Addendum No. 1.pdf

RFP # 2425-04 RFP UP

Appraisal Services

QUESTIONS AND ANSWERS

2425-04 RFP UP

Appraisal Services

Addendum No. 1

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

This Addendum consists of the following sections:

A. Questions and Answers B. Modifications to the RFP

Below are the questions and answers related to this solicitation. In the table below, the Department of Financial Services (Department) has answered each of the questions submitted by potential respondents.

No. Attachment Identifier

Section Number

Sub- Section Reference

Item Reference Page No.

Question Department Response

1. RFP

Process

1 1.2 Background 4 of 17 Please comfirm expected volume or nunber of pieces of jewelry included in the appraisal project based on the following statement, "estimated yearly average of 350 rare, unusual, high-end or commonly fraudulent items evaluated prior to auction as well as an estimated yearly average of 575 items

Quantities will vary. The estimate provided erroneously stated numbers were a yearly average.

The figures quoted are a monthly average of the items appraised during the previous contract period of June 2017 through July 2024. Actual quantities for jewelry appraisals and claims are below. We anticipate the majority of the items evaluated for auction will consist of jewelry and gold coins with a smaller volume of watches and collectibles.

Claimed items require a replacement value and the type of item ranges from collectible coins (pennies, silver dollars, etc) to stamps, baseball cards, watches, jewelry, and more.

FY Gemological Claimed

Items

17-18

3,083

4,534

18-19

4,213

10,795 appraised for replacememt value prior to return to owner"?

19-20

2,198

7,500

20-21

8,725

11,048

21-22

5,411

4,862

22-23

1,581

6,900

23-24

1,658

2,481

2 RFP

Process

1 1.2 Background 4 of 17 Of the aforementioned, are there any high-value or rare items that might require special attention?

Specifically, is appraiser required to point out any repairs that should be made before the appraisal is underaken?

The Department expects damage and flaws to be part of the item description, but will not be making repairs.

3 RFP

Process

1 1.2 Background 4 of 17 Do you require a detailed written report for each item? What level of detail is expected in the appraisal report (e.g., photos, descriptions, grading, market analysis?)

As stated in Attachment 2, Statement of Work, Section 7.b., we do not require a written report. The Respondent will not need to provide photographs or market analysis. Vault staff will have entered a basic item description in the Department’s unclaimed property management information system (UPMIS). Example: 1-yellow metal watch face marked Rolex, band mkd 18k. OR 1-yellow metal ring with diamond mkd 14k, 1.5dwt OR 1-US $5 dollar gold coin dated 1875. For assigned items, the appraiser will confirm an items authenticity and provide any necessary description corrections, additions, or clarifications in the UPMIS record along with a reserve value or replacement value, whichever is needed.

4 4 4.3.2 Price Response 15 of 17 Is there a budget range for the appraisal services?

No.

2 4 Appraisal Place & Time 2 of 5

Will the appraisals need to be conducted on-site, remotely, or in combination of both? What is the evaluation criteria for determining the validity or accuracy of conducting appraisal by photograph?

As stated in Attachment 2, Statement of Work, Section 4, appraisals may be performed at the Department or remotely for items that can be accurately evaluated and authenticated by photograph. The Contractor is expected to be able to determine an item’s authenticity and provide a complete description including gemological details when applicable. In it’s proposal, the vendor may include if and when an appraisal meeting the contract expectations could be met with a photographic review or if all appraisals will be conducted on-site.

2 4 Appraisal Place & Time 2 of 5

Are there additional services needed beyond appraisals, such as gemological testing, authentication or market value?

As stated in Attachment 2, Statement of Work, Section 7, this contract requires gemological testing, watch and coin authentication, along with complete and accurate identification of items assigned for the appraisers review.

Financial Consequences 4 of 5

Please clarify how Contractor can be held liable for any loss if the Division allows appraials by photograph. In order to mitigate this liability, Contractor must physically

The purpose of this Request for Proposals is to allow potential vendors to propose how and when they can provide the services requested in this solicitation. The Respondent is not required to propose remote services if they cannot be provided in a manner that meets the Department’s deliverables.

evaluate all items, at a minimum conduct the initial evaluation on-site.

For example, the clarity of diamonds can not be evaluated from photographs.

2 8 Dept Responsibiities 4 of 5

Does the workspace allow for natural light?

Can you provide a description as to the size or square feet of the dedicated space?

On-site appraisals will be performed in our vault where Department staff also work. The space does not allow for natural light. The appraiser will be afforded a 5’X3’ table with computer, chair, and basic evaluations tools (scale, diamond tester/testing acids, etc). If multiple individuals will be performing appraisal services simultaneously, the work space for each person will be similar;

however, the number of individuals working will need to be limited due to space constraints.

2 10 Insurance 5 of 5

Can you clarify if this is E&O coverage?

Errors and omissions (E&O) insurance, is also known as professional liability insurance.

4 7 Payment 11 of 20

Please clarify the statement concerning contract being contingent upon an annual appropriation by the Legislature and how this annual exercise impacts the 5-year contract.

The Department is allocated funds by the Legislature each fiscal year to perform these services. Pursuant to section 287.0582, F.S., if the Legislature does not provide funding then the contracted services would not be performed that fiscal year.

RFP

Process

Are there any past challenges that the DFS hopes to address in this

RFP?

We are seeking to continue providing citizens of Florida with confidence in items being considered for purchase at auction, as well as, help ensure the protection of items being returned.

B. Modifications to the RFP:

Section 1.2, Background of RFP is hereby deleted in its entirety and replaced with the following:

The Department is responsible for the administration and enforcement of the Florida Disposition of Unclaimed Property Act (Act), Chapter 717, Florida Statutes (F.S.). The Act requires the Department to be custodian of contents from unclaimed safe deposit boxes and other unclaimed safekeeping repositories and authorizes the Department to sell said contents if not reclaimed within a certain amount of time. The Department has determined that in order to meet its legal obligation to sell the unclaimed contents from safe deposit boxes and other safekeeping repositories at a reasonable bid, it must have rare, unusual, high-end or commonly fraudulent items evaluated and establish a minimum bid. Additionally, the Department needs to ascertain a replacement value for all claimed items regardless of commonality or value for possible shipping arrangements.

The Department currently contracts with an experienced, certified personal property appraiser that provides appraisal services for tangible property received from unclaimed safe deposit boxes and other safe keeping repositories. Over the last five (5) fiscal years (July-June), the Department has an estimated monthly average of 350 rare, unusual, high-end, or commonly fraudulent items evaluated prior to auction as well as an estimated monthly average of 575 items appraised for replacement value prior to return to the owner. Items appraised include, but are not limited to: coins and currency, jewelry, including diamonds and other precious and semi-precious stones, gold, silver, platinum, and other precious metals; and other items of commercial value such as sports memorabilia, knives, paintings, watches, historical documents, and stamp collections.