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CONTRACT 3238 Professional Services Agreement CLOSEDY 0A v1 �n �" p■ o t SECUIt%O City of El Segundo CONTRACTOR: .4 -r .5 /., -y`. DATE MAILED: SPnt-amhar In- 9003 Below you will find a checklist relating to Insurance and other requirements that are included with the attached City's Professional Services Agreement (Contract). Only those items checked off are required, however if your standard policies exceed the minimum requirements please include. For complete Insurance and other requirement language see pertinent sections inside attached Professional Services Agreement. Comprehensive General Liability, including coverage for premises, products and completed operations, independent contractors, personal injury and contractual obligations with combined single limits of coverage of at least $1.000,000 per occurrence. ® Auto Liability, including owned, non -owned and hired vehicles with: ® At least $1,000,000 per occurrence. ❑ At least $100,000 - 300.000 per occurrence. ❑ As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company. ® Workers' Compensation Insurance: as required by State Statutes. (Not needed if Self- employed with no employees and CONTRACTOR signs statement to this effect.) ® Errors & Omissions or Malpractice or Professional Liability: depending on type of contract/service. At least $1,000.000 per occurrence. ® Business License: The CONTRACTOR shall agree to have a current City of El Segundo license on file at City Hall or purchase said license (at no cost to the City). See attached instructions and application on pages 15 -16. ❑ Permits: Plans must be approved and permit(s) issued (no fee) by the Community, Economic and Development Services Department if appropriate. Call Building Manager @ (310) 524 -2345 if you have questions. ❑ Copy of valid picture I.D. (Drivers license etc.) PLEASE NOTE: ALL APPLICABLE INFORMATION LISTED ABOVE MUST BE OBTAINED AND ON FILE, PRIOR TO THE ISSUANCE OF A CITY PURCHASE ORDER BEING SENT TO YOU (VIA FAX OR HARD COPY) BY THE PURCHASING AGENT, THUS AUTHORIZING COMMENCEMENT OF WORK FOR THE CITY. Submitted by (complete all blanks): COLOR COPY REQUIRED BACK TO THE CITY Compa y Name: By Print name & title): Srti /z_f,U1ie- J7 VN / Company Street Address: SignaturAii, Cii , State, Zip: Date: " Phone: J FAX: Email: Web site: 4 —5 .vC C v css You can reach the Purchasing Agent with questions at (310) 524 -2339 or e-mail : rhogateCcD-elsegundo.org. The City of El Segundo - City Clerk's office is located 350 Main Street — Room 5, El Segundo, CA 90245 -3895. PSA Originator /Contact'. _ Date PSA process initiated: Department Head Approv : ate Approved: Risk Manager /Purchasing Agent approval: Date Approved: Y -1 0 `:- 03 / c Business License; City Clerk; Risk Man er /Purchasing Ag t; equesting Dept. - ^/ 'J Received, processed and mailed by the Office of the City Clerk 9/10/03 (1) PSA - Under $10,000 value 3238•.. AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made and entered into this day of .�,2003, between the CITY OF EL SEGUNDO, a municipal corporation, hereinafter referred to as "City" and the 4%- ..5_1AJ C 444-hereinafter referred to as "Consultant ". In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. SCOPE OF SERVICES. Consultant agrees to perform the services set forth in Exhibit "A" "SCOPE OF SERVICES" and made a part hereof. Consultant represents and warrants that it has the qualifications, experience and facilities to properly perform said services in a thorough, competent and professional manner and shall, at all times during the term of this Agreement, have in full force and effect, all licenses required of it by law, including, but not limited to, a valid El Segundo Business License. Consultants shall begin its services under this Agreement on. 2003. Consultant shall complete each of the services set forth in Exhibit A to the City's satisfaction. If the City is not satisfied with any such services, the Consultant shall work on such matter until the City approves of the service. Further, Consultant shall complete the services set forth in Exhibit A strictly according to the schedule provided therein. 2. STATUS OF CONSULTANT. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever (1) PSA - Under $10,000 value.doc 2 338. against City, or bind City in any manner. Consultant shall not disseminate any information or reports gathered or created pursuant to this Agreement without the prior written approval of City except information or reports required by government agencies to enable Consultant to perform its duties under this Agreement. 3. CONSULTANT'S KNOWLEDGE OF APPLICABLE LAWS. Consultant shall keep itself informed of applicable local, state and federal laws and regulations which may affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Consultant shall observe and comply with all such laws and regulations affecting its employees. City and its officers and employees, shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section. 4. PERSONNEL. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff assigned to perform the services hereunder and shall obtain the approval of the City Manager of all proposed staff members performing services under this Agreement prior to any such performance. 