99SWC-S3154-Auction Services RFP~1.docx

Nevada State Purchasing Division Department of Administration 515 E Musser St Ste 300 Carson City, NV 89701 purchasing.nv.gov nevadaepro.com

Request for proposals 99SWC-S3154

Release Date 08/05/2025 Wednesday April 2nd, 2025

Solicitation number 99SWC-S3154

Single point of contact name Thomas HelmJoel Wixon, Purchasing Officer IIs

Single point of contact email t.helmsj.wixon@admin.nv.gov

Single point of contact phone 775-531-331307

Soliciting agency Nevada State Purchasing Division

Contracting agency Nevada State Purchasing Division – statewide contract

Solicitation title Auction Services

Deadline for submissions 09/10/2025Monday May 5th, 2025, at 2:00 pm

For deaf and hard of hearing, call 711 and ask the relay agency to dial the single point of contact phone number above.

This request for proposals is available at nevadaepro.com as a bid solicitation.

Table of Contents

Applicable regulations governing procurement

Statute and code. All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Single point of contact. Vendors and their representatives shall only contact the single point of contract or use the electronic procurement system regarding this solicitation until after a notice of award (NOA) has been issued. Failure to observe this restriction may result in disqualification of a response per NAC 333.155(3).

Ethics. Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

Project overview

The Nevada State Purchasing Division is seeking proposals from qualified vendors to provide auction services on an as-needed basis for all governmental entities in Nevada for vehicles, heavy equipment and various other surplus property. Services as described below in the scope of work

Vehicles and heavy equipment, which are no longer needed or are beyond useful life (excess property), are reported to State Purchasing for authorization to disposale of or transfer. Excess property is first made available, at no charge, to other state agencies, political subdivisions, and eligible non-profit organizations. If property is not transferred as excess, it is sold as surplus property. Surplus for auction primarily includes vehicles. On occasion, surplus property for auction may include portable buildings, aircraft, heavy equipment, or other items.

State Purchasing shall administer the contract resulting from this solicitation. The resulting contract shall be for an initial contract term of four years, anticipated to begin August 1st, 2025subject to Board of Examiners approval, with an option to extend for an additional four two, two year renewalsyears, if in the best interest of the State.

Goals and objectives

The goal of the project is to create system for government entities to earn revenue when disposing of property no longer needed by the government. The awarded vendor will assist the state in advertising for and conducting auctions to sell surplus property and earn revenue for the selling entity. The awarded vendor will have a proven track recordbe able to provide of hosting and managing live, local auctions and will have a safe, secure, and may have a user-friendly website to facilitate online auctions.

Scope of work

General requirements

The State desires in-person, online, and hybrid auctions with physical locations in the major metro areas of Nevada. Proposals should sufficiently describe vendorsvendors’ auction process. Proposals shall describe vendorsvendors’ physical presence in Nevada and how those facilities would be used to support this project including acceptance and storage of items prior to auctions. Property that does not sell at auction may be held for a future auction or be returned to the owning entity. All property shall be accounted for.

The State desires a vendor who can assist in determining fair market value and establishing appropriate sale prices. Proposals shall describe processthe process for appraisal and pricing. Vendor should propose guidelines for evaluating the condition of surplus property to be sold, such that conditions can be consistently and accurately represented to potential buyers.

Pursuant to NRS 333.220(5)(b), Contractor will advertise every auction containing property valued at $1,000.00 or more, at least once within 15 days of the auction. Advertising shall occur in a newspaper circulated in the area in which the auction is to occur and include a description of the property to be sold.

ContractorContractors shall maintain current active bidder lists and notify personspeople on it of auctions that include property from the State. The State may forward auction inquiries and prospective bidder information to the contractor for list inclusion. The State is not expected to maintain a list.

Employees, officers, and agents of the contractor shall not be authorized to bid.

The Nevada System of Higher Education (NSHE) the Court System, the Legislative Counsel Bureau, and political subdivisions (i.e., cities, counties, school districts, etc.) may utilize this contract by participating in regularly scheduled auctions in Reno or Las Vegas, or on terms mutually agreed upon between the contractor and the governmental entity. The State does not guarantee the use of any resultant contract(s) by any other governmental entity. The State shall not be liable for any agreement made between the contractor and another governmental entity utilizing the contract.

Auction Services

ContractorThe contractor shall work with Statethe State to schedule auctions throughout the year as necessary based off surplus inventory.

