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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Surplus Vehicle and Equipment Auction Services

26-P-00341

LAM - Fleet

Inger Welch, Certified Procurement Analyst

2555 E. Hanna Avenue

Tampa, FL 33610

Phone: (813) 274-3283

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE_ADA

B - DMI-71-Form-for-RFQ-RFP-Evaluation-Points-V5-SLBE_ADA

D - ADA Requirements_

E - Sample City of Tampa Agreement ADA Compliant

F - 26-P-00341 City of Tampa 2025 Surplus Items Sold

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Surplus Vehicle and Equipment Auction Services, RFP # 26-P-00341 will be received by the Director of

Purchasing, City of Tampa, until Monday, November 9, 2026; 3:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten business days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Inger Welch

(inger.welch@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. MANDATORY PRE-PROPOSAL CONFERENCE

A MANDATORY PRE-PROPOSAL CONFERENCE will be held at 10:00 am,Monday, October 19, 2026, at 2585 E. Hanna

Avenue, Tampa, FL 33610 to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering. Please give yourself extra time to get a Visitor's Pass and attend the mandatory pre-proposal conference on time.

NOTE: Any Proposer who fails to attend a mandatory pre-proposal conference will not be eligible to submit a proposal on the project. All Proposers must be present and signed in prior to the start of the mandatory Pre-Proposal

Conference. Anyone not signed in at the commencement of the presentation from the Procurement Contact will be considered late and will not be allowed to submit a proposal on the project.

There will be a virtual online option to join the Mandatory Pre-Proposal Conference via Microsoft Teams, below are the instructions to participate online:

Microsoft Teams meeting mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com

Join: https://teams.microsoft.com/meet/230237056643947?p=CqX18sX5NpO5FGAFig

Meeting ID: 230 237 056 643 947

Passcode: oh2Qm6GZ

Need help? | System reference

Dial in by phone

+1 941-263-1615,,480488212# United States, Sarasota

Find a local number

Phone conference ID: 480 488 212#

For organizers: Meeting options | Reset dial-in PIN

1.3. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. INTRODUCTION/SUMMARY

The City of Tampa Logistics and Asset Management Department Fleet Maintenance Division (FMD) is requesting proposals from qualified companies to manage and conduct public auction services, both live and/or online, for a wide variety of City-owned surplus items by maximizing revenue opportunities to be returned to the City through approved commission-based sales.

Timeline:

Release Project Date: September 29, 2026 https://teams.microsoft.com/meet/230237056643947?p=CqX18sX5NpO5FGAFig https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDY2NzRjOGUtYWYwMi00ZDM4LTgyOTgtNzc1OTY1ZGY1YTU5%40thread.v2/0?context=%7b%22Tid%22%3a%228d9d0373-5c91-45b4-905b-12fe918cb628%22%2c%22Oid%22%3a%22ae439346-7e66-4c32-8191-28351c7ff533%22%7d tel:+19412631615,,480488212 https://dialin.teams.cloud.microsoft/4512eb87-edac-469e-b2a6-3809849d8bff?id=480488212 https://teams.microsoft.com/meetingOptions/?organizerId=ae439346-7e66-4c32-8191-28351c7ff533&tenantId=8d9d0373-5c91-45b4-905b-12fe918cb628&threadId=19_meeting_NDY2NzRjOGUtYWYwMi00ZDM4LTgyOTgtNzc1OTY1ZGY1YTU5@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

Pre-Proposal Conference (Mandatory): October 19, 2026, 10:00am

2585 E. Hanna Avenue, Tampa, FL 33610

Question Submission Deadline: October 26, 2026, 3:00pm

Response Submission Deadline: November 9, 2026, 3:00pm

2.2. BACKGROUND

The Logistics and Asset Management Department/Fleet Maintenance Division (FMD) maintains an extensive fleet of vehicles and equipment that are essential to the delivery of municipal services. The fleet includes Light, Medium, and Heavy Trucks (Class 2 through

8, 6,001–80,000 lb. GVW), Construction Equipment and Industrial Equipment of various American and Foreign manufacturers. These vehicles and equipment support a wide variety of City operations, including public safety, emergency management, sanitation, transportation, and general municipal services.

