Auctioneer_Services_for_City_Property_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSALS

AUCTIONEER SERVICES FOR CITY PROPERTY

FOR THE

DEPARTMENT OF FINANCE, PURCHASING DIVISION

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Auctioneer Services for City Property Release Date: Wednesday, December 4, 2024

Attachments:

A - Master Services Contract B - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION (27)

C - DISQUALIFICATION_DISCLOSURE (4)

D - CONFLICT_OF_INTEREST (5)

E - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) G - DESIGNATED REPRESENTATIVESdocx

H - RELEVANT EXPERIENCE FORM

J - Insurance_Requirements_-_Auctioneering_2020.1

1. Introduction

1. Summary

The City of Pasadena is soliciting proposals from qualified, experienced firms to provide live auctioneer services at an in person location, and through online services for the sale of surplus property including but not limited to vehicles, office equipment, office furniture, heavy equipment, and other supplies and materials provided periodically by the City; and all other supportive services related to facilitating a public auction as outlined in this RFP.

This RFP is based on requirements prescribed in the Pasadena Municipal Code, and current best practices. Additionally, information was also gathered during a public Request for Information prior to the release of this RFP.

2. Background

The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 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 of Pasadena Purchasing Division is responsible for the disposal of City-owned equipment that has become surplus to its needs. Once material or equipment is identified as surplus, it is collected from the various City sites by city employees from the cities Maintenance Assistance and Services to Homeowners (MASH) Department and transported to a central location (City yard) for pick-up by the Auctioneer.

The City aims to select an Auctioneer which demonstrates the ability to maximize residual values through the means of presentation, advertisements, and other available methods of outreach as well as accommodate the City’s needs pertaining to transportation services and storage of surplus items.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, December 26, 2024, prior to 2:00 pm.

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.

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 mailto:awatson@cityofpasadena.net tel:(626)744-8382

Department:

Department of Finance, Purchasing Division

4. Timeline

Release Project Date December 4, 2024

Pre-Proposal Meeting (Non-Mandatory) December 20, 2024, 10:00am

Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00O GY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/ 0?context=%7b%22Tid%22%3a%2282d9fc00- 2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221ad d4498-be19-41fd-9ca1-5b6d497cac23%22%7d

Meeting ID: 228 188 714 230 Passcode: zN3wN2UY Dial in by phone +1 213-493-7443,,855844690# United States, Los Angeles Phone conference ID: 855 844 690# For organizers: Meeting options | Reset dial-in

PIN

Question Submission Deadline December 26, 2024, 2:00pm

Proposal Submission Deadline January 8, 2025, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWZiNDU3YzktNGE4Yi00OGY3LWEyZjAtOWFlYzEyYTFlYzMx%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%221add4498-be19-41fd-9ca1-5b6d497cac23%22%7d

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Eligibility Requirement

Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:

State of California VEHICLE DEALER LICENSE

3. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 2:00 pm on Wednesday, January 8, 2025.

Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 25 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

Proposals received after the Proposal Deadline may not be accepted by the City.

4. Separation of Technical, and Price Proposals https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795442 https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795450 https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795442

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

Reference SAMPLE PRICE PROPOSAL.

Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

• all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

performance of each and every portion of the work https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795442 https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795450 https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795442

• all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

• all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

• all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

• all other costs needed or incurred to complete the Project.

5. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

6. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795445

3. Scope of Work

1. Overview

The City of Pasadena is seeking proposals from qualified firms to provide full service pickup, transportation, storage, and public auction services for the disposal of surplus property such as:

buses; vehicles; office and computer equipment; furniture; and miscellaneous items as determined by the City described in the Scope of Work. This RFP is based on requirements prescribed in the Pasadena Municipal Code, and current best practices. Additionally, information was also gathered during a public Request for Information prior to the release of this RFP.

Additionally, the City is seeking proposals for all labor, materials, equipment, tools, transportation, and supervision necessary to purchase, load, transport, and remove certain scrap located within the City of Pasadena.

All responses to the subsections listed below must be included in the overall response (Technical Proposal; Pricing Proposal; Forms; Additional Attachments; and other) in response to this RFP. All appropriate and relevant responses will be evaluated and scored within one or more factors included in the Evaluation Criteria.

2. MINIMUM REQUIREMENTS

PROPOSER/AUCTIONEER must provide evidence of the following:

Experience and References. Submit a description of two years of continuous experience providing public auctioneer services, including transportation and storage of property for a governmental agency. Include contact information for the governmental agency(ies) on the Relevant Experience Form. Provide references of two other governmental agencies you have contracted with as a prime, providing the same or similar auctioneer services as requested in this

RFP.

