Auctioneering_Services.pdf

INFORMAL QUOTATIONS

2025-003Q

AUCTIONEERING SERVICES

City of Edinburg

415 W. University Drive

Edinburg, TX 78541

RELEASE DATE: June 12, 2025

DEADLINE FOR QUESTIONS: June 17, 2025

RESPONSE DEADLINE: June 20, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofedinburg https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Edinburg

INFORMAL QUOTATIONS

Auctioneering Services

I. Introduction II. Legal Notice

III. Instructions, Terms and Conditions IV. Specifications V. Vendor Questionnaire

VI. Pricing Proposal

Attachments:

A - Sample Agreement

B - Rules for Electronic Bidding

Informal Quotations #2025-003Q Title: Auctioneering Services

1. Introduction

1.1. Summary

The City of Edinburg is seeking sealed quotes for auctioneering services for fiscal year 2024-2025.

1.2. Contact Information

Andres Villalpando

Purchasing Specialist I

415 W. University Dr.

Edinburg, TX 78539

Email: avillalpando@cityofedinburg.com

Phone: (956) 388-8974

Department:

Finance

Department Head:

Ascencion Alonzo

Finance Director

1.3. Timeline

Release Project Date June 12, 2025

Question Submission Deadline June 17, 2025, 5:00pm

Proposal Submission Deadline June 20, 2025, 3:00pm mailto:avillalpando@cityofedinburg.com tel:(956)388-8974

2. Legal Notice

2.1. Notice to Bidders

The City of Edinburg is soliciting electronic informal price quotations from qualified vendors for the Auctioneering Services.

Informal price quotations should be submitted electronically.

3:00 pm, Friday, June 20, 2025.

All informal price quotations should be received electronically by the deadline shown above. Quotations received after the deadline will not be considered for the award of the contract and shall be considered void and unacceptable.

To obtain a copy of the Invitation to Bid or submit an electronic bid please visit:

https://procurement.opengov.com/portal/cityofedinburg

Submit Bids To:

Submit Informal Price Quotations Electronically via:

https://procurement.opengov.com/portal/cityofedinburg

If you have any questions or require additional information regarding this Informal Price quotation, you may contact Veronica Gutierrez, Purchasing Specialist II, please submit your questions via OpenGov at the website listed above no later than 5:00 pm Tuesday, June 17, 2025.

The City of Edinburg reserves the right to refuse and reject any or all price quotations and to waive any or all formalities or technicalities and to accept the price quotation deemed most advantageous to the

City.

https://procurement.opengov.com/portal/cityofedinburg

3. Instructions, Terms and Conditions

3.1. Instructions to Bidders

The City of Edinburg will receive Informal Price Quotations for the services described in this Invitation.

PURPOSE

The purpose of these specifications/requirements and bidding documents is for the purchase of

Auctioneering Services for the City of Edinburg.

The SERVICES to be furnished under this Price Quotation shall be as specified in these documents. All specifications/requirements shown are minimum. There is no intention to disqualify any bidder who can meet these specifications/requirements.

Submit Informal Price Quotations Electronically via:https://procurement.opengov.com/portal/cityofedinburg

PREPARATION OF PRICE QUOTATIONS

PRICE QUOTATIONS MUST give full firm name and address of bidder, and be manually or electronically signed. Failure to do so will disqualify your price quotation. The person signing the price quotation must show the title or AUTHORITY TO BIND HIS/HER FIRM IN A CONTRACT. The firm name and authorized signature must appear on each page that calls for this information. The legal status of the

Respondent/Bidder whether corporation, partnership, or individual, shall also be stated in the price quotation. A corporation shall execute the bid by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership

Respondent/Bidder shall give the full names and addresses of all partners. All partners shall execute the quote submittal. Partnership and Individual Respondent/Bidder shall state in the bid the names and addresses of all persons with a vested interest therein. The place of residence of each

Respondent/Bidder, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature.

DEVIATION FROM SPECIFICATION

Please read your specifications/requirements thoroughly and be sure that the SERVICES offered comply with all specifications/requirements. Any variation from the specifications/requirements must be clearly indicated by letter attached to your bid referencing variations on a point-by-point basis. If no exceptions are noted, and you are the successful bidder, it will be required that the SERVICES be provided as specified.

