Spreadsheet Session

Purpose: To illustrate the process involved in recording municipal tangible capital assets

Outline:

• Setting up municipal equipment values

• Setting up municipal building values

• Setting up linear asset values

• Brief overview of the asset register on Sasktca.ca

Setting Up Processes

1. Inventory was initially input into an intermediate excel spreadsheet

– recording additional information, not required for sasktca.ca register

– provides a reconciliation– calculating replacement costs

2. The excel spreadsheet was then transferred to the asset register (www.sasktca.ca )

Equipment

• On Oct 14, 2006 the town purchased a cargo van– Assigned Asset #: VEH-01– Historical Cost: $28,085– Invoice #: 128819

1. Intermediate Spreadsheet

Asset #Equipment Description

Acquisition Date

Historical Cost

Current Replacement

Cost

Additional Requirements for the asset to

be put into service

Total In-Service Cost of

Equipment

Capital Repairs

Date

Invoice #

Cost of

Capital Repair

VEH-011990 Cargo

Van10/14/2006 28,085 n/a n/a n/a 128819 n/a

  

               

  

               

                   

                   

  

               

Step 1 Step 2

Step 3 Step 4 Step 5

If the asset is expected to have any remaining value at the end of its useful life

2. Asset Register

Functional Area: General Government

Select the year the asset is added, for assets acquired to 2007 use 2007

Asset ID:Veh-11990 Cargo VanLocation: Lot 1 Blk 1Asset Class: Vehicles

2007

General Ledger in Service Year: 2006

Useful Life: 5The historical cost of the asset, or if unavailable the current replacement cost

2007

Building

• On December 14th 2005 the town constructed a recreation shed. – Assigned Asset #: Build-01– Historical cost:$71,658.52 – Does not factor other in-service costs

1. Intermediate Spreadsheet

Asset # Item Date of Acquisition Original Cost Current Replacement Cost

Build-01 Recreation shed 12/14/2005 $71,658.52

         

         

         

         

         

Step 1

Step 2 Step 3

Step 4

If the asset is expected to have any remaining value at the end of its useful life

2. Asset Register

Functional Area: Recreation & Planning

Select the year the asset is added, for assets acquired to 2007 use 2007

Asset ID:Build-1Asset Description: Recreation ShedLocation: Lot 2 Blk 2Asset Class: Building

2007

General Ledger in Service Year: 2005

Useful Life: 40The historical cost of the asset, or if unavailable the current replacement cost

2007

Linear Assets

• If there are no plan drawings to base the inventory on, any available map can be used

• An option for an online map is www.saskagrimap.ca

Village of Denzil – Google Map

Location of all Roads indicated on the Map

Road Right of Way’s

Step 1 – sketch in location of roads

Step 2 – Add street names & widths

Step 3 – Scale to determine Segment Length

Step 4 – Find remaining road information

• From Map– Segment description = Village St.– Segment location = Railway Ave. to First Ave.– Segment length = 100 m

• From Local Improvement Schedules– Year of construction = 1975– Surface type = Gravel (no separate surface, curb & gutter or

sidewalk)– Road width = 12 m

• From PS 3150 Policy– Road structure useful life = 40 years

Asset ID Description Location Year of Construction

Road Type

Road Width

(m)

Length(m)

Useful Life

Unit Cost($/m2)2007

Historical /Replacement

Cost ($)2007

Road Structure - 1

Village St. Railway Ave. to 1st

Ave.

1975 Local - Gravel

12 100 40

Step 5 – Determine Historical or Replacement Cost

• If there are no historical costs available, current replacement costs can be estimated from recent construction with common engineering standards

• Replacement costs can also be estimated based on recent construction in nearby communities (with similar terrain and common engineering standards)

Town of Dalmeny – Street Construction 1997

Description Est. Quantity Unit Price Cost

Excavation 430 m3 6.00 2,580.00

Gravelled Street (200 mm) 2975 m2 5.20 15,470.00

Gravelled Lane (60 mm) 1355 m2 2.80 3,794.00

Paved in following year(50 mm)- prime & flush included

2975 m2 5.85 17,403.75

Valves 5 120.00 600.00

Manholes 2 160.00 320.00

Total Cost $ 40, 167.75

**Tender was equal to actual cost of construction with the addition of engineering fees and contingency

Calculating Unit Costs – Road Structure

• If the historical costs are unknown unit costs can be calculated from a document similar to that shown above.

Total Area of the Road = 2975 m2

Unit Cost for constructing Road Structure 1997 ($ / m2)

= cost of excavation + cost of gravelled street

= ($ 2,580.00 / 2975 m2) + ($ 5.20 / m2)= $ 6.07 / m2

**The unit cost of the excavation can be calculated by taking the total cost of the exaction for the project and dividing it by the area of the road (2975 m2)

Indexing Values for Current Replacement Cost

The construction in 1997 was built to current design standards, so we can use the index (NRBCPI) provided on the Asset Register look-up page (www.sasktca.ca ) to index these recent construction costs to estimate current replacement costs for similar assets.

