RFP 26-87552 Auction Services Attachment K: Statement of Work

I. EXECUTIVE SUMMARY

The Contractor(s) must be able to provide live, online auction services and live streaming auction services for State of Indiana. Services may include but not be limited to vehicles/equipment, marketing events, handling title transfers and managing buyer removal of items within a specified amount of time. This will also serve to create a QPA, quantity purchase agreement, for other state agencies that may need auction services within the state.

II. BACKGROUND AND CURRENT STATE

This will be a new quantity purchase agreement (QPA) for the State of Indiana and may also be used by other state agencies. The state may elect to award one or more contractors.

III. SCOPE OF WORK

a. OBJECTIVES OF ENGAGEMENT The Contractor(s) must have the ability to provide live, online auction services and live streaming auction services for State of Indiana. While the contractor has the ability of performing live, online and live streaming auction services, all auctions should be held ina hybrid format. This will allow bidders to participate both in person and online in real time. Hybrid auctions shall be conducted on the dates and the times established by the State agency ordering the auction. The auctions should be held regardless of weather conditions, unless the State agency authorized a postponement or cancellation because of an emergency or unsafe condition. Services may include but not be limited to vehicles/equipment, marketing events, handling title transfers and managing buyer removal of items within a specified amount of time. This will also serve to create a QPA, quantity purchase agreement, for other state agencies that may need auction services within the state.

b. DELIVERABLES AND DEADLINES The Contractor(s) will provide market value assessment, marketing, promotion, support and training, equipment appraisals, web portal hosting, bidder registration and management, equipment transportation and preparation, financing and payment alternatives, rebate programs, post auction settlement, auction-related storage and shipping options. The Contractor may include such related services to the extent that the services are complimentary to auction solutions being proposed. The contractor(s) must have the ability and space required to host the auction(s) and keep the auctioned items onsite. It will be the responsibility of the Contractor(s) to pick up, store and distribute all auctioned items at their location(s) and will not expect the State to be involved with any transportation nor storage of auction items.

It will be expected that the contractor has knowledge of all applicable industry standards, Laws and regulations and possess an ability to market and distribute the equipment, products, Or services to participating entities.

Safety Requirements. All items proposed must comply with current applicable safety or Regulatory standards or codes. This includes all necessary personal protective equipment (PPE) requirements applicable to State of Indiana property and shall provide all required PPE to its employees, agents and subcontractors at no cost to the State.

Deviation from Industry Standard. Deviations from industry standards must be identified With an explanation of how the equipment, products, and services will be equivalent function, coverage, performance, and/or related service.

c. MARKETING PLAN The awarded contractor(s) will be the primary source of communication with participating entities. The contractors’ marketing plan should demonstrate contractors’ ability to deploy a marketing team/sales force and/or dealer network to participating entities.

d. PROJECT MANAGEMENT PLAN It will be expected that the contractor(s) will prepare electronic spreadsheets of auction results with summary and detailed data. It will be sent to the contract Manager within 48 hours of the auction ending.

e. REQUIREMENTS Auctions should have the ability to conduct online auctions in conjunction with live auctions.

the goal of the State is to have all auctions hosted in a hybrid format unless otherwise communicated differently by the State agency that is ordering the auction.

Prior to the auction date, Contractor shall provide a time for prospective bidders to review items that are being sold at live auction(s).

Should the live auction include vehicles, the prospective bidders must be provided with information regarding the pre-auction inspection of vehicles and when vehicles can and will be started and demonstrated.

Unless otherwise approved, all auctions will be held at the contractor’s location.

The contractors will be responsible for all auctioned items transport both before and after the auction as well as storing all items during the time of the auction.

All items removed from the State must be done so during regular business hours of the State agency or during other hours approved in advance by the procuring State agency. The contractor shall coordinate all removal activities through the State agency procuring the auction and shall not make any individual arrangements with an individual outside of their point of contact within the State agency procuring the auction.

The State reserves the right to accept or reject any bid at the auction and to withdraw any items from the auction at any time prior to being sold.

Auctioneer must be licensed in the State of Indiana and hold all other required certifications/licenses etc. as deemed necessary by the State of Indiana.

The Contractor shall be responsible for any and all damage caused by its employees, subcontractors, equipment, or buyers during any aspect of the auction. This includes but is not limited to loading, removal or auctioning of items.

In the case vehicle auctions, IDOA Fleet Services will provide the titles for state-owned vehicles scheduled to be sold at auction. The Contractor shall safeguard all titles and shall be responsible for completing the title-transfer process with each buyer in accordance with applicable laws and Indiana Bureau of Motor Vehicles requirements. The Contractor shall promptly notify IDOA Fleet Services of any lost, damaged, or missing title.

The Contractor shall notify all prospective and successful buyers that all communications regarding sale items must occur between the Contractor and the buyer, both before and after the auction. Buyers shall not contact IDOA/State agency. The Contractor will serve as the primary point of contact for all questions, complaints, disputes, payment matters, removal issues, and title related concerns.

Contractor shall provide the following:

-Auction ring men to assist auctioneers with taking bids during the bid calling -Auction clerks to assist auctioneers with record keeping during the auction.

-Clerks to register bidders, collect proceeds, and complete bills of sale and transfer forms during the auction.

-Notary publics to notarize forms that are required to transfer titles to retail buyers during the auction.

-Unless otherwise approved, the contractor will be responsible for the location and transportation of all auction items.

-An invoice is to be submitted to the State prior to the auction for marketing, merchandising, and preparation of the auctions. This invoice must be broken down as outlined within the cost proposal for this RFP. All administrative fees must be broken out, no lump sum costs will be paid.

-Upon completion of the auction, the contractor will submit an invoice for the remainder of any commission due. This is to occur within 48 hours of the auction ending.

f. INDEPENDENT VALIDATION AND VERIFICATION

If the State decides to add Independent Verification & Validation (IV&V) services as part of This Contract, the Contractor will copy the Indiana Dpt of Administration (IDOA).

IV&V Team member(s) on all project related communications (emails, meeting invites, Collaboration tools, etc. If IDOA elects to deploy IV&V services in connection with this Engagement, the IV&V team will review and assess all deliverables to determine compliance With the States requirements set forth in the Contract including the Statement of Work.

For Contracts entered, renewed, or amended after June 30, 2026, the IV&V team Shall serve as an approving authority, and no payment shall be issued to the vendor unless And until IV&V has provided such approval.

g. COMPLIANCE REQUIREMENTS The State expects that all appliable licenses/certifications are held by the contractor(s) awarded the contract.

h. KEY PERFORMANCE INDICATORS

The State will use Key Performance Indicators (KPIs) to measure performance and Outcomes of the contract. The specific KPI’s and their targets will be defined and Agreed upon by the State and the Contractor during the initial phases of the Requirements under the Contract. At a minimum, on time delivery at quality Standards of the scope provided within the budget set forth in the Contract will Be measured. Additionally, the State will collect a modified Net Promoter Score from Customers to this Contract in its discretion. Low ratings on the modified Net Promoter Score or failure to meet any other KPI’s may be deemed, at the discretion Of the State, to constitute default under the Contract.