ALTERATIONS/AMENDMENTS

Price Quotations CANNOT be altered or amended after opening time. Alterations made before opening time must be initialed by bidder guaranteeing authenticity. No bid may be withdrawn after opening time without acceptable reason in writing and only after approval by the City of Edinburg.

SALES TAX

State sales tax must not be included in the price quotation.

SUBSTITUTIONS

No substitutions or cancellations will be permitted without written approval of City of Edinburg.

NO PRICE QUOTATION RESPONSE

If unable to submit a price quotation, bidder should return inquiry giving reasons.

EXCEPTIONS

Any additions, deletions, or variations from the following specifications/requirements must be noted.

The bidder shall attach to his/her quote sheet a list of any exceptions to the specifications/requirements if unable to do so, on the specification sheet.

BRAND OR MANUFACTURER REFERENCE

Unless otherwise specified, any catalog or manufacturer’s reference or brand name used in describing an item is merely descriptive, and not restrictive, and is used only to indicate type and style of product desired. Bids on alternate brands will be considered if they meet specification requirements. If a bidder quotes on equipment other than the one(s) specified in the bid, sufficient specifications and descriptive

(pictured literature) data must accompany same to permit thorough evaluation. In the absence of these qualifications, he/she will be expected to furnish the product called for.

DELIVERY

Number of days required to deliver SERVICES after receiving order must be stated in the price quotation.

Failure to so state will obligate bidder to complete service delivery within ONE day.

DELAY IN SERVICE DELIVERY

When delay can be foreseen, Bidder shall give prior notice to City of Edinburg. Bidder must keep City of

Edinburg advised at all times of status of order. Default in promised service delivery (without acceptable reasons) or failure to meet specifications/requirements, authorizes the City of Edinburg to purchase such SERVICES elsewhere and charge increase in cost to defaulting vendor. Acceptable reasons for delayed delivery are as follows: Acts of God (floods, tornadoes, hurricanes, etc.), acts of government, fire, strikes, war; Actions beyond the control of the successful bidder.

SERVICE DELIVERED PRICING

Price Quotations in units of quantity specified - extend and show total. In the event of discrepancies in extension, unit prices will govern. Price Quotations subject to unlimited price increases will not be considered.

RIGHT TO REJECT/AWARD

The City of Edinburg reserves the right to refuse and reject any or all Price Quotations, and to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best and most advantageous to the City of Edinburg.

MULTIPLE VENDOR CONTRACTS

Bidders are advised that the City of Edinburg may award Service Contracts to multiple vendors based on low bid per item basis. All items specified on the “Bid Form” must reflect the individual unit prices. The

City of Edinburg reserves the right to award all items individually or in any combination thereof.

INDEMNIFICATION CLAUSE

The Bidder agrees to indemnify and save harmless the City, from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request of the Purchasing

Agent, as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products or processes are used.

ADDENDA

Bidder shall carefully examine the bid forms, specifications/requirements, and instructions to Bidders.

Should the bidder find discrepancies in, or omissions from bid forms, specifications/requirements, or other documents, or should he/she be in doubt as to their meaning, he/she should at once request an interpretation via the OpenGov portal: https://procurement.opengov.com/portal/cityofedinburg to obtain clarification by addendum prior to submitting any bid. Explanations, interpretations, and supplemental instructions shall be in the form of written Addenda which shall become a part of the

Contract documents. Said Addenda shall be available through the e-procurement portal and e-mailed to all prospective Bidders. All Addenda issued in respect to this project shall be considered official changes to the original bid documents. Verbal statements in response to inquiries and/or requests for explanations shall not be authoritative nor binding. It shall be the Bidder(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, Bidders are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their Bid Submittal. Bidder(s) signature on Addenda shall be interpreted as the bidder’s “recognition and compliance to” official changes as outlined by the City of Edinburg and as such are made part of the original solicitation documents. Failure of any bidder to receive any such addendum or interpretation shall not relieve such Bidder from its terms and requirements. The City may issue a written addendum no later than five calendar days prior to the date bids must be received. Addendums are available online at https://procurement.opengov.com/portal/cityofedinburg

PAYMENT

The City of Edinburg will execute payment by mail in accordance with the State of Texas Pay Law after

SERVICES have been provided and invoiced. No other method of payment will be considered.

