Request for Information - Online Auction Integration.pdf

REQUEST FOR INFORMATION – ONLINE AUCTION INTEGRATION

Arizona State Land Department |Request for Information - Online Auction Integration | Page 1

Description:

The Arizona State Land Department (ASLD) is issuing this Request for Information (RFI) to gather information regarding the availability of private-sector platforms, technologies, and professional services capable of facilitating the online marketing, auction, sealed bid, and disposition of State Trust Land assets.

ASLD is seeking information from qualified vendors regarding capabilities and solutions to design, develop, and implement a secure, scalable, and intuitive Online Auction and Sealed Bid System. This system must enable ASLD to augment its in-person land auctions with a modern, digital-first format while integrating seamlessly with ASLD’s existing Salesforce ecosystem and meeting its constitutional and statutory auction requirements.

ASLD seeks to bridge the gap between public-facing trust land auctions and their modern, Salesforce-centric backend ecosystem. Proposed solutions should be compatible, where feasible, with ASLD's existing Salesforce Service Cloud, Experience Cloud (Citizen Portal), billing, and GIS mapping architectures; however, ASLD is also interested in learning about complementary or alternative platforms, technologies, and integration approaches available in the marketplace.

Date: August 3, 2026

Procurement Officer:

Sarah Poole spoole@azland.gov

602-542-1619

Response Due: Close of Business on Friday, September 4, 2026

GENERAL INFORMATION

In accordance with Arizona Revised Statutes (A.R.S.) § 41-2555, the Arizona State Land Department hereby gives notice via this Request for Information (RFI), that it is seeking responses, feedback, suggestions, and comments regarding the items set forth herein.

In accordance with Arizona Administrative Code (A.A.C.) R2-7-G301, responses to an RFI are not Offers (as defined in A.A.C. R2-7-101(34)) and cannot be accepted to form a binding contract. To the extent allowed by law, information contained in a response to an RFI shall remain confidential until the procurement process is concluded or two (2) years from the RFI’s due date have lapsed, whichever occurs first.

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If information in the RFI submission is considered proprietary, trade secret, or otherwise confidential, please follow the instructions regarding confidential information below to maintain the confidentiality beyond the conclusion of the RFI process.

Respondents are solely responsible for expenses associated with responding to the RFI. The State of Arizona is under no obligation to the respondents with respect to the outcome of this RFI; there is no guarantee that this RFI will lead to a solicitation.

INSTRUCTIONS

1. Inquiries

All questions related to this RFI must be submitted through the State’s eProcurement System, Arizona Procurement Portal (APP) (https://app.az.gov/) using the Discussion Forum tab. All inquiries must be marked as Q&A and addressed to the Procurement Officer identified as the solicitation’s owner. Any other contact shall be directed to the Procurement Officer listed in APP.

Questions should reference the applicable page and paragraph number.

2. Pre-Solicitation Meeting

ASLD is inviting all interested parties to participate in a Pre-Solicitation Meeting regarding capabilities and solutions to design, develop, and implement a secure, scalable, and intuitive land disposition platform. This system must enable ASLD to augment its in-person land auctions with a modern, digital-first format while integrating seamlessly with ASLD’s existing Salesforce ecosystem and meeting its constitutional and statutory auction requirements.

ASLD seeks to bridge the gap between public-facing trust land auctions and its modern, Salesforce-centric backend ecosystem. This pre-solicitation meeting is intended to assist ASLD in understanding the industry and gathering information on available online auction, sealed bid, and land disposition platforms and services.

Please join us at the following virtual meeting:

● Wednesday, August 26, 2026 at 1:00 pm, virtually via Google Meets. Detailed information will be provided upon RSVP.

If you would like to attend the Pre-Solicitation Meeting, please RSVP no later than Wednesday, August 19, 2026, to Sarah Poole via email spoole@azland.gov. The meeting agenda and additional information will be sent to those who RSVP.

3. Submission of RFI Response

a. Any submission contents considered by the respondent to be proprietary or confidential shall be clearly marked as such. In response to such requests, the State will make reasonable efforts to maintain the confidentiality of these materials to the extent permissible by law. However, should the State be required to release these materials, the State will provide the respondent https://app.az.gov/

Arizona State Land Department |Request for Information - Online Auction Integration | Page 3 reasonable notice in advance of doing so in order to allow the respondent time to take any action to prevent these materials from being released.

b. Respondents should, at a minimum, address those items listed in the “Requested Items” section of the RFI. Information should be provided in the same relative order as requested in the RFI for consistency and continuity. Responses should be as detailed as possible.