License. Submit a copy of an Active State of California VEHICLE DEALER LICENSE

PROPOSER/AUCTIONEER must provide evidence of compliance with the State of California Department of Motor Vehicles: Vehicle Dealer License. Details for this license requirement including how to obtain a Vehicle Dealer License is included in the link below. Details:

https://www.dmv.ca.gov/portal/vehicle-industry-services/occupational-licensing/occupational-licenses/vehicle-dealer-license/

Auctioneers’ Bond. Submit a copy of the Auctioneer/Proposer's current and valid California Auctioneers’ Bond on file with the California Secretary of State. The PROPOSER/AUCTIONEER must continuously file an auctioneer’s bond with the California Secretary of State.

PROPOSER/AUCTIONEER must provide evidence of compliance with the State of California Civil Code Title 2.95 added by Stats. 1993, Ch. 1170, Sec. 2. Every auctioneer and auction company shall maintain a bond issued by a surety company admitted to do business in this state. The principal sum of the bond shall be twenty thousand dollars ($20,000). A copy of the bond shall be filed with the Secretary of State.

https://procurement.opengov.com/portal/pasadena/projects/88328/document?section=795444 https://www.dmv.ca.gov/portal/vehicle-industry-services/occupational-licensing/occupational-licenses/vehicle-dealer-license/ https://www.dmv.ca.gov/portal/vehicle-industry-services/occupational-licensing/occupational-licenses/vehicle-dealer-license/

State Code:

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=CIV&division=3.&title =2.95.&part=4.&chapter=&article=

California auctioneer bonds are a type of license and permit bond intended to protect the state of California and consumers. Specifically, the bond serves as an auctioneer’s guarantee to conduct auctions or operate an auction company in accordance with the rules established in California’s Civil Code, Division 3, Part 4, Title 2.95.

FORM: https://bpd.cdn.sos.ca.gov/sf/forms/sf-sb-455.pdf

3. General Auction

PROPOSER/AUCTIONEER propose a solution to their ability to receive and sell various types of merchandise ranging from small office items to automobiles and heavy equipment. Sales of surplus property will be made only to the highest responsible bidder. The proceeds from all sales will be collected in the form of cash, cashier’s check, or money order. Describe all tools, equipment apparatus, facilities, transportation, labor and materials necessary to provide the auction services. Auctions must comply with all provisions of the Bulk Sales Laws and laws and licenses and permits, payment of all fees and expenses thereof, and publicizing of sales. All auctions must be open to the general public, and there shall be no fee charged for participation as a potential buyer.

PROPOSER/AUCTIONEER shall have a procedure to handle non-payment from buyers in order to minimize the number of buyers who renege on awarded auctions. PROPOSER/AUCTIONEER must have the ability to remit applicable sales taxes on sales to the State of California and follow other applicable tax laws, including validating and maintaining reseller’s permits from bidders. Unless otherwise directed by the City, all unsold property shall be rescheduled to the next available auction at no additional cost to the City.

Supply all necessary personnel and computer hardware/software and facilities such as offices and office equipment necessary to perform online/internet auctions.

Prepare and present to the new owner the necessary documentation to transfer ownership or title, including DMV forms. The DMV forms for the transfer of ownership shall include the surrender of exempt license plates and Form 126 (Notice of Sale or Transfer). The City will provide the signed certificate of ownership. As requested by the City and in compliance with California State Laws, PROPOSER/AUCTIONEER shall arrange for smog certificate or statement that vehicle does not meet smog requirements prior to sale. Fees for such services shall be deducted from the auction proceeds.

PROPOSER/AUCTIONEER must engage in an Internet advertising and marketing campaign in advance of each auction. These shall include descriptions and photographs of featured items to be auctioned. Provide a detailed summary statement to the City accompanied by the payment of those gross proceeds of sale to the City no later than ten (10) working days after auction date.

Summary statement shall include the final auction results, sale price, name and address of purchaser, detailed accounting for other fees, and authorized expenses.