2.3. SCOPE OF WORK

Items to be auctioned include vehicles, equipment parts, machinery, heavy equipment, construction equipment, City property of no further use and item or property seized by the Tampa Police Department. Auction services shall be performed at Successful

Proposer(s) location. The City intends to award contracts to multiple Proposer(s) making this a multi-award RFP. The Successful

Proposer(s) shall conduct all auctions through an established regularly scheduled live and/or on-line public auction. Whichever method of auction services utilized, the Successful Proposer(s) shall be responsible for removing surplus items, vehicles, and equipment from

City property when notified by the City's Representative. Successful Proposer(s) shall be responsible for removing all surplus items by truck or trailer from City Property within 10 (ten) business days after notification. The Successful Proposer(s) shall accept all surpluses and will not be allowed to pick, choose or decline items. Also the Successful Proposer(s) will be responsible for auctioning all items.

Proposer(s) are cautioned that not all vehicles or equipment are necessarily in operational or running condition. This is a revenue generating contract with proceeds remitted to the City.

Attachment F shows a list of items that have been previously sold by the City's current Auction Service Provider and it also includes the time period of the sales. Attachment E is a sample of the City of Tampa's Agreement and may be adjusted upon final award.

2.4. MINIMUM QUALIFICATIONS/CRITERIA

Proposer(s) shall possess the following minimum qualifications/criteria and provide supporting documentation of their qualifications/criteria within their proposal submission (s):

1. Proposer(s) shall have the following valid licenses:

• Automobile Dealer's License

• Auctioneer's License (AU and AB Licenses)

2. Proposer(s) shall possess the following:

• Vehicle Independent Dealer (VI)

• Vehicle Auction Dealer (VA)

• Salvage Dealer (SSD)

2.5. PROPOSER SUBMITTALS

1. The City prefers but does not require that Proposer (s) provide at least one (1) reference for similar services performed for a minimum of two (2) consecutive years within the past five (5) years. Reference (s) from a governmental agency comparable in size and operational capacity to the City of Tampa is desired. For each referenced organization or agency, Proposer (s) shall provide the following information:

• Name of Client

• Date of Services (including Auction Types/Methods)

• Address

• Contact Person and Title

• Telephone Number and E-mail Address

• Types of items auctioned in their contract to include:

o Sales Volume (Total $ and # of transactions) by Auction Type/Method o Geographic locations of auction winners

2. Proposer(s) shall provide information on the following:

• employees - include the number of employees who will be dedicated to this contract, their job title/position, year(s) with the company and skill set

• list facilities showing that they are secure (i.e. 6ft fence or manned security ) - describe the facility design/layout, purpose, on premises, equipment and the number of employees dedicated for auctioning per facility.

• list the equipment to be used

• technical resources including website information and software that will be used to provide the auction services detailed in this

RFP and as required by the City of Tampa.

The City reserves the right to inspect all facilities and equipment to determine if the Proposer(s) is capable of performing these services prior to the award of a contract(s).

3. Proposer(s) shall provide sample materials of marketing services to include print ads, on-line ads, and trade publications currently utilized for other clients.

4. Proposer(s) shall provide information on having demonstrated extensive prior experience in the design and maintenance of online auction services including the operation of an online bidding system permitting continuous, 24 hour, real-time bidding and validation of bids, documentation of high bidder and fulfillment of sale (including payment processing).

5. Proposer(s) shall provide the number of individual public users who have registered with the proposed online auction program and were qualified to bid as well as the monthly “unique visitors” to the website(s) over the last 12 months.

6. Proposer(s) shall provide the number of individual public registered attendees who were qualified to bid from previous live auctions over the last 12 months.

7. Proposer(s) shall provide the number of vehicles, vehicle related equipment, motorized equipment, other portable equipment/miscellaneous items successfully sold in 2025.

8. Proposer(s) shall include in their proposal the items listed in Section 2.4 Minimum Requirements/Criteria and any other certificates/awards acquired as a result of performing the services listed in this RFP.

9. Proposal(s) shall include the requirements and supporting documentation demonstrating their approach/capabilities to perform the services as requested in Section 2 - Scope of Services within this RFP.

10. Include the ADA Requirements Attachment D found in the Attachments & Exhibits Section of OpenGov into your proposal (s) submission.

11. Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the

Proposer; or litigated and determined that the Proposer was in default.

If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

12. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the Company in the last five years.

If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.6. CITY'S ROLES AND RESPONSIBILITIES

1. The City shall upon written, electronic (e-mail) or verbal notice to Successful Proposer(s), notify the Successful Proposer(s) that the

City has items that are ready to be sold at auction. Successful Proposer(s) will be responsible for removing the items within 10 (ten) business days after notification from off City property.

