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CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Emilio T. Gonzalez, Ph.D. City Manager FROM: Annie Perez, CPPD Director of Procurement Recommendation DATE: March 5, 2019 FILE: SUBJECT: Recommendation of Award of two (2) Contracts for Auction Services REFERENCES: RFP 824384 ENCLOSURES: Request to Negotiate Memo, Score Sheets Based on the findings below, the Department of Procurement ("Procurement") hereby recommends approval for the award of two (2) contracts for auction services pursuant to Request for Proposals ("RFP") No. 824384, to the highest ranked responsive and responsible proposer for Group 1, On -Site Auctions, and Group 2, Internet Auctions, as follows: 1, Group 1, On -Site Auctions - Fisher Auction Co., Inc. ("Fisher"); and 2. Group 2, Internet Auctions — Rene Bates Auctioneers, Inc. ("Rene Bates"). Background On May 4, 2018, Procurement issued RFP 824384 under full and open competition, to obtain proposals from experienced and qualified firms for the provision of on-site and internet auction services. The RFP was divided into two (2) groups: Group 1 — On -Site Auctions, and Group 2 — Internet Auctions, Proposers were given the option of submitting a proposal for one, or both groups. Proposers were required to meet all of the minimum qualification requirements established in the RFP for each Group, in order to be deemed qualified to provide the services for said Group. Each contract has an initial term of three (3) years, with one (1) additional three (3) year option to renew. The Evaluation Committee ("Committee") met on October 3, 2018 to evaluate and score the proposals following the guidelines and criteria published in the RFP. The Committee decided not to hold oral presentations as the proposals did not require further clarification. Fiscal Impact The contracts resulting from this RFP will generate revenue for the City through the disposition of surplus equipment and/or vehicles. Each Proposer was required to propose their compensation for these services expressed as either a buyer's premium, or commission on sales. A buyer's premium is a percentage of the sale price of each item that is paid by the buyer, above the sales price; a commission is a percentage of the sale price deducted from the total amount payable to the City. Please be advised that a buyer's premium does not represent a direct reduction in the auction proceeds paid to the City, PR19087 as a commission would, but can decrease the amount buyers are willing to spend on each item, thereby reducing the City's revenues indirectly. Group 1 — On -Site Auctions Three (3) Proposals were received in response to the RFP. All Proposals were deemed responsive. The proposals were reviewed and evaluated by an Evaluation Committee ("Committee"), following the guidelines and criteria published in the RFP. Following evaluations, Fisher was recommended for negotiations. Negotiations were held on December 18, 2018. Fisher proposed a 7% buyer's premium as compensation for its services related to On -Site Auctions. During negotiations, Fisher declined the City's request to reduce the buyer's premium, indicating that it's proposed 7% buyers' premium was already discounted from its normal 10% rate, which was the industry standard. The other two (2) Proposers for Group 1 — On -Site Auctions, each proposed a 10% buyers' premium as compensation. Group 2 — Internet Auctions Nine (9) Proposals were received in response to the RFP. Eight (8) Proposals were deemed responsive. The Proposals were reviewed and evaluated by the Committee, following the guidelines and criteria published in the RFP. Following evaluations, the Committee recommended that the City enter negotiations with the two (2) highest ranked Proposers, Rene Bates and BIDERA, ranked first and second respectively, to determine which would offer the best terms and conditions to the City, based upon the City's needs.. Negotiations were held on December 18, 2018 and February 14, 2019. Rene Bates proposed a commission of 4.75% on all sales as compensation for its services related to Internet Auctions. During negotiations, Rene Bates Auctioneers agreed to a .5% reduction of its proposed commission on all sales, reducing it to 4.25%. Rene Bates is the incumbent vendor for Group 2 - Internet Auctions and has indicated that it will continue to tailor its services to meet the needs of the City. BIDERA proposed a buyer's premium of 10% on all sales. When the Negotiating Team requested that BIDERA consider reducing its buyer's premium, BIDERA declined to do so for the following stated reasons: 1. BIDERA indicated that the reduction of their buyer's premium "wouldn't be fair to the other cities" (BIDERA contracts with); and 2. BIDERA cited the extensive level of service it provides