The City reserves the right to set a minimum selling price on certain items, as required.

https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=CIV&division=3.&title=2.95.&part=4.&chapter=&article= https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=CIV&division=3.&title=2.95.&part=4.&chapter=&article= https://bpd.cdn.sos.ca.gov/sf/forms/sf-sb-455.pdf

PROPOSER/AUCTIONEER shall be responsible for all aspects of conducting the auction not otherwise described above, including:

A. Registration of Buyers: Unless the parties agree otherwise, the Auctioneer will be responsible for registering prospective buyers.

B. Marketing: the Auctioneer will be responsible for summarizing each sale in a written communication that is to be distributed to prospective buyers.

C. The Auctioneer shall be responsible for all aspects of conducting the auction not otherwise described in this RFP, including:

1. Coordination of site visits for interested buyers;

2. Receiving/Taking bids;

3. Documenting bids;

4. Processing payments/disbursements to the City; and

5. Maximize the value of all city property at the time of sale.

If a subcontractor is being used in any part of the services in this RFP, the Auctioneer/Proposer must clearly and completely describe how the Auctioneer/Proposer will subcontract said services to be performed. In addition, the Auctioneer/Proposer must describe how they will satisfy this service if the subcontractor becomes unavailable.

4. Experience

Describe your experience addressing the parameters below. The Auctioneer/Proposer must describe the following in their proposal:

A. Ability to maintain submit files, reports, and records to meet statistical reporting requirements including but not limited to the buyers name and contact information; sale price; dates of transactions; and items sold.

B. Have the administrative and fiscal capability to provide and manage the proposed services and to ensure adequate record keeping for audits.

C. Have at least two years of continuous experience providing auctioneer services and conducting public auctions for a public agency.

D. Provide references of a minimum of two other governmental agencies you have contracted with, providing the same/or similar services as requested in this RFP.

E. Have experience working directly with the State of California DMV for replacing vehicle titles.

F. Resume of key staff, their proposed areas of responsibility, a brief description of their professional qualifications and experience in those areas, and registration numbers.

5. Staffing

Propose and assign a sufficient number of employees to perform the required services.

PROPOSER/AUCTIONEER is responsible for providing training and supervision of the personnel assigned to perform services under the contract.

Assign a contract manager, and a designated alternate, to act as a liaison for the PROPOSER/AUCTIONEER . The contract manager and designated alternate shall have full authority to act on behalf of the PROPOSER/AUCTIONEER in all matters related to the daily operation of the contract. PROPOSER/AUCTIONEER shall ensure a high standard of conduct by its personnel, including compliance at all times with any applicable State and Federal regulations related to auctions and the specific requirements of the contract.

6. Facility

Describe the location(s) as it relates to providing the Services requested in this RFP. At a minimum, the Auctioneer/Proposer shall: Describe the facilities and provide the specific address of the location(s) where surplus property will be taken, and a specific address where auctions will be conducted.

The City may require quarterly site visits before, during, and following an auction to ascertain whether the auction meets the requirements outlined in this RFP.

7. VEHICLES

PROPOSER/AUCTIONEER shall have a computer terminal that is connected to the Department of Motor Vehicles (DMV) database with access to check registration, Vehicle Identification Number (VIN), and provide DMV title search, as required.

PROPOSER/AUCTIONEER shall remove decals, logos, numbers, lettering and any other identification on vehicles and miscellaneous items as necessary and paint area as required so that there are no identifiable markings as City property.

PROPOSER/AUCTIONEER will transport all vehicles and equipment to a permanent auctioneer lot that will remain secured while in possession of City property. The lot must be secured, fenced, or enclosed.

Vehicles and other heavy equipment may be located at various facilities within the City of Pasadena.

PROPOSER/AUCTIONEER will notify the DMV of the sale of the vehicle within ten (15) calendar days.

PROPOSER/AUCTIONEER will act on behalf of the City for the sole purpose of completing necessary title(s) replacing through the State of California Department of Motor Vehicles, sales contract(s), and all other related transactions. Heavy equipment or Vehicles that require a title may be stored up to four months after which time if a title is not provided, the PROPOSER/AUCTIONEER can request replacement title(s) from the State of California DMV on behalf of the City of Pasadena.

PROPOSER/AUCTIONEER shall furnish the successful bidder at the point of sale with the following items if applicable:

• Bill of sale

• Title (Pink Slip)

• Smog Certificate

Any governmental fees incurred in connection of transferring title of surplus vehicles and equipment shall be paid by the buyer.