5. COMPENSATION AND METHOD OF PAYMENT. Compensation to the Consultant shall be as set forth in Exhibit "B" hereto and made a part hereof. Payments shall be made in approximately thirty (30) days after receipt of each invoice as to all non - disputed fees. If the City disputes any of consultant's fees it shall give written notice to Consultant in 30 days of receipt of an invoice of any disputed fees set forth on the invoice. 6. ADDITIONAL SERVICES OF CONSULTANT. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein or listed in Exhibit "A ", unless such additional services are authorized in advance and in writing by the City Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of (1) PSA - Under $10,000 value.doc 3 3238. said services. 7. ASSIGNMENT. All services required hereunder shall be performed by Consultant, its employees or personnel under direct contract with Consultant. Consultant shall not assign to any subcontractor the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without the prior written consent of City Manager. 8. FACILITIES AND RECORDS. City agrees to provide: suitably equipped and furnished office space, public counter, telephone, and use of copying equipment and necessary office supplies for Consultant's on -site staff, if any. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts therefrom as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. 9. TERMINATION OF AGREEMENT. The Consultant's performance hereunder shall be completed by ,r3 r*— _1; 2ujL at which time this agreement shall terminate. The City upon 30 days written notice or 120 days by contractor written notice may terminate with or without cause this Agreement. In the event of such termination, Consultant shall be compensated for non - disputed fees under the terms of this Agreement up to the date of termination. (1) PSA -Under $10,000 value.doc 4 10. COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Scope of Services, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement. 11. OWNERSHIP OF DOCUMENTS. Upon satisfactory completion of, or in the event of termination, suspension or abandonment of, this Agreement, all original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall, become the sole property of City. With respect to computer files, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 12. RELEASE OF INFORMATION /CONFLICTS OF INTEREST. A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization excepting that information which is a public record and subject to disclosure pursuant to the California Public Records Act, Government Code 6250, et sea. Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives (1) PSA - Under $10,000 value.doc 5 32'8•.,.,1 City notice of such court order or subpoena. If Consultant or any of its officers, employees, consultants or subcontractors does voluntarily provide information in violation of this Agreement, City has the right to reim- bursement and indemnity from Consultant for any damages caused by Consultant's conduct, including the City's attorney's fees. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and /or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. B. Consultant covenants that neither they nor any officer or principal of their firm has any interest in, or shall they acquire any interest, directly or indirectly which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. 13. DEFAULT. In the event that Consultant is in default of any provision of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by (1) PSA - Under $10,000 value.doc 6 written notice to the Consultant. 14. INDEMNIFICATION. A. Consultant represents it is skilled in the professional calling necessary to perform the services and duties agreed to hereunder by Consultant, and City relies upon the skills and knowledge of Consultant. Consultant shall perform such services and duties consistent with the standards generally recognized as being employed by professionals performing similar service in the State of California. B. Consultant is an independent contractor and shall have no authority to bind City nor to create or incur any obligation on behalf of or liability against City, whether by contract or otherwise, unless such authority is expressly conferred under this agreement or is otherwise expressly conferred in writing by City. City, its elected and appointed officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees ") shall have no liability to Consultant or to any other person for, and Consultant shall indemnify, defend, protect and hold harmless the Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims "), which the Indemnitees may suffer or incur or to which the Indemnitees may become subject by reason of or arising out of any injury to or death of any person (s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the performance or failure to perform by Consultant of Consultant's services under this agreement or the negligent or willful acts or omissions of Consultant, its agents, officers, directors or employees, in performing any of the services under this agreement. If any action or proceeding is brought against the Indemnitees by reason of any (1) PSA - Under $10,000 value.doc 7 3238....: of the matters against which Consultant has agreed to indemnify the Indemnitees as above provided, Consultant, upon