SLED Opportunity · CALIFORNIA · MT. DIABLO UNIFIED SCHOOL DISTRICT
AI Summary
Mt. Diablo Unified School District seeks a contractor for a district-wide fixed asset inventory and asset management system including physical inventory, tagging, data reconciliation, financial audit support, and system implementation.
The services requested under this RFB shall be provided as part of a comprehensive, District-wide fixed asset inventory and asset management program. This Scope of Work is intended as a general guide and not a complete list of all services required to achieve a complete, accurate, and auditable asset inventory, including alignment with District financial records and support for audit compliance.The Contractor shall furnish all labor, materials, equipment, tools, supervision, system capabilities, and documentation necessary to perform a full physical inventory, asset tagging and verification, data collection, reconciliation, and implementation of an asset management system across all District sites.The program shall emphasize accuracy, completeness, data integrity, and audit readiness, and shall establish a reliable baseline for ongoing asset tracking and financial reporting.At a minimum, the Contractor shall provide the following services:Asset Inventory and Verification:Conduct a comprehensive physical inventory of all District-owned assets, including technology, furniture, equipment, and other applicable asset categoriesLocate, identify, and verify each asset at all District sitesScan existing asset tags where presentIdentify missing, untagged, duplicate, or unrecorded assetsRecord all required asset data as defined by the DistrictAsset Tagging and Identification:Affix new asset tags where:No tag existsExisting tag is damaged, missing, or unreadableEnsure all tags are properly affixed, visible, and scannableFollow District standards for tag placement and identificationData Collection and Management:Capture and record asset data including, but not limited to:Asset Tag NumberDescriptionManufacturer and ModelSerial NumberAsset CategorySite, Building, and Room LocationAssigned User (if applicable)Inventory DateEnsure all data is accurate, complete, and formatted in accordance with District requirementsReconciliation and Data Validation:Reconcile collected inventory data against existing District asset recordsIdentify and report:Matched assetsNew assets (additions)Missing assets (deletions)Correct discrepancies and provide a finalized, validated datasetDeliver reconciliation reports and supporting documentationFinancial Reconciliation and Audit Support:■ Reconcile finalized asset inventory data to the District’s General Ledger (GL) and other relevant financial records■ Identify, document, and categorize discrepancies between physical inventory records and financial records, including but not limited to:Missing assets recorded in the GLAssets identified in the field but not reflected in financial recordsIncorrect asset values, classifications, or locations■ Provide detailed reconciliation reports and supporting schedules suitable for audit review■ Assist the District in developing audit-ready documentation, including:Asset roll-forward schedulesAdditions, deletions, and adjustments summariesBeginning and ending balance reconciliation■ Provide recommendations to improve capital asset tracking, internal controls, and financial reporting accuracy■ Support the District in responding to auditor inquiries related to fixed assets, including provision of requested documentation and clarification of reconciliation methodology■ Ensure all deliverables support compliance with applicable accounting standards and audit requirementsAsset Management System Implementation:Provide and implement an asset management system that meets District requirementsEnsure system supports:Asset lifecycle trackingLocation and assignment trackingReporting and data export capabilitiesBarcode or QR code scanning functionalityConfigure system to align with District asset categories and data structureImport finalized inventory data into the system...*** PLEASE REFER TO THE ATTACHED 1975 RFB BID PACKAGE UNDER DOCUMENTS FOR THE FULL SCOPE & RFB #1975 DOCUMENTATION *** Pre-Bid Meeting Information: No Online Q&A: No Location Information: Department: Purchasing & Warehouse Address: 2326 Bisso LaneConcord, California94520 County: Contra Costa
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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