Buyer Enclosure (1) 1101 EAST FIRST STREET SANFORD FL 32771-1468 TELEPHONE (407) 321-1130 EXT :716 FAX (407) 330-9546 TANGIBLE INVENTORY, VALUATION AND BAR-CODING SERVICES AGREEMENT (RFP-457-98/JVP) THIS AGREEMENT is made and entered into this day of 1g, by and between VALUATION RESOURCE MANAGEMENT, duly authorized to conduct business in the State of Florida, whose address is 2575 Paces Ferry Road, Suite 215, Atlanta, Georgia 30039, hereinafter called the "CONTRACTOR" and SEMINOLE COUNTY, a political subdivision of the State of Florida, whose address is Seminole County Services Building, 1101 East First Street, Sanford, Florida 32771, hereinafter called the "COUNTY". W I T N E S S E T H:' WHEREAS, the COUNTY desires to retain the services of competent and qualified contractor to perform inventory, valuation and bar- coding services for tangible assets in Seminole County; and WEEREAS, the COUNTY has requested and received expressions of interest for the retention of services of a contractor; and WHEREAS, CONTRACTOR is competent and qualified to furnish services to the COUNTY and desires to provide its prcfeswicraw services according to the terms and conditions stated herein NOW, TEEREFORE, in consideration of the mutual '—=derstandings and covenants set forth herein, COUNTY and CONTRACTOR agree as fellows: SECTION 1. SERVICES. COUNTY does hereby retain CONTRACTOR to furnish professional services and perform those tasks as described in the Valuation Resource Management, Inc, Precosal Regarding RFP457-98/JVP attached hereto and incc=cr-= ed herei^_ as Exhibit A. CERTIRED COPY MARYANNE MORSE • CLERK OF CIRCU!T COURT SEMINOLE COUNTY. FL ORIDA BY S' /1/�� it DEPUTY CLERK SECTION 2. AUTHORIZATION FOR SERVICES. Authorization for *performance of professional services by the CONTRACTOR under this Agreement shall be in the form of written notice to proceed issued -and executed by the COUNTY. SECTION 3. TIME FOR COMPLETION. . The services to be rendered by CONTRACTOR shall be commenced annually during the five (5) year term of this Agreement upon issuance of the Notice to Proceed issued by the COUNTY and shall be completed within one hundred twenty (120) days from the date of issuance of each annual Notice to Proceed. SECTION 4 .- - FIXED FEE COMPENSATION AND PAYMENT. (a) The COUNTY agrees to compensate CONTRACTOR for the professional services called for under this Agreement a fee not to exceed the sum of SEVENTY THOUSAND TWO HUNDRED TWELV-z AND NO/100 ($70,212.00) . CONTRACTOR shall perform all work required by the Scope of Services at the rates as indicated in Exhibit " B" Rate Schedule, attached but, in no event, shall CONTRACTOR be Paid more tha= the Fee amount stated above. (b) Payments shall be made to the CON77_�CTCR when r=q-�_psted as work progresses for services furnished, but not more once monthly. CONTRACTOR may invoice amount due based on =ercen:age of total required services actually performed and completed. upon review and approval of CONTRACTOR's invoice, the COUNTY shall, within thirty (30) days of receipt of the invoice, pay said invoice, ;rovided that all work as required by the Scope of Service has been co:np'_eted. SECTION 5. BILLING AND PAYMENT. 41 (a) CONTRACTOR shall render to the COUNTY, at the dose cf eac_- 2 calendar month, an itemized invoice, properly dated including, but not limited to, the following information; (1) The name and address of the CONTRACTOR; - ( 2 ) Contract Number; (3) A complete and accurate time record of services performed by the CONTRACTOR during that month and for which the COUNTY is billed, and the name of the individual performing each service; (4) A description of the services rendered in (4) above; and (5)--Such - other -information as -nay be--rea,.,ired by this - - Agreement or requested by the COUNTY from time to time. The original invoice shall be sent to: Director of County Finance Seminole County Board of County Commissior.ers Post Office Drawer Q Sanford, Florida 32772-0869 A duplicate copy of the invoice shall be sent to: Purchasing Manager Seminole County Services Building 1101 E. First Street Sanford, Florida 32771 (b) Payment shall be made after review and ap,^roval by COUNTY within thirty (30) days of receipt of a proper invoice from the CONTRACTOR. SECTION 6. AUDIT OF RECORDS. (a) COUNTY may perform or have performed an audit o= t^e records Of CONTRACTOR after final payment to support __nal cay.enz =e _der- v This audit would be performed at a time .,,utually agreeable to CONTRACTOR and COUNTY subsequent to the close cf the _final fiscal C] period in which the last work is performed. Total compensation to CONTRACTOR may be determined subsequent to an audit as provided for in subsection (b) and of this Section, and the total compensation so determined shall be used to calculate final payment to CONTRACTOR. Conduct of this audit shall not delay final payment as required by Section 5(b). (b) The CONTRACTOR agrees to maintain all books, documents, papers, accounting records and other evidences pertaining to work performed under this Agreement in such a manner as will readily conform to the terms of this- Agreement - and to make --such- materials available ate CONTRACTOR's office at all reasonable times during the Agreement period and for five ( 5 ) years from the date of final payment under the contract for audit or inspection as provided For in • subsection (a) of this Section. (c) In the event any audit or inspection conducted after final payment, but within the period provided in subsection (b) of this Section reveals any overpayment by COUNTY _,nder the terms of the Agreement, CONTRACTOR shall refund such over.aymer_t t : COUti-7' wit is thirty (30) days of notice by the COUNTY. SECTION 7. RESPONSIBILITY OF CONTRACTOR. (a) CONTRACTOR shall be responsible for the professional quality, technical accuracy and the coordination of all plans, studies, reports and other services furnished by CONTRACTOR —^der this Agreement. CONTRACTOR shall, without additional compersaoitin, or revise any errors or deficiencies in his services. (b) Neither the COUNTY'S review, approval or acceptance of, ...,_ rd payment for, any of the services required shall be construed to operate as a waiver of any rights under this Agreement or of any cause* of action arising out of the performance of this Agreement and -the CONTRACTOR shall be and remain liable to the COUNTY in accordance with applicable law for all damages to the COUNTY caused by the CONTRACTOR'S performance of any of the services furnished under this Agreement. SECTION 8. OWNERSHIP OF DOCUMENTS. All deliverable reference data,. survey data, plans and reports that result from the CONTRACTOR'S --- - services under this Agreement - shall - become the property of - the- COUNTY after final payment for the specific service provided is made to CONTRACTOR. No changes or revisions to the documents furnished by CONTRACTOR shall be made by COUNTY or its agents without the written approval of CONTRACTOR. SECTION 9. TERM. This Agreement shall take effect on the date Of its execution by COUNTY and shall remain in effect for a tern., of five (5) years. SECTION 10. TERMINATION. (a) The COUNTY may, by written notice to _he CON PACTCR, terminate this Agreement, in whole or in part, at any time, eit-Iner for the COUNTY's convenience or because of the failure of the CO2171RACTOR to fulfill CONTRACTOR's Agreement obligations. Upon receipt cf such notice, the CONTRACTOR shall: (1) immediately discontinue all services affec-ed - ._I ess the notice directs otherwise, and (2) deliver to the COUNTY all plans, studies, Yencr-s, 5 . estimates, summaries, and such other information and materials as may have been accumulated by the CONTRACTOR in performing this Agreement, whether completed or in process. (b) If the termination is for the convenience of the COUNTY, the CONTRACTOR shall be paid compensation for services performed to the date of termination. CONTRACTOR shall be paid no more than a percentage of the Fixed Fee amount equivalent to the percentage of the completion of work contemplated by the Agreement. (c) If the termination is due to the failure of the CONTRACTOR to fulfill -his Agreement—obligations-1--the COUNTY may take over the work and prosecute the same to completion by Agreement or otherwise. In such case, the CONTRACTOR shall be liable to the COUNTY for reasonable additional costs occasioned to the COUNTY thereby. The • CONTRACTOR shall not be liable for such additional costs if the failure to perform the Agreement arises out of causes beyond the control and without the fault or negligence of the CONT?ACTOR. Suc causes may include, but are not limited to, acts cf C-od or of the public enemy, acts cf the COUNTY in eit er its= sove_e-4—=: ._ contractual capacity, fires, floods, epidemics, cuarar_tir_e restrictions, strikes, freight embargoes, and =,_,sua'ly severe weather; but, in every case, the failure to perform must be beyond the control and without the fault or negligence of the CON=_:= cR_ . (d) If, after notice of termination ;or fail -re ful4'_11 Agreement obligations, it is determined that the CONT?,2�.C-= bad n= so failed, the termination shall be deemed to have ween effected for the convenience of the COUNTY. In such event, adj us ment 6 price shall be made as provided in subsection (b) of this Section. (e) The rights and remedies of the COUNTY provided in this. clause are in addition to any other rights and remedies provided by law or under this Agreement. SECTION 11. EQUAL OPPORTUNITY EMPLOYMENT. CONTRACTOR agrees that it will not discriminate against any employee or applicant for employment for work under this Agreement because of race-, color, religion, sex, age, national origin, or disability and will take steps to ensure that applicants are employed, and employees are treated during employment; -without regard to race, -color, religion; -sex; age, national origin or disability. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. SECTION 12. NO CONTINGENT FEES. CONTRACTOR warrants that :.t has not employed or retained any company or persons, other than a ona fide employee working solely for the CONTRAC_C to salic.._ Sec,_—e this Agreement and that CONTRACTOR has not paid or agreed to pay any persons, company, corporation, individual or firm, other than a bonafide employee working solely for CONTRACTOR, any fee, cor-raission, percentage, gift, or other consideration cont=agent upon or resulting from the award or making of this Agreement. For the '_reach w_ violation of this provision, COUNTY shall have the rwc ht to terminate the Agreement at its discretion, without liability and to deduct from, the Agreement price, or otherwise recover, the ful? meu_Y of such 7 fee, commission, percentage, gift or consideration. SECTION 13. ASSIGNMENT. This Agreement, or any interest herein, shall not be assigned, transferred, or otherwise encumbered, under any circumstances, by the parties hereto without prior written consent of the opposite party and only by a document of equal dignity herewith. SECTION 14. SUBCONTRACTORS. In the event CONTRACTOR, during the course of the work under this Agreement, requires the services of any subcontractors or other professional associates in connection with service covered by this Agreement, CONTRACTOR must secure the prior written- approval of the COUNTY:-- --_._ _._ If subcontractors -or other professional associates are required in connection with the services covered by this Agreement, CONTRACTOR shall remain fully responsible for the services of subcontractors or other professional associates. • SECTION 15. INDEMNIFICATION OF COUNTY. CONTRACTOR shall indemnify and save harmless and defend COUNTY, its officers, agents, and employees from and against any claim, demand or cause of action of whatsoever kind or nature arising out of, allegedly arising out of, or related to the performance cf saw. ices -ddr =� s Agreement by CONTRACTOR, its officers, agents or e=_Iovees. SECTION 16. INSURANCE. (a) General. The CONTRACTOR shall at the CONTRACTCRI's own cost, procure the insurance required under this Section. (1) The CONTRACTOR shall furnish the CO'L'?N=_ with a Certificate of Insurance signed by an authorized represe tat e cf the insurer evidencing the insurance required b y this Sec=i:.n (Professional Liability, Workers' Compensation/Impicyar's Liability 8 and Commercial General Liability). The COUNTY, its officials, officers, and employees shall be additional named insured under the 40 Commercial General Liability policy. The Certificate of Insurance shall provide that the COUNTY shall be given not less than thirty (30) days written notice prior to the cancellation or restriction of coverage. Until such time as the insurance is no longer required to be maintained by the CONTRACTOR, the CONTRACTOR shall provide the COUNTY with a renewal or replacement Certificate of Insurance not less than. thirty (30) days before expiration or replacement of the — insurance for which -a previous certificate has been provided. - (2) The Certificate shall contain a statement that it is being provided in accordance with the Agreement and that the insurance is in full compliance with the requirements of the Agreement. Provide further, that in lieu of the statement on the Certificate, the • CONTRACTOR shall, at the option of the COUNTY submit a sworn, notarized statement from an authorized representative of the ,_:surer that the Certificate is being provided in accordance with the Agreement and that the insurance is in full with the requirements of the Agreement. (3) In addition to providing the Certificate of Insurance, if required by the COUNTY, the CONTRACTOR shall, within thirty (30) days after receipt of the request, provide the COLNiY with a ce=ified copy of each of the policies of insurance providing tie overage required by this section. (4) Neither approval by the �0UNT 7f or fai_�re to disapprove the insurance furnished by CONTRACTOR shah reiinve the W7 CONTRACTOR of the CONTRACTOR's full responsibility for performance of any obligation including CONTR.ACTOR's indemnification of COUNTY under this Agreement. (b) Insurance_ Company Requirements. Insurance companies providing the insurance under this Agreement must meet the following requirements: (1) Companies issuing policies other than Workers' Compensation, must be authorized by maintaining Certificates of Authority issued to the companies by the Department of Insurance of - the State of Florida to conduct- business in the- State of -Florida. Policies for Workers' Compensation may be issued by companies authorized as a group self -insurer by Section 440.57, Florida Statutes. • (2) In addition, such companies other than those authorized by Section 440.57, Florida Statutes, shall have and maintain a Best's Rating of "A" or better and a Financial Size Category of "VII" or better according to A.M. Best Company. ( 3 ) If, during the period which -an insurance . c,: _ =-y _s providing the insurance coverage required by this=_areea:ent, an insurance company shall: 1) hose its Certificate of nut'.^rity, 2) no longer comply with Section 440.57, Florida Statutes, or 3) fail to maintain the Best's Rating and Financial Size Category, the CCL LACTOR shall, as soon as the CONTRACTOR has knowledge _:v such circumstance, immediately notify the COUNTY and immediaYe?y _enlace the insurance coverage provided by the insurance company with a different insurance company meeting the remsiremants _f this 10 Agreement. Until such time as the CONTRACTOR has replaced the unacceptable insurer with an insurer acceptable to the COUNTY the* CONTRACTOR shall be deemed to 'be in default of this Agreement. (c) S ecifications. Without limiting ' any of the other obligations or liability of the CONTRACTOR, the CONTRACTOR shall, at the CONTRACTOR's sole expense, procure, maintain and keen in force amounts and types of insurance conforming to the minimum requirements set forth in this Section. Except as otherwise specified in the Agreement, the insurance shall become effective prior to the commencement ---of work by the —CONTRACTOR and shall- be maintained --in force until :the Agreement completion date. The amounts and types of insurance shall conform to the following minimum requirements. (1) Workers' Compensation Emnlov ma's Liability. (A) CONTRACTOR's insurance shall cover the CONTRACTOR and its subcontractors of every tier for those sources of liability which would be covered by the latest edition of the standard Workers, Compensation Policy, as filed for use in Florida 'v the `-.ational Council on Compensation Insurance, without resYwi=zive endors©rne:ts. In addition to coverage for the Florida Workers' Co=ensation Act, where appropriate, coverage is to be included for the United States Longshoremen and Harbor Workers' Compensation Act, Federal Employers' Liability Act and any other applicable federal or state law. (B) Subject to the restrictions of coverage wc,und in the standard Workers' Compensation Policy, *here shall be :-_o maxi=um limit on the amount of coverage for liability imposed by the =lcrida Workers' Compensation Act, the United States Loncshoremen 's a d Harbor • 11 Workers' Compensation Act, or any other coverage customarily insured under Part One of the standard Workers' Compensation Policy. (C) The minimum amount of coverage under Part Two of the standard Workers' Compensation Policy shall be: $ 500,000.00 (Each Accident) $1,000,000.00 (Disease -Policy Limit) $ 500,000.00 (Disease -Each Employee) (2) Commercial General Liabil' (A) The CONTRACTOR Is insurance shall cover the CONTRACTOR for those sources of liability which would be covered by the -latest edition of the standard Commercial General— Liability Coverage Form (ISO Form CG 00 01) , as filed for use in the State of Florida by the Insurance Services Office, without the attachment of restrictive endorsements other than the elimination of Coverage C, Medical Payment and the elimination of coverage for Fire Damage Legal Liability. (B) The minimum limits to be by the CONTRACTOR (inclusive of any amounts provided by an U-=rella er Excess policy) shall be those that would be prcvided wit.