HomeMy Public PortalAbout21-9831 HCA Asset ManagementSponsored By: City Manager
RESOLUTION NO. 21-9831
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-
LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO
EXECUTE AN EMERGENCY CONTRACT, ATTACHED HERETO AS
EXHIBIT "A", WITH HCA ASSET MANAGEMENT, LLC FOR THE
PROVISION OF ASSET VALUATION, INSURANCE APPRAISAL
AND POLICY AND PROCEDURES DEVELOPMENT ASSISTANCE
SERVICES IN AN AMOUNT NOT TO EXCEED THIRTY THREE
THOUSAND DOLLARS ($33,000.00), PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE
DATE
WHEREAS, the City of Opa-Locka requires financial audits without qualified
opinions as a pre -requisite for exiting the status of Financial Emergency; and
WHEREAS, the City of Opa-Locka has received qualified audit opinions on the basis
of an inability to fully identify its infrastructure assets, not having performed a physical
inventory of capital assets for years and due to a lack of an asset management system to
document that the City's capital assets are properly managed and preserved; and
WHEREAS, the City of Opa-Locka is planning to initiate an audit in January, 2021
whereby these asset conditions must be remedied in a timely way to eliminate a basis for
another audit with a qualified opinion; and
WHEREAS, HCA Asset Management, LLC ("HCA") has presented a proposal to
remedy the stated issues and the City Manager has determined that HCA is the best
qualified firm to complete the stated work on an emergency basis and for an amount not
to exceed Thirty-three Thousand Dollars ($33,000.00); and
WHEREAS, the City Commission desires to authorize the City Manager to execute
the contract, attached hereto as Exhibit "A", as in the best interest of the City of Opa-
Locka.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA- LOCKA, FLORIDA:
SECTION 1. The recitals to the preamble herein are incorporated by reference.
SECTION 2. AUTHORIZATION
The City Commission of the City of Opa-Locka, Florida hereby authorizes the City
Manager to execute the emergency contract with HCA Asset Management, LLC for the
provision of asset valuation, insurance appraisal and policy and procedures development
Resolution No. 21-9831
services within seventy-five days of contract execution and for an amount not to exceed
Thirty-three Thousand Dollars ($33,000).
SECTION 3. SCRIVENER'S ERRORS
Sections of this Resolution may be renumbered or re -lettered and corrections of
typographical errors, which do not affect the intent of this Resolution may be authorized
by the City Manager, or the City Manager's designee, without need of public hearing, by
filing a corrected copy of same with the City Clerk.
SECTION 4. EFFECTIVE DATE
This Resolution shall take effect upon the adoption and is subject to the approval of the
Governor or Governor's Designee.
PASSED and ADOPTED this 13th day of January, 2021.
J
TTEST:
a Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Burn Norris-Weeks, P.A.
Moved by: Commissioner Burke
Seconded by: Commissioner Davis
VOTE: 5-0
Commissioner Burke YES
Commissioner Davis YES
Commissioner Taylor YES
Vice -Mayor Williams YES
Mayor Pigatt YES
Matthew A. Pigatt, Mayor
City of Opa-locka
Agenda Cover Memo
Department
Director:
Bob Anathan
Department
Director
Signature:
01
Mana er: City
John E. Pate
CM Signature:
Commissioner:
Meeting
Date:
January 13, 2021
Item Type:
(Enter X in box)
Resolution
Ordi ante
Other
X
Fiscal
Impact:
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No
Ordinance Reading:
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1st Reading
2" Reading
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Public Hearing:
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No
Yes
No
X
X
Funding
Source:
account# :
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Ex:
See Below
Advertising Requirement:
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Yes
No
X
Contract/P.O.
Required:
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Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(EnterX in box)
Yes
No
Strategic Plan Priority
Enhance Organizational
Bus. & Economic Dev
Public Safety
Quality of Education
Qual. of Life & City
Communication
Area:
-
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
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NI
111
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Image NI
Sponsor
Name
City Manager
Department:
City Manager
Short Title:
Asset Valuation Consulting Services
Staff Summary:
Issue: The most recent City financial audit received a qualified opinion due to an inability to fully identify its
infrastructure assets, not having performed a physical inventory of capital assets for several years, and due to
a lack of an asset management system to document that the City's capital assets are being properly managed
and preserved. Staff has identified a consulting service to remedy these issues.
Background: One criterion for being permitted to exit from the current status of Financial Emergency is to
receive financial audits without qualified opinions. The objective is to remove this impediment as quickly as
possible from future audits.
Current Activity: In view of the urgency to identify a firm to complete this work in a timely way, staff bypassed
the normal procedure of issuing a Request For Proposals (RFP) and reached out to firms capable of providing
these services. In each instance the estimated cost, based on preliminary discussions, ranged from the mid -
twenty thousands to the low thirty thousands. Since the City had little experience with these types of services,
$100,000 had been added to the FY 21 budget at the end of the budget process last summer for these services.
The ultimate criteria became the schedule upon which the project could be completed, with nearly all firms
contacted not being able to start for several months due to commitments to other clients.
The firm identified as being able to complete the project soonest was HCA Asset Management, based in
Bradenton, Florida. This firm was recommended as an extremely reliable and capable firm by one of its
competitors whom staff originally contacted, but who could not be considered since its backlog of existing
business precluded a start before the end of March. HCA Asset Management has proposed completing this
project within 75 days of the signing of a contract.
HCA Asset Management has proposed the following projects:
1. $26,000 - Baseline Fixed Asset Inventory / Reconciliation
2. $ 5,000 - Insurance Appraisal (Buildings / Structures)
3. $ 2,000 - Policy and Procedure (Development Assistance)
As indicated in the attached proposal, HCA Asset Management has provided these services to a broad range of
prominent clients, including Broward, Sarasota and Hillsborough Counties.
Financial Impact:
Account
Description
Available *
Project
Remaining
Balance
17-513312
Other Professional Services
$257,500
$33,000
$224,000
Total
$33,000
* As indicated elsewhere, within the indicated budget for Other Professional Services, $100,000 had been
budgeted for this service.
Proposed Action:
Staff recommends that the City Commission authorize the appropriate City official to sign a contract with HCA
Asset Management to provide asset valuation, insurance appraisal and policy and procedure development
services to remove a basis of qualified opinions on future audits.
Attachment
1. HCA Asset Management Proposal
2. HCA Asset Management Contract
3. Resolution
AGREEMENT
THIS IS AN AGREEMENT, dated 13th day of January, 2021, between:
CITY OF OPA-LOCKA, a Florida municipal corporation,
hereinafter "CITY,"
and
HCA Asset Management, LLC, a company, authorized to do
business in the State of Florida, hereinafter "CONTRACTOR."
WITNESSETH:
In consideration of the mutual terms and conditions, promises, covenants, and payments
hereinafter set forth, CITY and CONTRACTOR agree as follows:
ARTICLE 1
PREAMBLE
In order to establish the background, context and form of reference for this Agreement
and to generally express the objectives, and intentions, of the respective parties herein, the
following statements, representations and explanations shall be accepted as predicates for
the undertakings and commitments included within the provisions which follow and
may be relied upon by the parties as essential elements of the mutual considerations upon
which this Agreement is based.
1.1 CITY is in immediate need of an independent contractor to provide a
comprehensive capital asset inventory, financial reconciliation and asset
verification study, insurance appraisal services and assistance in developing
related policies and procedures.
1.2 Services are needed on an emergency basis and will be utilized for future
financial audits.
