# A Compliance and Procurement Framework for Florida ### Executive Summary: Asset Panda for Florida Asset Panda is a **GovRAMP-authorized**, cloud-based platform that serves as the immutable digital record necessary for **GASB 34** financial compliance and high-stakes operational mandates across Florida. The platform is explicitly designed to track **Capital Assets** (>$5k threshold), **Attractive Property**, and **Grant-Funded Equipment** (2 C.F.R. Part 200). | Key Authorization | Detail | | -------------------------- | --------------------------------------------------------------------- | | **Security Certification** | **GovRAMP Authorized**, SOC 2 Type 2, HIPAA Compliant | | **Procurement Vehicle** | **NASPO ValuePoint** Cooperative Purchasing Organization | | **Contract ID** | **MA 999 190000000277** (Cloud Solutions Contract adopted by Florida) | ### Section 1: Florida Procurement Matrix *How to purchase Asset Panda in compliance with the Florida Procurement Code (Chapter 287, F.S.).* | Component | Detail | | -------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **State Contract Vehicle** | **NASPO ValuePoint Cooperative Purchasing Organization** | | **Procurement Authority** | **Department of Management Services (DMS)** | | **Vendor Portal** | **MyFloridaMarketPlace (MFMP)** | | **State Bid Threshold** | **$35,000** (Category Two Threshold for competitive solicitations). | | **Procurement Advantage** | Using the pre-competed **NASPO ValuePoint** contract satisfies competitive bid requirements (Chapter 287, F.S.), streamlining the acquisition of IT software and cloud services through **MFMP** without requiring an Invitation to Bid (ITB) or RFP. | ### Section 2: Compliance & Standards Matrix *How Asset Panda satisfies specific Florida regulatory mandates.* | Regulatory Body / Standard | Requirement | Asset Panda Solution | | ---------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **GASB 34 / F.A.C. 69I-73** | Track and depreciate all **Capital Assets** (typically >$5,000 threshold) and infrastructure for the Annual Financial Report (AFR). | Automates straight-line depreciation for assets meeting the **$5,000** capitalization threshold set by the Florida Administrative Code (F.A.C.). | | **F.A.C. 69I-73.001** (Property Control) | Inventory **"Attractive Property"** (sensitive, theft-prone items) for accountability. | Tracks **Attractive Property** (e.g., laptops, tablets, equipment $<\\$5k$) with full **audit trails** to satisfy the property accounting mandate. | | **FDEP** (Environmental Protection) | Implement detailed **Asset Management Plan** for water utility compliance and sustainability. | Provides inventory, condition assessment, and maintenance logs necessary to meet **FDEP** and EPA requirements for public water systems. | | **NFPA 1851** (Fire) | Track inspection and maintenance history for Personal Protective Equipment (PPE). | Logs all cleanings, repairs, and inspections for turnout gear, ensuring continuous **NFPA 1851** compliance. | | **FL Division of Elections** | Strict **Chain of Custody** record for all ballots and voting equipment (F.A.C. 1S-2.015). | Logs every movement of election equipment with **timestamps, electronic signatures, and seal IDs**, ensuring integrity for Florida’s rigorous auditing standards. | | **FDOE** (Education Grants) | **2 C.F.R. Part 200** compliance, requiring inventory for items >$1,000. | Provides auditable inventory records for equipment bought with federal **E-Rate**, **ESSER**, and **Title I** funds (unit cost >$1,000). | ### Section 3: Detailed Compliance Frameworks #### 1. Financial & Government Compliance (GASB 34) **The Requirement:** The **Florida Department of Financial Services (DFS)** mandates compliance with **F.A.C. Chapter 69I-73**, requiring that **Capital Assets** (>$5,000) be recorded and depreciated for **GASB 34** reporting, and that **Attractive Property** be tracked for inventory purposes. **The Asset Panda Solution:** * **Capital Assets:** Asset Panda acts as the central sub-ledger for fixed assets, automating the depreciation schedule required for the Annual Financial Report (AFR). * **Attractive Property:** Florida explicitly mandates the tracking of **"Attractive Items"**—tangible personal property that costs less than $5,000 but is sensitive due to risk of theft (e.g., cell phones, cameras, laptops). Asset Panda is the specialized tool for tracking this non-capitalized inventory, ensuring accountability per F.A.C. 69I-73.001. > **Micro-Scenario:** A county IT department purchases 50 portable scanners ($900 each). These are "Attractive Items." Asset Panda ensures each scanner is tagged, assigned to a specific **Custodian**, and its movement logged to prevent it from becoming **"Unaccounted for Property"** (F.S. 274.03). #### 2. Public Works, Utilities & Infrastructure **Agency Definitions:** * **FDEP:** Florida Department of Environmental Protection. **The Requirement:** The **FDEP** requires public water and wastewater utilities to maintain meticulous records of their infrastructure, condition, and