2. The City will provide the Successful Proposer(s) with an inventory listing of all vehicles, vehicle related equipment and other motorized equipment to include the City Inventory ID Number, Vehicle Identification Number (VIN), bill of sale and signed titles prior to the agreed upon auction date(s). Vehicles from the Tampa Police Department impound lot will not have titles, only sale packets. For non-vehicle items, the City will provide the Successful Proposer(s) with the City's Inventory ID Number. The City’s Inventory ID# shall be the basis for reporting details of all items sold on the City’s behalf.

3. Additions, modifications, and updates to such inventory listing may be performed up to five (5) calendar days prior to the date of auction. Deletions shall be available up to the time of actual sale and/or scheduled auction sale date.

4. The City reserves the right to remove any vehicle, vehicle related equipment, or item scheduled to be sold from at the scheduled auction sale and from Successful Proposer(s)’s facility any time prior to the scheduled/actual auction sale date.

5. The City shall provide the Successful Proposer(s) along with the list of items to be auctioned, the Minimum Acceptable Price (MAP) or Reserve Price for any vehicle, vehicle related equipment, motorized equipment or item being offered for auction. The Successful

Proposer(s) shall make no sale below any set MAP/Reserve Price without approval from the City of Tampa Representative.

2.7. MANAGEMENT

If, during the course of the project, the Successful Proposer(s) makes personnel changes, the City has the right to review, accept, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

2.8. SUCCESSFUL PROPOSER(S) RESPONSIBILITIES

1. Successful Proposer(s) shall be responsible for the transporting and loading of all surplus vehicles, equipment, vessels, and miscellaneous items from various City facilities when notified by the City's Representative.

Requests for pick-up shall be responded to and scheduled appropriately, with pick-ups scheduled within 72 hours after request submitted by the City's Representative and executed within ten (10) business days. Pickups will be scheduled on dates and times determined by the City, between the hours of 7:00AM - 6:00PM Monday through

Friday. City staff will not be available to assist in loading or transportation of any items. The Successful Proposer(s) must accept all surpluses. All equipment and vehicles shall be towed off City Property from various locations. A port pass will be required to be obtained and maintained by drivers picking up surplus vehicles from the Fleet's Port facility.

2. Successful Proposer(s) shall maintain an office with a telephone in their name by which the Successful

Proposer(s) shall conduct business from. The office shall be staffed during the business hours of 8:00 AM through

5:00 PM Monday through Friday, by at least one employee who can respond to inquiries and complaints, which may be received about the Successful Proposer(s) performance of the services provided under this contract. Proposer(s) shall provide the physical business address of such office within their proposal. Post Office Boxes are not acceptable.

3. Successful Proposer(s) shall provide to the City, a designated Representative for emergency response contact. The Representative’s response (a phone call or arrival on-site) shall be within two hours of notification/contact by the City's Representative.

4. The Successful Proposer(s) shall conduct a minimum of one auction per month for City vehicles and vehicle-related equipment.

5. Any fee(s) such as; transfer fee(s), dealer fee(s), towing, recovery cost, and any other type/or related fee (s) associated with the auction of City vehicles and equipment shall be the sole responsibility of the Successful

Proposer(s) and not the City. Such fee(s) shall be incorporated into Successful Proposer(s) commission rate and cannot be charged as a separate related fee to the City of Tampa. The Successful Proposer(s) shall furnish the revenue payment and commissions shall be based on their Pricing Structure for the sale of surplus items. The

Successful Proposer(s) commission shall consider any and all fees related to the processing of auctioned City vehicles and/or equipment.

2.9. SUCCESSFUL PROPOSER(S) FACILITIES

1. Successful Proposer(s) shall provide a secure storage space (i.e. 6ft fence or manned security ) at their owned or operated facility at no cost to the City, until vehicles and equipment items are sold and picked up by purchaser. For items requiring protection from the weather, a secure storage area shall be provided.

2. All City vehicles, equipment, or surplus item, in a given live auction, shall be displayed and sold at a facility owned or operated by the Successful Proposer(s) within the State of Florida. Successful Proposer(s) shall provide access at any time to an authorized City Representative(s) to the secured storage area(s) and to the Successful

Proposer(s)’ auctions to monitor and record bid prices. Successful Proposer(s) shall be responsible for providing for the security of all vehicles and equipment and money received.

