Surplus Property Auction Services

expired opportunity(Expired)
From: Sedgwick(County)

Basic Details

started - 26 Aug, 2023 (3 months ago)

Start Date

26 Aug, 2023 (3 months ago)
due - 26 Sep, 2023 (2 months ago)

Due Date

26 Sep, 2023 (2 months ago)




Sedgwick County

Customer / Agency

Sedgwick County
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1 RFP #23-0063 Sedgwick County...Working for you REQUEST FOR PROPOSAL RFP #23-0063 SURPLUS PROPERTY AUCTION SERVICES September 8, 2023 Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Surplus Property Auction Services. If your firm is interested in submitting a response, please do so in accordance with the instructions contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, September 26, 2023. All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not contact county employees, department heads, using agencies, evaluation committee members or elected officials with questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response. Sincerely, Jaimee Witmer Purchasing Agent JW/ch
SEDGWICK COUNTY, KANSAS DIVISION OF FINANCE DEPARTMENT Purchasing Department 100 N. Broadway, Suite 610 ~ Wichita, KS 67202 Phone: 316 660-7255 Fax: 316 660-1839 requests-for-bid-and-proposal/ 2 RFP #23-0063 Sedgwick County...Working for you Table of Contents I. About this Document II. Background III. Project Objectives IV. Submittals V. Scope of Work VI. Sedgwick County’s Responsibilities VII. Proposal Terms A. Questions and Contact Information B. Minimum Firm Qualifications C. Evaluation Criteria D. Request for Proposal Timeline E. Contract Period and Payment Terms F. Insurance Requirements G. Indemnification H. Confidential Matters and Data Ownership I. Proposal Conditions VIII. Required Response Content IX. Response Form X. Appendix B 3 RFP #23-0063 Sedgwick County...Working for you I. About this Document This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution, as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals. A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its required needs, quality levels and budget constraints. The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses and responders should understand this information will be considered prior to release, however no guarantee is made that information will be withheld from public view. II. Background Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity, employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works, criminal justice, recreation, entertainment, cultural, human/social, and education. Currently, the county contracts with an online auction service for the disposal of most items. The vendor uploads pictures with descriptions, initiates communication, issues invoices, receives payments, sets up meeting time (for meeting the buyers at the surplus site to assure the correct items are being unloaded), and coordinates with Sedgwick County employees when items need to be listed from the department site (due to being too big to move to our surplus area or due to surplus being full and not being able to take any more supplies). The vendor charges and receives a buyer’s premium fee on top of the bidding price. The vendor then issues a check for the bidding price to Sedgwick County. For 2017 revenue surplus sales, please see Appendix A. The county has sold computer accessories, maintenance supplies, office furniture/equipment, autos, trucks, heavy equipment, miscellaneous office supplies, and confiscated personal property through the online auction service. The current auctioneer is responsible for payment and the pick-up of auctioned item from a designated location in a county facility, but Sedgwick County is open to the option of off-site storage. Sedgwick County employees are responsible for monitoring and identifying surplus property. Sedgwick County employees will also inform the auctioneer in circumstances where surplus will need to be sold from the department site. In accordance with the specifications outlined herein, it is the intent of this invitation to receive proposals for providing auction services for surplus property of Sedgwick County as defined by the Department of Accounting. Sedgwick County reserves the right to award to multiple vendors. 4 RFP #23-0063 Sedgwick County...Working for you III. Project Objectives Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Surplus Property Auction Services. The following objectives have been identified for this contract: 1. Acquire Surplus Property Auction Services meeting the parameters, conditions and mandatory requirements presented in the document. 2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and customer satisfaction. 3. Acquire Surplus Property Auction Services with the most advantageous overall cost to the county. IV. Submittals Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be entered in the subject line and email the entire document with supplementary materials to: Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to: Jaimee Witmer Sedgwick County Purchasing Department 100 N. Broadway, Suite 610 Wichita, KS 67202 SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, September 26, 2023. If there is any difficulty submitting a response electronically, please contact the Purchasing Technicians at for assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service. Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT on the due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please dial our Meet Me line @ (316) 660-7271 at 2:15 pm. V. Scope of Work • Dispose of surplus property as promptly and efficiently as possible, while gaining the maximum profit for Sedgwick County. • Have the resources and ability to auction off odd equipment (like hockey rink Plexiglas). • Have a simple and straightforward solution that is useful and maximizes exposure and convenience. • Provide prompt and efficient customer service. • Be flexible regarding times/places to meet to go over surplus items. • Must be able to travel to Sedgwick County sites to obtain pictures for the auction website. • Must be able to meet winning bidders at Sedgwick County sites for item pickups. • Please complete the Questionnaire Form found in Appendix B 5 RFP #23-0063 Sedgwick County...Working for you VI. Sedgwick County’s Responsibilities • Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or which is relevant to this project. • Designate a person to act as the County Contract Manager with respect to the work to be performed under this contract. • County reserves the right to make inspections at various points of the project. Contractor agrees to openly participate in said inspections and provide information to the county on the progress, expected completion date and any unforeseen or unexpected complications in the project. VII. Proposal Terms A. Questions and Contact Information Any questions regarding this document must be submitted via email to Jaimee Witmer at by 5:00 pm CDT, September 15, 2023. Any questions of a substantive nature will be answered in written form as an addendum and posted on the purchasing website at and-proposal/ under the Documents column associated with this RFP number by 5:00 pm CDT, September 20, 2023. Firms are responsible for checking the website and acknowledging any addenda on their proposal response form. B. Minimum Firm Qualifications This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or product(s) specified in this Request for Proposal. Firms must meet or exceed theses qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in proposer’s response. Proposers shall: 1. Have a minimum of 10 years’ experience in providing services similar to those specified in this RFP. 2. Have an understanding of industry standards and best practices. 3. Have experience in managing projects of comparable size and complexity to that being proposed. 4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the county shall be followed with respect to the contract. 5. Must be able to travel to Sedgwick County sites to obtain pictures for the auction website. 6. Must be able to meet winning bidders at Sedgwick County sites for item pickups. 7. Have licenses, registrations, and/or certifications necessary to conduct business. 8. Provide a statement as to whether there is any pending litigation against the Proposer; and if such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Proposer’s performance in a contract under this RFP. 9. Provide a statement as to whether, in the last ten years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors; and if so, an explanation providing relevant details. 10. Personnel qualifications; there must be no charge of criminal activity, past or present. 11. Municipal and county government experience is desired, however, the county will make the final determination based on responses received and the evaluation process. 12. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP. 13. Provide project supervision (as required) and quality control procedures. 14. Have appropriate material, equipment and labor to perform specified services. 15. Park only in designated areas and display parking permit (if provided). 16. Wear company uniform or ID badge for identification purposes. 6 RFP #23-0063 Sedgwick County...Working for you C. Evaluation Criteria The selection process will be based on the responses to this RFP. County staff will judge each response as determined by the scoring criteria below. Purchasing staff are not a part of the evaluation committee. Component Points a. Demonstration of understanding the scope of services to be provided 25 b. Demonstrated great customer services skills 20 c. Demonstrated ability of key personnel 20 d. Demonstrated ability to be flexible to the county’s needs regarding surplus 20 e. Cost 15 Total Points 100 Assume the following cost proposals (examples only) A. $50,000.00 B. $38,000.00 C. $49,000.00 Company B with a total price of $38,000.00 is the low offer. Take the low offer and divide each of the other offers into the low offer to calculate a percentage. This percentage is then multiplied by the number of points available for the cost. In this case, 10 points are allocated to cost. A. $38,000.00 divided by $50,000.00 =.76 .76*10 7.6 points B. $38,000.00 divided by $38,000.00 =1.00 1.00*10 10 points C. $38,000.00 divided by $49,000.00= .77 .77*10 7.7 points Any final negotiations for services, terms and conditions will be based, in part, on the firm’s method of providing the service and the fee schedule achieved through discussions and agreement with the county’s review committee. The county is under no obligation to accept the lowest priced proposal and reserves the right to further negotiate services and costs that are proposed. The county also reserves the sole right to recommend for award the proposal and plan that it deems to be in its best interest. The county reserves the right to reject all proposals. All proposals, including supporting documentation shall become the property of Sedgwick County. All costs incurred in the preparation of this proposal shall be the responsibility of the firm making the proposals. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed service which best meets its required needs, quality levels and budget constraints. D. Request for Proposal Timeline The following dates are provided for information purposes and are subject to change without notice. Contact the Purchasing Department at (316) 660-7255 to confirm any and all dates. Distribution of Request for Proposal to interested parties September 8, 2023 Questions and clarifications submitted via email by 5:00 pm CDT September 15, 2023 Addendum Issued by 5:00 pm CDT September 20, 2023 Proposal due before 1:45 pm CDT September 26, 2023 Evaluation Period September 27, 2023 – October 11, 2023 Board of Bids and Contracts Recommendation October 12, 2023 Board of County Commission Award October 18, 2023 7 RFP #23-0063 Sedgwick County...Working for you E. Contract Period and Payment Terms A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) and continue for a period of three (3) years with two (2) one (1) year options to renew. County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted following receipt of monthly detailed invoice. Payment and Invoice Provisions F. Insurance Requirements Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required, contractor’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past completion of the project. Contractor shall furnish a certificate evidencing such coverage, with county listed as an additional insured including both ongoing and completed operations, except for professional liability, workers’ compensation and employer’s liability. Certificate shall be provided prior to award of contract. Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be acknowledged on the bid/proposal response form). NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your proposal response and also be noted on the certificate of insurance. It is the responsibility of contractor to require that any and all approved subcontractors meet the minimum insurance requirements. Workers’ Compensation: Applicable coverage per State Statutes Employer’s Liability Insurance: $500,000.00 Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent): Each Occurrence $1,000,000.00 General Aggregate, per project $2,000,000.00 Personal Injury $1,000,000.00 Products and Completed Operations Aggregate $2,000,000.00 Automobile Liability: Combined single limit $500,000.00 Umbrella Liability: Following form for both the general liability and automobile ____ Required / __X__ Not Required Each Claim Aggregate $1,000,000.00 $1,000,000.00 Professional Liability/ Errors & Omissions Insurance: __X__ Required / ____ Not Required Each Claim Aggregate $1,000,000.00 $1,000,000.00 Pollution Liability Insurance: ____ Required / __X__ Not Required Each Claim Aggregate $1,000,000.00 $1,000,000.00 8 RFP #23-0063 Sedgwick County...Working for you Special Risks or Circumstances: Entity reserves the right to modify, by written contract, these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. IF CONTRACTOR IS PROVIDING CONSTRUCTION SERVICES: In addition to the above coverages, contractor shall also provide the following: Builder’s Risk Insurance: In the amount of the initial Contract Sum, plus the value of subsequent modifications and cost of materials supplied and installed by others, comprising the total value for the entire Project on a replacement cost basis without optional deductibles. Entity, contractor, and all Subcontractors shall be included as named insured’s. G. Indemnification To the fullest extent of the law, the provider, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the provider during the provider’s performance of the agreement or any other agreements of the provider entered into by reason thereof. The provider shall indemnify and defend Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the provider, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the agreement relating to insurance requirements. The provider agrees that it will procure and keep in force at all times at its own expense insurance in accordance with these specifications. H. Confidential Matters and Data Ownership The successful proposer agrees all data, records and information, which the proposer, its agents and employees, which is the subject of this proposal, obtain access, remains at all times exclusively the property of Sedgwick County. The successful proposer agrees all such data, records, plans and information constitutes at all times proprietary information of Sedgwick County. The successful proposer agrees that it will not disclose, provide, or make available any of such proprietary information in any form to any person or entity. In addition, the successful proposer agrees it will not use any names or addresses contained in such data, records, plans and information for the purpose of selling or offering for sale any property or service to any person or entity who resides at any address in such data. In addition, the successful proposer agrees it will not sell, give or otherwise make available to any person or entity any names or addresses contained in or derived from such data, records and information for the purpose of allowing such person to sell or offer for sale any property or service to any person or entity named in such data. Successful proposer agrees it will take all reasonable steps and the same protective precautions to protect Sedgwick County's proprietary information from disclosure to third parties as with successful proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Proposal is the property of Sedgwick County. 9 RFP #23-0063 Sedgwick County...Working for you I. Proposal Conditions General Contract Provisions Mandatory Contract Provisions Independent Contractor Sample Contract Federal Certifications Addendum Sedgwick County no-signature-line.pdf Suspension and Debarment VIII. Required Response Content All proposal submissions shall include the following: 1. Firm profile: the name of the firm, address, telephone number(s), contact person, year the firm was established, and the names of the principals of the firm. 2. The firm’s relevant experience, notably experience working with government agencies. 