902645_IRFQ_Public_Surplus_Auction.docx

COUNTY OF ALAMEDA

INFORMAL REQUEST FOR QUOTATION No. 902645 for

Public Surplus Auction Services

For complete information regarding this project, see Informal Request for Quotation (IRFQ) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County representative listed below.

Thank you for your interest!

Contact Person: Thuy Truong Phone Number: (510) 208-9643 Email Address: thuy.truong@acgov.org General Services Agency (GSA) – Procurement

RESPONSE DUE

by 2:00 p.m.

on October 7, 2025 through Alameda County, GSA-Procurement County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov

Alameda County is committed to reducing environmental impacts across our entire supply chain.

Please print only what you need, print double-sided, and use recycled-content paper if printing this document.

CALENDAR OF EVENTS

INFORMAL REQUEST FOR QUOTATION No. 902645

PUBLIC SURPLUS AUCTION SERVICES

Response Due and Submitted through County of Alameda Procurement Portal October 7, 2025 by 2:00 p.m.

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach

Wednesday, September 17, 2025 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950 Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any IRFQ, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays. Dates and locations can be confirmed by checking at Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/]

INFORMAL REQUEST FOR QUOTATION No. 902645

SPECIFICATIONS, TERMS & CONDITIONS

for

PUBLIC SURPLUS AUCTION SERVICES

TABLE OF CONTENTS

ATTACHMENTS

EXHIBIT A Bid Response Packet

STATEMENT OF WORK

INTENT

It is the intent of these specifications, terms, and conditions to describe public surplus auction services being requested by the County.

The County intends to award a three-year contract (with the option to renew for two years) to a pool of up to three Bidders selected as the lowest responsive and responsible Bidders whose responses meet the County’s requirements.

SCOPE/BACKGROUND

Alameda County Public Works Agency (PWA) is looking for contractor(s) to provide public surplus online auction services to dispose of the County’s surplus property. Contractor(s) will provide appraisal and consulting services, marketing and advertising, and after-sales administration. Contractor will post auction items on the awarded contractor’s website, and PWA will set the minimum sale price. The successful contractor(s) will manage the marketing of PWA’s surplus property to maximize residual values and will reach markets for surplus property. These items include, but are not limited to, construction materials, automotive parts, hand tools, and powered equipment.

BIDDER QUALIFICATIONS

Bidder Minimum Qualifications Bidder must be regularly and continuously engaged in the business of providing public surplus auction services for at least five (5) years, which must be clearly stated or demonstrated in the bid response packet.

Bidder must be a licensed auction broker, which must be clearly demonstrated in the bid response packet, such as providing a copy of the certification.

Bidder must also possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this IRFQ. Unless noted otherwise in the IRFQ, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses, and credentials; however, Bidder must provide such proof if requested by County.

SPECIFIC REQUIREMENTS

1. Contractor must conduct an online auction by open, live and competitive bidding for each item offered for sale by the County.

2. Contractor must appraise and take photos of auction item(s) at the Alameda County PWA Building, 6089 Madigan Road, Dublin, CA 94568.

3. Contractor must provide a dedicated competent account manager who must be responsible for the County account.

4. Contractor must utilize a computerized system to register bidders, generate sales receipts, and provide reports as required regarding the sale/payment status of any and all items.

5. Contractor must solicit the highest bid and only accept the most favorable and responsible offer.

6. Contractor must be responsible for the collection of all monies and must not add any additional surcharges or fees of any kind without the prior consent of the County.

7. Contractor must bear or collect any applicable sales taxes and fees from the buyer.

8. If requested by the County, Contractor must provide the County with access to copies of all its records pertaining to or relating to County transactions for auditing purposes.

9. Contractor must provide payment for public auction sales within 60 days of receipt.

10. Contractor must comply with all state, federal, and local laws and regulations as they pertain to the sales of the property.

11. Contractor must provide the required services and will not subcontract or assign the services without the County's written approval.

12. County has and reserves the right to remove any item(s) from auction at any time.

DELIVERABLES / REPORTS

1. Contractor must record each successful bidder’s name, company name, address, telephone number and auction number, and must provide this information to the County at settlement in an acceptable electronic format.