-. the Amendment of Limits of insurance (Designated Proj ecc .._ endorsement (ISO Form CG 25 01) to a Commercial General ;lab_-ity Policy with amount of specified for each project: General Aggregate Personal & Advertising Injury Limit • Each Occurrence Limit 12 LIMITS $Three (3 ) '_'fixes the Each Occurrence Lxit $500,000.00 $500,000.:0 (3) ofessional Liability Insura ce. The CONTRACTOR shall carry limits of not less than FIVE HUNDRED THOUSAND AND NO/100 DOLLARS ($500,000.00). (d) CQvMaae, The insurance provided by CONTRACTOR pursuant to this Agreement shall apply on a primary basis and any other insurance or self-insurance maintained by the COUNTY or the COUNTY's officials, Officers, or employees shall be excess of and not contributing with the insurance provided by or on behalf of the CONTRACTOR. (e)� Occurrence Bag -is. The Workers' Compensation Policy and the Commercial. General Liability required by this Agreement shall be provided on an occurrence rather than a claims -made basis. The Professional. Liability insurance policy must either be on an occurrence basis, or, if a claims -made basis, th e coveragemust respond to all claims reported within three (3) years following the period for which coverage is required and which would have been covered had the coverage been on an occurrence basis. (f) Obligations. Compliance with the _oree^__ a ce ;nsur .. requirements shall not relieve the CONTRACTOR, its e= lcyees or agents of liability from any obligation under a Secticn or anv other port'cos of this Agreement. SECTION 17. ALTERNATIVE DISPUTE RESOLIITION. (a) In the event of a dispute related to any cerfc=-:::ance or Payment obligation arising under this Agreement, the _art_es agree to exhaust COUNTY administrative dispute resolution Zrocedures 4_izr _ to filing suit or otherwise pursuing legal remedies. COUN -1 11 13 administrative dispute resolution procedures for proper invoice and • payment disputes are set forth in Section 55.1, "Prompt Payment Procedures", Seminole County I Administrative Code. Contract claims include all controversies, except disputes addressed by the "Prompt Payment Procedures", arising under this Agreement with administrative dispute resolution procedures set forth in Section 220.102, "Contract Claims", Seminole County Code. (b) CONTRACTOR agrees that it will file no suit or otherwise pursue legal remedies based on facts or evidentiary materials that were not presented for -consideration in ---the -COUNTY administrative dispute resolution procedures set forth in subsection (a) above of which the CONTRACTOR had.knowledge and failed to present during the COUNTY administrative dispute resolution procedures. • (c) In the event that COUNTY administrative dispute resolution procedures are exhausted and a suit is filed or legal remedies are otherwise pursued, the parties shall exercise best eff;.rts to resolve disputes through voluntary mediation. Media-= selection and the procedures to be employed in voluntary medicZ Sha1= we —mutually acceptable to the parties. Costs of voluntary :,edition shall be shared equally among the parties participating in the mediation. SECTION 18. REPRESENTATIVE OF COUNTY AND CONTRACTOR. (a) It is recognized that questions in t'-e day-tc-day conduct of Performance pursuant to this Agreement will arise. The COL,TNTS_', upon request by CONTRACTOR, shall designate in writing and shall advise CONTRACTOR in writing of one (1) or more COUNTY emplc_,rees to whom all communications pertaining to the day-to-day ccnduct of a :_greeme-nt- 14 shall be addressed. The designated representative shall have the authority to transmit instructions, receive information and interpret. and define the COUNTY's policy and decisions pertinent to the work covered by this Agreement. (b) CONTRACTOR shall, at all times during the normal work week, designate or appoint one or more representatives of CONTRACTOR who are authorized to act on behalf of CONTRACTOR regarding all matters involving the conduct of the performance pursuant to this Agreement and shall keep COUNTY continually advised of such designation. SECTION 19. -- ALL PRIOR AGNMENTS STJPERSM=. This document incorporates' and includes all prior negotiations, correspondence, conversations, agreements or understandings applicable to the matters contained herein and the parties agree that there are not commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained or referred to in this document. Accordingly, it is agreed that no deviation from the terms hereof shall be predicated upon any prior representations or agreements, whether oral or written. SECTION 20. MODIFICATIONS, AMENDMENTS OR riLTz'�ATIONS. NO modification, amendment or alteration 'in the terms cr conditions contained herein shall be effective unless contained is a written document executed with the same formality and of ewua?-?ig^__ herewith. SECTION 21. INDEPENDENT CONTRACTOR. It -s acreed _nat not."_ina herein contained is intended or should be constrsed as in any :-ari—er creating or establishing a relationship of copartners etwee^ the 15 ,parties, or as constituting the CONTRACTOR including its officers, employees, and agents, the agent, representative, or employee of the COUNTY for any purpose, or in any manner, whatsoever. The CONTRACTOR is to be and shall remain an independent contractor with respect to all services performed under this Agreement. SECTION 22. EMPLOYEE STATUS. Persons employed by the CONTRACTOR in the performance of services and functions pursuant to this Agreement shall have no claim to pension, workers' compensation, unemployment compensation, civil service or other employee rights or privileges granted to the COUNTY 's officers and - employees - either by operation of law or by the COUNTY. SECTION 23. SERVICES NOT PROVIDED FOR. No claim for services furnished by the CONTRACTOR not specifically provided for herein shall • be honored by the COUNTY. SECTION 24. PUBLIC RECORDS LAW. CONTRACTOR acknowledges COUNTY's obligations under Article 1, Section 24, Florida. Constitution and Chapter 119, Florida Statutes, to release public records to members of the public upon request. CONTRAC CR ackncw=edges .._.a - COUNTY is required to comply with Article 1, Sec-ioM 24, Flerira Constitution and Chapter 119, Florida Statutes, in the ra:^d1iTg of the materials created under this Agreement and that said statute controls over the terms of this Agreement. SECTION 25. NOTICES. Whenever either party desires to give notice unto the other, it must be given by written notice, sent 'v certified United States mail, with return receipt reques-ed, wdd,essed to the party for whom it is intended at the place last spec;-fied and 16 the place for giving of notice shall remain such until it shall have been changed by written notice in compliance with the provisions 00 this Section. For the present, the parties designate the following as the respective places for giving of notice, to wit: FOR SEMINOLE COUNTY: Purchasing Manager Seminole County Services Building 1101 E. First Street Sanford, Florida 32771 FOR CONTRACTOR: Valuation Resources Management, Inc. 2675 Paces Ferry Road, Suite 21.5 Atlanta, GA- 30039.---_ - SECTION 26. RIGHTS AT LAW RETAINED. The rights and remedies of the COUNTY, provided for under this Agreement, are in addition to any other rights and remedies provided by law. SECTION 27. COMPLIANCE WITH LAWS AND REGULATIONS. in providincge all services pursuant to this Agreement, the CONTRACTOR shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provisions of, such services, including those now in effect and hereafter adopted. Any viclat:.cn of said statutes, ordinances, rules, or regulations shall constitute a rateria! '-reach Of this Agreement, and shall entitle the COUNTY to term_inaze this Agreement immediately upon delivery of written notice of te=ir..atioa to the CONTRACTOR. SECTION 28. CONFLICT OF INTEREST. (a) The CONTRACTOR agrees that it will not encage in any action that would create a conflict of interest in the perfcrmance cf its obligations pursuant to this Agreement with the COUNTY or which would 17 violate or cause others to violate the provisions of Part III, Chapter 112, Florida Statutes, relating to ethics in government. See County Personnel Policy 4.10(F). (b) The CONTRACTOR hereby certifies that no officer, agent or employee of the COUNTY has any material interest (as defined in Section 112.312(15), Florida Statutes, as over Sk) either directly or indirectly, in the business of the CONTRACTOR to be conducted here, and that no such person shall have any such interest at any time during the term of this Agreement. (c)- - Pursuant to Section 216.347, Florida ---Statutes, the CONTRACTOR hereby agrees that monies received from the COUVT'r pursuant to this Agreement will not be used for the purpose of lobbying the Legislature or any other State or Federal Agency. IN WITNESS WHEREOF, the parties hereto have made a_-d executed this Agreement for the purposes stated herein. ATTEST: VALUA27f0N RE=RCES -1/ , Secret (C POP -ATE SEAL) • C. A:� BILL Preside== Date: Z�TERYI 1.8 ATTEST: Oto MORSE erthe Board of County Commissioners of Seminole County, Florida. BOARD OF COUNTY COMMISSIONERS S 4rOLE XUNTY, RIDA By: CARLTON HENLEY, Chaff Date•OZ /7 9 For the use and reliance Seminole County only. Approved as to form and legal fi County Attorne AC/lpk 01/12/98 Attachment Exhibit A - Scope of services Exhibit B - Rate Schedule \\CA PO_CSS\SYS\CA\USERS\Calk01\MYDCCS\AGT\RFP457.DOC 19 As authorized for execution by of the Board of Anunty Commis - sic rs at their � 19, regular me ing. 9 • • EXHIBIT B RATE S ®ULE Building valuation services: Replacement valuation services for assets under $750.00 Annual update of building valua tion per year for years two (2 ) through five ( 5 ) of the Agreement term: First time detailed inventory