SYNONYM

Where in this bid package ITEMS OR SERVICES is used, its meaning shall refer to the Auctioneering

Servicesas specified.

ASSIGNMENT

Neither the Bidder’s contract nor payment due to an awarded vendor may be assigned to a third party without the written approval of the Purchasing Department for the City of Edinburg.

BIDDER’S EMPLOYEES

Neither the Bidder nor his/her employees engaged in fulfilling the terms and conditions of this Purchase

Contract shall be considered employees of the City. The method and manner of performance of such undertakings shall be under the exclusive control of the vendor on contract. The City shall have the right of inspection of said undertakings at any time.

INTERPRETATIONS

Any questions concerning the conditions and/or specifications/requirements with regards to this solicitation for Bids shall be directed to the designated individuals as outlined in the Request for Bids.

Such interpretations, which may affect the eventual outcome of this request for Bids, shall be furnished in writing to all prospective Bidders via Addendum. No interpretation shall be considered binding unless provided in writing by the City of Edinburg in accordance with paragraph entitled “Addenda”.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful Bidder to comply with all applicable State & Federal laws, Executive Orders and Municipal Ordinances, and the Rules and Regulations of all authorities having jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and that they will be deemed to be included in the contract as though written out in full in the contract documents. (To include issues related to health, environmental, and safety to name a few.)

RIGHT TO WAIVE

City of Edinburg reserves the right to waive or take exception to any part of these specifications/requirements when in the best interest of the City of Edinburg.

COOPERATIVE PRICING

Bidders are advised that in addition to responding to our “local” solicitation for bids/Bids with Dealer pricing, vendors/contractors are encouraged to provide pricing on the below referenced items/products/services based on BuyBoard, TX-MAS, H-GAC and/or any other State of Texas recognized and approved cooperative which has complied with the bidding requirements for the State of Texas. If bidding other than or in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a cooperative contract. Any and all applicable fees must be included. All cooperative pricing must be submitted on or before bid opening date and hour.

PREPARATION OF INFORMAL PRICE QUOTATION

The City of Edinburg shall not be held liable for any costs incurred by any bidder for work performed in the preparation of and production of a bid or for any work performed prior to execution of contract.

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the bidder should be clearly noted on the pages where confidential information is contained; however, the City cannot guarantee that it will not be compelled to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the bidder may not be considered confidential under Texas Law, or pursuant to a

Court order.

VERBAL THREATS

Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of item/material/services for whatever reason and/or reasons shall be considered a breach of contract and the City will immediately sever the contract with the Vendor on contract.

MATHEMATICAL ERRORS

In the event that mathematical errors exist in any bid unit prices/rates will govern.

AUDIT

The City of Edinburg reserves the right to audit the vendor’s books and records relating to the performance of this contract. The City of Edinburg, at its own expense, shall have the right at all reasonable times during normal business hours and upon at least twenty-four (24) hours’ advance notice, to audit, to examine, and to make copies of or extracts from the books of account and records maintained by the vendor(s) with respect to the Supply/Service and/or Purchase Contract. If such audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be provided to the vendor and the amount of overpayment shall be promptly reimbursed by vendor to the City. In the event any such overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month from the date of such notice until paid.

PAST PERFORMANCE

Vendor’s past performance shall be taken into consideration in the evaluation and award of Service

Contract for the Purchase of SERVICES.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the

State of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo

County, Texas.

VENUE

The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Hidalgo County, Texas.

CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS

The City may give local vendors, whose principal place of business is located within the City of Edinburg, and whose bid is within five percent (5%) of the lowest bid price preference as allowed by Section

271.9051 of the Local Government Code.

AWARD

For purposes of this project, award will be contingent on approval of budget.

CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS

The City may give local vendors, whose principal place of business is located within the City of Edinburg, and whose bid is within five percent (5%) of the lowest bid price preference as allowed by Section

271.9051 of the Local Government Code.

SPECIAL CIRCUMSTANCES

In the event that the City of Edinburg has an immediate need for a particular service(s) that is/are on contract and the successful vendor on contract is not able to meet the special service delivery needs of the City of Edinburg, the City of Edinburg reserves the right to purchase such services elsewhere to fulfill its’ immediate need.