1.3 HCA Asset Management, LLC ("Contractor") has presented a proposal to
remedy the stated issues, See Exhibit "A", and the City Manager has determined
that HCA is the best qualified firm to complete the emergency work needed for
an amount not to exceed Thirty-three Thousand Dollars ($33,000).
1.4 The City Commission authorizes the City Manager to enter into this agreement
under the terms and conditions set forth herein.
ARTICLE 2
STATEMENT OF WORK
2.1 CONTRACTOR shall furnish all of the materials, tools, supplies, and labor
necessary to perform all of the work described in its Proposal, a copy of which is attached
hereto and specifically made a part of this Agreement as Exhibit "A" hereto.
2.2 CONTRACTOR shall abide by all specifications outlined in Exhibit
"A" and shall complete all work within seventy five days from the execution of this
Agreement.
2.3 CONTRACTOR hereby represents to CITY, with full knowledge that CITY is
relying upon these representations when entering into this Agreement with
CONTRACTOR, that CONTRACTOR has the professional expertise, experience and
manpower to perform the services to be provided by CONTRACTOR pursuant to the
terms of this Agreement.
2.3 CONTRACTOR assumes professional and technical responsibility for performance
of its services to be provided hereunder in accordance with applicable recognized
professional standards and relevant Florida Statutes.
ARTICLE 3
COMMENCEMENT OF SERVICES
3.1 The CONTRACTOR shall commence work as directed by CITY upon the effective
date stated in a Notice to Proceed issued by the City Manager or his designee.
ARTICLE 4
CONTRACT SUM
4.1 Cl1'Y hereby agrees to pay CONTRACTOR for the faithful performance of this
Agreement, for work completed in accordance with its Proposal. Prices for work
completed by CONTRACTOR shall not exceed Thirty Three Thousand Dollars
($33,000.00) as reflected in CONTRACTOR's Proposal made a part hereof as Exhibit "A"
and in accordance with the prices set forth in Exhibit "A".
4.2 CONTRACTOR shall be solely responsible for and shall provide for the payment
of workers compensation insurance coverage and premium, and all other insurance
pursuant to Article 5 below, withholding taxes, FICA, pension and profit sharing
contributions, retirement contributions, if any, all remunerations; all labor contract
compliance, and all other charges, fees, permits and expenses associated with the
employment of such personnel provided by CONTRACTOR hereunder. CITY shall bear
no responsibility for any such charge, fees, permits or expenses associated with the
employment of such personnel by CONTRACTOR.
4.3 Payment to CONTRACTOR for all tasks and charges under this Agreement shall
be in accordance with the schedule set forth in Exhibit "A" hereto and the following
conditions:
A. Disbursements. There are no reimbursable expenses associated with this
Agreement.
B. Payment Schedule. Invoices received from CONTRACTOR pursuant to
this Agreement will be reviewed by the appropriate City Department. If
services have been rendered in conformity with the Agreement, the invoice
will be sent to the City's Finance Department for payment.
C. Availability of Funds. CITY's performance and obligation to pay under this
Agreement is contingent upon an annual appropriation for its purpose by
the City Commission.
D. Final Invoice. In order for both parties herein to close their books and
records, CONTRACTOR will clearly state "final invoice" on
CONTRACTOR's final bill to CITY.
4.4 Payment by CITY of CONTRACTOR's final invoice and CONTRACTOR'S
acceptance of the fmal payment shall consist CONTRACTOR's waiver of all claims
against CITY related to or arising out of this Agreement.
ARTICLE 5
CONTRACTOR'S LIABILITY INSURANCE
5.1 CONTRACTOR shall not commence work under this contract until it has obtained
all insurance required under this paragraph and such insurance has been approved by
CITY nor shall CONTRACTOR allow any Subcontractor to commence work on its sub-
contract until all similar such insurance required of the subcontractor has been obtained
and approved.
5.2 Certificates of insurance, reflecting evidence of the required insurance, shall be
filed with CITY prior to the commencement of the work. These Certificates shall contain a
provision that coverage afforded under these policies will not be canceled until at least
thirty days (30) prior written notice has been given to CITY. Policies shall be issued by
companies authorized to do business under the laws of the State of Florida.
5.3 Financial Ratings must be no less than "A" in the latest edition of "Bests Key Rating
Guide", published by A.M. Best Guide.
5.4 Insurance shall be in force until all work required to be performed under the terms
of the Contract is satisfactorily completed as evidenced by the formal acceptance by CITY.
In the event the insurance certificate provided indicates that the insurance shall terminate
and lapse during the period of this contract, then in that event, CONTRACTOR shall
furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a
renewed certificate of insurance as proof that equal and like coverage for the balance of
the period of the contract and extension thereunder is in effect. CONTRACTOR shall not
continue to work pursuant to this contract unless all required insurance remains in full
force and effect.
5.5 Comprehensive General Liability insurance to cover bodily injury liability and
property damage liability with minimum limits of One Million Dollars ($1,000,000.00) per
occurrences. Exposures to be covered are:
• Premises and Operation
• Products/ Completed Operations
• Broad Form Property Damages
• Broad Form Contractual Coverage applicable to this specific Agreement,
including any hold harmless and/or indemnification agreement.
• Personal Injury Coverage with Employee and Contractual Exclusions
removed, with minim limits of coverage equal to those required for Bodily
Injury Liability and Property Damage Liability.
Business Automobile Liability with minimum limits of One Million Dollars
($1,000,000.00) per occurrence combined single limit for Bodily Injury Liability and
Property Damage Liability. Coverage must be afforded on a form no more restrictive
than the latest edition of the Business Automobile Liability policy, without restrictive
endorsements, and must include:
• Owned vehicles
• Hired and Non -Owned Vehicles
• Employers' Non -Ownership.
5.6 CONTRACTOR shall hold CITY, its agents, and employees, harmless on account
of claims for damages to persons, property or premises arising out of the operations to
complete this Agreement and name CITY as an additional insured under their policy.
5.7 CITY reserves the right to require any other insurance coverage it deems necessary
depending upon the exposures.
ARTICLE 6
PROTECTION OF PROPERTY
6.1 At all times during the performance of this Contract, CONTRACTOR shall protect
CITY's property and properties adjoining the Project site from all damage whatsoever on
account of the work being carried on pursuant to this Agreement.
ARTICLE 7
CONTRACTOR'S INDEMNIFICATION
7.1 CONTRACTOR agrees to release CITY from and against any and all liability and
responsibility in connection with the above mentioned matters. CONTRACTOR further
agrees not to sue or seek any money or damages from CITY in connection with the above
mentioned matters, except in the event that CITY fails to pay CONTRACTOR the fees and
costs as provided for in Article 4 herein.
7.2 CONTRACTOR agrees to indemnify and hold harmless CITY, its trustees, elected
and appointed officers, agents, servants and employees, from and against any and all
claims, demands, or causes of action of whatsoever kind or nature, and the resulting
losses, costs, expenses, reasonable attorneys' fees, liabilities, damages, orders, judgments,
or decrees, sustained by CITY or any third party arising out of, or by reason of, or
resulting from CONTRACTOR's negligent acts, errors, or omissions.
7.3 If a court of competent jurisdiction holds CITY liable for certain tortuous acts of
its agents, officers, or employees, such liability shall be limited to the extent and limit
provided in 768.28, Florida Statutes. This provision shall not be construed as a waiver
of any right or defense that CITY may possess. CITY specifically reserves all rights as
against any and all claims that may be brought.