ser- vices of assets over $750.00: Bar Code tagging per asset: Annual on site re -inventory service per year for years two (2) through five (5) of the Agreement term: $10,945.00 $ 950.00 $ 675.00 per year $15,900.00 $ .0125 per asset $ 8,775.00 per year 20 SCOPE OF SERVICES TASK 1: Inventory of Machinery & Equipment Appraisal persound will inspect, inventory and identify all moveable machinery and equipment including computer and office equipment, audio -video equipment, and all major futnizure, by room wirhia each budding for each location and including licensed vehicles and mobile equipment Assets will be inventoried by Unit Control with following guidelines: + Unit Control Machinery and equipment with an original cost of $750 or more, with an estimated useful life of more than one year, will be inventoried and identified individually. , model number and serial number (where available) wiIl be captured for each unit control asset program • Group Control Assets with an appraised value less thaw the unit control threshold will be also recorded and valued using VRMs "modeling" approach Using this methodology, VRM will provide a total contents value for all minor equipment found in each building. • Report of all valuation and assets tags, will be compared to our existing rued asset inventory. VRM shall provide a reconciliation report comparing the C.ounty's hared asset repon to their final report • This approach will provide the County with a new inventory record of all capitalized assets ($750.00 original cost and a useful life of one year or more)and replaccneat cost for assets under $750.00. Provide all' necessary reports in hard copy and digital format compatible with MS Office 97 and H T E fixed assets. TASK 2: Building Appraisal Services Our appraisal and research investigation of the buildings wail follow gene_ -airy accepted appraisal practices and will include use of a detailed segregated cost approach to deveiop ac=r= and complete constriction data and acceptable insurance values. The buildings in our inventory will be carefully inspected and measured by VRM personnel. When available, construction blueprints will be utilized. An idendfying description of each building wM be developed and recorded Basic constriction components will be identified and valued, iMcluding excavation, grading, foundations, framing, floors, roofs, interior constriction, building service equipment such as electrical, plumbing, heating, air condiuocing, sprinkler, a ar ot.w—aon, a.L= systems and related fixed equipment A color photograph and detailed "to scale" plot plan will be prva Tided for eaca s==zre appraised. The property address, property name, binding name, occupanc,, constrsoaon classincarion, y-ar or construction, condition and square footage will be listed on the detail reports for ea:h building. 0 TASK 3: Land improvement Appraisal Services 67mui jd ar no addijawi dxuge) Land improvements are those assets located outside of a budding and particular to a parcel of land including, but not limited to, feacing, lighting, yard equipment and playground equipment, These Wes of assets are often overlooked when conducting in inventory and appraisal Because they can make up a reasonable portion of an en*s assets we will inventory, appraise, and record all assets within this ciasrificarion. TASK 4: Bar Code Tagging Service Our appraisers will apply new myiar bar code tags to all unit control items and will enter the tag mumber into the database. The tags to be used will be in a 'code 3-9 forr=-* This format will be the format required to conducting a scanned re -inventory. Tags wa be applied in a cor ms location on Ike items enabling ease of re -Inventory. A sample tag is shown below: TASK 5: Master File Tape The Countywfil use its own fixed asses software prograaa and-VRM shall provide a completed fixed asset database on a 3-1/2 inch diskette to be used with our Comp See Barcoder and Label Main Software. The file layout is included in this proposal as as Exhibit VRM's information Services Group CTSG") is available to provide additional da-,I i ,r,ort assistince to you or your designated software consultant on a time and expenses basis. The standard :axe is S9S Per hour plus expenses. Please contact your local VRM representative if you are Laser ested in this service - TASK 6: Annual Re -inventory & Update Service VRM also proposes to provide physical on -site re -inventory services- VRM wa phyacally re - inventory all unit control, tagged assets, utilizing our bar code scanning devices and provide exception reports reflecting the previous years activity. Prior to starting the re -inventory process, each capitalized addi on will be :eca_ec agge a:d recorded in our database with the pertinent data (location, =C" etc.). %t"W w�u re^..ord the information in the same manner as the original project. All buildings wzit the- be compierey re- iaventoiried using our own bar code scanners. Upon completion of the re -inventory VRM wfll generate exception reports and provide tlicm to the County. The reports will list all transfers, additions, and potential disposals. *e tout then axis the County to review the reports to make final determinations on the exceptions. Once tiie =:option reports have been reconciled, all additions, retirements and transfers will be applied and Leal upazad reports will be reissued. Also as part of our re -inventory service, we will provide the Courinrwith annual up yes for burl L-�;s and values from the original project. This service requires the County to pro"zde ti'R-M aitil a complete listing of any building additions, renovations, or demolitions that occ:Y �^; i —I- -,he oreNlous year. VRM will provide the necessary training and forms to ensure that the ccnes are r ero: ied and reported properly. VRM will process all reported activity and update the buiild ngs affected. Upon completion of the construction update process VRM wM apply c: atomized t; en^ :at~.o:s to =_1 values of all buildings and equipment to reflect their current irmu-able values. G METHODOLOGY • 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 and current replacement cost values for each item or group of items inventoried. The date of acquisition and useful life will also be listed. We will determine values by using the following methods: • Direct Costing - W-ith this technique we will match a historic cost record to a unit or group of property Hems. The actual purchase cost and acquisition date wiIl be reported for those assets. • Standard Costing - A standard cost is as estimated cost based on a lmown average installed cost for a like unit at the estimated acquisition date. The unies age is estimated based on observed caadirion, manufscturer's name, model, serial number, age of the fiality, and other factors. • 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. Donated assets will be recoicied'at fair market value at the time of donation- For assets tluz have been donated in new:or unused condition, the replacement value at the time of donation wail be used. This information is available from vendors, xtianufacnirers' price lists or telephone quotes. Assets don=ed used Will be recorded at their estimated fair value,. During the course of the inventory and our subsequent vahuzion research, our appraisers will cond= an investigation to determine original cost and cost of reproduction new, defined as follows . • Original Cost is the amount originally paid to acquire the asset, iachading such costs as set-up charges, transportation, taxes, engineeririg and architectu d fees, and tide fnsur� If an asset was donated or bought for a nominal sum, GAAP requires the asset be accounted for at mine: value as of the date of acquisition. • Cost Of Reproduction New (synonymous with the incur -a .ce term 'acw replace==:_ cos:') is the amount required to reproduce property in like kind and mn srpal kic, in situ,^,. -dance with C„r:ca- .;arises prices for materials, labor and manufactured equipment, contractor's overhead., profit, and fees, b zr with no provisions for overtime or bonuses for labor and p:t='u__s for ttiazeral or egL;_oment, based upon reproducing the entire propeny at one time. • Exclusion is a Provision in an insurance p contract describing property, or tppes of property, ;::at are not covered by the contract Based Upon our review of the i su ce form, we will lc==y those items specifically excluded under terms of the policy. VRM's investigation will include the use of various research sources to develop the cost conclusions for each asset or group of assets. These sources include catalogs, phone quotes, price 'lists, trade Journals, magazines, industry publications, technical and pricing subscription services, eYaiaeerhg manuals such as Means, Marshall Swift, Handy Whitman, and EH BoeckL TASK 7: Annual Re -inventory & Update Service VRM also proposes to provide physical on -site re -inventory se: Vices. VRM wd Dh-,Mali re -inventory all unit control, tagged assets, utilizing our bar code scanning devices and . provide exception reports reflecting the previous year's acti`-ity. Prior to starting the re -inventory process, each capitalized addirion will be located, tagged, and recorded in our database with the pertinent data (location, fund, etc.). VRM will record the information in the same manner as the