TERMINATION OF CONTRACT

The City of Edinburg reserves the right to terminate the contract if, in the opinion of the City of

Edinburg, the successful vendor’s performance is not acceptable, if the City is being repeatedly over charged, improperly charged, no funds are available, or if the City wishes, without cause, to discontinue this contract. Termination will be in written form allowing a 30-day notice. The bidder shall be afforded the same right to terminate this contract in the same manner.

ETHICAL STANDARD

No City official or employee shall have interest in any contract resulting from this bid.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL.

COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS “C”

MISDEMEANOR.

3.2. INSURANCE REQUIREMENTS

Staff may waive insurance requirements for contracts $0 - $4,999.99, including but not limited to contracts for food, materials, supplies, and construction. Workers’ Compensation in amounts which satisfy statutory coverage shall be required for construction projects.

The following insurance requirements will be included in all City contracts of $5,000 - $14,999.99. In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR CODE

§406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Comprehensive General Liability

(City named as additional insured)

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

The following insurance requirements will be included in all City contracts of $15,000 or more.

(1) The successful bidder will be required to carry the following insurance coverage and limits of coverage, as well as list the City as an additional insured to liability coverage as requested by the City. In addition, the successful bidder shall provide the City with evidence of coverage and furnish acceptable proof of payment of insurance premiums.

(2) The successful bidder will be required to secure and/or have insurance coverage in force with an admitted property and casualty insurance company licensed by the State of Texas to conduct business in the State of Texas.

(3) In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR

CODE §406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Employer’s Liability Bodily Injury by Accident:

$100,000 each accident

Bodily Injury by Disease:

$100,000 each employee/$500,000 policy limit

Comprehensive General Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Comprehensive Auto Liability

Bodily Injury $100,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

City’s Protective Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Policies must name the City of Edinburg as an Additional Insured.

Certificates of insurance naming the CITY as an additional insured shall be submitted to the CITY for approval prior to any services being performed by Contractor. Each policy of insurance required hereunder shall extend for a period equivalent to, or longer than the term of the Contract, and any insurer hereunder shall be required to give at least thirty (30) days written notice to the CITY prior to the cancellation of any such coverage on the termination date, or otherwise. This Contract shall be automatically suspended upon the cancellation, or other termination, of any required policy of insurance hereunder, and such suspension shall continue until evidence that adequate replacement coverage is provided to the CITY. If replacement coverage is not provided within thirty (30) days following suspension of the Contract, the Contract shall automatically terminate.

4. Specifications

4.1. Auctioneer Services

The City of Edinburg is requesting proposals for providing auctioneer services on a biannual (at minimum) basis for on-site (Vendor Location) auctions of vehicles and city surplus goods. The City reserves the right to use online auctioneering services for city surplus and Edinburg Police Department

(EPD) evidence items.

The City may require two (2) or more auctions annually. The auction dates will be determined in advance and agreed upon by both the City and the Auctioneer. Auctions will be held during

(January/February) and at fiscal year-end (August/September) of each year on Saturday’s and all dates will be mutually agreed upon by City and Auctioneer.

The City surplus goods and Edinburg Police Department evidence items for sale will vary each year, and may consist of vehicles, heavy equipment, miscellaneous shop equipment, office equipment, furniture etc.

The City has the right to establish a minimum bid on any item or lot and/or remove items from auction prior to the auction date.

The City may pull items for City department use after the auctioneer has logged all items.

4.2. Qualifications

To demonstrate the Offeror’s ability to perform auctioneer services as described by the City, include in your proposal the following information:

a. Your auctioneer experience during the past five (5) years for impound vehicles (may include cars, trucks, motorcycles, recreational vehicles, snow machines, ATVs), heavy construction equipment, and surplus City stock (may include City owned vehicles as well as judgement vehicles or office supplies and firearms).

b. Your main staff, including their duties/functions and experience, who will be working with the City during all stages of the auction.

c. A minimum of two (2) samples of print advertisement or mailers used by your company to promote an auction of similar size and type.

d. A minimum of two (2) references for a similar scope of work for commercial or governmental entities.