notice from the CITY, shall defend the Indemnitees at Consultant's expense by counsel acceptable to the City. The Indemnitees need not have first paid any of the matters as to which the Indemnitees are entitled to indemnity in order to be so indemnified. The insurance required to be maintained by Consultant under paragraph 15 shall ensure Consultant's obligations under this paragraph 14(b), but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this paragraph 14(b) shall survive the expiration or earlier termination of this agreement. The Consultant's indemnification does not extend to Claims occurring as a result of the City's negligent or willful acts or omissions. CONSULTANT HAS READ THIS SECTION 14 IN ITS ENTIRETY AND KNOWINGLY AND WILLINGLY ACCEPTS THE OBLIGATIONS CONTAINED HEREIN. 15. INSURANCE. A. Insurance Requirements. Consultant shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Consultant shall provide the following scope and limits of insurance: (a) Minimum Scope of Insurance. Coverage shall be at least as broad as: (i) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (ii) Insurance Services Office form number CA 0001 (Ed. 1/87) (1) PSA - Under $10,000 value.doc 8 OJAI covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (iii) Workers' Compensation insurance as required by the Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the Consultant and all risks to such persons under this Agreement. (Not needed if Self- employed with no employees.) (iv) Errors and omissions liability insurance appropriate to the Consultant's profession. (b) Minimum Limits of Insurance. Consultant shall maintain limits of insurance no less than: (1) General Liabilitv: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the activities related to this Agreement or the general aggregate limit shall be twice the required occurrence limit. (ii) Automobile Liabilitv: Including owned, non -owned and hired vehicles for bodily injury and property damage with (See cover letter (page 1) for actual dollar level Requirements): At least $1,000,000 per occurrence. $100,000 - $300,000 per occurrence. As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company. (1) PSA - Under $10,000 value.doc 9 32 (iii) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. (iv) Errors and Omissions or Malpractice or Professional Liability: At least $1,000,000 per occurrence. B. Other Provisions. Insurance policies required by this Agreement shall contain the following provisions: (a) All Policies. Each insurance policy required bythis paragraph 15 shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the City. (b) General Liability and Automobile Liability Coverages. (1) City, its officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities Consultant performs, products and completed operations of Consultant; premises owned, occupied or used by Consultant, or automobiles owned, leased or hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials, or employees. (ii) Consultant's insurance coverage shall be primary insurance as respect to City, its officers, officials, employees and volunteers. Any insurance or self insurance maintained by City, its officers, officials, employees or volunteers shall apply in excess of, and not contribute with, (1) PSA - Under $10,000 value.doc 10 Consultant's insurance. (iii) Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (iv) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers. (c) Workers' Compensation and Employer's Liability Coverage. Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, its officers, officials, employees and agents for losses arising from work performed by Consultant for City. C. Other Requirements. Consultant agrees to deposit with City, at or before the effective date of this contract, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at anytime. (a) Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides. (b) Any deductibles or self- insured retentions must be declared to and approved by City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim (1) PSA - Under $10,000 value.doc x'68. administration, defense expenses and claims. (c) The procuring of such required policy or policies of insurance shall not be construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement. 16. ENTIRE AGREEMENT. This Agreement is the complete, final, entire and exclusive expression of the Agreement between the parties hereto and supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representations by any party which are not embodied herein and that no other agreement, statement, or promise not contained in this Agreement shall be valid and binding. 17. GOVERNING LAW. The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the Los Angeles County Superior Court. 18. ASSIGNMENT OR SUBSTITUTION. City has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant by this Agreement. In recognition of that interest, neither any complete nor partial assignment of this Agreement may be made by Consultant nor changed, substituted for, deleted, or added to without the prior written consent of City. Any attempted assignment or substitution shall be ineffective, null, and void, and constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary termination of this Agreement. 