ContractorContractors shall provide all necessary software solutions to conduct online auctions. The state shall not be required to purchase or install any additional computer hardware or software, or incur costs for ongoing maintenance, support or upgrades. The system should be available 24 hours per day, 7 days per week, 365 days per year. The system solution must be capable of adding, withdrawing and cancelling auctions without penalty.

ContractorContractors shall provide live training and support to new system users and buyers as requested.

ContractorContractors shall provide storage for vehicles awaiting auction. Storage lot shall be secured andand should have video surveillance.

The vendor shall describe as part of their proposal including any value-added services in the cost schedule attachment

Reconditioning services

Vendors shall offer reconditioning services to include the following itemss

Washing and detailing.

Decommissioning of vehicle equipment, signage, and markings.

Repairs

Transportation of vehicles

Vendors shall, in the cost schedule propose the price for light duty flat rate towing in the areas shown in attachment metro area radius maps these areas are listed below.

Las Vegas metro area Reno Metro area Carson City

For all light duty towing that is outside of the flat rate radius vendors shall propose in the cost schedule a per mile rate that is charged until the vehicle enters the predetermined area shown in attachment metro area radius maps at which point the vendor will charge the flat rate charge until the vehicle reaches its destination.

The contractor shall provide a quote to using entities that require medium and or heavy-duty towing.

Reporting

ContractorThe contractor shall maintain and make available to contract users a complete bidder list including name, address, and assigned bidder number, if requested.

ContractorContractors shall maintain and make available detailed sales reporting tofor contract users following the conclusion of each auction.

Reporting shall include, at a minimum, the following elements.

Property description Customer control number Vehicle identification number Gross sale price Authorized expenses, taxes and fees, commissions Successful bidder number Successful bidder name, telephone number and address

ContractorThe contractor shall document and make available to the contract users, as requested, details of pre-auction, auction, and post-auction activities involving marketing, preparation of property, conducting of an auction, and removal of items sold.

Contractor shallThe contractor provideprovides annual reports detailing auction number, total sales volume (including all participating entities under this contract), pre-authorized expenses, taxes and fees, commissions, and total payments.

The contractor shall notify using entities of any no-sale or no pick-ups within 10 business days of winning the bidder’s forfeiture date.

Revenue and fees.

Pursuant to NRS 356.010 and NRS 353.249, the gross revenue of all auctions conducted on behalf of executive branch agencies must be deposited with the State Treasurer.

Different payment processing terms may be agreed to in a service agreement between contractors and customer entities who are not part of the executive branch of the Nevada government Awarded contractorcontractors shall invoice the state for all contracted fees incurred through an auction.

ContractorContractors shall comply with all state, federal, and local laws and regulations as they pertain to the sale of the property.

Vendor shall not charge fees to the Buyer.

All proposed fees shall be included in cost schedulethe cost schedule attachment.

Attachments

Attachments incorporated by reference. To be read and not returned.

Terms and conditions for services

Attachments for review. To be read and not returned (unless redlining).

Insurance schedule Nevada statewide contract terms Standard From ContractNevada terms and conditions for services Metro area radius maps

Attachments for response. To be completed and returned.

Reference questionnaire Cost schedule Certification regarding lobbying

Timeline

Questions. All questions regarding this solicitation shall be submitted using the bid Q&A feature at nevadaepro.com.

Timeline. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

The deadline for submissions is the nevadaepro.com bid opening date and time. Late quotes will not be accepted.

Evaluation

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Responses shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to awardthe award, responses remain confidential.

The evaluation committee is an independent committee established to evaluate and score qualitative evaluation factors for the solicitation.

The State, at its option, may limit participation in cost scoring, presentations, or both to vendors above a natural break in relative scores.

Financial stability shall be scored on a pass or fail basis.

Responses shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost factor. The cost factor score will be based on the following equation. The highest proposed cost from any vendor and the lowest proposed cost from any vendor will be added together to generate a combined total. For each vendor, that proposed cost will be subtracted from the previously combined total. This number is then divided by the highest proposed cost. The resulting number is multiplied by the cost factor weight to generate a weighted cost score.

Presentations. The State may require vendors to make a presentation. The State reserves the right to add additional criteria for presentations. The State reserves the right to forego presentations and select vendor(s)vendors based on written responses submitted.

Best and final offers. Pursuant to NAC 333.165, the State reserves the right to permit revised responses or add criteria to obtain the best offers.

Nevada-based business preference

The State awards a five percent (5%) preference to Nevada-based businesses pursuant to NRS 333.3351 to 333.3356, inclusive.