in conjunction with Internet Auctions, particularly in relation to the sale of cars through this medium. BIDERA currently contracts with more than twenty (20) governmental entities within the South Florida area. According to BIDERA, its 10% buyer's premium is standard among all entities it contracts with, as is the level of service provided. The services BIDERA has proposed to provide, exceed those required by the City, as many are handled by City staff. Additionally, a good amount of the services provided by BIDERA center around preparations for the disposal of automobiles. The City typically does not dispose PR19087 of automobiles through Internet Auctions, as the quality of the vehicles the City disposes of usually makes them unmarketable through this medium. These additional services offered by BIDERA are not needed by the City at this time. The Negotiating Team felt that Rene Bates offered the City the best terms and conditions, based upon the City's needs. Procurement hereby recommends award of the contracts as follows: Group 1 — On -Site Auctions - Fisher Group 2 — Internet Auctions — Rene Bates Your signature below will indicate approval of this recommendation. Approved: Date: E ilio T onzalez, Ph.D., City Manager cc: Joseph F. Napoli, Deputy City Manager Sandra Bridgeman, Assistant City Manager/Chief Financial Officer Rafael Suarez -Rivas, Sr. Assistant City Attorney Yadissa A. Calderon, CPPB, Assistant Director, Procurement PR19097 TO: Emilio T. Gonz6lez, Ph.D, City Manager Annie Perez, CPPO FROM '• Director, Procurement Recommendation: CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: November 13, 2018 FILE: SUBJECT: Recommendation to Negotiate Contracts for Auction Services REFERENCES: RFP 824384 ENCLOSURES: Evaluation Committee Appointment Memo; Evaluation Score Sheets Based on the findings below, the Department of Procurement ("Procurement') hereby recommends approval to negotiate a contract with the highest ranked, responsive and responsible Proposers, pursuant to Request for Proposals ("RFP") No. 824384, to provide auction services on a group -by -group basis as follows: Groun 1 — On -Site Auctions: Fisher Auction Company ("Fisher") Group 2 — Internet Auctions: 1, Rene Bates Auctioneers, Inc. ("Rene Bates") 2, Bidera LLC ("Bidera") Background: On May 4, 2018, Procurement issued RFP No. 824384, under full and open competition, to obtain proposals from experienced, qualified firms for the provision of both on-site and internet auction services. The RFP was divided into two (2) groups: Group 1: On -Site Auctions, and Group 2: Internet Auctions. Proposers were allowed the opportunity to propose for one (1) group or both. Proposers were required to meet all of the minimum qualification requirements established in the RFP in order to be deemed qualified to provide the services. On June 7, 2018, ten (10) Proposals were received in response to the RFP. Nine (9) Proposals were deemed responsive. The Evaluation Committee ("Committee") met on October 3, 2018 to evaluate and score the proposals, following the guidelines published in the RFP. The Committee decided not to hold oral presentations, as the Proposals did not require further clarification. The evaluation criteria were given respective weights for a maximum of one hundred (100) points per Committee member. The final scores are listed below in order of ranking: PR19015 Memo to Emilio T, Gonzalez, Ph.D. Recommendation to Negotiate Contracts for Auction Services Group 1 — On -Site Auctions: Group 2 — Internet Auctions Technical Price Total Proposer Score Score Combined Proposer (max. 350) (max. 150) Score (max. 350) (max. 150) (max. 500) 1 Fisher Auction Company 326.85 1 143 1 469.85 he 2 Bidera LLC 329.5 126 455.5 3 Royal Auction Company 297.5 119 416.5 Group 2 — Internet Auctions Due diligence was conducted to determine responsibility, including verifying corporate status. There were no performance or compliance issues, and no adverse finding related to the responsibility of Fisher, Rene Bates or Bidera, Negotiations: The Committee recommends that the City enter into negotiations as follows: Group 1 — On -Site Auctions — Fisher was the highest ranked responsive and responsible Proposer. Notwithstanding the foregoing, approval is requested, that in the event the City and Fisher are unable to reach an agreement, negotiations with Fisher will be terminated and the City will begin negotiations with the next highest ranked responsive and responsible Proposer, Bidera, This negotiation process will continue until an agreement, acceptable to the City, has been reached. Group 2 — Internet Auctions -- Rene Bates and Bidera were the two (2) highest ranked responsive and responsible Proposers. The Committee determined that it was in the City's best interest to negotiate with both firms