ARTICLE 8
INDEPENDENT CONTRACTOR
8.1 This Agreement does not create an employee/employer relationship between the
parties. It is the intent of the parties that CONTRACTOR is an independent contractor
under this Agreement and not CITY's employee for all purposes, including but not
limited to, the application of the Fair Labor Standards Act minimum wage and overtime
payments, Federal Insurance Contribution Act, the Social Security Act, the Federal
Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Workers
Compensation Act, and the State unemployment insurance law. CONTRACTOR shall
retain sole and absolute discretion in the judgment of the manner and means of carrying
out CONTRACTOR's activities and responsibilities hereunder provided. This Agreement
shall not be construed as creating any joint employment relationship between the
CONTRACTOR and CITY and CITY will not be liable for any obligation incurred by
CONTRACTOR, including but not limited to unpaid minimum wages and/or overtime
premiums.
ARTICLE 9
PERFORMANCE BOND
9.1 No performance bond is required for this contract.
ARTICLE 10
CHANGES TO STA I hMENT OF WORK AND ADDITIONAL WORK
10.1 CITY or CONTRACTOR may request changes that would increase, decrease or
otherwise modify the Statement of Services/Basic Services to be provided under this
Agreement as described in Article 2 of this Agreement Such changes or additional
services must be in accordance with the provisions of the Code of Ordinances of CITY
and must be contained in a written amendment, executed by the parties hereto, with the
same formality and with equality and dignity prior to any deviation from the terms of
this Agreement, including the initiation of any additional or extra work. Each
amendment shall at a minimum include the following information on each project
Project Name
Project Description
Estimated Project Cost
Estimated Cost for Addition or Change to Project Contract
Estimated Project Completion Date
10.2 In no event will CONTRACTOR be compensated for any work which has not been
described in a separate written agreement executed by the parties hereto.
ARTICLE 11
TERM AND TERMINATION
11.1 This Agreement shall commence upon the effective date stated in a Notice to
Proceed issued by the City Manager or his designee, and shall remain in effect until date
specified in the notice or as extended in writing.
11.2 This Agreement may be terminated by either party for cause, or CITY for
convenience, upon thirty (30) days written notice by CITY to CONTRACTOR, in which
event CONTRACTOR shall be paid its compensation for services performed to
termination date. In the event that CONTRACTOR abandons this Agreement or causes it
to be terminated, CONTRACTOR shall indemnify CITY against any loss pertaining to this
termination up to a maximum of the full contracted fee amount. All finished or
unfinished documents, data, studies, plans, surveys, and reports prepared by
CONTRACTOR shall become the property of CITY and shall be delivered by
CONTRACTOR to CITY.
ARTICLE 12
CONTRACT DOCUMENTS
12.1 CONTRACTOR and CITY hereby agree that the following Specification and
Contract Documents, which are attached hereto and made a part thereof, are fully
incorporated herein and made a part of this Agreement, as if written herein word for
word: this Agreement and all Exhibits attached hereto.
ARTICLE 13
MISCELLANEOUS
13.1 Legal Representation. It is acknowledged that each party to this Agreement had
the opportunity to be represented by counsel in the preparation of this Agreement and,
accordingly, the rule that a contract shall be interpreted strictly against the party
preparing same shall not apply due to the joint contribution of both parties.
13.2 Assignments. This Agreement, or any interest herein, shall not be assigned,
transferred or otherwise encumbered, under any circumstances, by CONTRACTOR
without the prior written consent of CITY. For purposes of this Agreement, any change
of ownership of CONTRACTOR shall constitute an assignment which requires CITY
approval. However, this Agreement shall run to CITY and its successors and assigns.
13.3 Records. CONTRACTOR shall keep books and records and require any and all
subcontractors to keep books and records as may be necessary in order to record
complete and correct entries as to personnel hours charged to this engagement, and any
expenses for which CONTRACTOR expects to be reimbursed, if applicable. Such books
and records will be available at all reasonable times for examination and audit by CITY
and shall be kept for a period of three (3) years after the completion of all work to be
performed pursuant to this Agreement. Incomplete or incorrect entries in such books and
records will be grounds for disallowance by CITY of any fees or expenses based upon
such entries.
CITY is a public agency subject to Chapter 119, Florida Statutes. To the extent
CONTRACTOR is acting on behalf of CITY pursuant to Section 119.0701, Florida
Statutes, CONTRACTOR shall:
a. Keep and maintain public records that ordinarily and necessarily would be
required to be kept and maintained by CITY were CITY performing the services
under this agreement;
b. Provide the public with access to such public records on the same terms and
conditions that CITY would provide the records and at a cost that does not
exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided
by law;
c. Ensure that public records that are exempt or that are confidential and exempt
from public record requirements are not disclosed except as authorized by law;
and
d. Meet all requirements for retaining public records and transfer to CITY, at no
cost, all public records in possession of CONTRACTOR upon termination of this
Agreement and destroy any duplicate public records that are exempt or
confidential and exempt. All records stored electronically must be provided to
CITY.
13.4 Ownership of Documents. Reports, surveys, plans, studies and other data
provided in connection with this Agreement are and shall remain the property of CITY.
13.5 No Contingent Fees. CONTRACTOR warrants that it has not employed or
retained any company or person, other than a bona fide employee working solely for the
CONTRACTOR, to solicit or secure this Agreement, and that it has not paid or agreed to
pay any person, company, corporation, individual or firm, other than a bona fide
employee working solely for CONTRACTOR, any fee, commission, percentage, gift, or
other consideration contingent upon or resulting from the award or making of this
Agreement. For the breach or violation of this provision, CITY shall have the right to
terminate the Agreement without liability at its discretion, to deduct from the contract
price, or otherwise recover the full amount of such fee, commission, percentage, gift or
consideration.
13.6 Notice. Whenever any party desires to give notice unto any other party, it must be
given by written notice, sent by registered United States mail, with return receipt
requested, addressed to the party for whom it is intended and the remaining party, at the
places last specified, and the places for giving of notice shall remain such until they shall
have been changed by written notice in compliance with the provisions of this section.
For the present, CONTRACTOR and CITY designate the following as the respective
places for giving of notice:
CITY:
Copy To:
John E. Pate, City Manager
780 Fisherman Street, Fourth Floor
Opa-Locka, FL 33054
Burnadette Norris -Weeks, City Attorney
Burnadette Norris -Weeks, P.A.
401 North Avenue of the Arts (NW 7th Avenue)
Fort Lauderdale, Florida 33311
CONTRACTOR: Brandon Hirons
HCA Asset Management, LLC
5124 4th Street, Cir E
Bradenton, FL 34208
13.7 Binding Authority. Each person signing this Agreement on behalf of either party
individually warrants that he or she has full legal power to execute this Agreement on
behalf of the party for whom he or she is signing, and to bind and obligate such party
with respect to all provisions contained in this Agreement.
13.8 Exhibits. Each Exhibit referred to in this Agreement forms an essential part of this
Agreement. The exhibits if not physically attached should be treated as part of this
Agreement and are incorporated herein by reference.
13.9 Headings. Headings herein are for convenience of reference only and shall not be
considered on any interpretation of this Agreement.
13.10 Severability. If any provision of this Agreement or application thereof to any
person or situation shall, to any extent, be held invalid or unenforceable, the remainder of
this Agreement, and the application of such provisions to persons or situations other than
those as to which it shall have been held invalid or unenforceable shall not be affected
thereby, and shall continue in full force and effect, and be enforced to the fullest extent
permitted by law.
13.11 Governing Law. This Agreement shall be governed by the laws of the State of
Florida with venue lying in Miami -Dade County, Florida.
