Loading...
The Valuation Advisory Group-Professional Property Record Services (GASB 34) THE VALUATION ADVISORY GROUP INC. March 14, 2003 Mr. Bill Veach City Administrator City of Okeechobee 55 S.E. Third Avenue Okeechobee, Florida 34974 -2903 Dear Mr. Veach: The Valuation Advisory Group, Inc. is pleased to offer this proposal for professional property record services. The purpose of our services will be to provide you with a comprehensive and auditable property record which will enhance fixed asset accounting and property control procedures. This property record will be designed to assist the City in complying with Generally Accepted Accounting Principles (GAAP) and GASB Statement No. 34. This proposal was prepared after our discus,'.ons with City personnel concerning the properties and fixed assets, as well as the accounting procedures, of the City of Okeechobee, along with a review of the information provided. The reports produced as a result of this engagement will be useful as internal management tools with regard to accounting, budgeting, planning and purchasing, and will serve to enhance general fixed asset control. SCOPE The services we propose will be conducted on the basis of historical cost for financial reporting purposes, defined as the actual or estimated cost of a property to its present owner. The report will include items inventoried by or provided to The Valuation Advisory Group as of a cutoff date to be determined. The properties to be included in this project will consist of land, 445 PHARR ROAD, NE ATLANTA, GEORGIA 30305 (404) 841 0992 FAx (404) 841 0121 Mr. Bill Veach City of Okeechobee March 14, 2003 Page 2 buildings, improvements other than buildings, machinery, equipment, vehicles, and furniture and fixtures. Land and vehicles will be included based on information to be provided by City personnel. Buildings and improvements other than buildings will be included based on a combination of verifying existing records and performing accepted appraisal techniques. In performing our analysis of the historical costs of these assets, we will work with the City's existing records where possible. In assigning historical costs to these assets, we feel that it is important to utilize actual costs, where these costs are available. In researching historical costs, we will make extensive use of such sources of information as minute books, deed files, bid files, contractor payment applications, etc. Only as a last resort will we resort to an appraisal based on a trending of current replacement costs. This use of actual historical costs helps to ensure the auditability of the record. Machinery, equipment, and furniture and fixtures will be included based on a physical inventory by our staff. All items with estimated historical costs greater than $750 will be included. At the time of the inventory, tags will be affixed, if desired, and general information recorded. METHODOLOGY In order to facilitate the project, we ask for the following assistance from City personnel: to provide a liaison who will be available to answer questions, provide data, and arrange access to the various buildings; for those buildings where cost information