16-TRN2131873B1 Surplus Auction Services Specifcation revised.pdf

SPECIFICATIONS AND REQUIREMENTS

SURPLUS AUCTION SERVICES

1. PURPOSE

1.1. Broward County (“County”) is soliciting comprehensive surplus auction services for the disposal of surplus vehicles, heavy equipment, transit buses, machinery, shop equipment, office furniture, electronics, spare parts, and related property.

1.2. The contractor shall provide all services necessary to securely store, prepare, manage, market, and auction County-owned surplus assets in accordance with Florida law and County requirements.

2. SCOPE

2.1. The Contractor shall provide all labor, supervision, materials, tools, equipment insurance, facilities, and administrative support necessary to conduct surplus auctions.

2.2. Services shall include, but are not limited to:

A. Advertising and promotion of auctions B. Removal and transportation of surplus assets from County facilities C. Asset intake, cataloging, photographing, and listing preparation D. Secure storage and inventory management E. Conducting online and/or in-person auctions F. Buyer registration and bidder verification G. Payment processing and collections H. Title transfer processing in accordance with Florida law I. Buyer pickup coordination J. Financial reporting and remittance to the County K. Maintenance of complete and auditable records.

The County will not provide staffing, storage, auction facilities, or operational support.

3. AUCTION TYPES

3.1. Contractor Facility Auctions (Off-site from County Property): The contractor shall conduct auctions at its own secure facility. The Contractor shall bear all operational costs associated with storage, advertising, staffing, and auction execution.

3.2. On-Line Auction (Auction conducted on an Internet Auction site with assets at Bidders’ Property): The contractor shall conduct auctions at its own secure facility via online auction platform. The Contractor shall bear all operational costs associated with storage, advertising, staffing and auction execution.

3.3. County-Authorized On-site Auctions (At County Property): The County may, at its sole discretion, authorize limited on-site auctions at County property when removal is impractical or not in the County’s best interest. Authorization shall be provided in writing on a case-by-case basis.

3.3.1. Contractor will assume full responsibility for planning, staffing, security, bidder management payment processing, and title transfers.

3.3.2. Public access shall be limited strictly to designated areas and approved timeframes.

3.3.3. No bidder, buyer, or member of the public shall be permitted access to non-authorized County facilities, secured areas, or operational spaces under any circumstances.

3.3.4. The Contractor shall implement and enforce all County-required safety, security, and access-control measures and shall immediately remove any individual who fails to comply.

3.3.5. Contractor assumes all risk of loss, injury, theft, or damage arising from on-site auction activities.

3.3.6. County liability shall remain limited as provided under Section 768.28, Florida Statutes.

3.3.7. All purchased items must be removed from County property within the timeframe established by the County.

3.3.8. Failure to timely remove items may result, at the County’s sole discretion, in forfeiture, re-auction, or other disposition without refund.

3.3.9. All Contractor personnel present on County property shall comply with County safety protocols and shall always wear visible company identification.

3.3.10. Nothing in this section shall be construed to require the County to authorize any on-site auction, to guarantee any volume of surplus property, or to limit the County’s right to dispose of surplus assets by any other lawful means.

4. STORAGE, SECURITY & RETENTION OF SURPLUS ASSETS

4.1. Facility Capacity & Retention: Contractor must maintain adequate indoor and outdoor storage capacity to hold at least two (2) complete auction cycles of surplus assets simultaneously. No asset may be disposed of, scrapped, or relocated without the County’s written approval.

4.2. Retention Duration: All assets must remain stored securely until the completion of the next two scheduled auctions unless otherwise directed by the County.

4.3. Intake and Cataloging Requirements: All assets shall be logged into the Contractor’s inventory system within five (5) business days of receipt, including photographs, VIN/SN, descriptions, and condition notes.

4.4. Security Standards: Minimum standards include:

A. 24/7 video surveillance with 30-day retention B. Electronic access control with visitor logs C. Perimeter fencing minimum 6 ft.

D. Alarm system with monitoring

E. Indoor storage for high-value assets F. Daily security inspection logs G. Weather protection for vulnerable assets

5.5 Contractor Liability: Contractor accepts full liability for County assets in its possession and must maintain bailee coverage and all-risk protection. Loss, theft, or damage shall be compensated at full insurable value.

5. SERVICE REQUIREMENTS

5.1. Auction Frequency and Process: approximately two (2) off-site auctions and six (6) on-line auctions annually, with additional auctions as needed. Contractor shall be responsible for removal and transport of surplus assets from County property to its own facility.