13.12 Disputes. Any claim, objection, or dispute arising out of the terms of this
Agreement shall be litigated in the Eleventh Judicial Circuit Court in and for Miami -Dade
County, Florida.
13.13 Attorney's Fees. To the extent authorized by law, in the event that either party
brings suit for enforcement of this Agreement, the prevailing party shall be entitled to
attorney's fees and court costs in addition to any other remedy afforded by law.
13.14 Extent of Agreement. This Agreement together with Contract Documents, attached
as an Exhibit hereto, as amended herein above represents the entire and integrated
agreement between CITY and CONTRACTOR and supersedes all prior negotiations,
representations or agreements, either written or oral.
13.15 Waiver. Failure of CITY to insist upon strict performance of any provision or
condition of this Agreement, or to execute any right therein contained, shall not be
construed as a waiver or relinquishment for the future of any such provision, condition,
or right, but the same shall remain in full force and effect.
IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the
day and year first written above.
CITY OF OPA-LOCKA
ATTEST:
BY:
Joanna Flores, City Clerk John Pate, City Manager
APPROVED AS TO FORM
AND LEGAL S FICIENCY:
Burnagc e Norris- eeks, City Attorney
HCA Asset Management, LLC
WITNESSES:
BY:
Brandon Hirons
A 1'1'r,ST:
SECRETARY
STATE OF FLORIDA )
SS:
COUNTY OF MIAMI-DADE)
BEFORE ME, an officer duly authorized by law to administer oaths and take
acknowledgments, personally appeared as , of
a Florida corporation, and acknowledged executed the foregoing Agreement as the
proper official of , for the use and purposes mentioned in it and affixed the
official seal of the corporation, and that the instrument is the act and deed of that
corporation.
IN WITNESS OF THE FOREGOING, I have set my hand and official seal at
in the State and County aforesaid on this _ day of , 2021.
NOTARY PUBLIC
My Commission Expires:
EXHIBIT "A"
(STA 1'EMENT OF WORK AND PRICES)
Mr. Robert Anathan
Budget Administrator
City of Opa-Locka, FL
ranathanC opalockafl.gov
PROPOSAL FOR:
Capital Asset Valuation and Physical Inventory Services
Dear Mr. Anathan:
HCA Asset Management LLC (hereafter "HCA is pleased to submit the following proposal to the City
of Opa-Locka, Florida, (hereafter "City"), for your consideration. The proposed services will provide
a comprehensive Capital Asset Inventory, Financial Reconciliation and Asset Verification study for
the capital assets owned and reported by the City. The results of the engagement will provide reliable,
supportable detail and valuation for the City's assets to remove recent modified audit opinion.
Additionally, we have provided an optional Insurance Appraisal Service to provide current replacement
cost estimated for all subject / insured assets under the City's control.
The services offered are designed to provide a fixed asset inventory and data base reconciliation of all
capital asset costs accounted for in the City financial statement reports. In addition, the inventory
results will provide a "crosswalk" between current asset numbers found in the field (if any) to the new
barcode asset numbers applied & recorded during this inventory and a cost accounting valuation and
financial reconciliation for qualifying City assets. The fixed asset inventory/reconciliation will
consider comments and suggestions from previously audited City financial statements to ensure City
capital assets are accurately accounted for and reported. At the conclusion of the physical inventory,
and after spending time on site and in City's environment, HCA will work in conjunction with City
staff/management in the development of fixed asset policy and procedures to ensure proper stewardship
of capital assets prospectively. The records and reports will enable The City to achieve compliance
with all their required accountability, accounting, auditing and oversight bodies.
The inventory of the City capital asset equipment will support accounting valuation and financial
reconciliation for assets supporting Property Control System thresholds and assets meeting City
Capitalization Policies. The purpose of this proposal is to enter a contract to provide a physical
inventory of ALL City capital asset and infrastructure items for current fiscal year. The engagement
results are designed to support audit requirements described in GASB Statement 34, OMB A-21 and
A-110 F&A Cost Reimbursement Requirements. Our inventory methodology supports GAAP,
GAAFR, A-133 and the CASB audit standards - now all under the Uniform Guidance (UG) umbrella.
HCA is prepared to support The City and the engagement results upon State, independent and
Federal audit.
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
Wednesday, December 30.2020 - 1 -
HCA acknowledges that:
• The proposal has been arrived at independently and is submitted without collusion.
• The contents of our proposal have not been disclosed by HCA nor to the best of our knowledge
and belief, by any of our employees or agents, to any person not an employee or agent of HCA.
On behalf of HCA, [ will act as the City engagement contact manager. With over 25 years of experience
in providing inventory and valuation services to the State & Local Government, Healthcare, K-12 and
Higher Education communities, it will be my pleasure to work with and support the City in this
important initiative. Please do not hesitate to contact me if we can provide further insight regarding
the services proposed. My contact information is outlined below.
HCA Asset Management LLC
sueLt
Gregory P. Sheahan
President
941.752.6330 office 941.544.2369 cell 941.755.0083 fax
gsheahan@hcamgt.com
CITY OF OPA-LOCKA, FL CAPITAL. ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
Wednesday, December 30, 2020 - 2 -
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c o m p o n e n t i z a t i o n s t u d i e s . T h i r t y - f i v e y e a r s a g o , t h e c o n c e p t o f d o c u m e n t i n g a f i r m ' s " C o r e V a l u e s "
s i m p l y d i d n o t e x i s t . Y e t o u r c o m p a n y w a s b o r n o p e r a t i n g u n d e r a f e w v e r y b a s i c p r i n c i p l e s . T h r e e
d e c a d e s l a t e r w e t a k e g r e a t p l e a s u r e i n s u m m a r i z i n g t h e s e a s f o l l o w s :
" O u r C l i e n t s a r e o u r F r i e n d s H C A e m p l o y e e s g e n u i n e l y c a r e a b o u t o u r c l i e n t s a n d t h e s e r v i c e s
t h e y r e c e i v e ( j u s t a s k t h e m ! ) .
" F i e r c e l y P r o t e c t o u r R e p u t a t i o n e a c h t e a m m e m b e r w i l l a c t p r o f e s s i o n a l l y a t a l l t i m e s , d e l i v e r
v a l u e f o r o u r c l i e n t s , a n d d o p r e c i s e l y w h a t w e s a y w e w i l l .
" O b s e s s e d w i t h O u t c o m e s w e ' r e e n t i r e l y c o m m i t t e d t o c o m p l e t e c o m p a n y a n d c l i e n t s a t i s f a c t i o n .
" M o t i v a t e d a n d A l w a y s L e a r n i n g o u r p r o f e s s i o n a l s a r e i n d e p e n d e n t , r e q u i r i n g l i t t l e o v e r s i g h t ,
a n d w e ' r e c o n t i n u a l l y i m p r o v i n g o u r s e l v e s .
" W e a r e a T e a m w e s u p p o r t o n e a n o t h e r t h r o u g h h u m i l i t y , t r u s t a n d c o l l a b o r a t i o n .
I n 2 0 0 4 t h e f i r m a d d e d i t s s e c o n d c o r e b u s i n e s s l i n e : p e r f o r m i n g a c c u r a t e i n s u r a n c e - r e l a t e d p r o p e r t y
v a l u a t i o n s e r v i c e s . I n 2 0 1 1 , o u r f i r m u n d e r w e n t a n i n t e r n a l c o r p o r a t e " r e f r e s h " , r e s u l t i n g i n o u r
r e n a m i n g a n d t h e b i r t h o f H C A A s s e t M a n a g e m e n t , L L C . A s a p r i v a t e l y h e l d o r g a n i z a t i o n , t h i s
r e s t r u c t u r i n g s i g n i f i c a n t l y e n h a n c e d o u r p o s i t i o n i n t h e p r o p e r t y a p p r a i s a l m a r k e t s , h e l p i n g e n s u r e t h e
l o n g - t e r m v i a b i l i t y o f o u r c o m p a n y t h r o u g h e x t e n s i v e u p g r a d e s i n t e c h n o l o g y a n d r e p o r t i n g s y s t e m s .