to determine which firm provides the most favorable terms and pricing. The following individuals will participate in the negotiations: Charles Johnson, III, Sr, Procurement Contracting Officer, Procurement Page 2 of 3 PR19015 Technical Price Total Combined Proposer Score Score Score (max. 350) (max. 150) max. 500 1 Rene Bates Auctioneers, Inc. 337.25 113.5 450.75 2 Bidera LLC 328.5 115 443.5 3 Municibid.com LLC 308.5 130 438.5 4 The Public Group 310.55 110 420.55 5 Royal Auction Group, Inc. 305,25 105 407.25 6 PropertyRoom.com, Inc. 294.25 69 I 363.25 J7 GovDeals, Inc. 340 0 340 8 A-1 Assets, Inc, 276.5 57 333.5 Due diligence was conducted to determine responsibility, including verifying corporate status. There were no performance or compliance issues, and no adverse finding related to the responsibility of Fisher, Rene Bates or Bidera, Negotiations: The Committee recommends that the City enter into negotiations as follows: Group 1 — On -Site Auctions — Fisher was the highest ranked responsive and responsible Proposer. Notwithstanding the foregoing, approval is requested, that in the event the City and Fisher are unable to reach an agreement, negotiations with Fisher will be terminated and the City will begin negotiations with the next highest ranked responsive and responsible Proposer, Bidera, This negotiation process will continue until an agreement, acceptable to the City, has been reached. Group 2 — Internet Auctions -- Rene Bates and Bidera were the two (2) highest ranked responsive and responsible Proposers. The Committee determined that it was in the City's best interest to negotiate with both firms to determine which firm provides the most favorable terms and pricing. The following individuals will participate in the negotiations: Charles Johnson, III, Sr, Procurement Contracting Officer, Procurement Page 2 of 3 PR19015 Memo to Emilio T. Gonzalez, Ph.D, Recommendation to Negotiate Contracts for Auction Services Pearl Bethel, Sr. Procurement Contracting Manager, Procurement Max Segasse, P -Card Administrator, Procurement Richara Brown, Assistant to the Director, Finance Department Consensus Statement: Group 1 -- On -Site Auctions The Committee recommends Fisher for the following primary reasons: 1) Fisher has the necessary qualifications, relevant experience, and technical capacity needed to provide the services required in the RFP, at the level required by the City; 2) The firm's key personnel have an extensive track record of successfully providing auction services to governmental entities similar in size to the City; and 3) The firm presented the most comprehensive proposal, which included a detailed plan of action. Fisher's proposed pricing was within industry standards, and will be negotiated in the best interest of the City. Group 2 -- Internet Auctions The Committee recommended that the City shortlist the two (2) highest ranking Proposers, Rene Bates and Bidera respectively, enter into negotiations with both, and recommend award of an agreement to the one (1) firm that offers the City the most favorable terms, including but not limited to pricing. The Committee's recommendation was based upon the following: 1) Both firms Proposals demonstrated the necessary qualifications, relevant experience, and technical capacity required to provide the services requested within the RFP, at the level required by the City; 2) Both firms' key personnel have an extensive track record of successfully providing auction services to governmental entities similar in size to the City; and 3) Both firms presented comprehensive proposals, which included a detailed plan of action. Both Proposers' proposed pricing was within industry standards, but pricing will be negotiated in the best interest in the City. Copies of the score sheets for each committee member are attached, as well as the composite score sheets, Approved: Date: // e / WTT onzalez, Ph.D., City Manager cc: Sandra Bridgeman, Assistant City Manager/Chief Financial Officer Pablo J. Velez, Assistant City Attorney Yadissa A. Calderon, CPPB, Assistant Director, Department of Procurement Page 3 of 3 PR19015 COMPOSITE SCORES RFP 824384 Auction Services - Group 1 EVALUATION OF PROPOSALS SELECTION PROPOSERS CRITERIAMaximum Points Per MaximumTalel Points BIDERA LLC FisherAuciion Royal Auction y Member (5 members) Company Company Proposer's relevant experience, qualifications, and past performance 25 125 122 124 123 Relevant experience and qualifications of key personnekl, including key personnel of subcontractors, and experience and qualifications of 20 , 10o s1 s4.s $$ subcontractors Proposer's approach to providing the services requested in the solcitation 25 125 116.5 10825 86.5 TOTAL TECHNICAL POINTS I 70 350 329.5 326.85 297.5 Proposer's Proposed Price I 30 f 150 1 126 I 143 119 TOTAL TECHNICAL