original project. All buildings will then be • completely re -inventoried using our own bar code scanners. Upon completion of the re -inventory VRM will generate exception reports and provide them to the County. The reports will list all transfers, additions, and potential disposals. We will then ask the County to review the reports to make final determinations on the exceptions. Once the exception reports have been reconciled, all additions, redreme= and transfers will be applied and final updated reports will be reissued. Also as part of our re -inventory service, we will provide the Coumy with annual updates for buildings and values from the original project This service requires the County to provide VRM with a complete listing of any building additions, renovations, or demolitions that occurred in the previous year. VRM will provide the necessary training and forms to ensure that the changes are recorded and reported properly. VRM will process all reported a i iiy and update the buildings affected. Upon completion of the construction date process VRM will apply customized trend factors to the values of all buildings and update quipment to reflect their current insurable values. C. METHODOLOGY Our investigation of the property will follow generally accepted appraisal practice and will include use of specific techniques necessary to develop a valid and acceptable original cost and replacement cost values for each item or group of items inventoried. The date of ac uisition and useful life will also be listed. We will determine values by using the following 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 due will be reported for those assets. • Standard Costing - A standard cost is an estimated cost based on a known average is s-,.alled cost for a like unit at the estimated acquisition date. The uaiz s age is es ==, d based on observed condition, manufacturer's name, model, serial number, age of the faciiity, and cthr-- factors. • 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 est m =d date acquired to the appraisal date. Donated assets will be recorded at fair market value at the time of donation. For assets &= have been donated in new or unused condition, the replacement value at the time of donation will be used. This information is available from vendors, manufacturers' price liars or telephone qr: otes. Assets donated used will be recorded at their estimated fair z-alue. During the course of the inventory and our subsequent valuation resear" our appra :secs wM conduct an investigation to determine original cost and cost of reproduction new, o'efule as follows: • Original Cost is the amount originally paid to acquire the asset, including such cosu as set- up charges, transportation, taxes, engineering and architect ---al fees, and title i^.r_,�ance. H an asset was donated or bought for a nominal sum, GAAP requi es the asset be accc, .ed for at market value as of the date of acquisiuon- . • Cost of Reproduction New (synonymous with the +nclura ce term "new replacement Cost") 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 material or equipment, based upon reproducing the entire property ax one time. • Exclusion is a provision in an insurance contract describing property, or types of property, that are not covered by the contract Based upon our review of the insurance form, we will. ideatify those items specifically excluded under terms of the policy. Our investigation vnI include the use of various research sources to develop the cost conchisions for each asset or group of assets. These sources include catalogs, phone quotes, price lists, trade journals, magazines, industry publications, technical and pricing subscription services, engineering manuals such as Means, Marshall Swift, Handy Whitman, and Eli Boeckh. __..... D. --- TUYUNG - -- VRM's standard delivery is 60 -• 90 days. An example of a projected timeline for the completion of the proposed project can be seen below. If the County has the need to receive final reports in less than 90 days please contact me so we can adjust our schedule and meet your request_ TENTATIVE SCREDVLE OF EVENTS • Week I - Aunxniof Ca+zarer • VRM's Prz*Ami gBegi= Week 2 Start of � Weeks 2 - 3 - Fielduwi Cazi&ud Weeks 4 S - Offur PC?zi= of Aro = (FUi 7 & Va&Iz ion) Week 6 - Final Stages of Revi= C ems' Weeks 7 - 8 - Job Sant ro VRM's P7o= rzg �zr and Rep= Pm=sel Week 9 - Final Rep= De&=ei NOTE: The work plan provided is intended only to provide an idea or" hoar a standard project unfolds. VRM's standard delivery schedule is 60-90 da-.-s. VRM has the staff available to expedite the project if desired. If the County has sped de?l-yeed vens discuss please contact your local VRM representative to a deliverycat- :_.az will meet your requirements. E. REPORTS VRM will provide reports to be utilized for external audit*:- accountability & control, and insurance reporting requirernents. Detail, as well as surnrna--fir reports will be provided. T:--e standard G. GENERAL INFORMATION serviCe and, as applicable, are made a part of this proposal: PMddd to Ow r,r r • ./ :w1I A /I • iI � U r I y / y•/`• • • I r•I:I I • ♦ / :w r I/ 'I 1 I:, r/ 1 • ♦ • / /• r ♦ r/ AA . rI•//• ♦ ./ r ••' iI :. - ■w•:w 01. MAW • Chir building appraisal fees are based on the information provided in the RFP and addendum. We interpreted the information provided as follows: - 76 buildings will require appr2iS , and -193 structures will require appraisals, totaling: - 269 total buildings & struccures to be appraised . reports to be provided will include: . • Accounting (Fixed Asset) Summary Represents original cost summaries of capitalized assets only. Costs are totaled by fund and asset type_ - • Accounting (Fixed Asset) Detail By Building Provides a detailed listing of capitalized assets showing the accumulated depreciation, original cost and current years provision sorted by budding. Accounting (Fixed Asset) Detail By Division Provides a detailed listing of capitalized assets showing the accumulated depreciation, original cost and current years provision sorted by division. • Insurance Summary Includes all assets regardless of cost, provides summary totals for cost of reproduction new. This summary report is sorted by location and building. • Insurance Detail --- Detailed listing of equipment inventoried supporting the =' s ran a wry report. The insurance detail report is sorted by location, building, and departrae • Building Appraisal Reports Individual reports wM be provided for each building listing the location, construction information and insurable values for each building/stru== appraised Building dexatl reports will also include a color photograph of the structure appraised_ 'To sole" plot plans will also be included. • Rolling Stock Reports VRM will provide reports that will list all rolling stock sorted by both type and location. (Sample reports are included as an exhibit for your review) F. TECHNOLOGY Each of VRM's appraisers utilize laptop computers and handheld data collection devices. ne use of this technology brings an unparalleled degree of quality control to a project of this type_ By using the latest technology VRM is able to collect, review, and edit data on a daily basis. This process is - invaluable because it allows our appraisers to located potential mistakes during the fieldwork portion of the project In the case of questionable data, an appraiser can review the data that was called and return to the asset in question the next day to address the conce.-n. VRM also utilizes several proprietary software programs to facilitate the inventory, valuation, : n-lew, and reporting process. Technology allows VRM to inventory a large number of assets e=ce :tt:, accurately, and consistently. The use of the latest technology has been a major factor in our suc=s and quality of service. EXHIBIT B RATE SCEEDULE Building valuation services: Replacement valuation services for assets under $750.00 Annual update of building valua-_ tion per year for years two (2) through five ( 5 ) of the Agreement term: First time detailed inventory ser- vices of assets over $750.00: Bar Code tagging per asset: -Annual on. site re -inventory service per year for years two (2) through five (5) of the Agreement term: 20 $10,945.00 $ 950.00 $ 675.00 per year $15,900.00 $ .0125 per asset $ 8,775.00 per year • r� • Exhibit B • TEMP RESO 85c Proposal To Provide Professional Inventory & Valuation Services To The: City of Tamarac Valuation Resource Management, Inc. (VRK hereby proposes to provide professional inventory and valuation consulting services to the City of Tamarac (hereafter, the "City'. The purpose, scope, methodology, staffing, and fees are set forth as follows: I. MRPOSE The purpose of our appraisal will be to provide the Cite or' Tamarac a carnpre^e.