19. AUTHORITY /MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement (1) PSA - Under $10,000 value.doc 12 8 and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY's city manager, or designee, may execute any such amendment on behalf of CITY. 20. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he /she /they has /have the authority to execute this Agreement on behalf of his /her /their corporation and warrants and represents that he /she /they has /have the authority to bind Consultant to the performance of its obligations hereunder. 21. NOTICES. Notices shall be given pursuant to this Agreement by personal service on the party to be notified, or by written notice upon such party deposited in the custody of the United States Postal Service addressed as follows: Cam. City of El Segundo City Clerk's office 350 Main Street, Room 5 El Segundo, California 90245 -3895 Telephone: (310) 524 -2307 Facsimile: (310) 615 -0529 Consultant. Att ention: 4-z,7le- J I✓��r le ,s,7,4 V The notices shall be deemed to have been given as of the date of personal service, or three (3) days after the date of deposit of the same in the custody of the United States Postal Service. 22. SEVERABILITY. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of the other provisions of this Agreement. 23. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a (1) PSA - Under $10,000 value.doc 13 Taxpayer Identification Number. 24. NO THIRD PARTY BENEFICIARY. This Agreement and every provision herein is for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 25. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control. 26. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party and will be interpreted as being drafted jointly by the parties. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. Companv Name By: Title: Phone: 94--a yo - 6 Fax: ( GAL s (ut.cc,i By: - v i Title: laic j 1 Phone: 0/0 �a$ "����8j Fax:3/©- tea" &93LJ-' e- mail:ASi, mTAAAT- S;-0c-- -cr►�.� CITY OF EL SEGUNDO Department Head (1) PSA - Under s1 o,000 value.doc CITY OF EL SEGUNDO y M n ger 14 z7W,,G, t AT�SINC September 3, 2003 Mr. Jim Walker Accounting Manager City of E1 Segundo 350 Main Street El Segundo, CA 90245 Dear Mr. Walker: 3 )/ *) 3 8 /- 8 Thank you and the City of El Segundo for allowing AT -SINC to present our proposal and quotation to supply services to the City for a Capital Asset Inventory and Valuation of the City's assets. AT -SINC, a certified Small Business in the State of CA, maintains a staff of inventory and valuation specialists who are committed to those practices. These people are full-time, permanent staff members whose value to you will be quickly demonstrated by their complete understanding of the undertaking and the commitment to provide quality results to the City of El Segundo. We have been actively engaged in providing support for the GASB requirements since Statement 34 was approved in mid -1999. Our Corporation offices are located at: 1623 Dawnview Drive Brentwood, CA 94513 925- 240 -6620 The Engagement Manager who will have overall responsibility for the project and serve as your contact person will be Andy Simpson, Vice President of AT -SINC. Andy is located in our Los Angeles office and may be reached by telephone at 310 - 428 -2585 or via e-mail at asimpson @at- sinc.com. Please call Andy with any questions that you may have. We hope to have provided the proper information and pricing that will allow us to be favored with your business. AT -SINC would be pleased to add the City of El Segundo to our list of satisfied clients. Sincerely yours, Frank J. Vukmanic President and Chief Executive Officer Enclosure (1) ter. N1i tFo ; }?ii(.e: a f'{79fPd ii,"bkli"i 4. PA 0-Mr. a; 4,vltl(l sl DH i'. €_ la 3', tI'. 7 www.at- sinc.com ATSING . %. "`^`` r ,{ i"chil{7tfgTwlls A .*11 "t. "111 ' Proposal for a Capital Asset Inventory and Valuation Prepared for: The City of El Segundo 350 Main Street El Segundo, California 90245 by AT -SINC 1623 Dawnview Drive Brentwood, CA September 2, 2003 3238•..: Introduction This proposal is submitted to the City of El Segundo to address the City's need for a proposal submission to accomplish a Capital Asset Inventory and Valuation. We appreciate this opportunity to present our approach to the City and believe our proposal addresses all aspects of the GASB 34 requirements. We remain available to answer any questions that the City staff may have about our proposal. This project provides for the development of an inventory of Capital Assets owned by the City with a value of $5,000 (and optionally $1,000) or greater and a normal life of One Year or More. The contents of all locations identified by the City will be inventoried. Upon completion of the inventory and development of a database containing the required information, all inventoried items will be valued to comply with generally accepted accounting principles in preparation for the City's implementation of the requirements of the Government Accounting Standards Board Statement 34. Qualifications Firm Background AT -SINC and its predecessor company, Solutions Plus LLC, have been involved in helping governments capture their asset and value information for over five years. We have captured asset data throughout the world, and specifically for over 100 federal, state and local governmental departments, 