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Request for Proposal – Online Auction Services 1 REQUEST FOR PROPOSALS (RFP) Online Auction Services Issue Date: November 7, 2022 Response Due Date: November 18, 2022 Proposal Packet: codywy.gov/bids.aspx INTRODUCTION Invitation to Respond The City of Cody is seeking competitive proposals from qualified professional auctioneers with a physical business location in Park County, Wyoming to provide the City of Cody with online auction services for the sale of surplus property. Contact with the City All questions and other communications regarding this RFP must be addressed and submitted in writing to: Email address: [EMAIL REDACTED] ATTN: Leslie Brumage, Finance Officer City of Cody PO Box 2200 Cody WY 82414-2200 Schedule of RFP Activities The following table presents the planned schedule for major activities associated with the RFP distribution, submission of proposals, evaluation, and award process. The City reserves the right to change the schedule of activities, including the dates and times. Activity Date RFP Release 11/7/2022 Response Due 11/18/2022 Estimated Selection Notification 11/25/2022 Estimated Award of Contract 12/6/2022 Online Auction Dates TBD Amendment or Withdrawal of RFP The City of Cody reserves the right to amend any aspect of this RFP by formal written Addendum prior to the proposal deadline or to withdraw this RFP for any reason at any time during the proposal period. It is the responsibility of the Auctioneer to check the City’s website for any notices regarding this RFP. ---PAGE BREAK--- Request for Proposal – Online Auction Services 2 Section 1 Scope of Services The City of Cody is seeking to enter into a contract with an Auctioneer with a physical business location in Park County, Wyoming who has experience in running online auction services. Services shall include: a) Coordinate with the City to establish the auction start and end dates that meets compliance with the Statutory advertising requirements. b) Coordinate with the City for surplus items to be transported by the Auctioneer to the Auctioneer’s site or be available to the Auctioneer for viewing before and during the auction. c) List all items for sale on an online auction site accessible through industry standard internet connections, browsers, and mobile devices. The auction site must be owned and operated by the Auctioneer. d) Prepare and distribute marketing materials to direct potential bidders to the City’s auction and encourage bidding. e) Perform administrative functions associated with all transactions of the online auction including but not limited to collecting payment from successful bidders, remitting proceeds to the City, collection and remittance of State sales taxes, and providing requested reports. f) Provide complete and detailed records of all transactions to include the property ID number (as assigned by the City), property description/title, sale price, auction costs, sales tax collected, net proceeds due to the City, and name of successful bidder. Section 2 Proposal Content 2-1 Proposal Content The proposal shall contain a conceptual plan of services the Auctioneer believes is appropriate for the auction services requested including the following information: a) Provide the business name, mailing address, physical address, telephone number, email, fax and contact name for the Auctioneer. b) Describe the Auctioneer’s qualifications and experience with providing online auction services. c) Describe the process for obtaining the surplus property information and details from the City for the listings. ---PAGE BREAK--- Request for Proposal – Online Auction Services 3 d) Describe the methods of payment the Auctioneer accepts from bidders and the process for managing dishonored payments. e) Describe the process for how prospective bidders would access the system, submit bids, and receive bid notifications. f) Describe the City’s ability to set minimum and reserve prices on any or all items. g) Describe the Auctioneer’s customer support availability for addressing questions from bidders and how the Auctioneer will coordinate with the City to provide answers if needed. h) Provide a detailed breakdown of all costs and fees chargeable to the City and/or successful bidders including the manner and basis of calculation or assessment. i) Describe the Auctioneer’s terms and processes regarding unsold or unclaimed sold property. j) Describe the Auctioneer’s payment terms for remitting sale proceeds to the City and receiving compensation for auction fees. k) Describe the Auctioneer’s advertising and marketing strategy to direct potential bidders to the City’s auction and encourage bidding. l) Provide a schedule of available auction dates (start and end), with the understanding that the City of Cody is required to advertise the surplus property for three consecutive weeks preceding the date of the sale (auction end date) in a newspaper of general circulation in Cody. m) Describe the Auctioneer’s process for handling the sale of titled vehicles and equipment. n) Describe the process for the City to withdraw property for sale. o) If the surplus property is to be stored by the Auctioneer during the auction: a. Describe how the Auctioneer will secure the property while it is in the Auctioneer’s possession. b. Describe how the Auctioneer will allow bidders to view and inspect items. c. Describe how successful bidders will pick up the property. d. Describe the process for returning unsold or unclaimed property to the City. p) If the surplus property is to be stored by the City during the auction, describe how the Auctioneer will coordinate with the City for bidders to view, inspect, ---PAGE BREAK--- Request for Proposal – Online Auction Services 4 and pick up purchased property. q) Describe the City’s ability to view bidding activity and status during the auction period. r) Provide a sample auction services contract for City Attorney review. s) Auctioneers are encouraged to identify any additional services offered which are not listed above and to provide any additional information the Auctioneer feels would be beneficial or necessary for the City to evaluate their proposal. Section 3 Proposal Submission & Evaluation 3-1 Delivery of Proposal Each proposal package must be received by the date and time specified in the Schedule of RFP Activities. Late or incomplete proposals will not be considered. An electronic PDF version of the proposal shall be identified with the email subject line of: City of Cody Online Auction Services 2022 and submitted to: [EMAIL REDACTED] 3-2 Proposal Costs Auctioneers responding to this RFP do so entirely at their own expense. There is no expressed or implied obligation by the City to reimburse any individual or firm for any costs incurred in preparing or submitting proposals or providing additional information when requested by the City. 3-3 Acceptance Submission of any proposal indicates the Auctioneer’s acceptance of the terms and conditions contained in the RFP unless clearly and specifically noted otherwise in the proposal. 