Fixed Asset Control Inventory and Tracking Services

The Vendor is required to provide fixed asset control inventory and tracking services to perform a comprehensive, physical inventory of district-owned assets with an individual acquisition value of $5,000 and above.
- Requirement:
•    Wall-to-wall physical inventory of all qualifying fixed assets across 42 district locations
•    Inventory of district-owned vehicles, including buses, fleet vehicles, and specialized transportation equipment
•    Asset identification and verification
•    Asset tagging
o    If an item does not contain a tag or current tag has been removed, damaged or unreadable, a new tag will be affixed.
o    Tags will be supplied by the district
o    The district will advise on the standardized tag placement on item(s)
•    Data collection and validation
•    Asset reconciliation with existing district records
•    Assignment of specific replacement values appropriate for insurance and financial reporting
•    Identification of missing, surplus, or unrecorded assets
- Discrepancy resolution requirement:
•    In the event of a discrepancy between the district-provided asset listing and assets physically identified during the inventory, the contractor shall contact the designated school or site representative to request backup documentation for the asset in question.
•    Backup documentation may include, but is not limited to:
o    Invoices
o    Purchase orders
o    Completed district fixed asset forms
•    Document all discrepancies and the outcome of each follow-up effort as a part of the final reporting process.
- Access to facilities
•    Contact information: names, addresses, phone numbers, and email addresses for designated site representatives at each school site and district facility. 
•    Site maps: site maps for school sites and district facilities will be provided to the selected offeror to assist with planning and execution of inventory activities. 
•    Scheduling and coordination: the district will schedule and coordinate contractor team visits for each school site and district facility location.
•    Personnel: must wear an identification badge at all times.