3. Successful Proposer(s) may not store vehicles and/or vehicle related equipment at a location(s) other than

Successful Proposer(s) facility. No auctioneering services shall be conducted on City of Tampa property (s). In the event a vehicle and/or vehicle related equipment item is lost, stolen or damaged while in the possession of

Successful Proposer(s), the Successful Proposer(s) shall reimburse the City the greater of the documented appraised value or the ROR (Rate of Return) for vehicle and/or vehicle related items. Cost of damages will be at the discretion of the City. Rate of Return (ROR) is defined as net gain or loss of an investment over a set period expressed as an percentage of the initial cost. For non-vehicle items, the City shall provide an estimate of the value of any and all items. Such payment shall be made to City within 30 days of the loss.

2.10. PRE-AUCTION PREPARATION

1. For vehicle auctions, Successful Proposer(s) shall have electronic access to the Department of Motor Vehicles (DMV) database with access to check registration, Vehicle Identification Number (VIN), and provide a DMV title search, as required.

2. Successful Proposer(s) shall clearly label and identify all vehicles and/or equipment “AS IS” before accepting bids.

3. Successful Proposer(s) shall turn in any articles that are found while preparing items within five business days after taking possession of property to the City.

4. Successful Proposer(s) shall include in each advertisement or announcement of the auction services that items are sold “AS IS” and/or other language advising all potential buyers that there are no express or implied warranties connected with the items being sold. Successful Proposer(s) shall bear all expenses as a direct result of the failure to provide disclaimer and/or advisory notification to all potentially interested buyers.

5. Successful Proposer(s) shall adhere to the State of Florida statute(s) Chapter 274, in s.274.06 Alternative Products, and as pertaining to required public notice of auction.

6. The Successful Proposer(s) shall provide comprehensive services for the decommissioning of vehicles, as requested by the City, to prepare them for sale or transfer. These services shall include the complete removal of all City decals, insignias, logos, striping, unit numbers, and any other identifying graphics or markings from each vehicle, ensuring that the removal process does not damage the vehicle’s paint or exterior surfaces. The Successful Proposer(s) shall also remove and destroy all police or specialized equipment, including but not limited to sirens, light bars, and lighting, and shall provide proof of destruction. Cages or partitions, consoles, push bumpers, and any other components associated with law enforcement or municipal operations shall be placed in a scrap metal container and Successful Proposer(s) shall contact the City's Representative for further instructions. The Proposer(s) shall ensure that all electrical connections, wiring, and mounting points are properly disconnected, sealed, or capped to restore the vehicle to a safe and sellable condition. Vehicles shall be cleaned inside and out upon completion of the decommissioning process to ensure they are presentable for resale. The Successful Proposer(s) shall provide photographic documentation confirming that all decals, markings, and specialized equipment have been removed. Markings, decals and adhesive residue shall be completely removed or fully defaced so that no visible residue, outline or impression remains for any Police and/or Fire vehicles. Fees for these services shall be provided in the Pricing Structure for Surplus Vehicle and Equipment Auction Services.

7. Successful Proposer(s) shall operate and maintain an internet website that includes current data, descriptions and color photos of City equipment for the next scheduled auction. At a minimum, the website must have the capability of allowing qualified bidders to enter a proxy bid on all items designated by the City.

8. The City reserves the right, upon notification from Successful Proposer(s), to make repairs that would enhance the surplus value of a vehicle and/or equipment prior to auction, while the item(s) are located at Successful Proposer(s)’s facility.

9. Successful Proposer(s) shall provide access for inspection to all prospective bidders regarding vehicles and/or equipment.

Successful Proposer(s) shall provide prospective bidders the ability to inspect auction vehicles and equipment items with a minimum of at least five business days prior to the auction date. This is to include a two-hour inspection period the morning of the auction, prior to public sale. Successful Proposer(s) shall provide sufficient staff to assist potential buyers during the auction inspection period.

10. Successful Proposer(s) shall review all City documentation prior to the date of the auction to ensure no transfer of title issues will occur after the auction. The Successful Proposer(s) will be required to transfer the vehicle's title out of the City’s name and into the buyer's name upon sale, including but not limited to individuals, businesses, and dealerships.

2.11. DATE OF AUCTION

1. Successful Proposer(s) shall use its knowledge, expertise, advertising and good marketing practices in grouping and exhibiting

City vehicles and equipment in order to obtain maximum sales price to the City. During “live auctions” the City reserves the right to request the Successful Proposer(s) place its vehicles and/or equipment in a more appropriate place during the auction sale. Upon mutual agreement with the City, the Successful Proposer(s) may include vehicles and vehicle related equipment owned by other agencies or companies when auctioning City vehicles and/or vehicle related equipment, as long as such vehicles and/or equipment can be readily separated and identified as other City owned vehicle related equipment.