H C A p o s s e s s e s t h e f i n a n c i a l s t a b i l i t y a n d p r o v e n t r a c k r e c o r d t o a s s i s t y o u r p r o g r a m t o d a y a n d f o r
m a n y y e a r s t o c o m e . W i t h o v e r 3 5 c o n s e c u t i v e y e a r s i n b u s i n e s s , H C A i s a v i a b l e , o n g o i n g b u s i n e s s
c o n c e r n .
H e a d q u a r t e r e d i n B r a d e n t o n , F l o r i d a , m a n y o f o u r p r o f e s s i o n a l s t a f f a r e d o m i c i l e d t h e r e . H C A a l s o
s e r v e s c l i e n t s f r o m M i n n e a p o l i s ; I n d i a n a p o l i s ; P h o e n i x ; P a r k C i t y , U T ; K a n s a s C i t y ; a n d S t . L o u i s
o f f i c e s . W e r e g u l a r l y a s s i s t c l i e n t s n a t i o n a l l y , w o r k i n g w i t h G o v e r n m e n t a l , E d u c a t i o n a l , N o n p r o f i t
a n d P o o l i n g c o n c e r n s i n a l l 5 0 s t a t e s . W e w i l l d e p l o y f u l l - t i m e s t a f f b a s e d o u t o f o u r F l o r i d a a n d o t h e r
o f f i c e s f o r t h i s e n g a g e m e n t .
O u r e x p e r i e n c e w o r k i n g w i t h F e d e r a l , S t a t e a n d L o c a l G o v e r n m e n t s f o r t h e p u r p o s e o f s u p p o r t i n g
I n v e n t o r y C o n t r o l , F i n a n c i a l a n d F e d e r a l F i x e d A s s e t r e p o r t i n g r e q u i r e m e n t s i s s e c o n d t o n o n e . H C A ' s
p r o f e s s i o n a l s e r v i c e s i n c l u d e t h e d e v e l o p m e n t a n d r e v i e w o f f i x e d a s s e t p o l i c i e s a n d p r o c e d u r e s ,
i n v e n t o r y a n d v a l u a t i o n o f l a n d , i n f r a s t r u c t u r e , b u i l d i n g s , m o v a b l e e q u i p m e n t , a n d t h e i m p l e m e n t a t i o n
o f b a r c o d e e q u i p m e n t i n v e n t o r y s y s t e m s , p l u s o p t i o n a l f u t u r e e q u i p m e n t r e - v e r i f i c a t i o n s t u d i e s a n d
o u t s o u r c i n g o f t h e p r o p e r t y m a n a g e m e n t f u n c t i o n . O u r e n g a g e m e n t r e s u l t s a r e p r o v i d e d i n f l e x i b l e
e l e c t r o n i c f o r m a t s a n d c a n b e o f f e r e d i n a m a n n e r t h a t i n t e r f a c e s w i t h e x i s t i n g c l i e n t f i x e d a s s e t
s y s t e m s .
W i t h o v e r 1 5 0 y e a r s o f c o m b i n e d m a n a g e m e n t e x p e r i e n c e , w e h a v e t h e k n o w l e d g e a n d e x p e r t i s e t o
e s t a b l i s h c o n s i s t e n t , r e l i a b l e i n v e n t o r y a n d v a l u a t i o n c o n c l u s i o n s . O u r s e n i o r s t a f f i n c l u d e s m e m b e r s
o f t h e A m e r i c a n S o c i e t y o f A p p r a i s e r s ( A S A ) , w i t h b a c k g r o u n d s i n a c c o u n t i n g , e n g i n e e r i n g ,
c o n s t r u c t i o n m a n a g e m e n t a n d f i n a n c e / e c o n o m i c s . W e a r e a f f i l i a t e d w i t h a n d s u p p o r t N A C U B O ,
R I M S , N P M A , A G R I P , P R I M A , H I M , N A C U R A , F R A , N E C A , S E C A , W E C A , A A C C a n d m a n y
o t h e r r e g i o n a l a n d l o c a l b u s i n e s s o r g a n i z a t i o n s .
C I T Y O F O P A - L O C K A , F L C A P I T A L A S S E T V A L U A T I O N A N D P H Y S I C A L I N V E N T O R Y S E R V I C E S
W e d n e s d a y , D e c e m b e r 3 0 , 2 0 2 0 - 3 -
l e.: ! e
OPA LOCKA
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PURPOSE & OBJECTIVE
HCA has engaged in initial discussions with City staff and resulting in four (4) main objectives the
City is hoping to accomplish through project. HCA believes that the primary objectives are as follows:
1. Audit Compliance — HCA staff will implement a plan that addresses the City's current qualified
audit opinion and provide City management audit confidence and with a solid plan for continued
stewardship.
2. Accountability and Control — HCA will work with the City's management and staff to develop a
plan and schedule to meet all deadlines and expectations for this engagement. To provide The City
with a complete comprehensive listing and valuation of ALL capital assets and infrastructure currently
in their stewardship. HCA will update custodial information and contacts on all items to improve
operational efficiency. We will also assist the City with implementation of simple, concise Policies
and Procedures to ensure future integrity of the asset records.
3. Capital Expenditure Planning — The resulting records HCA develops can also be used as a tool
for forecasting future capital expenditures. While this is not an immediate / primary objective the City
nay have in mind now, it should not be overlooked as our project unfolds. By cleaning up information
on equipment, infrastructure, buildings and facility renovations a more realistic life analysis can
eventually be performed, and this information can be utilized by the City for long term capital asset
improvement and replacement forecasting.
4. Property Insurance Values — Again, this may not be a primary objective of the engagement, but
HCA has provided an optional service to develop and prepare Insurance Appraisal reports to assist in
this area. We have used your current Statement of Values as a starting point for this estimate.
Our Project Team personnel have worked on numerous related projects supporting specifications
identical to those requested by The City. This experience, coupled with our consulting expertise, will
provide the City with the professional services needed to achieve a successful seamless conclusion to
this project.
PROJECT APPROACH - METHODOLOGY
All onsite fieldwork begins with a comprehensive kick-off meeting with our clients. We believe the
most important elements to successfully completing your inventory and appraisal project(s) are
adequate communication and proper planning. Once contacts have been established at all locations and
adequate notification has been sent regarding the purpose of our project, HCA staff will conduct the
physical inventory process. This effort will involve a room -by -room, area -by -area inspection to record
all assets subject to this engagement.
HCA will utilize our proprietary software HITS to record all equipment data elements subject to this
engagement. The HITS software allows us the ability to capture missing pertinent data elements while
in the field standing in front of the item (i.e. serial #, model, manufacturer, different asset tag on item
etc.) and sync "real time" whenever internet access is available. By syncing real time, HITS provide
HCA inventory staff the ability to reconcile with departments regarding not located items on the spot
— limiting City staff time and involvement. The inventory data will be uploaded on a continual basis,
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
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providing the ability to identify matched assets and to provide the inventory exception reports needed
to support the inventory reconciliation requirements.
All assets including infrastructure items will be recorded in general "classes", or categories, and
assigned an estimated useful life supporting the City's asset classifications and useful life guidelines.