3-4 Initial Evaluation and Requests for Additional Information An evaluation committee will consider how well each proposal meets the needs of the City as described in the Auctioneer's response. It is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the proposal. Following a review of the written proposals and follow up questions (if needed) the evaluation committee will make a recommendation to the City Administrator and City Council. The City shall be the sole and exclusive judge of quality and compliance with proposal specification in any of the matters pertaining to this RFP. The City reserves the right to seek supplemental information from any Auctioneer at any time between the dates of proposal submission and the contract award date. ---PAGE BREAK--- Request for Proposal – Online Auction Services 5 3-5 Rejection The City reserves the right to reject any or all proposals received for any reason. Proposals lacking required information will not be considered. Furthermore, the City shall have the right to waive any informality or technical defect in proposals received when in the best interest of the City. Section 4 Award of Contract 4-1 Award of Contract The contract award is contingent upon approval from the City Council. In the event the selected Auctioneer does not execute an agreement within a reasonable time frame as determined by the City Council, the City may select another qualified Auctioneer or call for new proposals. 4-2 Contract Form This RFP and the Auctioneer’s response, including all promises, warranties, commitments and representations made in the successful proposal will be binding and will become contractual obligations, and will be incorporated in the City’s agreement with the Auctioneer. Any contract awarded as a result of this RFP shall be approved by the City Attorney prior to approval by the City Council. 4-3 Execution of Contract The successful Auctioneer shall enter into a contract with the City of Cody for the performance of the work awarded to them and shall simultaneously provide a W-9 form, insurance certificate, and any other requested documentation prior to the commencement of work. Section 5 General Terms and Conditions 5-1 Tax Exempt Status Purchases made by the City of Cody are exempt from State Sales and Use taxes. Do not include tax in the proposal cost. The City will furnish a tax exemption certificate upon request. 5-2 Ownership and Public Inspection of Proposals All proposals and related reference information submitted in response to the RFP will become the property of the City and will not be returned. As a public entity, the City is subject to making records available for disclosure under the Wyoming Public Records Act. The City will use discretion as allowed by law with regard to disclosure of proprietary information contained in any response, but cannot guarantee that information will not be made public. ---PAGE BREAK--- Request for Proposal – Online Auction Services 6 5-3 Errors and Omissions The City of Cody, its departments, its officers, employees, or agents are not responsible for any errors, inaccuracies, or misstatements related to the information or data supplied to Auctioneers. The use of such information or data is intended to be used at the sole discretion and risk of the Auctioneer in the preparation of a proposal pursuant to this RFP. 5-4 Revisions and Addenda The City may, at its sole discretion, issue Addenda to this RFP containing responses to questions and requests for information, clarifications or revisions of the RFP, or any other matters that the City deems appropriate. 5-5 Authority to Withdraw The City of Cody reserves the right to withdraw this RFP without prior notice. The City makes no representation that any agreement will be awarded to any Auctioneer as a result of having responded to this request. 5-6 Proposals Binding All proposals submitted shall be binding for ninety (90) calendar days following the opening. 5-7 Non-Exclusive Contract Any agreement resulting from this RFP shall be a non-exclusive contract, and the City reserves the right to purchase same or like services from other sources the City deems necessary and appropriate. 5-8 Late Proposals Proposals received by the City after the time specified for receipt will not be considered. Auctioneers shall assume full responsibility for timely delivery of proposals to the location designated 5-9 Professional Liability Insurance The selected Auctioneer shall be responsible for maintaining a Professional Liability (E & O) insurance policy with a $1,000,000 per claim limit of liability. ---PAGE BREAK--- Request for Proposal – Online Auction Services 7 ATTACHMENT A - LIST OF SURPLUS PROPERTY TO BE AUCTIONED 10” wall mounted projector screen w/remote 2008 Ford Crown Victoria 6” wall mounted projector screen 2008 Ford Crown Victoria 16 empty plastic 55 gallon barrels (contained probiotic scrubber II) 5.9 15B Cummins recon motor w/Allison transmission Lab incubators Snowflite snowblower Open barrel of 80/90 gear oil w/dispenser Air drill and air valve spring compressor Backpack blower 1/2” bushing reamers Misc electronic gun locks Chain wrench Misc used Michelin tires Craftsman 19.2v tools set Desktop coin counter and coin rolls Drill doctor Hot branding tool Lot of 3 hydraulic jacks Vehicle scan tool Timing lights & battery load testers Tree stumps Craftsman tool boxes Lincoln arc welder 15” Dell monitors 22” Dell monitors Dell Latitude laptop Dell Optiplex 7020 desktops 17” Dell monitors Dell Optiplex 9020 desktops 24” Dell monitors Rev A01 Dell monitor HP Laserjet Pro 400 color printer The City has photos and descriptions available for each item. ---PAGE BREAK--- Request for Proposal – Online Auction Services 8