1. Contractor must utilize a computerized system to generate sales receipts and provide reports as required regarding the public surplus online auction sales services, separating the sales amount and taxable amount for each sale.

VENDOR OUTREACH

Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#). Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

Bidders are encouraged to attend Vendor Outreach, but are not required to do so, to further facilitate subcontracting relationships.

Should there be a need to amend or revise the IRFQ, an Addendum will be issued. Any verbal statement(s), including at any Vendor Outreaches are not binding. Only the written documents will be binding.

Questions regarding these specifications, terms, and conditions are to be submitted in writing through the “Question & Answer” tab of this project in the County of Alameda Procurement Portal.

COUNTY PROCEDURES, TERMS, AND CONDITIONS

CONTRACT EVALUATION AND ASSESSMENT

During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

The Contractor has complied with all terms of this IRFQ and the contract; and Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to rebid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder and/or rebid is not limited by the award of a contract or the 120-day period.

NOTICE OF INTENT TO AWARD

At the conclusion of the IRFQ response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

The name(s) of the Bidder(s) being recommended for contract award; and The names of all other parties that submitted proposals.

The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Purchasing Agent.

TERM / TERMINATION / RENEWAL

The contract term, which may be awarded pursuant to this IRFQ, will be three (3) years.

By mutual agreement, any contract, which may be awarded pursuant to this IRFQ, may be extended for an additional two (2) years.

The County has and reserves the right to suspend, terminate, or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate, or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

QUANTITIES

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

PRICING

All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this IRFQ.

Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

Taxes and freight charges:

All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid response.

Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

All prices quoted must be in United States dollars.

Price quotes must include any and all payment incentives available to the County.

In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

AWARD

Lowest Responsive and Responsible Bidder(s)

a. The award will be made to the lowest responsive and responsible Bidder(s) who meets the requirements of these specifications, terms, and conditions.

b. Awards may also be made to the subsequent lowest responsive and responsible Bidder(s) and who will be called in order should the County needs to contract with another Bidder(s).

Small Local Emerging Business (SLEB) Program Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advancing the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/] For purposes of this procurement, applicable industries include, but are not limited to, the following North American Industry Classification System (NAICS) Code(s): 454112.

A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts over the last three years required per SBA standards based on the small business's appropriate NAICS code.

An emerging business is defined by the County as having either annual gross receipts of less than one-half that of a small business OR having less than one-half the number of employees AND that has been in business less than five years.

If a Bidder is certified by the County as either a small and local or an emerging and local business (SLEB), the County will provide up to 5% bid preference for procurements over $25,000.

County Rights The County reserves the right to reject any or all responses that materially differ from any terms contained in this IRFQ, including Exhibits and any Addendums, to waive informalities and minor irregularities in responses received, and to provide an opportunity for Bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity will be made solely at the discretion of the County.

Any bid responses that contain false or misleading information may be disqualified by the County.

The County reserves the right to award to a single or multiple Contractors.

The County reserves the right to conduct additional procurements for the same or similar goods and/or services or to award to additional contract(s), including to other Bidder(s) during the term of the contract if it determines that additional Contractors are needed to supplement goods and/or services being provided.

The County has the right to decline to award this contract or any part thereof for any reason.

Procedures

a. A contract must be fully executed by the recommended awardee and the County prior to any services and goods being provided or work being performed.

b. The County uses its Standard Services Agreement terms and conditions for purchases and services. Any terms that are not acceptable to a Bidder must be identified on the Exceptions and Clarifications form in the Exhibit A - Bid Response Packet. Bidder may access a copy of the Standard Services Agreement template at:

Alameda County Standard Services Agreement Template [https://acgovt.sharepoint.com/:w:/s/GSADigitalLibrary/EeGBnUyJSMFBoXqtvbj7ly0BqycT5J83NKyIV19tLO6-yA?e=YwGjFP]

0. The IRFQ specifications, terms, conditions, Exhibits, IRFQ Addenda, and Bidder's response may be incorporated into and made a part of any contract that may be awarded as a result of this IRFQ.

METHOD OF ORDERING

A written Purchase Order (PO) will be issued after an executed contract and Purchasing Agent approval. If there is any conflict in terms of any PO and the executed contract, the contract will control, even if a PO is issued later. Payment cannot be made to any Contractor until a PO is issued.