Nevada-based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a business’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submittedsubmit quote in nevadaepro.com.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

Inverse preference

The State applies an inverse preference to vendors that have a principal place of business in a state other than Nevada and that state applies an in-state preference not afforded to Nevada based vendors, pursuant to NRS 333.33695.

The amount of the inverse preference is correlated to the amount of preference applied in the other state.

Vendors who meet this criterion must indicatedindicate it on their submitted quote in nevadaepro.com.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

Mandatory minimum requirements

Pursuant to NRS 333.311 a contract cannot be awarded to a response that does not comply with the requirements listed in this section. ResponseThe response shall include confirmation of compliance with all mandatory minimum requirements.

Nevada Law and State indemnity. Pursuant to NRS 333.339, any contract that is entered into may not: (1) require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) require the State to indemnify another party against liability for damages.

No Boycott of Israel. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a response, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

nevadaepro.com vendor registration. Pursuant to NRS 333.313, vendor must be registered at nevadaepro.com to respond to the solicitation. Vendor information must match Nevada business license and sam.gov entity registration. Vendor information in nevadaepro.com will be used for contract formation. Email address(es) associated with general mailing address or default bid mailing address (if different from general mailing address) in nevadaepro.com will be used for formal notifications. If a vendor has a different contact name and email for negotiations, that should be indicated on the title page(s) of their response.

Nevada business license. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b). Business license must match nevadaepro.com vendor registration.

System for Award Management (sam.gov) Prior to contract award vendor must hold an active entity registration in sam.gov. Entity registration must match nevadaepro.com vendor registration.

Contract responsibility. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

Data encryption and stateside data. State IT requires that data be encrypted in transit and in rest. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

Confidentiality and certification of indemnification

Submitted responses, which are marked confidential in their entirety, or those in which a significant portion of the submitted response is marked confidential shall not be accepted. Pursuant to NRS 333.333, only proprietary information may be labeled a trade secret as defined in NRS 600A.030(5). All proposals are confidential until the contract is awarded; at which time, both successful and unsuccessful vendor proposals become public information.

Vendors shall submit proprietary information and confidential business information in separate files, flagged as confidential in nevadaepro.com. The State shall not be responsible for any information contained within a response; responses shall be released as submitted.

By submitting a response vendor, the vendor acknowledges its responsibility to act in protection of labeled information and agrees to defend and indemnify the State of Nevada for honoring such designation. Failure to soto act shall constitute a complete waiver, and all submitted information shall become public information; additionally, failure to label any information that is released by the State shall constitute a complete waiver of any and all claims for damages caused by the release of the information.

Vendor certifications

Vendor understands and acknowledges that the representations within their response are material and important and shall be relied on by the State in evaluation of the response. Any vendor misrepresentations shall be treated as fraudulent concealment from the State of the true facts relating to the response.

Any and allAll prices that may be charged under the terms of the contract do not and shall not violate any existing federal, State, or municipal laws or regulations concerning discrimination or price fixing. Vendor agrees to indemnify, defend, and hold the State harmless from liability for any such violation.

All response terms, including prices, shall remain in effect for a minimum of 180 days after the response due date. In the case of the awarded vendor, all response terms, including prices, shall remain in effect throughout the contract term.

The price(s) and amount of this response have been arrived atarrived independently and without consultation, communication, agreement or disclosure with or to any other Contractors, vendor, or potential vendor. No attempt has been made at any time to induce any firm or person to refrain from proposing or to submit a response higher than this response, or to submit any intentionally high or noncompetitive response. All responses shall be made in good faith and without collusion.

The information included in this response has been arrived at independently and without non-public information obtained from State officials, staff, or their agents.

All employees and contractors assigned to the project are authorized to work in this country.

Vendor has a written equal opportunity policy that does not discriminate in employment practices with regard toregarding race, color, national origin, physical condition, creed, religion, age, sex, marital status, sexual orientation, developmental disability or disability of another nature.

VendorThe vendor has a written policy regarding compliance for maintaining a drug-free workplace.

Pursuant to NRS 482, proposing vendors shall hold a license with the Nevada Department of Motor Vehicles at the time of proposal submission and must maintain licensure through the life of the contract.

Critical items

In addition to the scope of work and attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring responses. Vendor response should address items in this section in enough detail to provide evaluators with an accurate understanding of vendor capabilities. Responses that fail to sufficiently respond to these items may be considered non-responsive.

Standard form contract. The State strongly prefers vendors agreeto agree to the terms of the attached standard form contract as is. AbilityThe ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached standard form contract with their response, with comments justifying the benefit to the State for each requested change. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project.