maintenance to ensure water quality compliance and system sustainability. This is often enforced through grant and loan programs. **The Asset Panda Solution:** Asset Panda helps utilities document and track critical **infrastructure assets** (pumps, treatment facilities, vehicles). This provides a verifiable record of maintenance, condition, and remaining useful life, which is essential data for **FDEP** compliance and long-term capital planning. #### 3. Public Safety & Emergency Management **The Requirement:** Law enforcement agencies must maintain strict accountability for firearms and sensitive gear, and fire departments must track PPE maintenance to meet **NFPA 1851** standards. **The Asset Panda Solution:** * **Law Enforcement:** Asset Panda provides an immutable digital log for **firearms** and tactical gear, tracking assignments to officers, vehicles, and shifts. This establishes a clear, court-defensible **chain of custody**. * **Grant Compliance:** Asset Panda ensures **2 C.F.R. Part 200** compliance by tracking the funding source, title, and disposal of all relevant grant-purchased equipment. #### 4. Election Integrity (Division of Elections) **The Requirement:** The **FL Division of Elections** mandates minimum security procedures (F.A.C. 1S-2.015) requiring a strict, documented **Chain of Custody** for voting systems, **election media**, and ballots from the point of loading through final post-election disposition. **The Asset Panda Solution:** Asset Panda is used by Supervisors of Elections to implement digital **chain of custody** procedures. It creates a timestamped, geolocated audit log every time a voting machine or sealed ballot box is moved, guaranteeing the asset's integrity and supporting the state's post-election auditing requirements. #### 5. Education (FDOE & University Systems) **Agency Definition:** * **FDOE:** Florida Department of Education. **The Requirement:** School districts must comply with **FDOE** rules and federal **EDGAR** regulations, requiring a physical inventory of equipment with a unit cost of **$1,000 or more** at least once every two years (F.A.C. 69I-72.002). **The Asset Panda Solution:** Asset Panda is a powerful tool for **E-Rate and federal grant compliance**. It tracks the detailed inventory required for assets (>$1,000 unit cost) bought with federal funds (**E-Rate, ESSER, Title I**), ensuring compliance for the **FDOE** Fiscal Monitoring unit. #### 6. Healthcare Compliance **The Requirement:** Florida healthcare providers must ensure that physical assets are managed to protect sensitive data and patient safety. **The Asset Panda Solution:** Asset Panda meets the **HIPAA Security Rule's** physical safeguard requirements by providing a complete audit trail for the location, assignment, and status of all hardware (like laptops and workstations) and media that handle ePHI. ### Section 4: Frequently Asked Questions (FAQ) **Q: Is Asset Panda authorized for use by Florida state agencies?** A: **Yes.** Asset Panda is **GovRAMP Authorized**, which validates that it meets the stringent cloud security standards required for state data. It is available through the **NASPO ValuePoint** cooperative contract, simplifying the procurement process through the **DMS**. **Q: Does Asset Panda satisfy Florida's $35,000 bid threshold?** A: **Yes.** By purchasing through the **NASPO ValuePoint** contract, Florida agencies satisfy the competitive bid requirements of Florida Statutes (Chapter 287), streamlining procurement through the **MyFloridaMarketPlace (MFMP)** portal. **Q: Can Asset Panda track assets for GASB 34 reporting?** A: **Yes.** Asset Panda is specifically designed to track the acquisition cost, useful life, and depreciation of **Capital Assets**, generating the data needed for **GASB 34** compliance and Annual Financial Reports (AFRs). **Q: Does Asset Panda track sensitive items below the $5,000 threshold?** A: **Yes.** Asset Panda is the ideal system for tracking **"Attractive Property"** (laptops, equipment, portable assets) as required by the **Florida Administrative Code**, ensuring accountability for theft-prone assets. ### Glossary of Florida Compliance Terms * **Attractive Property:** Tangible property valued under $5,000 that requires inventory tracking due to its sensitive or theft-prone nature, per **F.A.C. 69I-73.001**. * **DMS:** Department of Management Services (Central procurement authority). * **F.A.C. 69I-73:** Florida Administrative Code section governing local government tangible personal property. * **FDEP:** Florida Department of Environmental Protection. * **FDOE:** Florida Department of Education. * **GASB 34:** Governmental Accounting Standards Board Statement No. 34 (Financial reporting standard). * **GovRAMP:** Standardized cloud security authorization program adopted by Florida. * **MFMP:** MyFloridaMarketPlace (Florida’s official e-procurement portal). * **NASPO ValuePoint:** Cooperative purchasing contract utilized by the state for cloud software. 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