is not readily available, to provide any recent appraisals of the buildings and any other information, such as construction files, minute books, etc. which might be helpful in arriving at estimates of historical cost; to provide lists of vehicles and attached equipment, laptop computers, and hand- held radios which you desire to be included in our reports; to have the necessary tags available prior to the beginning of the inventory phase of the project; and THE VALUATION ADVISORY GROUP INC. Mr. Bill Veach City of Okeechobee March 14, 2003 Page 3 to make available at the beginning of the project all current property ledgers and inventories. The Valuation Advisory Group, Inc. will provide the following under this engagement: conduct a verification of land, buildings, improvements and infrastructure and, where necessary, perform accepted appraisal techniques in order to identify and assign proper historical costs; conduct an inventory of furniture, fixture and equipment items with historical costs greater than $750; review existing recorded data to ascertain historical costs. The historical costs not identified during this cost finding phase will be developed using accepted appraisal methodology, including the use of catalogs, pricing services, and internally developed databases; assign acquisition dates to the inventory items, where necessary; calculate depreciation, both current and accumulated, in accordance with GASB 34; and develop and process final reports. In addition, if you so desire, our staff will apply tags at the time of the physical inventory. Although it will be left up to City personnel to select and obtain the desired tags, we will be happy to provide recommendations as to sources for these tags. REPORTS In addition to summaries by asset type, your reports will include the following information, by asset: THE VALUATION ADVISORY GROUP, INC. EE Mr. Bill Veach City of Okeechobee March 14, 2003 Page 4 item number within report asset type description of the asset including generic name, manufacturer's name, model number, etc. serial number asset tag number, if applicable fund department/function location room acquisition date historical cost useful life depreciation, both current and accumulated In addition to three bound copies of our report, we will provide the report data in spreadsheet format (Lotus 1 -2 -3, Quattro -Pro, Microsoft Excel, etc.) or database format (dBase IV, Microsoft Access, etc.), in addition to an ASCII file to facilitate conversion onto most fixed asset systems. Several sample report pages are enclosed for your review. We have found that the format of our reports allows for ease of use by our clients, with minimal cross referencing required. In addition, the flexibility of our reports allows us to include any other data which you feel are useful, and to sort the assets by additional categories, if you so desire. FEES Based on the scope and methodology outlined, our fees for this service will be $6,800, inclusive of all expenses incurred during the performance of the project. If tagging is desired, there will be an additional fee of $225. We ask for a $2,000 retainer prior to beginning the project, with