and PRICE POINTSI 100 500 I 455.5 469.85 416.5 (Technical & Pfice rows above) l /6NKINV 1 2 1 3 4 _,-Z' SIGNATURE:f f 9%// PRINT NAME: Chairperson MW Reviewed By IOC24MIS EVALUATION OF PROPOSALS RFP 824384 Auction Services - Group 1 Aniska E fliott SELECTION PROPOSERS CRITERIA Maximum BI®ERA LLC Fisher Auction Royal Auction Points Company Group, Inc. Proposer's relevant experience, qualifications, and past performance 25 25 25 25 Relevant experience and qualifications of key personnekl, including key personnel of 20 19 19.6 18 subcontractors, and experience and qualifications of subcontractors Proposer's approach to providing the services 25 24.5 24.25 22.5 requested in the solcitation TOTAL TECHNICAL POINTS 70 68.5 68.85 65.5 Proposer's Proposed Price I 30 I 30 ' 30 I 30 TOTAL TECHNICAL and PRICE POINTS 100 98.5 98.85 95.5 (Technical & Price roves above) 10/24/2018 EVALUATION OF PROPOSALS RFP 824334 Auction Services - Group 1 Richara Brown (City of Miami) SELECTION PROPOSERS CRITERIA ,y Fisher Royal Auction Maximum PointsCompany BI©ERA LLC. Auction I Group, Inc. Proposers relevant experience, qualifications, 25 25 25 25 and past performance Relevant experience and qualifications of key personnekl, including key personnel of 20 16 16 16 subcontractors, and experience and qualifications of subcontractors Proposer's approach to providing the services 25 20 20 15 requested in the solcitation TOTAL TECHNICAL POINTS 70 61 61 56 Proposer's Proposed Price 30 25 25 20 TOTAL TECHNICAL and PENCE POINTS (Technical & Price rows above) 100 86 86 76 10/24/2018 EVALUATION OF PROPOSALS RFP 324384 Auction Services - Group 1 - On -Site Auctions Barbara Lopez Mi rn-i=Dade County SELECTION PROPOSERS CRITERIA Fis tVi wMUM LIDERA LLC Auction ton Royal Auction Points Company Group, Inc. Proposer's relevant experience, qualifications, 25 25 25 25 and past performance Relevant experience and qualifications of key personnekl, including key personnel of 20 20 20 20 subcontractors, and experience and qualifications of subcontractors Proposer's approach to providing the services 25 25 25 20 requested in the solcitation TOTAL TECHNICAL POINTS 70 70 70 65 Proposer's Proposed Price ` 30 20 28 24 TOTAL TECHNICAL and PRICE POINTS 100 90 98 89 (Technical & Price rows above) 10/24/2018 EVALUATION OF PROPOSALS RFP 824384 Auction Services - Group 1 - On -Site Auctions David Motoia (City of Miami Gardens) SELECTION PROPOSERS CRITERIA z � Fisher Fisher Maximum .POinbs LLC Auction Royal Auction Company Group, Inc. Proposers relevant experience, qualifications, and past performance 25 22 24 23 Relevant experience and qualifications of key personnekl, including ,key personnel of subcontractors, and experience and 20 16 19 16 qualifications of subcontractors Proposer's approach to providing the. services 25 22 24 20 requested in the solcitation TOTAL TECHNICAL POINTS 70 60 67 59 Proposer's Proposed Price 30 25 30 I 25 TOTAL TECHNICAL and PRICE POINTS 100 85 97 84 (Technical & Price rows above) 10242018 EVALUATION OF PROPOSALS RFP 824334 Auction Services - Group 1 - On -Site Auctions Gary Bannister (Citi' of Miramar) SELECTION PROPOSERS CRITERIA i V Maximum gIDERA LLC Fisher uon Auction Royal Auction Points Company Group, Inc. Proposer's relevant experience, qualifications, and past performance 25 25 25 25 Relevant experience and qualifications of key personnekl, including key personnel of subcontractors, and experience and 20 20 20 18 qualifications of subcontractors Proposer's approach to providing the services 25 25 15 9 requested in the solcitation TOTAL TECHNICAL POINTS 70 70 60 52 Proposer's Proposed Price 30 26 30 20 TOTAL TECHNICAL and PRICE POINTS 100 96 90 72 (Technical & Price rows above) 10124/2018 COMPOSITE SCORES RFP 824384 Auction Services - Group 2 EVALUATION OF PROPOSALS SELECTION plzoaosExs cxrTErxu ,+ 6lammn Po nts Pu 1A jC--Ted Po:ocs A-1 Assets, BIDERA LLC GovDeals, Inc. M uniGbid.com PropertyRoonr. The Publc Group � Rene Bates Auctioneers, I Royal Auction e�wosac (smombe's) Inc. LLC I oom, Inc- Group, Ina Ina Proposers relevant experience, qualifications, and past I performance 25 125 116 122 121 106. 121 117 124 123 Relevant experience and qualifications of key personnekl, including key personnel of subcontractors, 20 100 76 92 96 87 82 88.8 98 93 and experience and quarfications of subcontractors Proposer's approach to providing the services I 25 125 84.5 114. 123 115 9125 10475 1152. 