POs and payments for goods and/or services will be issued only in the name of the Contractor, as identified on the contract.

The Contractor must adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

Any change orders must be agreed upon in writing by Contractor and County and issued as needed by County.

Written PO will be issued upon approval of written itemized quotations received from the Contractor.

INVOICING

Contractor must invoice the requesting department, unless otherwise directed by County, upon satisfactory receipt of goods and/or performance of services.

County will use reasonable efforts to make payment within 30 days following receipt and review of invoice and complete satisfactory receipt of goods and/or performance of services.

County will notify the Contractor of any adjustments or corrections that must be made to receive payment on an invoice.

Invoices submitted by the Contractor must contain the County PO number, invoice number, remit to address, itemized goods and/or services description, and price as quoted and must be accompanied by an acceptable proof of delivery and any other information requested by the County.

Contractor must utilize a standardized invoice format upon request.

Invoices must be issued by, and payments made to, the Contractor who is awarded a contract.

0. The County will pay the Contractor, after receipt and approval of an invoice, monthly or as agreed upon, not to exceed the total contract amount. The County will not pay for goods and/or services in advance.

0. In the event the Contractor's performance and/or deliverable goods have been deemed unsatisfactory by a review committee, the County reserves the right to withhold future payments until the performance and/or deliverable goods are deemed satisfactory.

ACCOUNT MANAGER / SUPPORT STAFF

The Contractor must provide dedicated support staff to be the primary contact for all issues regarding the response to this IRFQ and any contract which may arise pursuant to this IRFQ.

Contractor must also provide adequate, competent support staff that will be able to service the County during normal working hours, Monday through Friday, or as otherwise identified in this IRFQ. Such representative(s) must be knowledgeable about the contract, products, and/or services offered and able to identify and resolve quickly any issues, including but not limited to order and invoicing problems.

Contractor must provide a dedicated, competent account manager who will be responsible for the County account/contract and receive all orders. Contractor account manager must be familiar with County requirements and standards and work with the department staff to ensure that established standards are adhered to. This includes keeping the County Contract Administrator informed of department requests as needed.

INSTRUCTIONS TO BIDDERS

COUNTY CONTACTS

GSA-Procurement is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Procurement department only. Communication with other County personnel may result in disqualification.

The evaluation phase of the competitive process will begin upon receipt of sealed bid responses and continue until a contract has been awarded.

Contact Information for this IRFQ:

Thuy Truong, Procurement & Contracts Specialist Alameda County, GSA-Procurement 1401 Lakeside Drive, 10th Floor Oakland, CA 94612 Email: thuy.truong@acgov.org Phone: (510) 208-9643

The GSA Contracting Opportunities website and County of Alameda Procurement Portal will be the official notification posting place of all bid documents related to this IRFQ. Each Bidder is responsible for checking the website for any Addendums and other notices related to this IRFQ. Go to Alameda County Current Contracting Opportunities [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/] and County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] to view the posting for this IRFQ and other current contracting opportunities.

SUBMITTAL OF BID RESPONSES

Document Submittal All response documents must be completed, successfully uploaded, and submitted online through County of Alameda Procurement Portal BY 2:00 p.m. on the due date specified in the Calendar of Events. The County strongly recommends uploading early; technical difficulties in downloading/submitting documents through the County of Alameda Procurement Portal will not extend the due date and time. No hardcopy, email (electronic), or facsimile responses will be considered.

Bidders must submit an electronic version of their proposal in a PDF file, preferably a single file if size permits.

The submitted Proposal must conform to and include Exhibit A – Bid Response Packet, as amended or revised by Addendum, including additional required documentation. A Bidder may be disqualified if the most current version of Exhibit A, as revised and published through Addenda, is not used.

In whole or in part, bid responses are NOT to be marked confidential or proprietary. The County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this IRFQ may be subject to public disclosure, even if marked confidential or proprietary. The County will not be liable in any way for disclosure of any such records. Please refer to the County’s website at Alameda County Proprietary and Confidential Information Policies [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/proprietary-confidential-information/].