the balance to be invoiced progressively over the course of the engagement. THE VALUATION ADVISORY GROUP, INC. Mr. Bill Veach City of Okeechobee March 14, 2003 Page 5 CONCLUSION We appreciate the opportunity to offer this proposal, and look forward to working with you. In summary, the clear strength of The Valuation Advisory Group, Inc. lies in our unequalled commitment and capabilities in serving the public sector and our sensitivity to the needs of our clients. We are the only national valuation firm serving the public sector from an accounting perspective; all work performed will be under the direct supervision of a CPA, in order to help ensure the auditability of the record. Our experience in serving the fixed asset accounting and property record needs of the public sector, and our reputation for providing quality and timely service, may be verified by checking with any of numerous references. If this letter meets with your approval, please authorize commencement by signing the enclosed copy and returning it with a check for the retainer. However, if you have any questions or would like to further discuss the project, please do not hesitate to call. We sincerely look forward to hearing from you and to the opportunity of being of service to the City of Okeechobee. Respectfully submitted, THE V TION ADVISORY GROUP, INC. 1 F. Gre. ory odes, CPA FGR: ans Enclosures d ACCEPTANCE: G MAYO R 'NAME /TITLE May 8,2003 DATE THE VALUATION ADVISORY GROUP, INC. IIIMIMMINEMEIMMIIMMIEMIIMIMIMMIIIMIMIMMIMMIMIMMIIIIMIMMIN SAMPLE TAGS PROPERTY OF CITY OF C MERCE 1111111/1111 i111iP11111111 sw WI We will be happy to provide sources for tags, if desired. THE VALUATION ADVISORY GROUP INC. REFERENCES Please feel free to contact any of the below as references for our services: Village of Bal Harbour Ms. Jeannette Horton 655 96th Street Finance Director Bal Harbour, Florida 33154 (305) 866 -4633 Flagler College Ms. Michelle Wilson Post Office Box 1027 Assistant Director, Business Services St. Augustine, Florida 32085 (904) 819 -6390 Levy County Mr. Danny J. Shipp Post Office Box 610 Clerk of Court Bronson, Florida 32621 (352) 486 -5272 Live Oak Housing Authority John R. Tull 406 Webb Drive Executive Director Live Oak, Florida 32060 (904) 362 -2123 City of Marianna Mr. Phil McCrary Post Office Box 936 City Clerk Marianna, Florida 32447 (904) 482 -4353 Putnam County Carol Carswell, CGFO Post Office Box 758 Finance Director Palatka, Florida 32178 -0758 (904) 329 -0229 City of Sanibel Ms. Renee M. Lynch 800 Dunlop Road Finance Director Sanibel, Florida 33957 (941) 472 -9615 City of Satellite Beach Brenda R. Raver, CGFO 565 Cassia Boulevard Finance Director Satellite Beach, Florida 32937 (321) 773 -4407 THE VALUATION ADVISORY GROUP, INC. City of South Bay Ms. Virginia K. Walker 335 SW Second Avenue City Clerk South Bay, Florida 33493 (561) 996 -6751 We will be happy to provide numerous additional references upon request. THE VALUATION ADVISORY GROUP INC. e& 3 3 en %.0 cC co 7r, oo y w eA f Co 0 0 0 A m kri en v co oe R 0.0 -4- "I, m r r o W R g O i 0 O. J o Con 2 0 E J q 0 k 2 2 u J m z u LL. CC o a wCc.9 rn v o 00 0o v as o z z 00 o 00 r- 04 p N N o0 of sp r•.; 1z J Q O N Vf Q1 7-- N O ff U r i v o EA. M U o W Q O o oo V so r 00 z so m 00 o a b '6 r, oo 0 vi 'In C E 69 N N M rn EA W O N Cki 4.1 O VD 1 3 C a as �j N VI n O v i i r VD O oo o� N �D N oo rz "1 N C N O N r N ,.n 69 O r cn el ER P. M 4 M v x Og w N w E o o 2 x Q E 2.