^.s -e Fixed asset inventory management system to meet the following objectives: • Financial Reporting: Fulfill current fiscal reporting requirements. establish audit compliance with Generally Accepted .accounting Principies ''GAAP) and Governmental Accounting, Auditing, and Financial Reporting (G_ AFR), and enable tracking of equipment purchased through government programs. • Accountability and Control: Meet current requirements for accounrabiliry and custodianship. Enhance operational efficiency through identification, control, re - inventory and maintenance of equipment. • Insurance: Provide current insurable values for placement and 7.ccf of loss, and a system for perpetuation of the conclusions. • Capital Expenditure Planning: Establish a basis .cr roiect: ,o:tai =set improvements and replacements to assist the Cir: in the processes. • Cost Accounting: Assist in determining the cost of programs ar.d sc-::ces proVided by the City. This will help the City establish rates and fees on a mere equitable basis. IL COMPANY OUALIFICATIONS VRiIM is proud to be recognized as the industry leader in providing compr+i:ers:ve inventor',* and appraisal services to public sector entities. We specialize in w•orkinz . ztn t^.e cubiic sector and have served more than 2,000 entities in the past few years aicne! `Xith 16 oiiices located throughout the country, including .Miami and )acksonviile, �'R-%[ a a::ie tc :ov:Ce local service and support. V UM has the largest and most experienced professionai srafr in the :.^.cusU-:. Our sniff is comprised of full-time, in-house appraisal personnel, each of whom scec:aiize :n prov:d:nQ our services to the public sector. %lv'e guarantee our sen•ices ,viil be prof:: ed tv rhout the use ofsubcontractors! V R City of Tamarac Tamarac, Florida Friday, l\larch 19, 1999 Page -2- All appraisers at Valuation Resource Management, Inc. are ;associated with the American Society of Appraisers, one of the most widely noted appraisal and v:aivation societies in North America. Select personnel have obtained the senior designation. ASA, which is recognized as the highest designation within the appraisal discipline. Later in this proposal we outline the personnel who will be assigned to serve the City on dais protect. III. SCOPE OF SERVICES VRM's appraisal will include all land, land improvements, buildings and fixed equipment, furniture & office equipment, licensed vehicles, all moveable machinery & equipment with a unit cost of $750 or greater, and infrastructure owned by the City. Certain "critical" equipment with an original cost less than $750 will also be inventoried. Inventory items, spare pacts, supplies, and personal property of City employees will be excluded. I have provided options for the various inclusions that will allow the City to select which assets are to be included in the project. The different categories of Fixed assets that can be included in the project and the inventory procedures can be seen as follows: A. Machinery and Equipment Appraisal personnel will inspect, inventory and identin• all moveable machinery and equipment including- computer and office equipment, audio -video equipment, and • all major furniture, by room within each building for each location. Assets Will be inventoried by Unit Control with following guidelines: A-L Unit Control Machinery and equipment with an original cost of 750 or more, with an estimated useful life of more than one year, % iii be inventoned and idennred individually. This category will include ..ii - e;3. .as ac:� rer model number and serial number (where a:a:iabie: ..:ii b� _ .:red _cr each^i, unit control asset. A-Z. Critical Control Certain "critical" equipment with a cost less than ;750 wlii also be inventoried and identified individually. This categor, wiii inccude aiI =s, VCR's, computer monitors, and printers regardless of cesr. `Janufacrirer, model number and serial number (where available) will be captured :or each critical control asset. A-3. Group Control Assets with an appraised value less than die unit contrci t^resrcid %vcii be also recorded and valued using VRNI's "Z-,ou:)1nZ" coDrcccn. sine ,Ir:s methodology, VRati1 will provide a total cantents �: aiue Dr aii minor equipment for each building. This category ..rii account for ail tabies, desks. chairs, File cabinets, etc. in a group fashion. C] R V M I City of Tamarac Tamarac, Florida Friday, \-(arch 19, 1999 Page -3- B. Buildings Our appraisal and research investigation of the buildings -mil f�ilow generally accepted appraisal practices and will include use of a detailed zz,=egated cost approach to develop accurate and complete construction data -no acceptable insurance values. The buildings in our inventory will be carefully inspected and measured by VRM personnel. When available, construction blueprints will be utilized. An identifying description of each building will be developed and recorded. Basic construction components will be identified and valued, including excavation, grading, foundations, framing, floors, roofs, interior construction, building service equipment such as electrical, plumbing, heating, air conditioning, sprinkler, fire protection, alarm systems and related fixed equipment. The property address, propem• name, building name, occupanc:. construction classification, year of construction, condition and square footage •.v::i --iso be listed for each building. C. Land Improvements Land improvements are those assets located outside of a building and particular to a . parcel of land including, but not limited to, fencing, lighting, yard equipment and playground equipment. We will inventory and record by location, -11 assets w-tthin this classification. D. Land Parcels Land will be included based upon information supplied by t: c City. The information to be provided for each parcel includes. as avaiiable, 72--cei number, address, location/legal description, acquisition crate. :cauisi:.cr »sw sand and account code. If certain parceis have no original cost data availab:e. W _ .ere donated at an amount less than market value as of the date acquired. '.-R-M estir:ate ~_^c original cost. If the City does not have the resources available :o provide VRM t.e proper land information, VIUM can conduct research at the County couru,--use to find th.e records and information needed to include Land in the inven:-,^:. Fees for conducting comprehensive research on land parcels wiil be provided -r:-,on request. E. Utility Buildings and Equipment V M will inventory and appraise all City -owned uniin• equiprnen- =d buildings. Items to be included are: lift stations, pump stations, pumps, me:srs. -:rater and wastewater treatment equipment, water and wastewarer t;eat:-::ent e:c- F. Infrastructure Infrastructure Fixed assets (streets, sidewalks, street '':ghrr:g _-.-sterns, .:arid underground water & wastewater distribution systems) will be :r eluded based on a cooperative effort between the City and VTLM. The CitS• w:il be responsible for tZ V City of Tamarac Tamarac, Florida Friday, March 19, 1999 Page -4- providing our staff with the most current mappings, records and engineering studies available for infrastructure assets. V1 M will perform die necessary "take -offs" and records research, and include infrastructure in logical groupings bylike fund, account, type and acquisition date. G. Bar Code Tagging Our appraisers will apply new bar code rags to all unit and critical control items and will enter the tag number into the database. Tags will be applied in a consistent location on like items enabling ease of re -inventory. The procedures for perpetuation of the tagging process will be provided to you in written format. The cost of the tags is included on the fee schedule & authorization page. A sample tag is shown below: JOHNSTON COMMUNITY SCHOOL DISTRICT Illla IIIII III IIIII IIIII IIIII III it II 001596 H. Client Supplied Information • Mobile communication equipment, weapons, and land will be included in the record on the basis of data provided by the City. If the requested information is not received within two weeks of the completion of the fieldwork the reports U19 be processed without the missing data. .all requests to add the information after reports 0 have been issued are subject to additional report processing fees. I. Standard Reports VRNI will provide reports to be utilized for external auditing,=ecountabiiiry, & control, and insurance reporting requirements. Detail, as well as reports will be provided. The standard reports to be provided iii irciude: • Accounting (Fixed Asset) Sumrnary Represents original cost summaries of caprtalized assers cmv. Costs are totaled by fund and asset type. • Accounting (Fixed Asset) Detail Provides a detailed listing of capitalized assets showing me accumuiated depreciation, original cost and current year's provision. • ,Insurance Summary Includes all assets regardless of cost, provides surnrna,. tc-:is ;cr cost of reproduction new. Sorted by location and buiidir.Z. • Insurance Detail Detailed listing supporting die insurance summ=.