2. Successful Proposer(s) shall post or distribute to the audience the terms and conditions, restrictions and procedures whereby goods will be sold at the auction. Successful Proposer(s) shall advise the bidder of known defective conditions of any vehicle and/or equipment offered for sale before offering the vehicle and/or related equipment for auction.

2.12. POST-AUCTION RESPONSIBILITIES

1. Successful Proposer(s) shall furnish the successful bidder, at the point of sale, with the following items, as applicable:

▪ Bill of Sale

▪ Title

▪ Any other related vehicle/equipment items & documents

2. For vehicle auctions, Successful Proposer(s) must complete transfer of title for all vehicles and submit appropriate paperwork to

DMV within 30 days. Successful Proposer(s), at its cost, shall provide on behalf of the buyer, the services necessary to register, license and/or transfer title of vehicle and/or vehicle related equipment to buyer.

3. For Tampa Police Department Impound Lot all vehicles must have the titles transferred to the buyer at the end of the auction, this includes dealers.

4. Successful Proposer(s) shall furnish an electronic accounting report (Microsoft Excel or online) to the City within five (5) business days of the auction for all items sold. Once awarded an email address will be provided for post auction reports. The accounting report at a minimum shall contain the following items:

▪ Date of Auction Services

▪ Description of item auctioned, to include: Year, Make and Model Number (as applicable)

▪ Property Control Number, VIN, Serial Number (as applicable)

▪ Selling Price

▪ Successful Proposer(s) Commission Dollar Amount (including % and calculation) per submitted Pricing Structure

▪ Gross Price due to City (Seller) less Auctioneers Commission Dollar Amount and any Decommission Charge(s) or

Gross Price due to the City (Seller) less any Decommission Charge(s). Commission charges to the Successful Bidder shall not to be subtracted from City's Gross price.

▪ Total Net Price

▪ Signature Attesting to Accuracy of the Gross and Net Pricing and Dated

▪ Name of Successful Bidder for each item sold

▪ Amount of Sales Tax collected. Successful Proposer(s) will be responsible for collecting and reporting of all tax amounts to the State of Florida (and any other applicable state agencies)

5. Payment Terms and Conditions

▪ Remittance Timing: The Successful Proposer(s) shall remit all payments to the City within fifteen (15) business days of the close of each auction.

▪ Calculation Method: Payment shall be calculated as Gross Sale Price minus decommissioning charges and Proposer(s)

Commission percentage as (provided in their Pricing Structure, Sections 1 or 2) . If commissions are paid by the buyer, then the payment shall be calculated as Gross Sale Price minus the decommissioning charges.

▪ Sales Tax: Proposer(s) is responsible for collecting and remitting all sales taxes to the State of Florida and any other applicable state agencies. Sales tax collected shall NOT reduce the City's net payment.

▪ Payment Address: Checks shall be made payable to the City of Tampa and mailed to: City of Tampa Revenue &

Finance, 306 E. Jackson Street, 7th Floor, Tampa, FL 33602. A point of contact from this office may be identified after awarding.

▪ Electronic Funds Transfer: Electronic funds transfer (EFT) may be requested by the City at any time, and Proposer(s) shall accommodate this request at no additional cost to the City.

6. Successful Proposer(s) shall furnish to the City within six business days of close of each auction, a listing of all unsold vehicles and equipment that did not sell during a “live auction” or online auction. This equipment listing shall include all submitted bid pricing, if any. Successful Proposer(s) shall receive specific direction from the City with respect to such items. Such unsold items may be: (1) picked up by the City or a third-party City approved Successful Proposer(s), (2) held by Successful Proposer(s) in a safe and fully secured location until the next auction, at no expense to the City, or, (3) if no sale at auction, sale for scrap value with appropriate division of resulting payment. In the event of disposal, Successful Proposer(s) shall document the disposal of all items and return the documentation to the City when completed.

2.13. MINIMUM ACCEPTABLE PRICE (MAP)/RESERVE PRICE POLICY

1. Authority and Establishment of Minimum Acceptable Price/Reserve Price Policy

The City reserves the right to establish a Minimum Acceptable Price (MAP) for any vehicle, vehicle-related equipment, or other item submitted for auction. The City may establish a MAP for any item at any time, including up to and including the time of actual auction sale. The MAP establishes the minimum price which an item shall not be sold below.