* c E a o _a c 2 .g 0 w w c o ca ai F- s Vs a)" E'"' a c 3 v 2 a 0 o p U o- E CI -o w o o 0 g c g y N 1 5 00 0 y C i 0 w y •c a a`; 2 4 0. 0 W c 7 a w 2 E -c .0 0. CO 3 E c U w a4 Q a on 3 cn U w at g. Q '4', M rn o, r a M M 00 .o a a 00 O 00 N a `:1, o N .0 O O O 0 M O 0, t� O M .D M M O Vl h <E,. M 00 h M M N O O O t N vt M b a v1 N O a M a r 0 a N M O O N h .n 0 01 N Z U O. M .O V N N vl h M b '0 N 00 N 00 M. h v1 I O ri a C] rn E CCC y O �j O 0 Z t` M a O M 00 01 M 01 .0 Q` N .Q 0 1- h b a co .0 .O M O O co O O M O` 00 h 0 a N .D o0 00 P 1-- t` N 0' oo O .Al N 7 N N r N w Q N a C] U r''' O O O O O O O O O O O O O O O O O O O O h O O O O h h .n h O w a a a a a a a a a a a a a a a a a a a a a a a a N a 00 4 00 M N M a a O1 O r 00 O M O M a V1 V9 H N b O O O h Z F. 00 a 00 N N .O O 0 r 00 M O .O O 00 P. M a a O M N O O O M 0 h o0 n' h 0 r r r M a0 O 00 N N O N O N en v1 00 00 1 00 VI yl O O Q. 0 F O M M `O N a N M M a M a a M a h D1 a\ h v'1 O0 M vt 1 U M V N N dO F a m o rn rn 3 a o o N O 3 m a rn a 3 V, o, m o` m 6', n m h m a a, n F Q 8: 8. rn a Q a a rn a o, rn rn g', rn ,s rn a rn a rn rn a o. a+ Q to p a a Q a a Q a Q Q a Q a a a Q Q Q a Q a a Q a a a Q a< Q a O z z z z z z z z z z z z z z z z z z z z z z z z z Z z z z z c j o o 3 ffi m y c c E E y c0 -c O p N o 0 E A Q .o Q 0 0 o m x x 2 x -8 cri 1 0u U 3 m d. a eo o In `g E: .a 3 3 o T T m U E z z O O o' r c R v] t 0 O 'O a a. ez U CU U U U w z z 7, 3 0 E F F F F F F F F F F F F F F F F o. a a 0. 0. a a C w y y y y y y d y y y y 0. N N N R R R R R R H R R R R R R R R R R R R R R R R Q a a Q Q Q X x T x x V In 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 d g g g g g g ai 2 E' d d v al m a> d ai d v v d (0 R (0 m A .a A 02 .v m A m a. ...,>c. a Q a Q a a Q U U U U U U 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 N 0 0 v N y N y 0i 0 0 0 N y M y N 'C 'C C C C 'C C C C c 'C 'c 'C 'C 'C co R R R R R R R R R R R R R E E' E L'' e E'' E' E E` E' G E' E` E' E' c e c e 8 8 c G c c c e c I� N N N N 0' N O O N N L d N N 0! N O Y 6' N N u. c .1 c c 0". c c 0". c c c c c c C7 v L N C C W w W w W W W W W W W W w W W W E-.4 Q W o W A z M Q a¢ a¢ a Q< Q¢ a a Q< Q g¢ Q< Q< a¢ Q¢¢ Q a] S 1 a z z z z zz z z z z z z z z z z z z zz z z z z z z z z z z z z z z z ti N a a A Q a a a< a< a< a< a< a a 0 z z z z z z z z z z z z z z z z z z z z z z z z z z z z z z w Q a Q a a a a a a Q Q a a a a a a< Q a a Q a z z z zz z z z z z z z z z z z z z z z z z z z z z z z z z z U G N oA :E O a E O ;Q O O Q t3 g U E 3 c o c U o o E U v] c 0 a .E d v v o W 'o a 0 8 0 R 0 c Q c4 a 7 03 g .o 3 3 W O E v] v] v c v a a 0 0 0 0 00 2 x x S x L s E ,t v N o N o E: a o 4. 0 w z z z z o O a a J] &I (7i v] rn 3 0 O o a a,' a v, U 0 0 U 0 6 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 c c c c c c c c c e c c e c c c c c c c c c c c c c c v v v 'v -a -o v o -a -a -o v 'v -a -a -o -a -o 'v v 'v to v v v 'a v c -c o 7o- -c a m 0 0 0 e 0 0 0 0 0 0 0 0 0 0 0 0 0 0.1 0 0 0 0 0 0 0 0 0 fA cil m C o a s< Q< Q a a a Q a< a a< a a a a Q a a a a a a a Q a< F z z z z z z z z z z z z z z z z z z z 2z z z z z z z z z z z F 0 �c.. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 on 0 co 07 m a F OI N M a V1 .0 n 00 0. O N M a .0 r 00 O. 0 N M a 01 0 r 00 O. 0 z 0 05 0 .o 0 .O 0 0 0 t� t- h r r 1� 1- 1� r- 00 00 00 00 00 00 00 00 00 00 Q. I r F' n rn rn OO 00 00 N a0 `r,-,' d' 00 rn �0 O 'f--C'' 00 C -.c;,-- O 00 00 V 1 O Q\ N 7 i 00 E O 3 00 1F 0� N `:`,7-) :O u�i r rn 00 00 00 N N O V O� �D O O 00 r0 7 h N1 W a0 00 C 7 ..6 01 00 1- 00 7 1� rn 00 r O N N 7 01 N 0O 01 'R 01 h M Vi M O 1 WI N 00 0 Gi 0 a. V R 10 N N N '0 M 0 .1 see M 00 00 N 10 NI [i1 'z O O O O O N 1� V M rn N 00 00 0` t� 00 N V O O M 6 O O `,O O O N 10 M 01 V n rn 00 00 r O N O 00 00 O r0 10 0: 0 M M 10 rn 01 N 10 N rn 00 l' 01 N 00 00 00 N Q n j N 00 M 00 N v1 R M O U w 0' Ov K V R 7 v R V 0' C 0' 7 Ov 0 7 0' Ov 0' a V R R K 7 0' 0 V V F; h 10 rn 00 V N 00 b 00 N O M N 00 M 00 00 O M 00 O 00 01 '2 E- r'-' 01 0' 01 00 01 r O 00 '0 of O rn 00 10 I rn 00 rn 00 00 00 O V O 0 N v rn v 0 0' l' 10 0 ,e O O 01 M o t. c 0 1 0 0 00 00 O 0 0 ro F O b 01 0,- V 1� 00 7 'el M 1n O r0 O N N0 10 01 N 1` M rn 00 O rn N N U V 0' V N O N M IN 0 N. N M 'el M N 0 NI N N 00 CO N IN NI N Q 4n OF 0 V X 0 O M 0 1 0 P 01 N P N 01 P U N U rn 01i a 0 0 0 0 X 0 0 01 0 0 0 X 0 0 01 0 F- A 00 a 01 01 0 0' 01 01 01 0. 0' 0' 0' a w rn 0' rn 01 01 01 O 0' 01 rn 01 01 0' 01 01 Q 01 0 Q Q Q Q O 2 z z z 2 z z z z z z z z z z z z z 2 z z z z z z z Z z z 2 a q Q Q Q Q Q Q Q Q -a z z z Z 2 z z z z z z z z z z z z z z z z z z z z zz z z z 00 00 V V U 0 0 0 0 0 0 0 Q Q Q CI": Q V7 In v) LL1 Q Q ti ti ai ai ai ai A m .9 z 2 z 2 z z z 2 a Q 4 e z z z z z 2 z z 2 U C7 0 a1 m ti 44 ee A m —a A A m A is A A ie m m -a is A m is 1�Q E' E. d d a: v a1 a1 v a1 d d d d d d v o> a1 F. a> a1 V V V N V N N V N N B N N N N N N N i N N N N N N N N N L N-4 E w w w w w cv w w w 0 0 0 0 0 0 U 0 v o v 0 0 0 0 0 0 0 0 0 v 0 ti vw o W A z Q .1 1 z z z z z z z z z z z z z z z z z z z z z z zz z z z z z z z a ti 01 A Q Q Q 0 z z z z z z z z z z z z z z Z 2 z 2 Z 2 Z Z Z Z Z Z Z Z Z Z Q Q Q z z z z z z z z z z z z z z z z z z z z z z z z 2 z 2 2 z z v, w w C a' a ..7 Z O 00 0. 0' 01 00 0' cr. 0' s0 ro .0 v v v c (a. rn r r N N N h1 0 y .-7 N l4 Nt N.I. h v') 00 00 a, J v 1 m v v v M M M M a 3 00 r a r r r c4 gi PI O 0 O O O -.0000000000000000 V N N CT LL 00 p R n M M M M N rn 00 X X X 0 0 D 0, X 00 00 X X 00 N r r r r r Q O tV [V 1 0 0 X 0 N N 6, N C C G C C E C C 0 :o �0 00 00 c 0 I 1 o a v v 00 ..a --1 ..7 ..1 --1 .a .-1 r i r N r r i r U r w t C C C C C J C C C C C c c c c F c c °1 v a 3 3 3 3 3 3 3 3 .0.. 0 0 r Gl N D 1 N N 0 v 0 ..-1 ..1 ,..1 -.1 a -a .