8. Former Police Evidence

Proposer/Auctioneer to provide a plan for evidence taken by the Pasadena Police Department that has become City property. Proposer/Auctioneer must conduct efficient and transparent auctions in accordance with all relevant standards and regulations for evidence that has become City property. The selected vendor will be responsible for conducting pick ups, storage of various types of evidence items, ensuring the highest level of professionalism and integrity throughout the process. The selected vendor will be responsible for conducting pick ups, storage of various types of evidence items that have become City property, ensuring the highest level of professionalism and integrity throughout the process.

9. PICK UP, TRANSPORTATION, AND STORAGE

The PROPOSER/AUCTIONEER must propose a solution to the following. The PROPOSER/AUCTIONEER must provide a collection container or storage container to remain on-site at a central City location determined by the City. As requested by the City, PROPOSER/AUCTIONEER shall arrange for the transportation of all surplus property from the City’s property to the PROPOSER/AUCTIONEER’s auction facility. Licensed and insured sub-contractors may provide such transportation if the licenses and proof of insurance are provided to the City and approved by The City’s Risk Management. PROPOSER/AUCTIONEER shall pick up and transport all property to be sold in public auction. PROPOSER/AUCTIONEER shall be responsible for the safe transportation and the secure storage of all City property released for auction. PROPOSER/AUCTIONEER shall be responsible for any loss or damage to property during and after transport of City property to auction site. Describe the procedures for all of services detailed in this RFP including but not limited to: scheduling pickups and transporting property;

accepting and preparing items for auction; conducting auctions; processing sales and remitting full sale amounts to the City;

All items must be picked up from the City no less than monthly or upon request by the City. The pick up and transportation of a collection container shall take place no less than monthly.

However, when a collection container has reached capacity, the PROPOSER/AUCTIONEER must be able to transport a container when requested no later than 24 hours of the written request. It is estimated that the city will have 24 total pick ups of collection containers per year. In addition, the City will have multiple sites within the City of Pasadena that may require pick ups.

Receive and protect all property consigned for disposal. The storage of property at the PROPOSER/AUCTIONEER’s auction facility shall be provided at no cost to the City.

PROPOSER/AUCTIONEERS storage facility must comply with all current ADA, EPA, City and County code requirements. PROPOSER/AUCTIONEERS facility must be secured and monitored.

PROPOSER/AUCTIONEER accepts all liability and responsibility for City Property once it has been removed from City property by approved means. The PROPOSER/AUCTIONEER must provide fair market value if items are lost, stolen or damaged while in their possession.

PROPOSER/AUCTIONEER must specify the type of equipment the Auctioneer/Proposer will utilize in providing the Services (e.g. towing, hauling equipment, forklifts, pallets, etc.).

PROPOSER/AUCTIONEER shall ensure that all property is available for public inspection preceding the auction sale date. PROPOSER/AUCTIONEER’s personnel and security employees will supervise the inspection period. Vehicles shall be washed prior to inspection days and again immediately before the auction sale.

When requested in writing by the City of Pasadena, Purchasing Division:

PROPOSER/AUCTIONEER shall arrange for property repair. The PROPOSER/AUCTIONEER will obtain price quotes, and upon receipt of written authorization to proceed with repairs from the City of Pasadena, Purchasing Division, shall have the necessary services performed. The fees for such services shall be deducted from the proceeds resulting from the sale of the specific item for which the repairs were rendered. The City may review equipment and vehicles after repair has been completed to confirm they are acceptable to be auctioned. The selected PROPOSER/AUCTIONEER will be required to fix or correct the work done under this requirement if the City determines the property is not yet ready for auction.

Transport service must include loading and unloading of materials and equipment (not already loaded on truck by City staff).

Once the surplus property has been removed from City property, it will become the responsibility of the PROPOSER/AUCTIONEER to provide the security, insurance and proper licenses for transportation and storage of the items until they are sold and ownership legally transferred to the bidder.

Any transportation fees will be deducted from the PROPOSER/AUCTIONEERS auction Proceeds and shall not be deducted from the Total Sales /Net Settlement of the items.

As requested by the City, PROPOSER/AUCTIONEER shall remove all City seals and logos from all property to be sold at auction prior to the inspection period and auction date. When requested by the City, the City may reserve the right to review equipment and vehicles after City seals and logos have been removed to confirm they are acceptable to be auctioned. The selected PROPOSER/AUCTIONEER may be required to fix or correct the work done under this requirement if the City determines the property is not yet ready for auction.

As requested by the City, PROPOSER/AUCTIONEER will have the ability to have staff on-site at the City to assist in the preparation of items for auction.

