Question&Answer4-9-24_Final.pdf

RFP No. 2324-08 RFP UP

QUESTIONS AND ANSWERS

2324-08 RFP UP

Appraisal Services

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

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

No. Attachment Identifier

Section Number Sub-Section Reference

Item Reference

Page No.

Question Department Response

1. Attachment 2, Statement of Work

1. Scope of Work 1 What is the purpose of the independent appraisal service for each piece?

Current market value?

Replacement value? Is the written estimate of value in text form (catalogue) or in an individual report?

The purpose of obtaining an appraisal is to appropriately identify what has been received, establish a minimum bid reserve value should an item go to auction, and establish a replacement value for items that will be shipped back to the owner.

The information will be recorded by the contractor in the Division’s business application.

2 Attachment 2, Statement of Work

8. Department’s Responsibilities

4 Will the assigned office at the Division of Unclaimed Property in Tallahassee, FL make available any appraisal equipment, for example, diamond and colored stone testers, scale, loupe, millimeter gauge, ring sizer, acid test, ultrasonic machine (cleaner), watch opener, camera, lighted cameral box, etc.?

The Division has some items and equipment available for use by the contractor, which may include test acids, diamond testers, scales, loupes, a case opener, and a milimeter guage; however, the conractor will be expected, as a practicing property appraiser to have and utilize their own equipment necessary to provide appraisals for this contract.

3 Attachment 2, Statement of Work

7. Contractor Responsibilities

3 Will appraisals also be required for any fashion jewelry and watches (not authentic) i.e., synthetic stones and cubic zirconia?

Yes, the Division receives a large variety of items including fashion jewelry, casual watches, pocket watches, tokens, and memorabilia that the contractor will be expected to confirm the authenticity of as well as provide a description with reserve and/or replacement values depending on the disposition of the item (auction vs return).

4 Attachment 1, Request for Proposal

2. Response Instructions

3.3.2 B.1 12 Can the department

provide an approximate item count for the "large quantity and variety of physical items holed by the Division" based on historical records?

Over the last six fiscal years (July- June), the Division has had nearly 533,000 items appraised – averaging approximately 89,000 items per year. This includes the number of items appraised for potential sale at auction in addition to items appraised for a replacement value prior to return to the owner. The items include, but are not limited to, coins, currency, jewelery, watches, gold coins, silverware and other items of commercial value such as sports cards, pens, stamps, and ingots. Please note that the quantity varies each year and this is an approximate average.

5 Attachment 2, Statement of Work

7. Contractor Responsibilities

3 The appraisal can take time to complete. With large volumes, the appraisal duration of jewelry with stones is greater as the appraiser must first analyze the size, shape, clarity, and other features of the stones.

No question asked. While it is understood that appraisals can take time to complete and the deliverable date of a group of items will be establish between the contractor and vault supervisor, it is done so with full knowledge of the volume of items to be appraised and it is intended appraisals can be completed for the next summer’s auction.

6 Attachment 2, Statement of Work

1. Scope of Work and 7.Contractor Responsibilities

1 and 3 Please clarify, that while the expected completion date for assigned inventory to be appraised is established by and between the Contractor and Vault Supervisor as stated within the Statement of Work, Attachment 2, 1. Scope of Work, the statement "Items are received each Fall".. and "Appraisals...must be completed within 12 month from receipt"; is superceded by the statement within, Statement of Work, Attachment 2, item No. 7 Contractor Responsibilities, Deliverable No. 1, section b. Performance Measure/Due Date, number 1, which states the expected completion date will be established by the Vault Supervisor and the Contractor with the understanding that all items to be appraised must be processed by the Department, which requires six months of preparation time, for an upcoming auction".

The two statements do not conflict and should be read congruently.

The “within 12 months of receipt” statement as stated in section 1., Scope of Work, describes the overall timeframe of the appraisal process. Whereas the “expected completion date,” as stated in Deliverable No. 1.b., describes the contractor’s specific performance standard. The following is an example of our remittance, appraisal, and auction cycle for fiscal year 2024- 2025, which should clarify the time frame available for appraisals. All unclaimed property reports are to be submitted to the Division by May 1 for property meeting the dormancy period end for the preceeding calendar year.

Property being reported to the Division in the spring of 2024 will be deemed report year 2023. The Division, will receive contents for report year 2023 during September and October 2024.

Division staff will inventory, organize, and provide a general description of the items received for approximately six months.

These items would need to be appraised within the following 12 months, approximately March 2025 through March 2026 in order to be ready for an auction in late summer 2026. Depending on the appraisers availability, replacement values may be determined at the initial appraisal for all items or only after claimed.

Deliverable timelines will be established with the intention of having all items received for a report year appraised for auction in keeping with this cycle.

7 2 7. Contractor Responsibilities

3 Contractor has a window of six (6) months to complete all assigned appraisals?

No. Deliverable dates for groups of items will be determined by and between the contractor and vault supervisor with the intention of having all items within a report year appraised for auction. Vault staff will conduct an initial inventory for approximately six months. The contractor is anticipated to have 12 months to provide an appraisal of all received items prior to auction preparation and sale.

8 2 1. Scope of Work 1 Contractor has a window of twelve (12) months to complete all assigned appraisals?

No. Deliverable dates for groups of items will be determined by and between the contractor and vault supervisor with the intention of having all items within a report year appraised for auction. Vault staff will conduct an initial inventory for approximately six months. The contractor is anticipated to have 12 months to provide an appraisal of all received items prior to auction preparation and sale.