Unit Cost 1997 = $ 6.07 / m2

NRBCPI (1997) = 63.17%NRBCPI (2007) = 100.00%

Estimated Unit Cost 2007= (100.00% / 63.17%) * $ 6.07 / m2

Estimated Unit Cost 2007 = $ 9.61 / m2

Asset ID Description Location Year of Construction

Road Type

Road Width

(m)

Length(m)

Useful Life

Unit Cost($/m2)2007

Historical /Replacement

Cost ($)2007

Road Structure - 1

Village St. Railway Ave. to 1st

Ave.

1975 Local - Gravel

12 100 40 9.61

Village Street Segment

Unit Cost for constructing Road Structure = $ 9.61/m2

Area of segment = length of segment * width of segment= (100 m ) * ( 12 m)= 1200 m2

Estimated Cost of construction (2007)= ($ 9.61/m2) * (1200 m2)= $ 11,532

Engineering Fees and Contingency

Engineering fees of 10 % were estimatedContingency of 5 % was estimated

Estimated Replacement Cost (2007)= Cost of Construction + Cost of Engineering Fees + Cost of Contingency

= $ 11,532 + ($ 11,532 * 15%)

Estimated Replacement Cost 2007= $ 13,261.80

Completed Inventory

Asset ID Description Location Year of Construction

Road Type

Road Width

(m)

Length(m)

Useful Life

Unit Cost($/m2)2007

Historical /Replacement

Cost ($)2007

Road Structure - 1

Village St. Railway Ave. to 1st

Ave.

1975 Local - Gravel

12 100 40 9.61 $ 13,261.80

Step 6 – Sketch in location of water mains

Step 7 – determine length of water segment

Step 8 – Find remaining water main information

• From Map– Segment description = Village St.– Segment location = Block 1– Segment length = 104.8 m

• From Local Improvement Schedules– Year of construction = 1966– Material = unknown– Pipe Diameter = 150 mm

• From PS 3150 Policy– Water main useful life = 75 years

Asset ID

Description Location Year of Construction

Material Pipe Diameter

(mm)

Length(m)

Useful Life

Unit Cost($/m)2007

Historical/ Replacement

Cost ($)2007

WM-1 Village St. – 150 mm Blk 1

1966 ? 150 104.8 75

Step 9 – Determine Historical or Replacement Cost

• If there are no historical costs available, current replacement costs can be estimated from recent construction with common engineering standards

• Replacement costs can also be estimated based on recent construction in nearby communities (with similar terrain and common engineering standards

Town of Dalmeny – Water main Construction 1997

Description Est. Quantity Unit Price Cost

Water Mains

150 mm Water main 339 67.64 22,929.96

150 mm Valve 5 615.88 3,079.40

150 mm Tee 2 274.90 549.80

150 mm Plug 1 139.00 139.00

Hydrant 2 3,825.00 3,825.00

Subtotal $ 30,523.16

Total length of pipe = 339 mTotal cost of pipe = $ 30,523.16

Unit Cost water main (no services ) 1997 = ($ 30,523.16 / 339 m) = $90.04

Town of Dalmeny – Water services 1997

Total length of pipe = 339 mTotal cost of water services = (1/2)($17,209.92) + $6,270.00 + $1,335.04 + $3,898.24

= $ 20,108.24

Unit Cost water main (incl. services) 1997 = ($90.04 + $20,108.24/ 339 m) =$149.36/m

Total Estimated Unit CostConstruction Cost Unit Rates 1997 = $ 149.36/m

NRBCPI (1997) = 63.17%NRBCPI (2007) = 100.00%

Estimated Unit Cost 2007= (100.00% / 63.17%) * $ 149.36 / m= $ 236.44 / m

Water main Inventory

Asset ID

Description Location Year of Construction

Material Pipe Diameter

(mm)

Length(m)

Useful Life

Unit Cost($/m)2007

Historical/ Replacement

Cost ($)2007

WM-1 Village St. – 150 mm Blk 1

1966 ? 150 104.8 75 236.44

Village Water main Segment

Unit Cost for constructing water main = $ 236.44 /m

Length of the Segment = 104.8 m

Estimated Cost of construction (2007)= ($ 236.44 /m) * (104.8 m)= $ 24,778.91

Estimated Replacement Cost

Estimated Replacement Cost (2007)= Cost of Construction + Cost of Engineering Fees + Cost of Contingency

= $ 24,778.91 + ($ 24,778.91 * 15%)

Estimated Replacement Cost 2007= $ 28,495.75

Asset ID

Description Location Year of Construction

Material Pipe Diameter

(mm)

Length(m)

Useful Life

Unit Cost($/m)2007

Historical/ Replacement

Cost ($)2007

WM-1 Village St. – 150 mm

Blk 1 1966 ? 150 104.8 75 236.44 $ 28,495.75

Asset Register Functionality