Auctioneer_Services_(Addendum_#1_Revision).pdf

Auctioneer Services

REQUEST FOR INFORMATION

Monday, April 1, 2024

City of Pasadena Department of Finance, Purchasing Division

Monday, April 1, 2024

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena is engaged in an RFI for contractors to provide information on auctioneering services. The City of Pasadena Purchasing Division is responsible for the disposal of City-owned equipment that has become surplus to its needs. Once material or equipment (all types) is identified as surplus, it is collected from the various City sites by city employees and transported to a central location for pick-up by an auctioneer. The City aims to gather information to help inform next steps for selecting an auctioneer for its salvage program.

Background

The City of Pasadena is an ethnically diverse community that is home to approximately 141,029 people.

Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the

San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years. There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

The City has 17 departments, and three operating companies. The City averages over $130,000 in public auction sales per year. Included in this average is an light duty vehicles, trailers, furniture, laboratory equipment, and heavy duty vehicles, and other miscellaneous equipment sent to auction each year.

These numbers are estimates and the actual quantity vary.

Timeline

Release Project Date April 1, 2024

Question Submission Deadline April 10, 2024, 2:00pm

Proposal Submission Deadline April 17, 2024, 2:00pm

Monday, April 1, 2024

Scope of RFI

RFI Purpose

This RFI seeks to obtain detailed information about auctioneering and all related services including:

transportation, storage, remarketing surplus vehicles, miscellaneous equipment, furniture supplies, and collection of revenue and payment to the City of Pasadena.

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Antonio Watson, Department of Finance, Purchasing Division for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A

RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

Submittal Instructions

Training Resources for Vendors:

Videos:

Instructions for the new eProcurement System: The following link https://opengov.my.site.com/support/s/topic/0TO8X000000Mhi0WAC/vendor-guides will include video instructions for using the new system.

All Video Guides: OpenGov Procurement Vendor Training

A. New Supplier Account

B. Subscribing

C. Updating Profile

D. Network

E. Following

F. Bid Submission

G. Q and A

H. Addenda

I. Notifications

J. Support https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/topic/0TO8X000000Mhi0WAC/vendor-guides https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Monday, April 1, 2024

Screen Shots:

A. Submit a Bid or Proposal

B. How to Submit a Question

C. Surety 2000

D. How to Edit or Withdraw your Proposal after it's been Submitted

E. Updating Your Company Designation on a Solicitation

F. Viewing Bid Results

G. Vendor Selection of Category Codes

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 2:00 pm, Wednesday, April 17, 2024. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 2:00 pm on Wednesday, April 17, 2024.

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Auctioneer

Services." Project ID: 2024-RFI-0197. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda

Confirmation" where Bidders or Proposers must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Wednesday, April 10, 2024, prior to 2:00 pm.

https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1a0fa711-2c5e-4b30-ba3a-3f4f2b359436 https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/88193?section=undefined https://procurement.opengov.com/portal/pasadena

Monday, April 1, 2024

Questions regarding this solicitation should be submitted directly through the City's eProcurement

Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/88193

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 2:00 pm on Wednesday, April 17, 2024.

https://procurement.opengov.com/portal/pasadena/projects/88193

Monday, April 1, 2024

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

A. Open File Explorer, and find the zipped folder.

B. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

C. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portalhosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5am - 5pm PST, except statutory holidays-- response time is typically less than ten minutes.

RFI Questions

Please describe Your Company Experience?

Does your company posses an active Auctioneer’s license, and an association with CSAA

(California State Auctioneers Association), SCAA (Southern California Auctioneer

Association), or NAA (National Auctioneers Association)?*

☐ Yes

☐ No

*Response required https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

Monday, April 1, 2024

When equals "No"

Please explain/list the licenses or associations you do have.*

*Response required

Does your company have the ability to track, maintain, and submit reports (live spreadsheets), for statistical reporting requirements including but not limited to the buyers name and contact information; sale price; dates of transactions; and items sold?*

☐ Yes

☐ No

*Response required

Does your company have the ability to provide complete auction services including:

transportation, storage, of surplus office equipment, vehicles, miscellaneous equipment, furniture supplies?*

☐ Yes

☐ No

*Response required

Does your company have a methodology for maximizing the return of used technology

(copiers; computers; cell phones; devices, etc.)?

Explain the methodology your company uses to collect revenue from buyers, and remit payments to a City.

How many active buyers does your company have registered, and how many have made purchases through your auctions over the past 12 months?

Maximum response length: 200 characters

Do you currently use an online auctioneer service for all auctions?

☐ Yes

☐ No

Attach any additional information you believe is relevant to this RFI