For the responses to be considered complete, the Bidder must provide responses to all information requested in Exhibit A – Bid Response Packet, as revised by any Addenda.

Bidders must submit pricing on the County provide Excel Spreadsheet – Bid Form in County of Alameda Procurement Portal.

Submissions Processes All costs required for the preparation and submission of a response must be borne by the Bidder.

Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” will mean, and is limited to, a legal partnership formed under one or more of the provisions of California or other state’s Corporations Code or an equivalent statute.

The final award information will be posted on the County’s “Contracting Opportunities” website and County of Alameda Procurement Portal.

The County reserves the right to reject any bid response.

All bid responses must remain open to acceptance and irrevocable for a period of not less than 180 days unless otherwise specified in the bid documents.

Legal Requirements “In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Bidder”. (California Government Code Section 4552).

By submitting a bid response, the Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal. Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. Such actions may also be considered fraud and subject to criminal prosecution.

The Bidder, by submitting a bid response, certifies that it is, at the time of bidding, and will be, throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the IRFQ and contract documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the IRFQ and contract documents.

The Bidder, by submitting a bid response, certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

IRFQ No. 902645

EXHIBIT A

BID RESPONSE PACKET

INSTRUCTIONS

1. Please read EXHIBIT A – Bid Response Packet carefully; INCOMPLETE BID PROPOSALS MAY BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.

2. The bid response must comply with all requirements contained in the IRFQ. It is strongly recommended that Bidders verify and review all Addenda to confirm the use of the most current forms and provide all information requested.

3. The bid response submission must conform to and include Exhibit A – Bid Response Packet, as amended or revised by Addendum, including additional required documentation. A Bidder may be disqualified if the most current version of Exhibit A, as revised and published through Addenda, is not used.

4. The following pages require confirmation, declaration, and /or a signature (?). These must be either: (1) be printed and have an original signature(s); or (2) be digitally signed via a DocuSign, CongaSign, or other verifiable independent electronic signature services. All signatures must be by an individual authorized to bind the Bidder. These pages must then be uploaded through the County of Alameda Procurement Portal as part of the Bidder’s proposal.

a. Exhibit A – Bid Response Packet, Bidder Acceptance

b. Exhibit A – Bid Response Packet, Debarment and Suspension Certification

c. Exhibit A – Bid Response Packet, Small Local Emerging Business (SLEB) Information Sheet

(1) Must be signed by Bidder

(2) Must be signed by SLEB Partner if subcontracting to a SLEB

5. Each page of the Bid Response Packet must be submitted through the County of Alameda Procurement Portal as PDF attachment(s) with all required information included and documents attached; any pages of the Bid Response Packet not applicable to the Bidder are to be submitted with such pages or items clearly marked “N/A” or the bid response may be disqualified as incomplete.

6. Bidders must not modify the Bid Response Packet or any other County-provided document unless instructed to do so, or the bid response may be disqualified.

7. Bid Form(s) must be submitted online through County of Alameda Procurement Portal.

8. Bidder must quote price(s) as specified in the IRFQ, using the form(s) as amended or revised by any Addenda.

9. Any clarifications or exceptions to policies or specifications of this IRFQ, including all Addenda and other documents must be submitted in the Exceptions and Clarifications form of the Bid Response Packet.

10. Bidders must read all information and follow directions in the County of Alameda Procurement Portal project.

11. File names are restricted to 64 characters for all files uploaded as part of any bid response. The file extension (e.g., ".pdf" or ".xls") is counted as part of the file name character limit. Attempting to upload a file with a file name longer than 64 characters may result in an error message or failure to load.

12. Bidders who do not comply with the requirements and/or submit incomplete bid response packages are subject to disqualification and their bid responses rejected.

Bid Response Packet Instructions Bid Response Packet – IRFQ No. 902645 Page 17 of 2 &

EXHIBIT A

BID RESPONSE PACKET

IRFQ No. 902645 Public Surplus Auction Services

BIDDER INFORMATION

Official Name of Bidder (Company):

Street Address Line 1:

Street Address Line 2:

City:

State:

Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Date of Organizational Structure:

Federal Tax Identification Number:

Alameda County Supplier Identification Number (if applicable):

DIR Contractor Registration Number (if applicable):

Primary Contact Information:

Name / Title:

Telephone Number:

Alternate Number:

Email Address:

BIDDER ACCEPTANCE

1. The undersigned declares that the procurement bid documents, including, without limitation, the IRFQ, Addenda, and Exhibits (the Bid Documents), have been read and accepted.