A table of the coding structure and descriptions will be developed and included with the final report.
Fixed asset classes will be recorded, valued, and classified in a reasonable, consistent manner. HCA
anticipates utilizing City Engineering documentation, data, and "tribunal knowledge", to support
infrastructure component valuations:
Historical Cost - The actual or normal/estimated cost of property in accordance with market prices as
of the date the property was first constructed or originally installed.
HCA staff will establish the Historical Cost by using Direct, Standard or Normal Costing methods,
described as follows:
Direct Costing — Under this approach, HCA will directly match an inventoried asset to actual historical
cost records, tying back the cost and date of acquisition. This approach is common for the more material
and more recently acquired assets.
Standard Costing — This approach can be employed when the actual historical cost for an asset cannot
readily be determined (i.e. Direct Cost). A standard cost is an estimated historical cost based on a
widely -known average installed cost for a similar asset at the same period of acquisition. The asset's
age is estimated based on the observed condition; the manufacturer, model, serial #; and other factors
deemed relevant.
Normal Costing — Where the preceding techniques cannot be employed to derive historical cost, we
will estimate cost based on a present cost of replacement, indexed by a reciprocal factor of the price
increase from the estimated date acquired to the appraisal date. GASB Statement Number 34 (11158)
says "There are a number of price -level indexes that may be used, both private- and public -sector, to
remove the effects of price -level changes from current prices." HCA has developed a series of trend
factors based on the detailed US Government Producer Price Index, and updates this set of factors
annually.
The assigned useful life will be used as a basis for calculating depreciation, and is defined as follows:
Estimated Useful Life — The estimated number of periods (usually years or months) that an asset will
be able to be used in the service of its intended purpose. In general, assets should have a useful life of
greater than one year if they are to be capitalized.
Note: Where readily available, our staff will utilize existing (direct) cost and date information, obtained
from existing City's fixed asset and cost accounting records.
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
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Our team will include the following assets in the scope of our work:
Land (beginning with client -supplied records); Land Improvements; Buildings / Structures; Moveable
Equipment; Licensed Vehicles; and Infrastructure assets c/o Water / Sewer /Storm Sewer Lines, Roads,
Bridges, and ROW assets assigned to roadways.
Should the Insurance Appraisal Option be selected, our team will appraisal Buildings, Contents (based
on a modeling technique) and insurable Property In The Open in a manner consistent with your current
Statement of Values.
HCA is committed to timely delivery and high -quality services to all our clients. Built-in quality
control measures are integral to every project. We focus not only on thoroughness but on accuracy and
consistency as well. Some of HCA's quality control processes include the following:
• Our Project Managers verify that every location has been visited by an HCA team member by
reviewing maps, building and/or site plans, and monitoring the matched and unmatched asset list
from the City's data base. Additionally, a listing of any locations unable to be accessed is provided
to our clients for resolution.
• To ensure that all data collected by HCA staff is included in project deliverables, a daily log is
maintained by our Project Manager. This daily log, which includes daily asset counts, is made
available to our clients upon request and is compared to the total asset count in the final reports to
ensure every inventoried asset is included.
• HCA will supply barcodes, barcode readers and database software to manage the asset inventory
and track the inventory results on a continual basis. Inventory data captured will be uploaded
throughout the day and reconciled against the entire City capital asset file. This process allows us
to track the progress of the inventory and identify matched assets, matched assets transferred to
different locations, assets added to the data base, and assets and locations not yet accounted for.
• Our Project Manager will review all inventory data for accurate and consistent:
> Descriptions/Nomenclature
> Numbering/Coding
> Costs/Values
As our clients will attest to, the challenging portion of this engagement is not necessarily the data
collection and fixed asset tagging/inventory itself, but rather the reconciliation of that data to existing
records. HCA prides itself in the proven methodology, procedures and the level of detail that is taken
by our staff to support an audit trail that will be acceptable to the City and your state, independent and
Federal auditors. It is not uncommon to see firms with less experience to not properly allocate the time
(and therefore the costs) associated with this extremely important effort. When you contact references,
we recommend that you specifically address the qualifications of all firms in this area. Completing
this effort right the first time can eliminate added cost and time to resolve post engagement issues. We
work closely with the City's departments, management staff and auditors to provide reports and
recommendations that guarantee success.
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
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Project Approach — Reports and Deliverables
HCA will provide all required report formats for both Accounting and Insurance initiatives. The
following are representative samples which can easily be modified in the planning stage of our
assignment to meet your specific desires:
Sample Accounting Summary Report
2/18/20XX
Account
Code
(1111) ASSET
MANAGEMENT
Account Description
CITY OF SAMPLE
Account Summary
Fiscal rear Engine: 12/31/20XX
Accumulated
6 of Assets Original Cost Depreciation Book Value
Page 1
10 land Parcels 52 5545,391.21 50.00 5545,391.21
20 Outdoor Improvements 12 5203,678.53 8102,627.46 5101,051.06
30 Buildings 46 53,862,592.49 51,313,352.17 $2,549,240.31
40 Infrastructure 90 57,492,506.34 54,115,393.56 53,377,112.78
50 Machinery & Equipment 62 52,791,842.57 52,095,820.68 5696,021.89
60 Licensed Vehicles 29 81,130,612.30 $845,235.90 5285,376.40
REPORT TOTALS: 291 516,026,623.43 $8,472,429.78 57,554,193.65
Sample Accounting Detail Report
2/16/20XX CITY OF SAMPLE Page 11
Accounting Detail Report -Organizational
ACRVCTY: 01 GOVERNMENTAL Fiscal Year Ending: 12/31/20XX i
PROGRAM: 874 FIRE DEPARTMENT (III assell• MANAGEMENT
DEPARTMENT: 874 FIRE DEPARTMENT
-------Desciptlon-- Onginal Accumulated Book
Asset ID Cass Qty Manufacturer Model S/N Acq. Date Life Cost Depreciation Value
ACCOUNT: 30 &58/095
BA0047 300 1 FIRE STATION 1/1/1976 50 5184,011.67 496,054.09 187,957.58
ACCOUNT TOTALS: Asset Count: 1 8184,011.67 596,054.09 587,957.56
ACCOUNT: 50 Madtinery & Equipment
BA0048 520 1 SET, BULLARD CAMERA 3/24/2004 12 910,285.00 5714.24 59,570.76
HEIMAN
ACCOUNT TOTALS:
ACCOUNT: 60 I.,c0nsed Vehicles
800049 600 1 VAN
FORD ECONOUNE 2158
840050 602 1 FIRE TRUCK
CHEVROLET FIRE TBO
860051 602 1 FIRE TRACK
CHEVROLET 1 TON, 300 GALLO 1841
BA0052 602 1 FIRE TRUCK
GMC FIRE TRUCK 2124
BA0053 602 1 FIRE TRUCK
INTERNATIONAL TANKER 5660
800054 602 1 FIRE TRUCK
INC 9900 9313
ACCOUNT TOTALS:
Asset Count: 1 910,285.00 5714.24 59,570.76
1/1/1987 8 $21,426.25 121,426.25 50.00
1/1/1932 10 510,083.41 510,083.41 50.00
1/1/1988 10 944,645.49 549,645.49 50.00
1/1/1991 10 9102,363.37 $102,363.37 50.00
1/1/1976 10 522,623.41 322,623.41 50.00
1/1/2002 10 5176,000.00 552,800.00 5123,200.00
Asset Count: 8 5377,141.94 8253,941.94 5123,200.00
DEPARTMENT TOTALS: ..Asset Count: 8 5571,438.62 5350,710.27 5220,728.34
PROGRAM TOTALS: Asset Count: 8 5571,438.82 5350,710.27 5220,728.34
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
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Sample Insurance Detail Report
HCA Asset Management, LLC
Sample Anywhere
Insurance Detail Report
ENTITY: 111103 Magnificent Muncipairy
SITE: 15 Mematel Library
BUILDING: 275 MAO LIBRARY
ADDRESS: 555 MEMORIAL PARKWAY
COLLEGE TOWN, SC ."9.201
OCCUPANCY: LIBRARY
FIRE PROTECTION AUTO FIRE PROTECTIONIALARM SYS.
