Auction ServicesBid Documents

The Indiana Department of Administration is requesting proposals for auction services to establish a quantity purchase agreement (QPA) for the State of Indiana and potentially other state agencies, with proposals due November 23, 2026 at 3:00 PM Eastern Time under RFP 26-87552. A pre-proposal conference is scheduled for October 28, 2026 at 9:30 AM Eastern Time at the Indiana Government Center South in Indianapolis, with virtual attendance available.

The scope encompasses live, online, and hybrid auction services for vehicles, equipment, and other items. The contractor must provide market value assessment, marketing and promotion, equipment appraisal, web portal hosting, bidder registration and management, item transportation and preparation, financing and payment alternatives, title transfer handling, post-auction settlement, and storage and shipping options. All auctioneers must be licensed in Indiana. The contractor serves as the primary point of contact for all buyer communications, complaints, disputes, and title concerns and is responsible for facility-based pickup, storage, and distribution throughout the auction process. Detailed invoices for pre-auction marketing and preparation costs must be submitted by line item (no lump-sum costs), with the balance of commissions due within 48 hours of auction completion. Auction results and data must be provided to the State's contract manager within 48 hours of closing.

The anticipated annual spend baseline is approximately $2 million. The contract term is five years with two optional one-year renewals available at the State's discretion. Pricing must be submitted as a fixed percentage of the annual spend figure, applied consistently across the full five-year term, and remain firm for 180 days from award issuance.

Evaluation is weighted at 50 points for management assessment and quality, 30 points for cost (normalized to lowest bidder), and up to 11 points for Buy Indiana Initiative preferences, Indiana Small Business Program (INSBP) participation with a 10% goal, and Indiana Veteran Owned Small Business (IVOSB) subcontractor commitments with a 3% goal. The State may conduct oral presentations, reference site visits, and request best and final offers. An award recommendation is targeted for February 2027.

Respondents must submit all required attachments including technical proposal, business proposal, cost proposal, reference forms, economic impact certification, and attestation of compliance. Questions are due per RFP Section 1.24 using the Q&A template. The State reserves the right to reject any bid, cancel the solicitation, or award based on initial proposals.