Respondents may provide supplemental information in addition to those items requested.

c. RFI Responses must be submitted electronically through the State’s eProcurement system before the due date and time identified in APP.

d. Responses to the Requested Items section may not exceed two pages (per item). Any information that extends beyond the first two pages will not be reviewed as part of this RFI.

e. The State may request respondents to provide a presentation as it relates to their response.

f. APP Support: To assist in the submission of a response, additional resources offered by the State Procurement Office and Quick Reference Guides available. This information can be found at https://spo.az.gov/app/supplier/training. Additional assistance is available through the APP Help Desk. The Help Desk can be contacted via email at app@azdoa.gov or via telephone support at (602) 542-7600.

PURPOSE

The purpose of this RFI is to assist ASLD in evaluating commercially available technologies, services, and business models that may increase bidder participation, improve transparency, reduce administrative burden, accelerate transaction timelines as allowable by law, and maximize financial returns for the beneficiaries of the Arizona State Trust, consistent with ASLD’s constitutional and statutory fiduciary obligations.

This RFI is intended as an information-gathering and market research tool. The responses received will help ASLD understand capabilities and functions, and, depending on responses received, may potentially inform future rulemaking and a subsequent competitive solicitation. This RFI does not represent a final statement of ASLD’s requirements, and ASLD welcomes information on capabilities and approaches beyond which is specifically requested below.

OVERVIEW

ASLD is requesting information from vendors regarding capabilities around designing and implementing a secure, Salesforce/GIS-compatible online platform (or platforms) that supports online auction, sealed bid, and/or hybrid digital and in-person disposition processes; complies with constitutional and statutory auction requirements, accessibility and security standards; and includes marketing, transaction coordination, and post-launch support.

https://spo.az.gov/app/supplier/training mailto:app@azdoa.gov

Arizona State Land Department |Request for Information - Online Auction Integration | Page 4

REQUESTED ITEMS

Respondents are requested to address, to the extent applicable to their capabilities, the following areas.

Respondents need not have capabilities in every area and may respond regarding a subset of items.

1. Discovery, Design, & Solution Architecture:

● Experience conducting design workshops to map complex legal and administrative rules for land sales, including auction and sealed bid processes.

● Expertise in Salesforce data modeling, specifically mapping custom objects (e.g., Land

Applications, Leases, GIS Parcels).

● Ability to produce comprehensive System Architecture Documents (SAD) covering API integrations and security protocols.

2. Portal Integration & Bidder Experience:

● Demonstrated process for secure bidder registration, qualification, and verification that promotes transparency, fairness, and certainty of transaction completion.

● Capabilities for secure document/affidavit uploads and validation modules for deposits (cashier's checks/digital payments).

● Experience integrating with Salesforce to ensure accounts are updated correctly.

3. Auction & Sealed Bid Functionality:

● Experience processes that support simultaneous online and in-person auctions (with dynamic bidding and timers).

● Ability to provide real-time, low-latency bidder dashboards and automated communication workflows (SMS/Email alerts).

● Real-time reporting and analytics related to bidder activity, marketing performance, sale participation, and transaction outcomes.

4. Digital Transaction Management & Salesforce Backend & Integration:

● Capabilities for document repositories, due diligence portals, communication tracking, audit trails, and reporting.

● Experience with bi-directional data synchronization and post-auction workflow automation (e.g., updating records in business systems).

● Capabilities for integrating auction/lease/sale data with financial/billing modules.

5. Transaction Coordination & Closing Support

● Experience providing purchaser communications, contract administration, escrow coordination, and post-sale reporting.

● Experience with transaction coordination services for governmental entities, public agencies, institutional landowners, or similarly situated clients.

6. Compliance, Security, & Support:

● Demonstrated compliance with accessibility guidelines (WCAG 2.2AA).

● Documented security controls (e.g., FedRamp), data security, and records retention practices sufficient to protect Department information and transaction records.

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● Ability to provide transparent, publicly accessible sale and lease information while maintaining confidentiality of protected bidder information where required by law.

● Documented Service Level Agreement.

● Integration experience with GIS services.

● Experience with "hypercare" post-launch support and organizational change management training.

7. Marketing & Outreach:

● Ability to advertise and market to maximize exposure to qualified purchasers and increase qualified participation in auctions and sales.

8. Cost Structure & Compensation Models

● Description of cost structures, fee arrangements, revenue-sharing models, or other proposed compensation methodologies consistent with applicable laws and associated with providing these services.

9. Relevant Experience

● Experience conducting online and hybrid in-person auctions, sealed bid transactions, or other real estate disposition services for governmental entities, public agencies, institutional landowners, or similarly situated clients.

10. Other items:

● Please provide any other technology, marketing, compliance reporting, transaction management, or other information you feel may be helpful or relevant, including industry best practices, that would assist ASLD in maximizing the value of State Trust Land assets and fulfilling its fiduciary obligations to Trust beneficiaries.