8625 requested in the solcitation TOTAL 7ECHNICAL POINTS 70 350 276.5 328.5 340 308.5 I 29425 310.55 33725 j 30225 Proposer's Proposed Price 30 150 57 I 115 0 130 1 69 110 I 113. I 105 TOTAL TECHNICAL and PRICE POINTS I 100 500 I 333.5 I 443.5 340 438.5 ` 36325 420.55 I 450.75 407.25 (TecftrKW & Price rows a�) I I I €raN6 I I 8 I 2 7 3 I 6 4 I 1 I 5 SIGNATURE:/ /t j �- PRINT NAME: ( cnat, EVALUATION OF PROPOSALS RFP 824384 Auction Services - Group 2 - Internet Auctions Aniska E1Fott SELECTION PROPOSERS CRrrER1A ��001 m A-1 Assets, BIDERA GovDeals, Municibid.co Proper The Publc Rene Bates Royal Auction Inc. LLC Inc. m LLC m.com, Inc. Group Auctioneers, Group, Inc. Inc. Proposer's relevant experience, qualifications, and past performance 25 25 25 25 225 25 25 25 25 Relevant experience and qualifications of key personnekl, including key personnel of subcontractors, and experience and 20 14 19 20 20 18 18.8 20 20 qualifications of subcontractors Proposer's approach to providing the services25 12.5 225 25 20 2125 2275 22 25 2225 requested in the solcitation TOTAL TECHNICAL POINTS 70 51.5 { I 66.5 70 62.5 6425 66.55 67.25 67.25 Proposer's Proposed Price 30 12 30 0 30 24 27 28.5 30 TOTAL TECHNICAL and PRICE POINTS 100 63.5 96.5 70 92.5 88.25 93.55 95.75 97 25 (Dechnka! 8 Price rows above) EVALUATION OF PROPOSALS RFP 824384 Auction Services - Group 2 - Internet Auctions Wichara Browrt (C!'EV Of Miami'', R PLECTION P ROOPOSERPOSER S CRITERIA < M33d=. A-1 Assets, BIDERA LLC GovDeals, Municibid.co Pro perfyRoo The Pubic Rene Bates Auctioneers' Royal Auction ?� Inc. Inc_ m LLC m_com, Inc Group Group, tnc Proposers relevant experience, qualifications, 25 i 25 f 25 25 24 24 25 25 25 and past performance I Relevant experience and qualifications of key personnekl, including Key personnel of 15 subcontractors, and experienceand 20 16 16 16 16 16 18 16 qualifications of subcontractors Proposer's approach to providing the services I 25 15 20 25 24 19 20 25 15 requested in the solcitation TOTAL TECHNICAL POINTS 70 55 61 66 64 59 61 68 56 Proposer's Proposed Price 30 20 25 0 25 20 27 30 25 TOTAL TECHNICAL and PRICEPOINTS 100 75 86 66 89 79 88 98 81 CI-echnicat& Pmeromsabnvel EVALUATiONI OF PROPOSALS RFP 824384 Auction Services - Group 2 - Internet Auctions Barbara Lope? Warni-Cade County SELEMION PROPOSERS CRITERIA - Mwdawm A-1 Assets, BIDERA LLC GovDeals, Municibid_co PropertyRoo The Pubic Rene Bates Auctioneers, Royal Auction Points Inc Inc_ m LLC m.com, Inc_ Group Group, Inc. Proposer's relevant experience, qualifications, 25 25 25 25 20 25 25 25 25 and past performance Relevant experience and qualifications of key personneld, including key personnel of 20 20 20 20 15 10 20 20 20 subcontractors, and experience and qualifications of subcontractors Proposer's approach to providing the services 25 25 25 25 25 10 25 20 20 requested in the solcitation k TOTAL TECHNICAL POINTS 70 70 70 70 60 45 70 65 65 Proposers Proposed Price 3010 20 0 25 5 25 15 20 TOTAL TECHNICAL and PRICE POINTS 100 80 90 70 85 50 95 80 85 (Technkar & Price ro es above I I i EVALUATION OF PROPOSALS RFP 824384 Auction Services - Group 2 - Internet Auctions Gary Bannister SELECTION PROPOSERS CRITERIA M Md- Assets, A-1 Arse SIDERA LLC GovDeals, Municibid.co p tyRoo Pro er The Publc Rene Bakes Auctioneers, Royal Auction Inc. Inc. m LLC m.com, Inc. Group Group, Inc. Inc. Proposer's relevant experience, qualifications, 25 20 I 25 24 I 20 I 25 20 25 25 and past performance 1 1 Relevant experience and qualifications of key personnekl, including key personnel of subcontractors, and experience and 20 10 20 20 19 I 20 15 20 18 qualifications of subcontractors III Proposers approach to providing the services 25 10 25 25 23 19 15 25 9 requested in the solcitation - TOTAL TECHNICAL POINTS I 70 I i 40 70 I 69 I 62 64 50 70 52 Proposer's Proposed Price 30 I 5 I 25 I 0 30 5 I 7 10 I 15 TOTAL TECHNICAL and PRICE POINTS 100 i 45 I 95 I 69 I 92 69 ( 57 I 80 67 (Technical 8 Pnce rows above) f I EVALUATION OF PROPOSALS RFP 824384 Auction Services - Group 2 - Internet Auctions Davi: Matola (City of DNrariar; sELECnom PROPOSERS CRITERIA Madmem A-1 Asseis, �O�A LLC GovDeals, Municibid.co PropertyRoo The Pubic Rene Sates Auctioneers Royal Auction Pants Inc. Inc. m LLC m.com, Inc_ Group Group, Inc. � I f Proposer's relevant experience, qualifications, ( 25 ! 21 I 22 I 22 20 I 22 I 22 ` 24 23 ` and past performance I I 1 1 Relevant experience and qualifications of key personnekl, including key personnel of 20 17 17 20 17 18 19 20 19 subcontractors, and experience and qualifications of subcontractors Proposer's approach to providing the services 25 22 22 23 23 22 22 23 20 requested in the solcitation TOTAL TECHNICAL POINTS jf I 70 I 60 61 65 I 60 l 62 63 I 67 62 Proposer's Proposed Price I 30 + 10 15 0 20 I 15 24 30 15 TOTAL TECHNICAL and PRICE POINTS E�aol 70 76 65 80 I 77 87 97 77 {Technical E Price rows above) CI i ( OF iNA' M!, FLORDA INTER -OFFICE MEMORANDUM Emilio T. Gonzalez, Ph.D. City Manager Pez%�1 1cA nIe PePO ) Director, Procurement.Department a�=GFE>' ENC CSUREl June 4, 2018 Evaluation Committee for RFP 824384, Auction Services The Procurement Department issued Request for Proposals (''RFP") No. 824384 on May 9, 2018 for Auction Services. It is respectfully requested that you approve the following individuals as members of the Evaluation Committee to evaluate the proposals. Each has the requisite knowledge and experience to evaluate the proposals pursuant to the RFP. City of Miami Staff (voting) Aniska Elliott, Budget Analyst, Office of Management and Budget Richara Brown, Assistant to the Director, Finance Department External Team Members (voting) Barbara Lopez, Accountant 1, Miami -Dade County ("MDC") David Motola, Fleet Manager, City of Miami Gardens Gary Bannister, Procurement Analyst, City of Miramar Alternates Obed Jiron, Property & Materials Supervisor, MDC Keva Pace, Administrative Officer 3, MDC APPROVED: DATE: Emili . Gonzalez, Ph.D. City anager AP:cj Cc: Sandra Bridgeman, Assistant City Manager and Chief Financial Officer Lydia Osborne, CPPD, Assistant Director/Chief Negotiator, Procurement PR 18043 5/23/2019 Detail by Entity Name DIVISION OF CORPORATIONS j + ��1. %J i/ • i Vii/ ri �rrr� Department of State / Division of Corporations / Search Records / Detail By Document Number / Detail by Entity Name Florida Profit Corporation FISHER AUCTION CO., INC. Filing Information Document Number G61026 FEI/EIN Number 59-2342559 Date Filed 09/26/1983 State FL Status ACTIVE Last Event NAME CHANGE AMENDMENT Event Date Filed 01/21/1992 Event Effective Date NONE Principal Address 2112 East Atlantic Boulevard POMPANO BCH, FL 33062-5208 Changed: 01/08/2013 Mailing Address 2112 East Atlantic Boulevard POMPANO BCH, FL 33062-5208 Changed: 01/08/2013 Registered Agent Name & Address FISHER, LAMAR PPRES. 2112 East Atlantic Boulevard POMPANO BCH, FL 33062-5208 Name Changed: 03/21/2008 Address Changed: 01/08/2013 Officer/Director Detail Name & Address Title PRIES FISHER, LAMAR PCEO 2112 East Atlantic Boulevard search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetaiI?inquirytype=EntityName&directionType=Initial&searchNameOrder=FlSHERAUCTIO... 1/3 5/23/2019 1 POMPANO BCH, FL 33062-5208 search.; FISHER JR., LOUIS BCHAIRMN 2112 East Atlantic Boulevard POMPANO BCH, FL 33062-5208 Title EVP SANTOS, FRANCIS 2112 East Atlantic Boulevard POMPANO BCH, FL 33062-5208 Annual Reports Report Year Filed Date 2017 01/09/2017 2018 02/07/2018 2019 02/08/2019 Document Images Detail by Entity Name 02,`08;2019 --ANNUAL REPORT View image in PDF format 020712013 --ANNUAL REPORT View image in PDF format 01!0912017 --ANNUAL REPORT View image in PDF format 0202/2016 -- ANNUAL REPORT View image in PDF format 01/20/2015 -- ANNUAL REPORT View image in PDF format 01/0812014 --ANNUAL REPORT View image in PDF format 01/08/2013 — ANNUAL REPORT View image in PDF format 01!18!2012 --ANNUAL REPORT View image in PDF format 02/01/2011 -- ANNUAL REPORT View image in PDF format 02102'2010 -- ANNUAL REPORT View image in PDF format 02/25/2009 -- ANNUAL REPORT View image in PDF format 03121 `2008 -- ANNUAL REPORT View image in PDF format 03102.'2007 -- ANNUAL REPORT View image in PDF format 09101/2006 -- ANNUAL REPORT View image in PDF format 04/1212006 — ANNUAL REPORT View image in PDF format 04/20/2005 -- ANNUAL REPORT View image in PDF format 03/09/2005 — ANNUAL REPORT View image in PDF format 09/20/2004 -- Off/Dir Resignation View image in PDF format 09/20/2004 — Off/Dir Resignation View image in PDF format 0212/2004 — ANNUAL REPORT View image in PDF format 02.!26/2003 -- ANNUAL REPORT View image in PDF format 04/29/2002 -- ANNUAL REPORT View image in PDF format 04/09/2001 —ANNUAL REPORT View image in PDF format 04/12/2000 --ANNUAL REPORT View image in PDF format 04/27/1999 — ANNUAL REPORT View image in PDF format 05/08/1998 -- ANNUAL REPORT View image in PDF format 06/03/1997 -- ANNUAL REPORT View image in PDF format 04116/1996 -- ANNUAL REPORT View image in PDF format ;unbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=Initial&searchNameOrder=FISHERAUCTIO.. 2/3 5/23/2019 Detail by Entity Name search.sunbiz.org/Inquiry/CorporationSearch/Search ResultDetaiI?inquirytype=EntityName&directionType=Initial&searchNameOrder=FIS HERAUCTIO... 3/3 5/23/2019 Detail by Entity Name DIVISION OF CORPORATIONS � If ,.Qrg Department of State / Divisior. of Corporatiens / Search Records / Detail By Document Number / Detail by Entity Name Foreign Profit Corporation RENE' BATES AUCTIONEERS, INC Filing Information Document Number F08000002745 FEI/EIN Number 75-1718382 Date Filed 06/19/2008 State TX Status ACTIVE Principal Address 4660 COUNTY ROAD 1006 MCKINNEY, TX 75071 Mailing Address 4660 COUNTY ROAD 1006 MCKINNEY, TX 75071 Registered Agent Name & Address BATES, RENE' 20400 W Country Club Dr Apt 211 Aventura, FL 33180 Name Changed: 01/05/2011 Address Changed: 01/10/2017 Officer/Director Detail Name & Address Title PSD BATES, SHERYL L 4660 COUNTY ROAD 1006 MCKINNEY, TX 75071 Title VSD BATES, RENE' 4660 COUNTY ROAD 1006 MCKINNEY, TX 75071 search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=Initial&searchNameOrder=RENEBATESAU... 