Property too Difficult to Transport

For property too difficult or heavy to transport, large or difficult to transport items, those with a fixed or semi-fixed location, or any other items deemed less economically feasible to sell off-site, the Vendor must be able to conduct the follow process:

• City and Vendor coordinating inspection of item(s) prior to auction.

• Vendor may use photographs or other means to display items including a detailed description of the item and its location.

10. Buyers

PROPOSER/AUCTIONEER must provide a report of the total number of active online and in-person buyers upon request. PROPOSER/AUCTIONEER must propose a solution for providing access to an electronic (live spreadsheet) list of buyers that have participated on bids for the City's property with full contact information including full name; full mailing address; email; and phone number. PROPOSER/AUCTIONEER must include this item in a demonstration meeting if invited.

11. ONLINE AUCTIONING

Describe a solution for including online buyers for City property to be auctioned.

Describe a solution for real-time bidding at any time until the auction closes. Describe how the website will be accessible by potential buyers with minimal information user friendly and provide a help desk for both bidders and the City.

PROPOSER/AUCTIONEER website must be customizable and allow self-administration; for example, the ability to add the City’s logo and link to the City’s web based database. PROPOSER’s website will be secure to protect the buyer information. PROPOSER/AUCTIONEER will provide website upgrades as necessary at no additional cost and will notify the City of any upgrades in advance.

PROPOSER/AUCTIONEER will have the ability to provide e-mail notifications to bidders and the City, such notifications should also be customizable by the City. E-mail notifications should be provided for the following circumstances: confirmation that bid(s) were received; notification that the bidder has been out-bid; and awarded auction notification with payment instructions.

PROPOSER/AUCTIONEER shall provide at least 10 administrative users, with three initial trainings to City staff to use the auction site at no additional charge to the City, and one training per year thereafter. The users must have the ability to run reports as described in the Tracking and Reporting section of this scope of work, and monitor auctions in real time.

PROPOSER/AUCTIONEER must include this item in a demonstration meeting if invited. A response to this section must be included in the technical proposal submitted in response to this

RFP.

12. Information Technology Related Equipment:

Propose and Describe the specific services that will maximize the return of information technology (IT) equipment and supplies. At a minimum, the Auctioneer/Proposer shall:

A. Describe the procedures for marketing and auctioning IT related equipment including but not limited to: computers; phones; laptops, monitors, servers; electronic tablets; copiers;

printers; faxes; and other electronic devices.

B. Describe how IT related equipment or parts may be grouped and sold differently to gain the most value in the marketplace.

13. Tracking and Reporting

Provide a detailed summary statement to the City accompanied by the payment of those gross proceeds of sale to the City no later than ten (10) working days after auction date. Summary statement shall include the final auction results, sale price, name and address of purchaser/buyer, detailed accounting for other fees, and authorized expenses.

Auctioneer/Proposer must propose or provide:

A. Solution(s) for and demonstration of the ability to provide live electronic spreadsheets of auction statuses, sales made, and pending sales. Sample spreadsheet must be included with proposal.

B. Solution(s) to and demonstration of the ability to provide a web based environment for users to extract electronic spreadsheet reports.

C. Solution(s) for and demonstration of the ability to develop special or adhoc reports as needed.

D. Solution(s) for digital recording of entire auction sales, and how to provide copy of recording upon request by the City.

E. An electronic file of active bidders, and buyers along with complete contact information (email; phone; mailing address; and name) of the City's property upon request.

F. Solution(s) to a report of auction result within 15 business days of the close of the auction.

G. Solution(s) to tracking and reporting of all auctioning activity.

The report should be delivered by email to the Purchasing Administrator of the City; and awatson@cityofpasadena.net or a specified

Sample Electronic Report: PROPOSER/AUCTIONEER must provide temporary access to, and demonstrate a fully functional online reporting tool of it's reports during the evaluation period.

In addition, a sample report must be submitted with their proposal. The sample report should comply with the elements of this Tracking and Reporting section. PROPOSER/AUCTIONEER must include this item in a demonstration meeting if invited.

14. Marketing and Advertising

PROPOSER/AUCTIONEER shall engage in a comprehensive advertising and marketing campaign in advance of each auction to an active bidder base in Southern California. Provide an embedded code to be included on the City's website for a current list items being advertised for auction. An overview of the marketing plan shall be submitted with the PROPOSER/AUCTIONEER proposal;

including samples of ads, e-mail brochures, and other media.