-1 3 0 0 o 3 n eh v1 r n v1 v1 y y y `m y v y m `v U U U U U U o U U U U U U c C E A N R N m 0 X X X X X X C X X X X X X ta O O O O O O O O 3 3 3 3 3 3 3 3 w° w° m w w° c°o 0 c 01 01 c' 1 01 m o 00 00 00 00 1.1 00 00 00 Q DI Q Q 4 Q 4 4¢ 4¢ Q¢ Q Q¢ Q Q¢ Q Q¢ Q¢ Q F z zz z z z z z z z zz z z z z Z z z z z z z z z z z z z zz z z z F ,r, h 00 01 v7 v7 0) 0) '0 In In 00 v7 00 In In In 00 0) In 0) In Gn F 0I h h 00 h 01 10 r 00 01 0' 00 ONG T. W 00 10 00 00 00 0 a. 0 D` 01 O O. P 00 00 01 Z O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N M f F O h v, M N v, V-, O O M P'. O O 7 O M O O D, h v, O O 4 Q O O\ N o0 N R 00 ,O N O O a ,O O O O O 0 M M O ,O f� 00 00 O p 7 O N M N h b M O Ut O M Ol �O M M 0 M N V !t v1 00 Z 0 0. O N N M C W o, ,5 az 'z O O M M v) v t O O O O O O 0` O M h ,0 o O O O g."0 M M O O 00 O 0 O� h N h 00 b ut h N O M M N N V N N R O F M M O 7 Yn1 1 N N N M M N W Q U W 14 y ,r1 v1 O 0 O O o 0 V1 4.1 v1 v-, ,r, v1 V, v, 4-, N V, ,e l M1 V, .n v, O o a 0 Q a O O ,O M 00 0 0 0 0 0 M co co 00 co ,0 7 0 0 0 O O O co co M b VD 0 O h E--, co ,n N N O 0 co 0 O, h b 00 O 00 h kel Z y O, 00 ,O 0 V 00 M v, 5- b M O. h O O ,0 0' ,O O N 01 O b .4% h V O Y F 0 r t r vi r M 0 U co 00 O, 0 N ,O O h O, O, M M V' 0, O, a. 0' .1 M O co, Q 04 co, 0' O\ v, v, v1 O F I o rn rn a a o. O a 00 00 rn rn rn rn a rn rn rn 0, 0. 0, 0, a a 0) a rn 00 00 0, 0 F, o rn 01 o, o. o, o 01 a 0, 01 rn 0, c rn 0, a 0, 0+ 0, 01 0, 01 a 01 01 01 01 c 01 Q Q N N 1 0 0 m v v 1 Y 1.. .Y. .x TO 5 an an A O a R 7 a ..1 a a a a r r 3 3 3 o a c o a O 0 0 0 a) a) 0 0 a a n. a a x z z z Q° Q Q Q Q Q° z Z z z z z z z c Z a) O a) a� N a) a) v N d e, d d o a: a> 0 d v a) d d d v d v Q v v c v v v 3 Y Y s s c c) Y o c) v v u y v v u •.a n 0. n 0 O 0. 0, 0. 0. 0.. 0.. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0.. 0. 0. 0.. 0 co m v 0 a) a) v a) N a) N v a> N a) a) v a) 0 v a) a) 8 v 0 a) N v a) a) a) r F o v v o u o o S S c> o o c> o o a o o c> 0 0 0 V 73 0. 0. 0 0. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0- 0. 0.. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0. 0. R. CI, R R N R R ti R �V t� 4 R R N IR. ti A 1R F A R R R E N 0) Q) N 0 0 al 0 0 a) N N N a) N N a) a) Y a) d 0) a) N E) 0) 0 N L N ....1 N N 0 0 N N 0 N N N N Y d d N L d N N 0 0 N 0 L 0 N N d 0 c. Er a V E W h 0° N 0 o o Q W Q M cu rn v f z z N z z o x M o a g C0 o m m o m o C h e R S. W o N 00 N C7 4 v o o o o w G '4.4 C W ,n 0 0 cal 0 0 VI O O o 0 0 o Q o o v` A O C O O U o 7 N N Q 3 7 7 g r� o a, 9 9 W N X C Q Q b O F F O o O 7: b 'O M ,0 1 U N v) O O c4 c4 W O U O CA z Z v W G N 3 Q a C C W W M N 0 7 O C C 9 vt Q 8 O W O w° 00 0 7 a) 3 3 4, U o. O E E '4 G N 0 U d Q P P a. n C] C] 0. K.< 0 is 1 0 0 0 0 z O m 0 o 0 0 0 a td o° o U U U U 0 0 0 cC 'c v 'fl c 3 3 3 3 E E v o o 0 a) 0 0 v C C a) v c R o 2 2 2 2 2 a 9. 0 o x O 0 0 2 E v 0 0 0 o v a `o -o 6 v p O E.' U> O a) C ^O h V) v) V1 0 h C N N O O g R U a) G gg U ,6 U O a) a) a) a) U U U x o° '00 u) 3 6 0 h w w 'w 'w 'w a -0 a) d 5 3 47. a. ,`C; M v F 3 R 3 3 3 0 a S x .R. g v a) R v. a a a) o a 0 3 t 0 as o g g d 0 o o a a d o 0 a 0. o. o. n. o. 0 0 c t E E v c 5 E E- a E 5 0 E c 5 5 E E E E E E 0000000 eL U U aE a) 0 0 0 0 0 0 0 v o a O o R R c v> U U U U U U U z z GE a D U U OC 0: W 0 O 00 R O\ M W N ‘4:1 N a, o W O N h M N h M a o b oo C M V 0 v1 00 M 00 M 00 V 00 o0 O N N N N ,O ,O D `o oo F Z F W h U U U W 0.. W W W 0- U U U U W U U U U U U U U U U U U U W W 00. OI h D h W O` O N M 4 ,O ).0 00 O\ o N M Q ,O 1 00 T O vt VM', v, r r ,O r O O b b '.D b ,O b h n h h h r h h h Z r n r h h h h h h h h h h 1---- h h h h h h h h h h h h h n h