5.2. The Contractor shall provide an auction site outside of the county’s facility, 1600 Blount Rd., Pompano Beach, FL 33069.

5.3. All surplus property must be removed from the County premises. Auctions, bidders, and buyers are not permitted on County property. Removal must occur within ten (10) business days of County notice unless otherwise approved.

5.4. The contractor assumes full responsibility for surplus items upon removal from County locations. All items shall be stored in a secure location. Contractors assume risk of loss, theft, or damage immediately upon pickup.

5.5. All contractor personnel must wear visible company identification (e.g., logo shirt, badge, or vest) while on County property.

5.6. No minimum or maximum is guaranteed as part of this solicitation for on-site or on-line auctions. Contractor shall be required to provide the services herein without regard to the quantity or value provided for auction.

5.7. The Contractor shall advertise all auctions at a minimum of thirty (30) days prior to the auction date. The advertisement and auction shall meet Florida State Statute Chapter 274 and Florida State Statute Chapter 468.388. Advertising shall be placed on the Contractor’s auction platform and at least two additional public marketing channels.

5.8. This is not an exclusive contract, and the County reserves the right to sell surplus goods, equipment or property through various other methods as determined to be in the best interest of the County.

5.9. The Contractor shall receive a buyer’s premium commission based on a percentage (%) of the gross proceeds for each completed auction paid by the successful bidder for each item.

5.10 Items which are successfully auctioned but are not paid for shall not be included in the calculation of the buyer’s premium commission.

5.11 All purchases must be settled in full at the close of business on the first business day following the auction by cash, credit card, cashier’s check or approved business/personal check.

5.12 Exceptions to this shall be at the sole discretion of the County.

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0274/0274.html http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0400-0499/0468/Sections/0468.388.html

5.13 The County shall not be responsible for any sales which are not fully collected after the sale date. Contractor shall maintain auction proceeds in a segregated, non-commingled account or escrow until remittance to the County.

5.14 The Contractor shall provide full payment to the County for all items successfully auctioned under the terms of this solicitation; unless they are identified as not collected on the report provided on the day of the auction and no buyer’s premium commission is listed for that item.

5.15. In the event an item is not paid for in full by the successful highest bidder, at the sole discretion of the County, the item may be offered to the next highest bidder. If the County determines it to be in its best interest, the sale price shall be the amount the next highest bidder offered.

5.16. The auction dates shall be mutually agreed upon by Broward County and Auctioneer; not to exceed sixty (60) days from date of request by the County. Failure to meet the requirement for service may be deemed as non-responsive.

5.17. Contractor shall keep all auction records and accounts and require any and all contractors and subcontractors to keep records and accounts as may be necessary in order to record complete and correct entries as to charges billed to County. All books and records relative to the Project will be available at all reasonable times for examination and audit by the County and shall be kept for a period of three (3) years after the completion of all work to be performed pursuant to this Agreement. Incomplete or incorrect entries in such books and records will be grounds for County’s disallowances of any fees or expenses based upon such entries. All books and records which are considered public records shall, pursuant to Chapter 119, Florida Statutes, are kept by the Contractor in accordance with such statutes.

All records shall be maintained in digital and auditable form.

5.18. Contractor shall sell all items consigned to auction on an “as is” / “where is” basis without warranty express or implied as to the condition or performance of the property.

5.19. The County reserves the right to set minimum “reserve” prices on items which are deemed to have a value of $10,000.00 or more at the time of auction.

5.20. Contractor shall furnish a recording (audio or video) of the entire auction. Media (audio/video/CD/solid state drive/etc.) shall be turned over to the County within five (5) business days of the date of the auction for on-site auctions.

5.21. Contractor shall furnish an Auction Data report of all bids for each item offered as the record of the auction process for on-line auctions within five (5) business days of the close of the auction. The Auction Data report must be submitted in Excel format as provided in Exhibit 1- Auction Data Report Template.

5.22. Contractor shall provide an Auction Data report to the County within five (5) business days of auction completion that shall include each buyer’s name, address, telephone number, items purchased, and price paid. The Auction Data report must be submitted in a format provided in Exhibit 1 – Auction Data Report Template.