The City is not obligated to establish MAPs. The City may establish MAPs for some items, all items, or no items in any given auction at the City's sole discretion.

2. Communication of MAP to Proposer(s)

Upon establishment of a MAP, the City Representative shall communicate the Minimum Acceptable Price or Reserve Price for any vehicle to the Successful Proposer(s) in writing via email or documented verbal notice. The City shall provide the MAP to the

Successful Proposer(s) when first contacted about items to be auctioned.

1. If a MAP is communicated more than five (5) business days prior to the scheduled auction date, the Proposer shall incorporate the MAP into all marketing materials, website listings, and auction documentation so that prospective bidders are informed of the reserve price prior to bidding.

2. If a MAP is communicated within five (5) business days of the scheduled auction date but prior to the auction, the Proposer shall announce the MAP to prospective bidders at the time of sale immediately prior to accepting bids for the affected item.

3. If a MAP is communicated after five (5) business days but before the auction date, the Proposer shall communicate the MAP to prospective bidders through the most practical and expeditious means available, which may include website update, in-person announcement at inspection, or announcement at time of sale.

3. Proposer Obligation Regarding MAP

The Proposer shall make no sale of any item for which the City has established a MAP at a price below the City-established MAP.

Proposer shall employ lawful and ethical auction practices to solicit and accept bids up to and above the City-established MAP.

4. Proposer Liability for Sales Below MAP

In the event that a Proposer sells any item for which the City has established a MAP at a price below the City-established MAP, the

Proposer shall pay the City the established MAP less the Percentage Fee to Seller established in their Pricing Structure within fifteen

(15) business days of the close of the auction.

Example:

City-Established MAP: $10,000

Actual Sale Price: $8,500

Applicable Commission Rate (per Pricing Structure): 12%

Proposer Commission Earned: $1,200 (12% × $10,000 = $1,200)

Total Amount Owed to City: $8,800

5.Items Failing to Meet MAP

Items for which bids do not reach or exceed the City-established MAP shall be treated as unsold inventory. Proposer shall hold all such items and await written direction from the City Representative regarding disposition.

The City shall direct the disposition of unsold items within ten (10) business days of the close of the auction. Disposition options listed below along with those outlined in Section 2-12 (Post Auction Responsibilities item 6) are the City's options for disposing of unsold items failing to meet MAP.

1. Hold for Next Auction: The City may direct the Proposer to retain the unsold item in secure storage until the next scheduled auction. All storage, facility, security, and handling costs shall be borne by the Proposer at no additional charge to the City.

Storage costs for holding unsold items between auctions are included in the all-inclusive commission rates provided in Pricing

Structure and shall not be charged separately to the City.

2. Sale for Scrap or Material Recovery: The City may direct the Proposer to sell the unsold item for scrap metal, material recovery, or salvage value. Net proceeds from such sale shall be as defined in Proposer's Pricing Structure. Proposer's cost of removal, transportation, processing, and any associated fees shall be the responsibility of the Proposer.

3. Picked up by the City or a third-party City approved Successful Proposer(s).

6. Storage Costs for Items Held Between Auctions

1. Short-Term Holding (0-90 Days): Storage, security, facility maintenance, and handling costs for unsold items held pending City pickup or for holding between regular scheduled auctions shall be borne entirely by the Proposer at no charge to the City. These costs are incorporated into the all-inclusive commission rates in Proposer's Pricing Structure

2. Extended Holding (beyond 90 days): The City shall decide whether the Awardee shall scrap the items

7. No Commission on Unsold Items

Proposer shall not be entitled to commission on any item that fails to meet the City-established MAP and remains unsold. Commission is earned only on items that successfully sell at or above the applicable reserve price.

8. Proposer Objection to Unreasonable MAP

If the Proposer believes that a City-established MAP is unreasonably high relative to current market conditions, fair market value, or the item's condition or category, the Proposer may submit a written objection to the City Representative within two (2) business days of receiving notice of the MAP or of the item failing to sell.

The objection shall include:

1. Specific market data, recent comparable sales, or other evidence supporting the Proposer's position

2. Proposed alternative MAP or request for MAP withdrawal

3. Factual description of the item's condition as assessed by Proposer at time of objection

The City Representative shall review the objection and shall, within two (2) business days of receipt, either:

1. Maintain the original MAP

2. Adjust the MAP to a level proposed by the Proposer or determined appropriate by the City

3. Withdraw the MAP, allowing the item to be auctioned without a reserve

4. Negotiate an alternative arrangement with the Proposer

The City Representative's decision on an objection is final.