2. The undersigned has reviewed the Bid Documents and fully understands the requirements for this IRFQ, including, but not limited to, general County requirements, and that each Bidder who is awarded a contract must be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its bid response, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

3. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

a. General Requirements [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/general-requirements/]

b. Debarment & Suspension Policy [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/debarment-suspension-policy/]

c. Iran Contracting Act (ICA) of 2010 [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/iran-contracting-act-of-2010-ica/]

d. General Environmental Requirements [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/general-environmental-requirements/]

e. Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]

f. Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/]

g. First Source [http://acgov.org/auditor/sleb/sourceprogram.htm]

h. Online Contract Compliance System [http://acgov.org/auditor/sleb/elation.htm]

4. The undersigned acknowledges that Bidder is and will remain in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this IRFQ and any contract that is awarded.

5. The undersigned acknowledges that any contract that may be awarded from this procurement is or may be funded in whole or part with federal funds and that it will abide by all federal funding requirements.

6. The undersigned acknowledges that it is the responsibility of each Bidder to be familiar with all of the specifications, terms, and conditions of the IRFQ and, if applicable, the site condition. By the submission of a bid response, the Bidder certifies that if awarded a contract, they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

7. The undersigned acknowledges that Bidder has accurately completed the SLEB Information Sheet.

8. Bidder agrees to hold the County of Alameda, its officers, agents, and employees harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright, or other proprietary rights, secret process, patented or unpatented invention, article or appliance furnished or used in connection with bid response and any resulted contract or purchase order.

9. The undersigned acknowledges ONE of the following (please check only one box):

☐ Bidder is not local to Alameda County and is ineligible for any bid preference; OR ☐ Bidder is a certified SLEB and is requesting 5% bid preference; (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); OR ☐ Bidder is LOCAL to Alameda County and has attached the following documentation to this Exhibit:

· Copy of a verifiable business license issued by the County of Alameda or a City within the County; and

· Proof of six months of business residency, identifying the name of the bidder and the local address. Example of proof includes but are not limited to utility bills, deeds of trusts or lease agreements, etc., which are acceptable verification documents to prove residency.

10. By signing below, the signatory warrants and represents that the signer has completed, acknowledged, and agreed to this Bidder Acceptance in their authorized capacity and that by their signature on this Bidder Acceptance, they and the entity upon behalf of which they acted, acknowledged and agreed to this Bidder Acceptance and that all are true and correct and are made under penalty of perjury pursuant to the laws of California.

BIDDER (COMPANY):

NAME/TITLE OF AUTHORIZED SIGNER:

SIGNATURE: DATE:

DEBARMENT AND SUSPENSION CERTIFICATION (PROCUREMENTS $25,000 AND OVER)

The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its principal, and any named and unnamed subcontractor:

· Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;

· Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years;

· Does not have a proposed debarment pending; and

· Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years.

If there are any exceptions to this certification, insert the exceptions in the following space. For any exception noted, indicate to whom it applies, initiating agency, and dates of action. Exceptions will not necessarily result in denial of award but will be considered in determining Contractor responsibility.

Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Response. Signing this Response on the signature portion thereof must also constitute signature of this Certification.

BIDDER (COMPANY):

NAME/TITLE OF AUTHORIZED SIGNER:

SIGNATURE: DATE:

SMALL LOCAL EMERGING BUSINESS (SLEB) INFORMATION SHEET

Instructions: On the following page is the SLEB Information Sheet. Every Bidder must complete and submit a signed SLEB Information Sheet indicating their SLEB certification status. If the Bidder is not certified, the information sheet must be completed with the name, identification information, and goods/services to be provided by the CERTIFIED SLEB partner(s) with whom the Bidder will subcontract to meet the County SLEB participation requirement. The Exhibit must be signed by EACH of the named CERTIFIED SLEB(s) that will be subcontractors.