5.23. The contractor shall provide training and guidance to County staff on the auction process at no additional cost.

6. MINIMUM QUALIFICATIONS

6.1. Licensing: To be eligible to respond to this solicitation, the Contractor must be a licensed auctioneer in the State of Florida and must be registered with the Florida Department of Business and Professional Regulation and provide active Division of Corporations documentation. Contractor must provide the following minimum licensing:

A. Florida Auctioneer License (Chapter 468, Part VI) B. Florida Auction Business License (DBPR) C. Florida Department of Revenue Sales Tax Certificate (if applicable) D. Local Business Tax Receipt for the facility location E. Proof of zoning approval for commercial storage.

Failure to furnish these documents shall result in a non-responsive bid.

6.2. Business Experience: The Contractor is required to possess a minimum of three (3) years of experience in delivering auction services for government entities and must furnish at least three (3) references from the last five (5) years pertaining to similar services.

6.3. Insurance: The Contractor must submit evidence of insurance that meets or surpasses the County's requirements and to maintain coverage throughout the entire duration of the contract. Insurance must include bailee liability coverage protecting County assets in Contractor’s possession against theft, loss, damage, fire, and environmental exposure.

6.4. Auction Facility: The Contractor shall provide a secure, licensed, and fully managed off-site facility for the temporary storage and preparation of surplus property prior to auction. The facility must be located within a 20-mile radius of 1600 Blount Rd., Pompano Beach, FL 33069. The facility must be located within the radius of 1600 Blount Rd., Pompano Beach, FL 33069 to a maximum radius of 40 miles from Fleet 3.

6.5. Facility Location and Storage: The facility must be situated to allow for efficient and cost-effective transportation of surplus items. It must have adequate space and capacity to securely house a variety of items, including vehicles (automobiles, trucks, heavy equipment), large items (furniture, industrial machinery), and smaller high-value assets.

Facility must maintain capacity to store at minimum two (2) full auction cycles of assets concurrently.

6.6. Security: The property should be maintained in a way that safeguards it against damage, theft, and environmental factors. The facility is required to have advanced and sturdy security measures in place, which include, but are not limited to: secure perimeter fencing, continuous video surveillance that monitors all access points and storage locations, strict access control protocols for both personnel and vehicles, designated indoor storage spaces for high-value and sensitive items, and extensive on-site insurance coverage for all stored assets. Surveillance systems shall retain footage for no less than 30 days. Daily access logs and security inspections shall be maintained and made available to the County upon request.

6.7. Title Transfer Capability: Contractor must be capable of transferring title and ownership of vehicles and equipment in accordance with Florida law and Broward County Tax Collector procedures.

6.8. Submissions: Failure to submit documentation that verifies these qualifications or to reply to County inquiries within three (3) business days may lead to the Contractor being considered unresponsive.

6.9. On-site Auction Capability: The contractor must demonstrate ability to conduct County authorized on-site auctions in person or via on-line auction platform when expressly approved in writing by the County, in accordance with section 6.24 of this solicitation. Such capability shall include, at a minimum:

A. Experience conducting auctions in controlled secured environments.

B. Ability to manage restricted public access and bidder flow.

C. Compliance with County safety, security and operational requirements.

D. Capability to process payments, documentation, and title transfers for vehicles, including transit buses.

E. Adequate staffing and equipment to conduct on-site auctions without disruption to County operations.

Failure to demonstrate onsite auction capabilities may render a bidder non-responsive.

7. PAYMENT/INVOICING:

7.1. No payment shall be provided to the vendor by the County.

7.2. All payments to the County for auction proceeds shall be provided in one payment within thirty (30) calendar days of the auction with a summary sheet and itemized backup documentation for each item sold at the auction to include:

7.2.1. Purchaser Name (Individual or Business)

7.2.2. Purchaser Contact information and address

7.2.3. Tax exempt ID if applicable

7.2.4. Item information to include:

7.2.4.1. Lot number

7.2.4.2. Description

7.2.4.3. VIN or S/N if applicable

7.2.4.4. Year/Make/Model if applicable

7.2.4.5. County Unit/ID number if applicable

7.2.5. Highest bid amount for the item

7.2.6. Amount collected for the item

7.2.6.1. Bid amount

7.2.6.2. Buyer’s premium (listed by percentage and amount)

7.2.6.3. Tax collected if applicable

7.2.6.4. Title fee if applicable

7.2.7. Net proceeds to the County

7.2.8. Pickup/removal document

7.2.9. Title transfer document if applicable

7.2.10. Confirmation of deposit into segregated account (if requested).

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