Agenda Item
Meeting Date: 4/22/2019 - 7:00 PM
Category: Consent Items Pulled for Discussion
Type: Action
Subject: 14.2 (Item #17) Award of Proposal of Fixed Asset Inventory Audit and Reporting to Associated Valuation Services, Inc.
LCAP (Local Control Accountability Plan) Goal:
Goal 1: All students will receive a high quality education in a safe and welcoming environment with equitable and high expectations, access to technology, and instruction in the California State Standards that prepare them for college and/or career.
Policy:
Enclosure: Fixed Asset Audit and Report Proposal from Associated Valuation Services, Inc.
File Attachment:
AVS Cover Letter Proposal.pdf
AVS Fixed Asset Proposal.pdf
AVS Electronic Asset Proposal.pdf
Summary: The District lacks a compliant and comprehensive fixed asset system in order to monitor and track fixed assets. Without a system, the District is not only out of compliance but at risk for unknown losses especially electronic devices. For the 2017-2018 audit year, the District worked with the external audit firm to develop a fixed asset schedule to meet the required compliance but agreed to document prior years’ fixed assets. Documenting fixed assets of all school sites and departments will require the assistance of professional services. These firms have expertise in working with school districts to conduct one-time counts, auditing and documentation of all fixed assets. Once the fixed asset schedule/system is created, the District will then maintain, track and monitor fixed assets. This will also assist in safeguarding assets from loss. Monitoring and maintenance of fixed assets will be the responsibility of the Contract/Fixed Asset Specialist and the Internal Auditor.
The District solicited quotes from five (5) companies for this project. Upon review of relevant factors, including but not limited to price, and experience it was determined that Associated Valuation Services, Inc. was the most responsive, responsible bidder. AVS has extensive experience working with school district in providing assistance in fixed asset management.
The proposed cost for the audit and reporting of electronics under $500, including but not limited to Chromebooks, Computers, Laptops, and other Electronic devises is $132,031.
The proposed cost for the audit and reporting for all fixed assets, over $500 is $142,961.
Funding: Measure A
Fiscal Impact $274,992
Recommendation: Approve Award Proposal for Audit and recording of District-Wide fixed assets to Associated Valuation Services, Inc.
Approvals:
Recommended By:
Signed By:
Elizabeth McClanahan - Director of Purchasing and Warehouse
Signed By:
Isaac Williams - Internal Auditor
Signed By:
Nance Juner - Director of Fiscal Services
Signed By:
Rose Ramos - Chief Business Officer
Signed By:
Dr. Nellie Meyer - Superintendent
Vote Results:

New Motion
Member Linda Mayo Moved, Member Debra Mason seconded to approve the New motion 'Approve Award Proposal for Audit and Recording of District-Wide fixed assets to Associated Valuation Services, Inc.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0.
The motion Carried 5 - 0
   
Linda Mayo     Yes
Joanne Durkee     Yes
Brian Lawrence     Yes
Debra Mason     Yes
Cherise Khaund     Yes