3. At minimum, three (3) professional references, besides Sedgwick County, with email addresses, telephone numbers, and contact persons where work has been completed within the last three (3) years. 4. A disclosure of any personal or financial interest in any properties in the project area, or any real or potential conflicts of interest with members of the Sedgwick County Board of County Commissioners or county staff. 5. A description of the type of assistance that will be sought from county staff, including assistance required from the county to lessen the costs of this project. 6. Proof of insurance meeting minimum insurance requirements as designated herein. 7. Those responses that do not include all required forms/items may be deemed non-responsive. 10 RFP #23-0063 Sedgwick County...Working for you IX. Response Form REQUEST FOR PROPOSAL RFP #23-0063 SURPLUS PROPERTY AUCTION SERVICES The undersigned, on behalf of the proposer, certifies that: (1) this offer is made without previous understanding, agreement or connection with any person, firm, or corporation submitting a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the proposer is entered; (4) they have read the complete Request for Proposal and understands all provisions; (5) if accepted by the county, this proposal is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted proposal will be their responsibility. NAME _______________________________________________________________________________________________ DBA/SAME ___________________________________________________________________________________________ CONTACT____________________________________________________________________________________________ ADDRESS____________________________________ CITY/STATE_____________________________ ZIP___________ PHONE______________________________________ FAX_________________________ HOURS_________________ STATE OF INCORPORATION or ORGANIZATION ______________________________________________________ COMPANY WEBSITE ADDRESS____________________________ EMAIL________________________________ NUMBER OF LOCATIONS_______________ NUMBER OF PERSONS EMPLOYED__________________________ TYPE OF ORGANIZATION: Public Corporation ________ Private Corporation________ Sole Proprietorship ________ Partnership________ Other (Describe): ____________________________________________________________________ BUSINESS MODEL: Small Business ________ Manufacturer ________ Distributor _________ Retail ___________ Dealer ________ Other (Describe): _______________________________________________________________________ Not a Minority-Owned Business: _______ Minority-Owned Business: ____________________________ (Specify Below) ____African American (05) _____ Asian Pacific (10) _____ Subcontinent Asian (15) ______ Hispanic (20) ____Native American (25) _____ Other (30) - Please specify_________________________________________________ Not a Woman-Owned Business: ______ Woman-Owned Business: _________ (Specify Below) _____Not Minority -Woman Owned (50) _____ African American-Woman Owned (55) _____Asian Pacific-Woman Owned (60) _____ Subcontinent Asian-Woman Owned (65) _____Hispanic Woman Owned (70) _____Native American-Woman Owned (75) ______Other – Woman Owned (80) – Please specify____________________________________________________________ ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF KS: ______Yes ______ No UEI (UNIQUE ENTITY IDENTIFIER) NO.________________________________________________________________ INSURANCE REGISTERED IN THE STATE OF KS WITH MINIMUM BEST RATING OF A-VIII: ______Yes ______No ACKNOWLEDGE RECEIPT OF ADDENDA: All addendum(s) are posted to our RFB/RFP web page and it is the vendor’s responsibility to check and confirm all addendum(s) related to this document by going to . NO.______, DATED ______________; NO.______, DATED_____________; NO.______, DATED_____________ In submitting a proposal, vendor acknowledges all requirements, terms, conditions, and sections of this document. Proposal submission format should be by order in which sections are listed throughout the document. All minimum and general requirements should be specifically addressed and detailed in proposer’s response. Exceptions to any part of this document should be clearly delineated and detailed. Signature______________________________________________ Title____________________________________________ Print Name____________________________________________ Dated ___________________________________________ 11 RFP #23-0063 Sedgwick County...Working for you I. Appendix B QUESTIONNAIRE FORM 1. Does your company have the capability of providing an off-site storage area for county surplus items? 2. Does your company have the capability of moving surplus items? 3. Does your company have staff available to meet with buyers picking up purchased items? 4. Does your company have the capability of photographing items prior to sale? 5. What is the average turn-around time from sale closing to county receiving payment? 6. What is the response time by your company, once contacted by county, to have a sale? 7. Does your company require a minimum number of items to have a sale? 8. How does vendor advertise surplus auctions? 9. Does your company have the capability to provide a participation summary of recent sales, including average number of bids per item, average number of bidders per item, zip codes of participants, etc.?

Sedgwick County Division of Purchasing 525 N. Main, Room 823 Wichita, Kansas 67203Location

Address: Sedgwick County Division of Purchasing 525 N. Main, Room 823 Wichita, Kansas 67203

Country : United StatesState : Kansas

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