1/2 5/23/2019 Title VPD BATES, MICHELLE R 4660 COUNTY ROAD 1006 MCKINNEY, TX 75071 Annual Reports Report Year Filed Date 2017 01/10/2017 2018 01/15/2018 2019 01/22/2019 Document Images 01/22/2019 — ANNUAL REPORT 01115/2018 —ANNUAL REPORT 01/10/2017 -- ANNUAL REPORT 01/25/2016 --ANNUAL REPORT 01.09.%2015 --ANNUAL REPORT 01 :07/2014 --ANNUAL REPORT 01.2512013 --ANNUAL REPORT 011'1112012 --ANNUAL REPORT 01/05/2011 --ANNUAL REPORT 02'15/2010 — ANNUAL REPORT 01'06/2009 -- ANNUAL REPORT 06119/2008 -- Foreign Profit View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format Detail by Entity Name search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetai I?inquirytype=EntityName&directionType=Initial&searchNameOrder=REN EBATESAU... 212 FISHER AUCTION COMPANY June 6, 2018 City Clerk City Hall 3500 Pan American Drive Miami, FL 33133-5504 RE: Request for Proposals RFP #824384 Auction Services Dear Sir / Madam: Fisher Auction Company appreciates the opportunity to respond and provide our proposal for the above referenced solicitation. Additionally, I am confident Fisher Auction Company can provide the services necessary to assure the success for the subject contract. Should you have any questions during your review, please feel free to contact me directly at 754.220.4113. Hope we get a chance to work together! Respectfully submitted, Fisher Auction Company i Lamar PI -Fisher, CAI, AARE President / CEO rr ufor Proposal?e es �Y. �s FISHER . AUCTION COMPANY 2112 East Atlantic Boulevard, Pompano Beach, Florida 33062 • 954.942.0917 9 Toll Free 800.331.6620 Facsimile 954.782.8143 info@fisherauction.com • www.fisherauction.com Proposer's Name: Fisher Auction Company Contact Person: Lamar P. Fisher, President / CEO Liaison for the Contact: Andre LaBauve, CFO Primary Office Location: 2112 East Atlantic Boulevard Pompano Beach, Florida 33062 Local Business Address: N/A Business Phone: 954.942.0917; Toll Free 800.331.6620 Facsimile: 954.782.8143 Emails: info@fisherauction.com lamar@fisherauction.com andre@fisherauction.com Title of RFP: Request for Proposals for On -Site Auction Services RFP Number: 824384 FEIN: 59-2342559 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your tiles. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govem in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION. the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) farther certify that this submission is made without prior understanding. agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: Fisher Auction Company ADDRESS: PHONE: EMAIL: 2112 E. Atlantic Blvd., Pompano Beach, FL 33062 954.942.0917 lamar@f isherauction.com SIGNED BY: TITLE: 0 t / CEO FAX: 954.782.8143 CELL(Optional): 754.220.4113 DATE: FAILURE TO COMPLETE, SIGN, AND RETURN THiS FORA SHALL DISOUALIFI' THIS RESPONSE. Page 2 of 44 Certifications Legal Name of Finn: Fisher Auction Co., Inc. Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Corporation Year Established: 1983 Office Location: City of Miami, Miami -Dade County, or Other Pompano Beach, Broward County, FL Business Tax Receipt / Occupational License Number: 379-14471 Business Tax Receipt / Occupational License Issuing Agency: Broward County, FL Business Tax Receipt / Occupational License Expiration Date: September 30, 2018 Will Subcontractor(s) be used? (Yes or No) Yes If subcontractor(s) will be utilized, provide their name, address and the the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Thomas R. Curran, Assistant Auctioneer Please list and acknowledge all addendurn/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 7/1/17). If no addendum/addenda was/were issued, please insert N/A. Addendum No. 1 and Addendum 2 Has the Proposer reviewed the attached Sample Professional Services Agreement (PSA)? Yes Does Proposer acknowledge that the attached PSA is an example of the standard Agreement used in conjunction with the provision of these services? Yes Page 3 of 44 TABLE OF CONTENTS I Executive Summary Pages 1 - 2 II Experience / Qualifications / Past Performance Pages 3 - 8 III Key Personnel Performing Services Pages 9 - 14 IV Proposed Approach to Providing the Services Pages 15 - 26 V Proposed Price Page 27 Executive Summary Submitted by: Fisher Auction Company Business Phone: 954.942.0917 Contact Person: Lamar P. Fisher, President / C.E.O. Summary of Work to be Performed This important City of Miami Contract will require the contractor to be knowledgeable with selling surplus property, experienced in planning, orchestrating and conducting similar engagements and is able to implement an effective marketing plan to achieve the highest possible prices for the City of