4.3. Auctioneer Responsibilities

A. Auctioneer will furnish all services and equipment required to conduct a professional auction.

B. Auctioneer will publish auction schedule in local newspaper.

C. Auctioneer will be responsible for and providing copies of advertising, including the date and time of the preview event and the auction, which is usually the Friday before the Saturday auction. This includes, at minimum, two (2) display advertisements in the local daily newspaper, at minimum, five (5) days apart. Advertisements shall include the date and time of the preview event and the auction. Auctioneer shall advertise on its company website with pictures if available. The City is amenable to any other advertising in addition to these minimum requirements.

D. Auctioneer is responsible for the pre-auction preparation prior to the auction. Auctioneer will provide staff to support pre-auction preparation, including duties such as: item/lot arrangement, tagging items with item number, removing discretionary items from vehicles and palletize in groups (i.e., camping equipment, bikes, etc.), removing license plates from impounded vehicles and marking with item number, removing face-plates off stereos and marking them with item number (to be auctioned with vehicle), removing keys and tagging them with item number, removing any personal items left behind with any names or identification and placing in envelope and marking with item number, and taking pictures of items to post on company website, and display of items to be auctioned. The City has the right to make final approval of lots.

E. City staff will do a walk-through the Friday before the auction to review and verify items.

Auctioneer will provide at minimum three (3) staff to provide security and early bidder registration, F. Auctioneer will provide the following personnel during the auction: Licensed Auctioneer;

minimum of two (2) cashier/clerk, minimum of two (2) additional staff to provide auctioneer assistance, gate security (must be manned from opening to closing), parking assistance, and release of sold items. One staff must be able to substitute as auctioneer.

G. Auctioneer will provide staff on the Monday following the auction to assist with the release items, contact bidders who still need to pay, collect payments, and contact bidders who still have not picked up purchased items.

H. Auctioneer will provide, to the Finance/Purchasing staff, on the Monday preceding the end of the auction, copies of all auction tickets with item number, description, bidder number, and amount. The City also requires a copy of the bidder’s registration list at the close of the auction.

I. Auctioneer will collect all auction proceeds, total all invoices, and prepare and provide a final report within five (5) days after the auction. This includes reconciling payments and presenting a check and final copy of the report to the City. Final report will include total sales and document the amount deducted for the Auctioneer’s commission.

4.4. City Responsibilities

a. Arrange for impounded vehicles to be delivered to auction location prior to the auction.

b. Ensure documents are in order for successful bidder to obtain clear title from DMV.

c. Deliver pallets to auction line for discretionary items to be sold separately from vehicles.

d. Move pallets to auction office until sale preview.

e. Assist with license plate removal, if necessary, and provide them to DMV.

f. Final inspection on Thursday before the Saturday auction, searching for and removing contents missed in first pre-auction preparation and inspection.

4.5. Contract Term

The contract will be for a minimum of one (1) year. With the option to extend for one (1) additional year.

The City of Edinburg anticipates awarding this contract as a whole.

5. Vendor Questionnaire

5.1. Vendor certifies they have read this Request for Quotes, viewed any Exhibits (if applicable), and are authorized to submit this quote on behalf of their organization. Vendor further understands this is not a formal solicitation. A contract may or may not be formed from this request. If a formal solicitation is deemed necessary, vendors will be notified.*

☐ Yes

☐ No

*Response required

5.2. Please include two (2) references where Vendor provided services of similar size and scope. Please do not include the City of Edinburg or any City employees as references.*

*Response required

5.3. Please submit two (2) samples of print advertisement or mailers used by your company to promote an auction of similar size and type.*

*Response required

5.4. Please provide a list of you main staff, including their duties/functions and experience, who will be working with the City during all stages of the auction.*

*Response required

5.5. Please provide the Auctioneer experience during the past five (5) years for impound vehicles (may include cards, trucks, motorcycles, recreation vehicles, snow machines, ATVs), heavy construction equipment and surplus City stock (may include City owned vehicles as well as judgment vehicles or office supplies and firearms.*

*Response required

5.6. Please attached an additional fee list, if applicable.

5.7. Please provide the Auction location address.*

*Response required

5.8. Please provide your Texas Department of Licensing & Regulation number.* *Response required

5.9. Provide any additional information.

6. Pricing Proposal

AUCTIONEERING SERVICES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Commission Fee (as a percentage of sale or base guarantee) to be assessed on total gross auction sales/dollar volume. (Attach additional fees list if applicable.)

1 Percentage

TOTAL