AND SAFETY: EMERGENCY BACK-UP GENERATOR
EMERGENCY LIGHTING
EXIT LIGHTING
INTRUSION SYSTEM
MANUAL FIRE ALARM PULL STATIONS
SECURITY CAMERAS
SPRINKLER SYSTEM
SPRINKLERED (YES-% OR NO): 100%
FOUNDATION: CONCRETE FOOTING
CONCRETE SLAB
CONCRETE WALLS
EXTERIOR WALLS: BRICK ON MASONRY
BRICK ON STUD
CONCRETE BLOCK -DECORATIVE
GLASS CURTAIN
ROOFING: METAL - STANDING SEAM
SINGLE PLY - FULLY ADHERED
PARTITION WALLS: CONCRETE BLOCK
CONCRETE -REINFORCED
DRYWALL ON STUD
CEILING: ACOUSTICAL TILE
DRYWALL
WOOD
BUILDING
SERVICES:
FLOORING:
BUILDING
FEATURES:
AIRCONDITIONING-CENTRAL
ELECTRIC
HEATING - CENTRAL HOT WATER
HVAC- ROOFTOP PACKAGE UNITS
PLUMBING
CARPETING
CERAMIC TILE
STONE
AUTOMATIC DOOR OPENERS
BUILT-IN CABINETS & SHELVING
ELEVATOR -PASSENGER
UNIQUE - SEE NARRATIVE BELOW
SOLAR PANELS
As of dale: 5/1/20XX
ISO CONSTRUCTION CLASS: MASONRY NONCOMBUST.
FRAMING: STEEL
DATE OF CONSTRUCTION: 1994
ADDITIONS (YES•YR. OR NO): 2013
RENOVATIONS (YES-YR OR NO); 2013
NUMBER OF STORIES: 2
GR055IBASEMENT SF: 63.3051 NO
ELEVATION (FT): 300
DI5T TO COAST (MI): 110
FLOOD ZONE: X
LATITUDE/LONGITUDE:
34.003952'N 81.037621°W
Main Entrance - North Exposure
BUILDING -
REPLACEMENT COST NEW (RC):
EXCLUSION AMOUNT:
RC MINUS EXCLUSIONS:
PROPERTY IN THE OPEN:
PERSONAL PROPERTY'
CONTENTVALUE
EDP:
PERSONAL PROPERTY TOTAL;
S19,148,200
$315,200
518,833,000
SO
S8,232,800
0130.000
08,382,500
BUILDING NOTES:
BUILDING COMPLETELY RENOVATED WITH SIGNIFICANT ADDITIONS ON BOTH THE NORTH AND SOUTH ENDS - WORK COMPLETE 2013. FEATURES INCLUDE
NATURAL GAS. CUMMINS BACKUP GEN SET: SLATE STAIRS AND LOBBY: MANY'GREEN' !ENERGY EFFICIENT FEATURES; PV AND SOLAR THERMAL PANELS ON
ROOFTOP: ADULT READING ROOM WITH 39'NALL HEIGHT: SUN SHADING ON PERIMETER ON SOUTH ADDITION: AND (2) PASSENGER ELEVATORS: CONTENTS
INCLUDE HIGH QUAUTY FF8E; IT SERVERS AND TERMINAL STATIONS: COLLECTION OF 197,290 ITEMS. LEED'SILVER" CERT.
HCA...
We Value What's
Important to YOU!
Page 1 of 2
if;HCA
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MANAGEMENT PLAN AND TIMETABLE
HCA understands that "time is of the essence" for this valuation, inventory and reconciliation project
and we are prepared to begin the engagement shortly after award and contract execution. The
anticipated timeframe for completion of the capital asset review, inventory, reconciliation, valuation
and delivery of the final reports and electronic media is estimated to be 75 calendar days from receipt
of the City's executed contract and commencement of the on -site field work.
HCA shall perform onsite work during normal City business hours Monday through Friday, 8:00 am
through 5:00 pm, but is also prepared to inventory 24 -hour facilities, such as Fire/Police stations and
facilities after hours as stipulated by the City. HCA has a proven record on engagements of this size
and scope. Managing the onsite inventory of City's assets in conjunction with the inspection and
valuation of The City's capital equipment, buildings and infrastructure is not without its challenges;
however, HCA is up to each one of them.
PROJECT EXPERIENCE & REFERENCES
HCA prides itself on having attracted and retained some of the most skilled and experienced staff in
the public -sector inventory, valuation & appraisal industry. We tackle assignments with a "one client
at a time" approach, unique in a field where many firms focus on top -line (revenue) targets, and short-
term growth. Our team has taken the opposite approach, focusing on delivering a quality report, on
time and for a fair fee — one commensurate with our skill sets. Our staff has many years working with
HCA and fully trained for this type of work, you will never find personnel who are unqualified on any
of our engagements.
Our proposed team is well -qualified and extremely experienced on projects with similar scope and size.
HCA is a unique firm offering clients a national presence and capabilities, without losing that "small
company" feel so often associated with the highest level of customer satisfaction. Although there are
larger consulting practices, we feel we are appropriately sized to satisfy our clients. With the HCA
focused approach, every client is important, regardless of project size or fee.
REFERENCES
City of Oxnard, California — Government
Baseline inventory, cost valuation and financial accounting reporting. 2017 — assisted the City with
removal of modified audit opinion, initial baseline valuation, accounting allocation including
buildings, equipment, vehicles, infrastructure, land, land improvements etc.
Contact: Ms. Deanna Purcell — Assistant CFO 805-200-5400 deanne.purcell oxnard.org
Successfully audited by: Eadie and Payne Certified Public Accountants CA. Contact: Ms. Eden
Casareno CPA, Partner in -Charge of Attest Services 951.241-7805 ecasarenotueadiepaynellp.com
The infrastructure component of this engagement was a large reason that we were selected to assist on
this engagement.
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
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City of St. Clairsville, Ohio — Government
Baseline inventory, cost valuation and financial accounting reporting. 2013 — present ongoing annual
updates after initial baseline accounting allocation including buildings, equipment, vehicles,
infrastructure, land improvements etc.
Contact: Ms. Cindi Henry — Finance Director 740-695-0880 chenry@stclairsville.com
Successfully audited by: State of Ohio Auditors Office Contact: Ms. Denise Wiethe, Auditor of State
Dave Yost's Office, Assistant Chief Project Manager — Special Projects drwietheAohioauditor.gov
Dekalb County, Georgia — Government
Baseline inventory, cost valuation and financial accounting and Insurable value reporting. 2019 -
present ongoing annual updates after initial baseline accounting allocation including buildings,
equipment, vehicles, infrastructure, land, land improvements etc.