9. Documentation and Reporting of MAP Items

1. Proposer Record Retention: Proposer shall maintain detailed records of all MAPs communicated by the City, including the date communicated, the item description, the MAP amount, and the date of communication. Proposer shall retain these records for the duration of the contract plus six (6) years thereafter.

2. Post-Auction Reporting: In the electronic accounting report due within five (5) business days of the close of each auction as per Section 2.12.4. The Proposer(s) shall clearly identify and separately report the below items.

• Each item for which a City-established MAP was in effect

• The City-established MAP amount

• Whether the item was sold or unsold

• If sold, the actual sale price and whether it met or exceeded the MAP

• If sold below MAP, the reimbursement calculation and amount owed to the City

3. Audit Rights: The City and its authorized agents retain the right to audit, inspect, and copy all records related to items with

City-established MAPs at any time during the contract term and for six (6) years thereafter in accordance with Sections 2.15 -

Maintenance of Records and 3.17 - Audit Rights.

10. Payment of MAP Reimbursement

Any reimbursement owed to the City due to a sale below MAP shall be included in the Proposer's regular payment to the City for that auction cycle. Proposer shall calculate the reimbursement amount in the post-auction accounting report and shall remit payment of the full auction proceeds less decommissioning costs plus the MAP reimbursement within fifteen (15) business days of the close of the auction and in accordance to Section 2.12 Post-Auction Responsibilities. Commissions shall be either deducted from Sellers sale price and/or charged to the Buyer in accordance to the Pricing Structure submitted by the Successful Proposer(s).

11. Dispute Resolution for MAP Issues

1. Initial Review: If a dispute arises regarding whether a sale price was accurately reported, whether an item met or failed to meet a MAP, or whether reimbursement is properly calculated, the Proposer shall submit a written request for review to the

City Representative within five (5) business days of the audit or dispute notice.

2. City Representative Decision: The City Representative shall review all available documentation, including auction records, photographs, and sales documentation, and shall issue a written decision within ten (10) business days of receipt of the review request. The City Representative's decision is final and binding.

3. Appeal: Proposer may appeal the City Representative's decision to the City Purchasing Director in writing within five (5) business days of the City Representative's decision. The appeal shall include all supporting documentation and a detailed written statement of the grounds for appeal. The City Purchasing Director's decision is final.

4. Legal Proceedings: Any legal action or arbitration proceeding related to MAP disputes shall be governed by the laws of the

State of Florida and shall be brought in a court of competent jurisdiction in Hillsborough County, Florida.

2.14. ON-LINE AND/OR LIVE AUCTIONS

1. During the term of this contract, the Successful Proposer(s) shall provide either or both live and/or on-line internet auction functionality for vehicle and equipment sales to include the following items:

• System software, installation and technical support

• Training in the use of the proposed system

• Troubleshooting and maintenance

• Online Customer Support for Bidders

• Billing and Financial Reporting

• Maintain a web site accessibility rate of at least 98% excluding scheduled maintenance

2. The Successful Proposer(s) shall provide a fully functional online auction services platform capable of supporting the posting, management, and sale of items on the Proposer’s website. The platform shall include an online bidding system that operates continuously, twenty-four (24) hours a day, allowing for real-time bidding and automatic validation of bids to ensure accuracy and integrity of the auction process. The system shall also generate and maintain detailed documentation of all bids received, including identification of the highest bidder and supporting records necessary for the City to verify transactions and collect all monies owed. The City prefers to have Proposers who operate auctions across multiple online platforms and/or are capable of conducting simultaneous live and online auctions, thereby maximizing bidder participation, exposure, and sale value for the

City’s assets.

3. On-line auction functionality shall include the ability to incorporate digital photography into the advertisements for individual items put up for auction, maintenance of complete and accurate records of the bidding for each of the auction items and the chronology of the bidding for each of the auction items.

4. Successful Proposer(s) shall maintain adequate information systems on its website(s) to guide prospective bidders through the entire survey, bidding, award of bid, payment, delivery, and general information requirements of prospective bidder(s) as well as a customer service function for the benefit of bidders.

5. Successful Proposer(s) must provide the City access to their online auction system for the City to track status of items listed for auction sales and provide various reporting options to include; current postings, closed listings, year to date sales, monthly sales and all assets sold.