If a bidder is unable to meet the SLEB requirements, they must take exception to this requirement in the Exceptions and Clarifications section of this solicitation. Please note that the County is under no obligation to accept any exceptions or clarifications, and any exceptions or clarifications may be the basis for bid disqualification.

SLEB certification must be valid at the time of bid proposal submittal for SLEB primes and SLEB subcontractor(s).

· For SLEB Subcontracting Questions: Please contact the General Services Agency - Office of Acquisition Policy, GSA.OAP@acgov.org.

For questions/information regarding SLEB certification, including requirements, please contact the Auditor-Controller Agency, Office of Contract Compliance & Reporting – SLEB Certification Unit, OCCR@acgov.org, (510) 891-5500.

SLEB INFORMATION SHEET

In order to meet the Small Local Emerging Business (SLEB) requirements of this RFP, all Bidders must complete this form. If a bidder is unable to meet the SLEB requirements, they must take exception to this requirement in the Exceptions and Clarifications section of this solicitation. Please note that the County is under no obligation to accept any exceptions or clarifications, and any exceptions or clarifications may be the basis for bid disqualification.

Bidders that are not certified SLEBS (for the definition of a SLEB, see Alameda County SLEB Program Overview; [http://acgov.org/auditor/sleb/overview.htm]) are required to subcontract with a SLEB for at least 20% of the total estimated bid amount in order to be eligible for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. A copy of this form must be submitted for each SLEB that the Bidder will subcontract with as evidence of a firm contractual commitment to meeting the SLEB participation requirement.

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economical, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, substitutions of the named subcontractor(s) are not allowed without prior written approval from the Auditor-Controller, Office of Contract Compliance & Reporting (OCCR).

County departments, prime, and subcontractors are required to use the web-based Elation Systems to monitor SLEB subcontractor compliance with Elation Systems; [http://www.elationsys.com/elationsys/].

☐ BIDDER IS A CERTIFIED SLEB (sign at bottom of page) SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

OR

☐ BIDDER IS NOT A CERTIFIED SLEB AND WILL SUBCONTRACT % WITH THE SLEB NAMED BELOW FOR THE FOLLOWING GOODS/SERVICES:

SLEB Subcontractor Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

SLEB Certification Status: ☐ Small / ☐ Emerging NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature: ?

Upon award, Bidder (the Prime Contractor) and all SLEB subcontractors agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation, including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

BIDDER MINIMUM QUALIFICATIONS

Instructions: Bidder must respond and/or provide support documentation that fulfills all the minimum qualifications as identified in the IRFQ documents.

2. Bidder is to provide documentation or certify that they have regularly and continuously engaged in the business of providing public surplus auction services for at least five (5) years.

RESPONSE:

Bidder must be a licensed auction broker and is to provide a copy of the certification.

RESPONSE:

Bidder must also certify that they possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this IRFQ. Unless noted otherwise in the IRFQ, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses, and credentials; however, Bidder must provide such proof if requested by County.

RESPONSE:

Maximum Length: 1 – 2 pages

BID FORM

Instructions: Bidder must use the Bid Form provided below.

COST MUST BE SUBMITTED AS REQUESTED ON THE COUNTY PROVIDED BID FORM. NO ALTERATIONS OR CHANGES OF ANY KIND ARE PERMITTED.

Bid responses that do not comply may be rejected.

The cost quoted must include all taxes (excluding sales and use tax) and all other charges, including travel expenses. The price quoted will be the maximum cost the County will pay for the term of any contract resulting from this IRFQ.

Quantities listed on County of Alameda Procurement Portal are estimates only; they are not to be construed as a commitment of the County to purchase that quantity. No minimum or maximum is guaranteed or implied. The cost quoted will be the price of the items identified, regardless of the quantity purchased.

Bid pricing on all line items is required. If the services are to be provided to the County at no cost, enter “0” in the unit rate cell, do not leave the cell blank. If there are any line items that are not priced, the bid may be considered a partial bid and disqualified. Partial bids are not acceptable.