25 airports, 100 hospitals, 20 fresh water and wastewater treatment districts, public transit organizations, utilities, and many more. AT- SINC's staff of inventory and valuation specialists is thoroughly familiar with the requirements of the Government Accounting Standards Board (GASB) Statement No. 34/35 and is committed to providing quality results for The City of El Segundo. We recognize the importance of selecting the best firm to serve the City and the importance of people who bring a wealth of expertise in fixed asset accounting, and knowledge of fixed -asset systems designed specifically for the project. Because of our methodology and knowledge of GASB 34/35 requirements, AT -SINC has been hired by some of the most respected accounting and consulting firths to take an asset inventory and value that inventory for their clients. We are confident the AT -SINC team has the staff and experience to assist you in this important project. Our Typical Approach AT -SINC developed a methodology for asset capture while assisting clients with Year 2000 embedded chip challenges. Our methodology has been refined and proven by on -the job experience, to ensure repeatability and minimal disruption to our client's workplace. AT -SINC has engineered the inventory and quality control processes for efficiency and effectiveness. Our methodology core provides a database driven environment with a user - friendly interface designed to speed processing of asset data. AT -SINC 's experience and technical leadership resulted Page 2 of 9 3238 • . .. in our clients' requests for help to meet the requirements created by GASB Statement No. 34/35. AT -SING has applied our inventory, investigation, methodology and database technology to the need for capital and infrastructure asset management. As each item is tagged, all relevant, available information (make, model, serial number, mfr., etc.) is logged into a portable electronic Data Logger. At the end of each day, all data is electronically transferred to our processing center for quality control checks and is usually available for viewing on our secure web site the following day. The inventory is conducted in an orderly, efficient manner. A daily work plan is established by location to ensure no areas are missed. Except for cases where escorts are required, the inventory teams move quickly through the sites with minimal disruption to client personnel and their daily activities All critical machine /item information is accurately entered during data gathering phase. The Data Logger is a handheld computer systems running custom software designed by AT -SINC for the inventory capture process. The team will work an area at a time following a proven technique to complete the inventory. During our initial planning sessions with the city's staff, logistics subjects will be discussed and agreed upon. References Thompson, Cobb, Brazilio and Associates, PC (TCBA) Robert Newman Senior Manager Washington, DC and Los Angeles, CA 202 - 737 -3300 Performed an asset inventory, two years in a row, for GASB 34 purposes for the Court System of the District of Columbia that includes both the Superior Court and the Court of Appeals. One inventory team was on site for approximately two weeks bar code tagging and recording the fixed assets. The engagement covered three buildings and approximately 1,000,000 square feet. Historical cost, replacement value and depreciation calculations were part of the deliverables. City of Morro Bay, CA Joyce A. Bunting Senior Accountant 805 - 772 -6221 Performed a citywide fixed asset inventory and valuation for all departments in this full service city. Spent four days on -site completing field work relating to bar code tagging of assets and categorization of assets. City of Rio Vista, CA Misty V. Cheng Finance Director 707 - 374 -2176 Page 3 of 9 3238. , Performed a Fixed Asset Inventory and Bar Code Tagging of Assets and valuation for a city -wide GASB 34 compliance. Delivered depreciation schedules via the AT -SINC Asset Management Software. The City of Rio Vista uses AT- SINC'S Asset Management Software. City of Oakley, CA Misty V. Cheng (former City Accountant) 707 - 374 -2176 Performed a Fixed Asset Inventory and Bar Code Tagging of Assets and valuation for a city-wide GASB 34 compliance. Delivered depreciation schedules via the AT -SINC Asset Management Software. The City of Oakley uses AT- SINC'S Asset Management Software. Technical Approach The decision as to which approach is best suited for a project is decided by the completeness of information available in the City's records. If the records are not able to provide the majority of the required information we use a different approach or recommend a complete inventory be taken. A. Inventory and T This approach entails a physical inspection of all areas of the City that contain assets and applying an identifying, bar -code tag to each asset with a value over $5,000. AT -SINC will utilize two- person teams to conduct inspections, apply tags and capture the relevant information. At the same time we capture the location of the asset, ideally, by building and room number when the data exists. B. Record Inspection. This approach will be used to gather the cost data as the basis for the depreciation schedules when the City has a