2.15. MAINTENANCE OF RECORDS

Successful Proposer(s) shall keep adequate records and supporting documentation applicable to this contract and related services. Said records and documentation will be retained by the Successful Proposer(s) for a minimum of six (6) years from the date of termination of this contract. The City and its authorized agents shall have the right to audit, inspect and copy all such records and documentation as often as the City deems necessary during the period of this contract and during the period of six (6) years thereafter.

2.16. COORDINATION WITH THE CITY

The Successful Proposer(s) shall identify in their proposal(s) the Project Manager to work in close coordination with the City. The

City's Representative/Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Representative/Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

The City intends to make multiple awards under this RFP. Upon contract award, the City reserves the right to allocate surplus items for auction among the Successful Proposer(s) who achieve the highest overall score based on the Evaluation Criteria, overall financial revenue impact and return to the City, operational capabilities, past performance, and service availability to determine the best overall value.

2.17. PRICING REQUIREMENTS

All pricing and bid requirements must be submitted using Pricing Structure for Vehicle Surplus and Equipment Auction Services provided as part of this RFP. Proposer(s) shall complete all sections of Pricing Structure with clear, legible, and detailed pricing information. This section describes each pricing requirement in detail.

1. Commission Structure for Vehicles, Vehicle Related Equipment and Other Motorized Equipment

Proposer(s) shall submit commission rates as a percentage of the winning (hammer) price for all vehicles, vehicle related equipment, and other motorized equipment using a tiered pricing structure based on the final sale price of each item.

Three Commission Tiers:

Tier 1 - Items with a sales price of less than $5,000

Tier 2 - Items with a sales price between $5,001 to $15,000

Tier 3 - Items with a sales price of $15,001 or greater

Tiered Pricing Rationale:

The tiered commission approach allows proposers to reflect different operational costs and market conditions for items at varying price points. Higher-value items typically generate higher sale prices with proportionally lower processing costs per dollar, justifying different commission percentages. Proposers are encouraged to submit competitive rates that reflect their operational efficiencies while ensuring quality service delivery.

Vehicle Categories Included in Section 1- Commission Structure for Vehicles, Vehicle Related Equipment and Other Motorized

Equipment:

• Sedans and light trucks (pickup trucks, small commercial vehicles under 10,000 lbs)

• Heavy trucks and industrial equipment (dump trucks, street sweepers, compactors, floor scrubbers, etc.)

• Other motorized equipment (golf carts, generators, compressors with motors, etc.)

See Pricing Structure, Section I for pricing submission.

2. Commission Structure for Other Portable Equipment and Miscellaneous Items

Proposer(s) shall submit commission rates as a percentage of the winning (hammer) price for portable equipment and miscellaneous items (those that are NOT vehicles, vehicle related equipment, or other motorized equipment) using a tiered pricing structure based on the final sale price of each item.

Two Commission Tiers:

Tier 1 - Items with a sales price of less than $1,000

Tier 2 - Items with a sales price of $1,001 or greater

Tiered Pricing Rationale:

Smaller-value items typically require different handling, marketing, and processing approaches than higher-value items. The two-tier structure for miscellaneous equipment recognizes these operational differences. Lower-value items may require bundling, simplified marketing, or batch processing, while higher-value items warrant individualized attention and marketing.

See Pricing Structure, Section 2 - Commission Structure for Other Portable Equipment and Miscellaneous Items for pricing submission.

3. All-Inclusive Commission Requirement

All commission rates stated in Sections 1 and 2 of the Pricing Structure shall be ALL-INCLUSIVE and shall incorporate ALL suppliers’ borne costs to remove items from City property, perform auction services for the sale of items, and provide proper ownership transfer of items to winning bidders. The City will NOT pay any additional fees beyond the stated commission percentages.

Costs Included in Commission (not an exhaustive list):

• Pickup and transportation of vehicles and equipment from all City facilities

• Towing and recovery costs

• Secure storage and storage facility maintenance and operations

• DMV title transfers, registrations, and all documentation processing

• Dealer fees and transfer fees

• Website maintenance and online auction platform fees and support

• Marketing and advertising materials and services

• Photo documentation and digital imaging services

• Staffing for pickup, storage facility operations, auction conduct, and customer service

• Any other costs or fees associated with the auction of City vehicles and equipment

Proposer Certification:

By submitting Pricing Structure, Proposer certifies that all commission percentages are all-inclusive and the City will not be charged any additional fees beyond those stated.

4. Decommissioning Services Costs

Proposer(s) shall provide separate line-item pricing for the various vehicle and equipment decommissioning services. These services are

NOT included in the standard auction commission (Sections 1 and 2) and will be charged separately only when the City specifically requests such services in…