2-ADOT Implementation and Training.pdf

I mplementation/Transition Plan

We would like to provide ADOT with our vision of the role we play in online auctions for our clients and what their role consists of.

ADOT currently uses our system so it is already setup and functioning but for any new people that need to be trained or things setup we are available at your convenience to speak with you and train you on whatever is needed. There shouldn't be any additional implementation time needed at this point to continue using Public Surplus.

We have outlined our standard training plan—which includes what is needed from the agency and from our staff. These roles vary and are subject to change as needed and will encompass training agency IT staff if necessary on security, problem identification and problem resolution.

The Public Group's Role

-Provide onsite or online auction training as needed to ensure the agency is as comfortable as possible with the system.

-Provide the buyers an easy-to-use system to bid on the items and provide all customer support for buyers as they attempt to bid on agency's items.

-Provide an auction extension feature and marketing of items that will ensure we make more money for the agency then any other auction avenue available.

-Provide a system that will make sure our buyers are qualified bidders and perform functions like a bid deposit that will keep buyer's accountable on the transactions they purchase.

-Provide a payment collection service that will handle all payments from buyers on an agency's auction and remit the payment back to the agency on a Net30 cycle.

-Provide constant improvements to the website that make the auction process easier for agency's and implement ideas that agency's may bring forth on their unique account.

-Assist the agency with advertising items in their local newspaper as well as providing a logo link to bring more traffic to the agency's auctions.

-Provide all website security measures and protocols to meet the rules and regulations that are needed during the government auction process.

-Provide all report and audit functions that government agencies need including customizable reports they can access whenever needed.

-Provide all customer support items an agency may need such as online chat, help tabs and a dedicated customer support representative.

Agency's Role

-Setup users in the The Public Group's system that will have the permissions to create auctions and manage the auction system.

-Provide pictures and descriptions of items that need to be sold. These description items include condition of item and VIN, hours or mileage if applicable.

-Provide a location for buyers to be able to pick the items up. There can be multiple locations within an agencies account if needed.

-Provide an auction contact person that will be available to view and answer any questions a buyer may ask about the item.

-Provide the buyers with a pickup time for them to come and remove the property from the agency's location in a timely manner.

-Provide the transfer of titles if needed on vehicle items.

Buyer's Role

-Register on our website and meet all of our qualification processes in order to be a user in our system.

-Place bid or proxy bid on an item that will exceed the agency's reserve price and complete the bid deposit process.

-Provide adequate and approved payment of items within 5 business days after the auction closes.

The Public Group will provide all training, manuals and on-site/online sessions the agency requires in order to be comfortable using our system. There will not be any additional charges for training and setting up of the system. The Public Group will also provide dedicated customer support representatives to assist with any follow up training and assistance as needed.

End user training will be provided in a group type forum via an online presentation via GoToMeeting or Mikogo. Users will be able to interact and voice questions during the presentation and on certain occasions video conferencing tools may be implemented.

Agencies also have access to our online Help section where there are detailed instructions for how to create and manage auctions.