- -eocr.. Hcrted by location, building and department. Sample reports are included as an exhibit for your reyie:v. Custom:za-z= ct reports is available, it needed. R V ht City of Tamarac Tamarac, Florida . Friday, Nlarch 19, 1999 Page -S- IV. OPTIONAL SERVICES Because each entity has different needs VRINI offers a variety of optional services. These range from perpetuation services to fixed asset sottware oackzges. Tlie cotiomu services VRNI offers are as follows: A. Data Match Service If the City's current inventory record contains certain accurate information (original costs, acquisition dates, etc.) VRNI can conduct a data match to ensure that the data is carried over into the new database. To ensure that the data match works, VRM will record the existing tag number on each asset while affL%ing the new bar code tag. VRM will also require the City to provide an accurate back up of the current inventory prior to starting the protect. Upon completion of the inventory VTZINI will run a march between -,-e data collected in the new inventory to the data found in die old inventory. The tieids that w1ii be carried over into the nmv inventory will be determined during the kickoff meeting. Common fields that can be carried over include original cost and zccuisirion date. For those assets where the selected information is unavailable i7. the existing database, VTLM will record and/or estimate die appropriate data. • B. Annual Re -inventory Service VRM also offers the service of actually performing the annual physical re -inventory for our clients. If selected, VRNI will physically re -inventory all unit control, tagged assets, utilizing our bar code scanning devices and provide eticeotion resorts reflecting the previous year's activity. Prior to starting the re -inventory process. each captraiized zddircr ::ii be iccated.. tagged, and recorded in our database with ti-e pertinent �.. ...._ �. Ate... VRNI will record the information in the same manner as t;.e c—Z.n_-: �r�:ect. all buildings will then be completely re -inventoried using our own bar cede s_a..nners. Upon completion of the re -inventory VRM %vdi generate excep=cn reaor;s and provide them to the City. The reports will list ail transfers, additions. and potertiai disposals. We will then ask die Citv to review the , euor,; 72 make ::nai determinations on the exceptions. Once the exception reports have been reconciied. the original c:tabase -viil be updated to reflect inflationary changes from the previous rear- 7-ien. j.ii addicons, retirements and transfers will be applied and Final updated reoorts wiii ! e reissued_ Our re -inventory service is designed to be perfor.-red anriva a....... : ,ur.=on with the City's Fiscal year-end. The primary bcnecits of this sen- ce • Substantially extending the period !, :tween t;.e origir.a. pro;eet and . subsequent complete reappraisals. • Eliminating administrative and ceoartmenr a: the maintenance of fixed asset records. V City of Tamarac Tamarac, Florida Friday, March 19, 1999 Page -G- • Producing reports that will be avallable ror audit _nd insurance requirements at the same time each year. C. Bar code Scanner (Telxon PTC-960) With the purchase and use or a Telxon Model PTC-960 Bar code Reader, the City could perform an annual re -inventory of its equipment. A re -inventory with a Telxon Bar code Reader calls for internal personnel to gather the location and asset number for each fixed asset using the Telxon Bar code Reader. Next, the scanned inventory would be uploaded into a computer running a fixed asset program. 'rhe program would then compare the new data with data from the base inventory and reconciled. Revised standard and activity reports to reflect additions, transfers, and retirements could then be generated and a reconciliation could be conducted. D. Master File Tape or Diskette Should the City decide to use its own fixed asset software program %-TUM shall provide a standard comma delimited ASCII fie of the compieted fixed asset database on a 3-1/2 inch diskette. The file layout is included in this proposal as an Exhibit. VRM's Information Services Group ("ISG'� is available to provide additional data import assistance to you or your designated sofr<care consuitart cn a time and expenses basis. The standard rate is $95 per hour plus expenses. Please contact your . local VRM representative if you are interested in this service. E. Policies & Procedures Control Manual We will prepare a customized Policies & Procedures Manual for the City which will provide instructions for recording property additions, =_rernen,,s. t-anscers and other property changes. The Manual will be %V71tten ... ,.,,,.iunct......:th _ e policies and procedures regarding Fixed asset acccun::nC. R:1I's r.-o ect manazer will meet with the department personnel responsible for acouirin risvosing or assets. Upon completion of the interviews, we wiil prepare a manual :.:th ciescr:ouve information on topics including, but not limited to, property controi resoonsibilities, methods for tracking assets, coding and sample forms to be used. V. WORK PLAN The success of a project of this scope and magnitude depends upon sound Dunning and project control. VFLM realizes the importance of establishing a cetaiied worK pian to ensure that all requirements of the City are met satisfactoniv. 7ie steos %RM -:..ties •.�nen approaching a project include: A. Project Planning VFLNI will develop specific guidelines and will estabiish ociecti:-es anc procedures as part of the project planning and organization process. `�ciuded tie proiect planning phase are: . V City of Tamarac Tamarac, Florida Friday, March 19, 1999 Page -7- An initial "kick-off' meeting with Cin' representatives to review the objectives, procedures and methodologies to be used during the appraisal process: • Consultation with the City's auditors and insurance consultants regarding our services and to address any specific requirements they may have-. • Preparation of an inventory schedule which will allow For advance notification of personnel; • Meeting with systems personnel to address Fixed asset software and data conversion issues. B. Project Team VRM will assign an experienced project team to serve the City on the projecr- Depending on each particular job and the scope or services desired VR.M will provide appraisers drat specialize in certain areas (ex. building valuations) as needed. The professional qualifications of appraisers who wiil be available to serve on this project are listed as an addendum to this proposal. After authorization a Project Team will be assigned and a Project `.tanager narned_ The Project Manager will be the primary contact with the City during the fieldwork and valuation portions of the project. During the project the Project Manager will • keep the City informed on our progress and address any concerns that may arise. C. Tentative Schedule of Events Week 1 - Award of Contract VRAI s Project P!anntng Begins Meek 2 Start of F.%eldli-ore Weeks 2 Field;vork Co wiuctea Wleeks 4 - 5 OS7-ce Portion ofProl.e.z 1, EI:- Valrration) Irleeks G - 7 - Final Stages of Retrerr Co,7,Twed Irleeks 7 - 8 Job Sent to VFLW f Prnrsstrg Detdrrmer.: and Reports Processed Vleek 9 Final Reports Delit'errd NOTE: The work plan prodded is intended oniv to nrov:de an :dea or now a standard project unfolds. IMM's standard deliver• schedule is 5-60 da:s. '• 2\t has Ent s:afr avariable to expedite the protect if desired. If die Ciry has speuai do ivery :seeds o:ease ccntact -,-our iocai VILM representative to discuss a delivery date that wdi meet •:our equrre rents. • Vi. COSTING & VALUATION TECHNIQUES Our investigation of the property will follow generally acceored acpraisai pracuces and vrtii include use of specific techniques necessary to develop a vaiid and acceptable cnginai cost R V City of Tamarac Tamarac, Florida Friday, ,March 19, 1999 Page -8- and current replacement cost values for each item or group of items inventoried. The date of acquisition and useful life will also be listed. We will determine values by using the following methods: • Direct Costing - With this technique we will march a historic cost record to a unit or group of property items. T1ie actual purchase cost and acquisition date wiil 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 unies age is estimated based on observed condition, manufacturer's name, model, serial number, age of the facility and other factors. • Normal Costing - Mere 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. Donated assets will be recorded at fair market value at the time of donation. For assets that have been donated in new or unused condition, the repiacement value at the time of donation will be used. This information is available from vendors, manufacturers' price iists or telephone quotes. Assets donated used will be recorded at their estimated fair value. During the course of the inventory and our subsequent vaivation research, our appraisers . will conduct an investigation to determine original cost and cost of reproduction new, defined as follows: • Original Cost is the amount originally paid to acquire the asset, including such costs as set-up charges, transportation, taxes, engineering and architectural fees, and titie insurance. If an asset was donated or bought for a :nominal sum, GA -AP re—uires the asset be accounted for at market value as of the dare c: a4quisition. • Cost of Reproduction New (synonymous ith 'ne insurance :cart ":-ew replacement cost") is the amount required to reprocuce property in iike L:nd a:.d materials, in accordance with current market ;,rites for .-naterals. labor and manufactured equipment, contractor's overhead, profit, and fees, gut %with no provisions for overtime or bonuses for labor and premiums `or rnatenai cr equipment, based upon reproducing the entire proper,- at one time. • Exclusion is a provision in an insurance contracr describing propem-, or types of property, that are not covered by the contract. Based upon our review of the insurance form, we will identify those items speciticaily excluded under rer.