Said campaign must include: Monthly printed advertisement in newspapers in the surrounding metropolitan areas indicating the date, time, and location of the forthcoming auction at least five days prior to the auction. Advertisements in an adjudicated newspaper in the City of Pasadena. Advertisements in an online publication on the PROPOSER/AUCTIONEER website to which the City of Pasadena will establish an electronic web link. Proof of advertisements shall be provided to the City upon request.

PROPOSER/AUCTIONEER must describe a solution for the following:

A. Printing and distributing fliers and brochures, and advertisements in trade journals when appropriate.

B. Provide an embedded code to be included on the City's website for a current list items being advertised for auction.

C. Internet advertising and marketing in advance of each auction including descriptions and photographs of featured items to be auctioned.

D. Other marketing websites used to market surplus and public auctions in general.

E. Online-tools, phone or device applications used for marketing public auctions in general or unique property not considered a common consumer item.

15. Cost Proposal (Commission Rate)

The City must receive no less than the grand total amount bid (offered) by a buyer for property auctioned. The PROPOSER/AUCTIONEER can charge a "Commission Rate" to the buyer. Describe a solution for maintenance of all auction records and the chronology of the bidding for all auction items. All property provided are on an “as is” basis.

The City of Pasadena averages $130,000 in public auction sales per year. Included in this average total is an average of 30 light duty vehicles, or trailers, or heavy duty vehicles sent to auction.

These numbers are estimates and the actual quantity will vary. This is the dollar value that will be used as a baseline for the purpose of price evaluation. As such, each PROPOSER/AUCTIONEER must submit a Commission Rate in the form of a percentage to calculate the Grand Total price.

The price proposal information must comply with the submission requirements set forth below AND in this RFP:

A. Provide the PROPOSER/AUCTIONEER commission rate which must include all ancillary processing fees associated with facilitating a public auction of all city-owned property submitted for auction, and for providing the Services outlined in this RFP. This pricing must be included in the Commission Rate in the Sample Pricing Proposal. The Commission Rate percentage will be used to calculate the Total Price in the Cost Proposal.

B. The Commission Rate percentage must be maintained for all city property sold in auction for the lifecycle of the contract and any subsequent extensions.

C. The PROPOSER/AUCTIONEER proposed Commission Rate is binding and will be incorporated into the Contract between the City and the successful

PROPOSER/AUCTIONEER.

D. Costs for the initiation, completion or any services required in this RFP are entirely the responsibility of the PROPOSER/AUCTIONEER , and shall not be reimbursed in any manner by the City.

16. Collection of Revenue and payment to the City

PROPOSER/AUCTIONEER shall have the ability to remit applicable sales taxes on sales to the State of California and follow other applicable tax laws, including validating and maintaining reseller’s permits from bidders. Describe the forms of payment to be accepted from buyers on auction day.

The PROPOSER/AUCTIONEER will send commission payments through Electric Fund Transfer or ACH payment. Confirmation of payments must be sent to email address to treasury_wireinfo@cityofpasadena.net. Prior to contract award, the PROPOSER/AUCTIONEER will be required to provide any necessary forms to establish the setup for Electric Fund Transfer, or ACH payments.

A commission payment report with a cover letter for net-auction-proceeds and an auction report will be delivered via email (if available) to the City within 30 business days after each auction.

The commission payment report should be delivered by e-mail to:

• awatson@cityofpasadena.net;

• ealvarez@cityofpasadena.net

17. Product Demonstration and Proposal Clarification Meeting

Based on review of the proposals that best satisfy the Scope of Work in this RFP, Vendors will be selected to participate in a Product Demonstration and Proposal Clarification Meeting to answer questions about all elements of their proposal. In addition, there will be a product demonstration of key components including but not limited to: Online Auctioning services; and the Tracking and Reporting abilities. The demonstration will afford the Vendors an opportunity to present the key personnel assigned, discuss their qualifications. The overall meeting should be no longer than 90 minutes (30 minutes for questions; and 60 minutes for the demonstration).

In addition, we are requesting that an auction is demonstrated from a buyer, and an admin’s point of view:

• City of Pasadena (Admins);

• Buyer (Public) mailto:ealvarez@cityofpasadena.net

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://procurement.opengov.com/governments/portal/pasadena/projects/88328/document?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

https://invoice.cityofpasadena.net/PortalGuide.pdf

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

11. PAYMENT OF A CITY-WIDE MINIMUM WAGE

If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code.