Indemnification. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waivesContractors waive any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

Limited liability. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. ContractThe contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

Insurance schedule. The State strongly prefers vendors agreeto agree to the terms of the attached insurance schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a redlinered line if necessary. Awarded vendor shall maintain, for the duration of the contract, insurance coveragescoverage as set forth in the fully executed contract. Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of requiredthe required insurance. Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

Site visit. A site visit will occur on the date and time listed in the timeline. A vendor representative must attend the site visit to be qualified to submit a response. VendorThe vendor must complete and return site visit registration by the date and time listed in the timeline.

Vendor background

Provide a background, history, and why vendor isvendors are qualified to provide the services described in this solicitation. Background should include, at a minimum, the location(s) of the office(s) that would performensure the work and the number of employees locally and in total. History should include, at a minimum, the number of years in business and company headquarters location. Provide a brief description of the length of time vendorthe vendor has been providing services described in this solicitation to the public or private sector. If your company has worked with the State previously, include information about those engagements.

Current or former employees. If you employ (a) any person who is a current employee of an agency of the State of Nevada, or (b) any person who has been an employee of an agency of the State of Nevada within the past two (2) years, and if such person shall be performing or producing the services which you shall be contracted to provide under this contract, you shall disclose the identity of each such person in your response, and specify the services that each person shall be expected to perform.

Exclusions. All conditions and provisions of this solicitation are deemed to be accepted by the vendor and incorporated by reference in the response, except such conditions and provisions that the vendor expressly excludes in the response. Any exclusion shall be in writing and included in the response at the time of submission.

Subcontractors

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this solicitation. This does not include third parties who provide support or incidental services to the contractor.

VendorThe vendor shall disclose all proposed subcontractors. Response should include a vendor information response form for each proposed subcontractor.

VendorThe vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

VendorThe vendor shall certify that subcontractors comply with mandatory minimum requirements except contract responsibility.

Vendor response shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

Confidential business information

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in nevadaepro.com.

Dun and Bradstreet number. Vendor shall provide their Dun and Bradstreet Number.

Financial information. Vendor shall provide the last two full years and current year interim (a) profit and loss statements and (b) balance statements.

Disclosure. VendorThe vendor shall provide complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

Conflict of interest. VendorThe vendor shall disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this solicitation. Any such relationship that might be perceived or represented as a conflict shall be disclosed. By submitting a response in response to this solicitation, vendors affirm that they have not given, nor intend to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant or any employee or representative of samethe same, in connection with this procurement. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest shall result in disqualification of a vendor response. An award shall not be made where a conflict of interest exists. The State shall determine whether a conflict of interest exists and whether it may reflect negatively on State vendor selection. The State reserves the right to disqualify any vendor on the grounds of actual or apparent conflict of interest.

Client references

Vendor may be asked to provide reference questionnaire attachment to client references from similar projects performed for private or public sector clients within the last five years.

The single point of contact may receive up to three complete reference questionnaire documents directly from the client references via email, if determined to be required for evaluation of the work solicited.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Reference questionnaire will not be accepted directly from proposing vendors.

Client references are not to be requested from the contracting agency.

The State will not disclose client references, but may confirm the quantity of reference questionnaires received.

The State reserves the right to contact client references during evaluation or negotiations.

Client references

Vendor shall provide reference questionnaire attachment to client references from similar projects performed for private or public sector clients within the last five years.

The single point of contact must receive at least three complete reference questionnaire documents directly from the client references via email.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Reference questionnaire will not be accepted directly from proposing vendors.

Client references shall not be requested from the contracting agency.

The State will not disclose client references, but may confirm if a reference questionnaire has been received.

The State reserves the right to contact client references during evaluation or negotiations.

Submission checklist

This section identifies documents that vendors shall submit to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Responses must be submitted as a quote through nevadaepro.com.

Vendors are encouraged to submit a single file attachment per section where possible.

Technical proposal information and cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in nevadaepro.com.

Additional attachments may be included but are discouraged and should be kept to a minimum.

Technical proposal

Title page Table of contents Signed certification regarding lobbying Response to mandatory minimum requirements Response to critical items Response to scope of work Other informational material

Proprietary information. If necessary. Attachment should be flagged confidential in nevadaepro.com.

Title page Table of contents Trade secret information, cross referenced to the technical proposal (alternatively, a redacted technical proposal and a full confidential technical proposal can be submitted)

Cost proposal

Confidential business information. Attachment should be flagged confidential in nevadaepro.com.

Other attachments. If necessary, not recommended.

Client references. Not submitted directly by vendor.

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