-ns of -he policy. Our investigation will include the use of various research: sources ro deveioD t-.e test conclusions for each asset or group of assets. These sources ;nciude catalogs, prone cuores, price lists, trade journals, magazines, industry publications, technical and pricing subscrot:on services, engineering manuals such as Means, Marshall Swift, Handv W11itma:t, and E.H. Boeckh" . L� v,N! 1 City of Tamarac Tamarac, Florida Friday, March 19, 1999 Page -9- VII. PERSONNEL Valuation Resource Management, Inc. is managed by Mr. William N. Jaeger, .-SSA, President. Nfr. Jaeger has over 17 years experience in inventory and valuation procedures for property records of cities, counties, schools, colleges and universities, and states. He has managed hundreds of public entity engagements and is a nationally known speaker on fuzed asset and insurance issues. Mr. Jaeger has addressed and led workshops for the association of Business Officials and the Government Finance Officers Association. Mr. Kory Dogs, District Nfanager for VRNI's Southeastern Region, will serve as the Contract Manager for the project. Kory has extensive experience in managing contracts for VRM and our clients. Kory has serviced numerous entities as both Project 'Manager and Contract Manager. Kory will be the City's primary contact both prior to the start of the project and after delivery of final reports. The appraisal team for die project will be selected based on current backlog and availability. The professional qualifications of Bill Jaeger, Kory Dogs, and the appr:use:s most likely to serve on this project are included as an exhibit to our proposal. VIII. GENEEAL INFORMATION The following conditions are considered standard practice in the perrormance of our appraisal service and, if applicable, are made a part of this proposal: • All available data and records deemed necessa y in the search for costs and historical baaigm=d should be provided to our appraisal staff. • A list of all assets on loan or off -rite for repair should be furnished to the a .nrMlai staff. • 11% will maintain copies of the fray! reports together zvo; a:i ;veld rover ar.:i :;,rein. panerr, :r our files for a period of 5_�-earr. If the need arises, these do.: rnrencs : ve made .::.:::s:e to the C. • VR11 n-id render advisory winces at no charge to the C'.% :1- Z i:s :::tutor oral insurance representatives regarding the n:etnods rased in the 4pprat.ai process and toe r";;;i ors : a:' es of the assets appraised. • In the event of a property lass involz•ing the appraised properties. 71 'R W w .roude the C.tD aids currant incurable values of the affected arras with no additionai charge. T�is serzice is atai&ble or one-year gfter completion and dekveg of the final reports. 1: uid rrmxn ir v7e.7 or, a yearry hours as long as the City rues one of our updating senices descnned in this proposaL • Under standard bilk'ng procedure 1 'ftttit aril invoice J on dunrg :r, r Crogn: s c' our z arR. Pmgrers intnices will be issued as follows: 90% alter completion o":hr on -site ir.:'es: :rd -r:rotor,,. and 10% upon delivery of the fnai reports. Selected P. rriu'ane _;:a ',':z'Jr_ _.. ve : r:7:cea ;.—Pon authon:Zarion. • The invoices are payable upon receipt. Ir the in:.aices are not told on a ::n.•r ' oasis. •tined ar within 50 days of receipt, allou'inr for normal postal serices.:: e rrsfnr : ^e r.�ht :c chase irtmtt calculated on the hasis of one and one-half percrnt per manta. R V City of Tamarac Tamarac, Florida Friday, March 19, 1999 Page -10- IX. CONCLUSION If this proposal meets with your understanding or the services required, and you agree with the methods and procedures as outlined above, please signify your acceptance by executing the signature block on the enclosed authorization document and return it for our files. To avoid delays, the authorization sheet can be sent via facsimile to 770-432-2344. We look forward to working with the City on this important project, and assure you that our services will be of the highest quality. Please contact me at 800-876-6607 or via e-mail at korvdog msn.com with any questions regarding our proposed services. • L` • R V tit I • City of Tamarac Tamarac, Florida Friday, i\larch 19, 1999 Page -11- X. FEE SCHEDULE & AUTHORIZATION Based upon our understanding of the City's needs our fees are structured as follows: A. Base InventoEy Services: A-1. Inventory and Appraisal of all Machinery & Equipment $750 or greater $ 3,625 A-2. Inventory and Appraisal of all Critical Equipment (rrs VCR's, Monitors, & Printers) A-3. Grouping of Minor Furniture & Equipment A-4. Bar Code Tags (available in rolls of 1,000) B. tional Inventory & Annraisal Services: B-1. Appraisal of all City Buildings B-2. Appraisal of all Land Improvements B-3. Inventory and Appraisal of all Utility Buildings and Equipment B-4. Appraisal of City Infrastructure (including. sewers, streetlights, and underground tvrrstewoter and water distribution systerns C. Itemized 012tional ties: C-1. Data Match Service C-2. Annual Re -inventory Services: * 1 Year Term * 3 Year Term C-3. Bar Code Hardware (Telxon Model PTC-960) C-4. Master File Diskette C-5. Policies & Procedures Manual $ 775 $ 175 $ 100 per 1,000 $ 3,350 S 325 $ 1,850 $6,950 $ 525 $ 2,675 S 2,373 per peer $ 2,800 S 250 $ 575 All fees include anv and all expenses incurred by VR-M in the preparation and compieccn of the inventory, appraisal, and reports, and are guaranteed for a period of 90 days from die date or this c =posai all services and terms found in this proposal are applied to die fees above. % e have relied upon tie n property aad building data provided by the City in developing these fees. Additional locations, buildings or strucru= encountered to the list of properties provided to VRM that require an uicrease in professionai tisre. wW be charged at our per diem rates, mid billed in addition to the agreed upon fee. Fee quota=ons fcr additionai properties or buildings will be provided upon request. ACCEPTED EY.• RESPECTFULLY OFFERED EK VALUATION RESOURCE MANS INIENT INC,.--,- Name, Title Datc Kory C Dogs,JE Region:' ..! R 1 V-N 1 BUILDING Fire Station #1 Fire Station #2 City Hall Broward Sheriffs Office Recreation Center Food Stand Multipurpose Center Food Stand (Sports Complex) Public Works Building Utilities Building Water Treatment Plant Butler Building Electrical Shop Chlorine Building Storage Building Water Storage Pump Building Water Storage Pump Building CITY OF TAMARAC BUILDING FACILITIES RESS 7501 NW 881" Avenue 2,480 4801 W. Commercial Blvd. 5,368 7525 NW 881" Avenue 47,924 7515 NW 881" Avenue 22,488 7501 N. University Drive 5,871 7501 N. University Drive 900 7531 N. University Drive 16,794 9901 NW 771" Street 2,129 6011 Nob Hill Road 9,081 6001 Nob Hill Road 11,235 7803 NW 615t Street 44,230 7803 NW 61"Street 1,935 7803 NW 61$t Street 660 7803 NW 61 $t Street 1,344 7803 NW 615t Street 936 9901 NW 771" Street 1,405 Highway 441 & Commercial Blva. 420 FA- ,'7 • Valuation Resource Management, Inc. 2575 Paces Ferry Road NW. Suite 215 • Atlanta. GA 30339 • 770.4...2626 • 1•$00-876-6b01 • FAX 770-432.2344 Monday, March _),2. 1999 Mr. William Nealon. Jr. Office of theCount• Director of Purchasing —City of Tamarac 7525 NW 88,h Avenue Tamarac, FL ssn t Dear ivlr. Nealon: Valuation Resource Management, Inc. (VRM) is pleased to submit its recommendations to provide professional inventory services to City of Tamarac. The purpose of our proposed services .will be to provide City of Tamarac with a comprehensive fixed asset property record and to provide an effective system to perpetuate the record. Our proposal is based upon a review and analysis of the City of Tamarac' needs. information on the facilities provided to us, and our considerable experience in conducting comprehensive inventories for similar entities. VRM is proud to be recognized as the industry leader. N NI remains the only nationai aDpraisai firm dedicating its entire staff' to serving governmental and other not -for -profit clients. `•% a ha- e ! - offices throughout North America and employ the largest and most experienced stab in the industry. Please consider some of the benefits of utilizing VRM to address your inventory needs: ♦ Our specialized commitment to serving governmental clients - VRNI has served over 1,800 individual entities in the last few years alone! ♦ VRhI offers its services in strict compliance with the Uniform Standards of Professional. Appraisal Practice (USPAP) ♦ All of VRNI's appraisers are full-time employees of VR.N1 and ail are acaliated �.% ith the American Society of Appraisers ♦ VRINl .will not use any sub -contractors in any phase of -e orotec;. We look forward to providing City of Tamarac with our professionai services ana are comiden= _-a: •: cu will find our services to be of the highest degree of professionaiism and quaiuy. If any questions or concerns arise please don't hesitate to contact me. I can be reached direct;•: at 800-806-6607, ext.I1. Thank you for the opportunity of submitting our recommenca:.iors and I :ook forward to speaking with you in the future! Regards, VALUATION RESOURCE mANAGEiVIENT, I.VC. Kory C. Dogs SE Regional Alanager Atlanta • Beverly Hills • Boston • Chicago • Columbus • Dallas • Denver • fnaianaoous • facKSonvnie • ! cs Angeies Miami • Milwaukee • Minneapolis • Philadelphia • Pittsburgh • Richmond • San Diego • San Francisco 0 Seattle