Contact: Ms. Lisa Williams MBA — Controller 404-371-2238 lisawilliams@dekalbcountyga.gov
Monroe County, Ohio — Government
Baseline inventory, cost valuation and financial accounting reporting. 2017 — present ongoing annual
updates after initial baseline accounting allocation including buildings, equipment, vehicles,
infrastructure, land improvements etc. Contact: Ms. Sheila Turner — Finance Director 740-472-1341
sheilaturner@monroecountyohio.com
Sarasota County, Florida — Government
Capital asset inventory, cost valuation and financial accounting reporting. 2013-2020 provided annual
capital fixed equipment inventory, audit, reconciliation services for compliance with Chapter 274,
Florida Statutes, which establishes provisions regarding the control, supervision, and disposal of
tangible personal property owned by local governments. Contact: Ms. Carol Alder — Supervisor, Fixed
Assets Management 941-861-7252 calder@segov.net
Broward County Fire and Rescue, Florida — Government
Capital asset inventory, cost valuation and financial accounting reporting. 2019 provided annual capital fixed
equipment inventory, audit, reconciliation services for compliance with Chapter 274, Florida
Statutes, which establishes provisions regarding the control, supervision, and disposal of tangible personal
property owned by local governments. Broward Sheriff Fire & Emergency "The largest dual accredited
public safety agency in America". Contact: Deputy Chief Greg Hotness BA, 954-321-4592
gregory holness(e4sheriff.ore,
Clark County Water Reclamation District — Las Vegas, NV
2006 to present. Ongoing appraisal and capital asset inventory, valuation and updating. HCA annually
assists the District with both Financial Capital Asset and Insurable reporting needs, performing onsite
reviews of all completed projects.
Contact: Ms. Maggie Chan, CPA — Accounting Manager; 702-668-8107 mchan(ccleanwaterteam.com,
Metropolitan Council Environmental Services — St. Paul, Minnesota
2011 — present ongoing appraisal and capital asset inventory comprehensive 2017. State of
Minnesota's largest wastewater collection and treatment authority.
Contact: Ms. Marie Henderson, Controller, 90 North Robert Street, St. Paul, MN, 55101, 651-602-
1387 Marie.Henderson(a)metc.state.mn.us
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
Wednesday, December 30, 2020 - 10 -
HCA INVENTOR Y'4 UDIT/V4L U4 TJOTV CLIENTS (Partial Listing)
City of Oxnard California
Hamilton County, Ohio
Sarasota County Florida
City of Flagstaff Arizona
City of Alamogordo New Mexico
City of Brian Texas
Weill Cornell Medical College
Loudoun County Public Schools VA
California Institute of Technology
University of Michigan
Dekalb County Georgia
University of Virginia
City of Downey California
Maryland Transit Authority
CITY OF OPA-LOCKA, FL
_ .("ii;) HCA
City of St Clairsville Ohio
Monroe County, Ohio
City of Palmetto Florida
Hillsborough County FL
University of Wisconsin
Pennsylvania State University
Manassas Park City Schools
Loudoun County Govt. VA
Boston University
University of Arizona
Broward County Florida
City of Niles Ohio
City of Lake Forest California
Milwaukee Transit Authority
CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
Wednesday, December 30, 2020 - 11 -
CITY STAFF COMMITMENT
The successful execution of any fixed asset valuation, inventory& reconciliation requires a cooperative
and coordinated relationship between the consultant and client. Our anticipated role as the selected
vendor will be to perform the majority of all tasks associated with the execution of the engagement.
However, The City's involvement will be critical in the following areas to ensure our overall success.
Based on our vast project experience, the most critical step will be the assignment of a City employee
as coordinator for the engagement. Having your coordinator involved in the assignment from start to
finish is essential and helps ensure total project continuity and stewardship once our staff has completed
our work and the data resides in The City's property system. The City's coordinator should have a
basic understanding of fixed asset cost accounting and full knowledge of your internal fixed asset
accounting requirements. The coordinator should be available to:
A. Coordinate appraisal staff requirements concerning:
a. Access to sites, buildings and space
b. Security clearances
c. Requests for the System fixed asset database, reports, and work space.
B. Arrange introductions of HCA staff to appropriate City personnel (i.e. specific project contacts,
City Engineers, Accounting Staff, MIS, Building Security, etc.).
C. Notify appropriate City personnel concerning the nature of the project (i.e. Project Announcement
Memo/Correspondence).
D. Obtain workspace for the inventory meetings, preferably near Project Management or Accounting
Departments.
E. Provide HCA with all current and up-to-date asset listings immediately upon award (or as soon
thereafter as possible).
Procedures will be developed to account for capital assets that are received by The City during the
inventory process. The HCA working file will be frozen as of a specific date, allowing us and The
City to properly account for new assets.
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL. INVENTORY SERVICES
Wednesday, December 30, 2020 - 12 -
CITY OF
OPA LOCKA
FLORID •1
PRICE QUOTE
Thank you for this opportunity to submit our proposal to provide professional capital asset inventory,
valuation and financial reconciliation services. To indicate acceptance of the service option described,
please place your initials in the space provided, execute the signature line, and return to the
undersigned. Based on our understanding of the City of Opa-Locka's requirements and the level of
professional skills necessary to complete the engagement to support the specifications described in our
proposal response, HCA is pleased to submit the following professional fees and expenses supporting
the proposed services. Out -of -at pocket administrative, travel and living expenses are included in our
fixed cost fees.
We have reviewed the City's current property and fixed asset listing schedules, as provided by City
staff, in advance of this estimate. The number of locations identified on these schedules and total asset
counts were instrumental in the development of this proposal. HCA will negotiate significant variances,
if any, prior to submittal of final, certified reports. Based on our understanding of the City of Opa-
Locka Florida requirements and the level of professional skills necessary to complete the engagement
to support the specifications described in our proposal response, HCA is pleased to submit the
following professional fees and expenses supporting the proposed services:
ACCEPTED
O Perform physical inventory, tagging, valuation and financial reconciliation of ALL City capital assets
Baseline Fixed Asset Inventory/Reconciliation (Individual item threshold $1,000 or greater)
Includes 1,000 barcode asset tags reading Property of City of Opa-Locka $26,000
Option 1: Insurance Appraisal (buildings/structures) $5,000
Option 2: Policy and Procedure (development assistance) $2,000
Exclusions include staff personal property, historical collections, antiques, works of art, etc.
Proposed Payment Schedule:
HCA will invoice the City of Opa-Locka for services rendered throughout the progress of our work.
The City will be billed twenty percent of the total contract fees upon contract authorization and a
minimum of one week of field work has been completed by HCA staff. Thereafter the City will be
billed on a monthly progressive basis for professional fees and expenses incurred up to ninety percent
of the total contract amount. An invoice for the remaining professional fees will be submitted with the
delivery of the final reports and electronic media. Invoices shall be payable upon receipt. HCA reserves
the right to charge interest calculated on the basis of one and one-half percent per month if payment is
not received within 40 days of receipt of our invoice.
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
Wednesday, December 30, 2020 - 13 -
OPA LOCKA
FLORIDA
grot
Jn HCA
With my signature below and designation of the desired options with my initials above, I hereby
signify The City of Opa-Locka, Florida acceptance of the services and professional fees proposed.
ACCEPTED BY: City of Opa-Locka, Florida
Signature Date
Name, Title (printed) Tele
Email
OFFERED BY: HCA ASSET MANAGEMENT
Date 12/30/2020
Gregory P. Sheahan, President Office 941.752.6330 Direct 941.544.2369
Email gsheahan(a),hcamgt.com
CITY OF OPA-LOCKA, FL CAPITAL ASSET VALUATION AND PHYSICAL INVENTORY SERVICES
Wednesday, December 30, 2020 - 14 -