record of purchases for their capital assets. Project Work Plan - General Fixed Assets Task 1: Proiect Initiation 1 Hour A conference call between the City of El Segundo's Project Leader and the AT -SINC Engagement Manager will be initiated to discuss the initial steps for the first on -site meeting and "ground rules" of the engagement (security clearances, hard hat requirements, building access times, escorts, etc.). Task 2: Kick- offMeetrng Day 1 The Kick -Off meeting will include an initial session with the City of El Segundo representatives to: a. Address GASB 34 issues — review parameters to be applied, discuss alternatives, and establish final decisions. b. Provide schedule for access to department records and department contacts. c. Request information supporting accounting definitions. d. Coordinate with facilities — access to buildings, infrastructure, and other Public Page 4 of 9 3238- . .., Works areas, if required. e. Meet with specific city department managers and at the City's discretion, with the City's external auditors to discuss inventory and costing methodology. f. Coordinate Information Systems requests and discuss the format of inventory data for transfer to the City's accounting system. Task 3: Complete Data Collection Process Day 1 thru 4 a. Establish inventory schedule for each department. b. Capture data information and tag items c. Resolve any inventory discrepancies. (missing or voided tags, etc) Task 4: Inventory File Analysis Day 5 & 6 a. Analyze asset data for completeness and accuracy. b. Establish criteria to identify assets no longer in use, i.e., scrapped, obsolete, fully depreciated, donated, etc. c. Create a list of assets by department /GL number. Identify assets by department. d. Submit asset listings to the City for final review. e. Finalize database. Task 5: Valuation Process Day 7thru Day 25 a. Process data for appropriate valuation effort. b. Data will be reviewed with the Finance Department for accuracy and consistency. c. Examine insurance records for replacement cost of city owned facilities. Task 6: Final Reports Day 25 Produce an electronic copy of final reports and an electronic file of the final data that can be imported to the City's accounting system. During the process of collecting the infrastructure asset information, AT -SINC will record the information in the AT -SINC Asset Management System and make that data available for 60 days at no charge via the Internet to the appropriate City personnel for review. As part of the unique AT -SINC methodology, this practice allows City personnel to view the data for accuracy and completeness, as the work is progressing and not just at the end of the engagement when the final reports are delivered. No special software is needed, as the data is stored on the AT -SINC secure Web site with the City's permission. This methodology makes the process easier and more efficient of providing electronic data to the City's accounting system. Milestones • Day 6 - Inventory list available on the web (on -going following first day) • Day 6 - Initial inventory reports available for review • Day 25 - Final Reports & AT- SINC's Asset Management Software delivered to City Page 5 of 9 Report Provided They include the following: • Tag Usage by Location Report • Asset Summary by Department Report • Asset Summary by Facility Report • Accumulated Depreciation To -Date by Department • Accumulated Depreciation To -Date by Fund, by Category • Asset Summary by Category Report Master File We will provide all information on a CD ROM that will contain a Microsoft Exce1TM file with all inventory and valuation data and an electronic copy of all standard reports in Adobe PDF format. Please note the above information may also be requested in a coma - delimited format or in Microsoft Access TM format. At a minimum, the file will contain the following data fields: Asset Description Model Serial number or VIN Number Location Useful Life Classification Fund Source & Date of Acquisition (City provided) Parcel number (when appropriate) Deliverables Manufacturer Tag Number Salvage Value Original Cost License number Accumulated Depreciation • A CD ROM containing a coma delimited file or a Microsoft Exce1TM file or a Microsoft AccessTM database with all inventory and valuation data and an electronic copy of all standard reports in "PDF" format. • An electronic copy of all standard reports consisting of: o Tag Usage by Location Report • Asset Summary by Department Report • Asset Summary by Facility Report • Accumulated Depreciation To -Date by Department • Accumulated Depreciation To -Date by Fund, by Category • Asset Summary by Category Report • Our representatives will affix the asset tag number for all existing assets in the equipment category included in the engagement. The asset tag will be affixed in a prominent and consistent position on like assets, but in an area that will be least likely to be defaced in the course of normal operation of the asset. The location of the tags will be uniform and accessible. Page 6 of 9 3238 AT -SINC will supply 1000 pre - printed bar -code labels to support the tagging effort. The bar -code labels will be printed in Code 3 of 9 with numeric translation. The City of El Segundo and AT -SINC will agree upon the bar -code tag before the