By submission through the County of Alameda Procurement Portal, Bidder certifies to County that all representations, certifications, and statements made by Bidder, as set forth in each entry in the County of Alameda Procurement Portal and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Commission and Expenses

Extended Cost

Extended Cost

Extended Cost Three Year Extended Cost

Three Year Total

TABLE OF KEY PERSONNEL

Instructions: Bidder is to provide a Table of Key Personnel. The table is to include all essential personnel associated with providing services to the County, including collaborating partners.

To appropriately evaluate Bidder’s qualifications, the table should include the following information for each key person:

1. Work contact information includes, but is not limited to, the following: work address, office telephone number, mobile work number, and work email address.

2. The person's role in connection with the IRFQ and any awarded contract.

Maximum Length: There is no limit to the table. There is, however, a 2-page limit per résumé or curriculum vitae. Résumé and curriculum vitae are subject to public disclosure and business addresses should be used not home addresses.

DESCRIPTION OF SERVICES

Instructions: Bidder is to provide a Description of Proposed Services and must provide and confirm the following information.

1. Contractor must conduct an online auction by open, live and competitive bidding for each item offered for sale by the County.

RESPONSE:

2. Contractor must appraise and take photos of auction item(s) at the Alameda County PWA Building, 6089 Madigan Road, Dublin, CA 94568.

RESPONSE:

3. Contractor must provide a dedicated competent account manager who must be responsible for the County account.

RESPONSE:

4. Contractor must utilize a computerized system to register bidders, generate sales receipts, and provide reports as required regarding the sale/payment status of any and all items.

RESPONSE:

5. Contractor must solicit the highest bid and only accept the most favorable and responsible offer.

RESPONSE:

6. Contractor must be responsible for the collection of all monies and must not add any additional surcharges or fees of any kind without the prior consent of the County.

RESPONSE:

7. Contractor must bear or collect any applicable sales taxes and fees from the buyer.

RESPONSE:

8. If requested by the County, Contractor must provide the County with access to copies of all its records pertaining to or relating to County transactions for auditing purposes.

RESPONSE:

9. Contractor must provide payment for public auction sales within 60 days of receipt.

RESPONSE:

10. Contractor must comply with all state, federal, and local laws and regulations as they pertain to the sales of the property.

RESPONSE:

11. Contractor must provide the required services and will not subcontract or assign the services without the County's written approval.

RESPONSE:

Maximum Length: 5 – 10 pages

REFERENCES

Instructions: On the following page is the template that Bidders are to use for providing references. Bidders are to provide a list of three (3) references. References must be satisfactory as deemed solely by County.

Services or goods provided by Bidders to the references should have a similar scope, volume, and requirements to those outlined in these specifications, terms, and conditions.

Bidders should verify that the contact information for all references provided is current and valid. If a reference cannot be contacted, it may affect the qualification and scoring of the Bidders' bid responses.

Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.

The County may contact some or all the references provided in order to determine items such as Bidders’ years of experience and performance records on work similar to that described in this request.

The County reserves the right to contact individuals/entities for references other than those provided in the Response and to use any information obtained in the evaluation process.

NOTE: Bidders should not list the County department requesting services/goods as part of the references.

REFERENCES

IRFQ No. 902645 Public Surplus Auction Services Bidder must currently be providing goods and/or services for at least two (2) of the references or have done so within the last five (5) years.

Bidder Name:

Services Provided / Date(s) of Service:

Services Provided / Date(s) of Service:

Services Provided / Date(s) of Service:

EXCEPTIONS AND CLARIFICATIONS

Instructions: Bidders must use the Exceptions and Clarifications form to identify and list below any and all exceptions and/or clarifications to the IRFQ and associated Bid Documents and submit them with the bid response.

THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS AND CLARIFICATIONS; ANY SUCH EXCEPTIONS AND CLARIFICATIONS MAY BE A BASIS FOR BID RESPONSE DISQUALIFICATION.

p. 23EXAMPLE

*Use additional pages as necessary

INSURANCE REQUIREMENTS

Instructions: Insurance certificates are not required at the time of submission; however, by signing the Bid Response Packet and submitting a bid response, the Bidder agrees to meet the minimum insurance requirements and provide any documentation requested by County upon request.

Insurance documentation must be provided to the County before award and include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the IRFQ.

The following page contains the minimum insurance limits required by the County of Alameda to be held by the Contractor performing on a contract issued from this IRFQ:

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