tags are ordered. Out representatives will affix the asset tag to assets with a value of $5,000 or greater and an expected life of one year or greater. Certain assets, because of their nature, may be untaggable. In this case, we will assign a sequential tag number that will be prefaced by a code (i.e. N or NT), indicating the item is not physically tagged. Any unused labels will be provided to the City for use on new acquisitions. • The AT -SINC Asset Management Software will enable the City to produce numerous other asset information reports not included in this proposal. Licensing fees are quoted below. Staffing and Fees The following AT -SINC key personnel will be assigned to the City of El Segundo project: Engagement Manager Andy Simpson Inventory Specialist Don Kientzy Andy Simpson Valuation Specialist Frank Vukmanic IT Consultant Don Kientzy Please see Appendix A for a brief resume of each key staff member Fixed Fee Quotation including expenses At the request of the City, we are presenting two quotations based upon the asset value threshold. Option 1 for assets valued at $5,000 or greater. AT -SINC will complete the services described above for a Not to Exceed amount of $9,870. AT -SINC payment terms are 1/3 ($3,290) of the services work due and payable upon contract execution, the second 1/3 ($3,290) upon completion of the inventory and the balance due ($3,290) upon submission of the final reports. Should circumstances beyond AT- SINC's control extend the engagement beyond the project completion date, AT -SINC will bill at the end of each month based upon the amount of work completed. ... _ AT -SINC will complete the services described above for a Not to Exceed amount of $13,270. AT -SINC payment terms are 1/3 ($4,423) of the services work due and payable upon contract Page 7 of 9 3238 . execution, the second 1/3 ($4,423) upon completion of the inventory and the balance due ($4,424) upon submission of the final reports. Should circumstances beyond AT- SINC's control extend the engagement beyond the project completion date, AT -SINC will bill at the end of each month based upon the amount of work completed. AT -SINC Asset Management Software AT- SINC's Asset Management Software is licensed at $795 for a single user and at $995 for 2 to 5 users. A yearly support fee of $250 will apply after the initial 90 days of support. Should the City wish to use the software via the Internet, an additional $50 per month fee will apply payable at the beginning of the contract year. Required support of city staff expected by proposer All cities wish to have a minimal impact during the course of the inventory and valuation efforts, but some involvement will be required. City staff will be required to facilitate introduction to affected departments, and arrange access to buildings, controlled locations and to relevant information from City records. We always strive to keep the disruptions and demands on the City staff to an absolute minimum. Our experience has shown only the minimal interaction by Client personnel has been required when all necessary information is available to the inventory team and other City staff contacts are made aware of the inventory process taking place. Page 8 of 9 32 � v . , Appendix A Short resume of each key staff person Frank J. Vukmanic, President and CEO of AT -SINC Summary • Thirty-two years of experience in business and assisting governments. • Founder of three companies including one that went public. • General management and P&L experience at a Fortune 100 company. • Extensive background in sales and marketing and product management. • Specialized in growing organizations from inception or to new revenue and profit plateaus. • Wide - ranging knowledge of asset management and GASB 34 requirements. • Participated in over 80 client inventories • Speaker at GASB 34/35 seminars • Author of published article on GASB 34/35 implementation Andy Simpson, Vice President Summary • Thirty plus years experience in Software Development, Database Development, Asset Management, Product Management, Sales and Marketing • Managed large scale software development projects for operating systems, database software, networking environments and communications • Managed an Independent Business Unit at Fortune 100 Company. • Broad knowledge of GASB 34/35 requirements and implementation for asset data. • Participated in over 50 client inventories. Donald W. Kientzy, Vice President and Chief Technology Officer of AT -SINC Summary • Eighteen years experience in Engineering Management and Marketing Management • Managed hardware and software product development in workstation and PCs environment for test and measurement market • Extensive experience with Win 9x /NT /2000, IIS, HTML, ASP, VB /VBA /VBScript, Javascript, SQL 7, Visual Studio, and MS- Office application suite from use, design, development, integration and deployment points of view. Familiarity with LAN /WAN Networking Protocols, Unix, Java, C + +, MathCAD and Matlab. • Staged businesses for successful divestment • Experienced in using Quality Methods deployment • Twelve years in management and operations of start -up companies • Developed the AT -SINC Asset Management software for the GASB 34/35 environment. • Participated in dozens of client inventories. Page 9 of 9