Miami. Fisher Auction Company's entire team of professionals are "uniquely" best qualified to achieve the City's objectives for the following reasons: ♦ Fisher Auction Company has been conducting hundreds of successful auctions over the past forty years of seized and surplus vehicles -trucks, heavy equipment, boats -yachts, jewelry, coins -money, real estate and miscellaneous items for the City of Deerfield Beach, City of Lighthouse Point, City of Pompano Beach, City of South Bay, City of Margate, City of Ft. Lauderdale, City of Hollywood, City of Miramar, City of Pembroke Pines, City of Dania, Town of Davie, City of Lauderhill, City of Homestead, City of North Miami, City of Miami Beach, City of North Miami Beach, City of South Miami, City of Riviera Beach, City of Sunny Isles, City of Sunrise, City of Tamarac, City of Wilton Manors, City of Miami, Dade County School Board, Broward County Sheriff's Department, Broward County School Board, Lee County School Board, Broward County Mass Transit, Broward County Fleet Service, State of Florida, State of Michigan, Department of Defense Reutilization and Marketing Division and U.S. Customs. Additionally, we have conducted very high profile personal property auctions on behalf of the U.S. Federal Bankruptcy Court and State Court Receiverships. We truly believe our vast auction success will continue to benefit the City of Miami. ♦ Fisher Auction Company has been conducting Surplus Auctions for Cities / Municipalities for over twenty-five (25) years and had the privilege of being awarded the last Contract for Auction Services for the City of Miami. Selling surplus property in a professional timely and an efficient manner indeed is a major task. The coordination between the contractor, the City's contract manager and their identified personnel, the number of required and qualified staffing by the contractor for; pre -auction lotting, set-up for public preview and Auction day; post auction check out and collection of all payments; auction day bidder registration and execution of the Terms of Sale; placement of the approved marketing campaign advertisements, email blasts and direct mailings; final computerized tabulation and detailed reports etc. is essential to the production of well-run City auctions such as these. This massive undertaking will require an auction firm experienced in managing hundreds of people at one time. Fisher Auction Company specializes in these type of assignments. Over the past year we have sold surplus of over $723,000 for the City of Miami with an average of 75 registered bidders at each auction. `r FISHER Page 1 ♦ Fisher Auction Company is prepared to provide the required qualified staffing and equipment for the City of Miami's Surplus Auctions. We will provide the necessary qualified personnel for the Auction set up, lotting, public preview and auction day. Our staff will consist of registration personnel; preview personnel, a licensed professional auctioneer; auction day bid assistants; computer clerks; cashiers and check-out staff. Additionally, we will employ a title agency to transfer all vehicle and equipment titles on Auction day whereas this relieves any liability on the City's behalf. ♦ Fisher Auction Company is extremely familiar with the required "Bills of Sales" needed to properly convey the merchandise to the successful purchasers both for dealers and the consumer user. Additionally, we currently have an extensive database of customers who regularly attend our auctions and purchase similar merchandise. We are very sensitive to maintaining excellent public relations with the buying public along with detailed records for any public records requests. ♦ Fisher Auction Company understands that follow-up and reporting is vital to the success of an auction. Starting with the finalization of surplus assets to be sold, Fisher Auction Company will strategize with the City's contract manager to establish a cohesive and consistent tracking of all lots to be sold. As standard operating procedures, Fisher Auction Company provides the City with computerized reports of bidder registrations, individual lots sold, high bidder's data and amount bid. These computer tracking and information systems assist the City in their summary reporting requirements and record keeping. ♦ Fisher Auction Company is prepared to comply with the requirements stated in the City of Miami Auction Services RFP 824384. Fisher Auction Company thanks the City of Miami in advance for their consideration of our response on this important auction solicitation. Lamar P. Fishe , resident / C.E.O. Date FISHER Page 2 r iP•. ti's- Rkf '"S° 1^Y .,;• '.Ih � � �.�'' ?ids : •?: r. ^' FISHER . AUCTION COMPANY 1) Describe the Proposer's organizational history and structure, past performance and state the number of years Proposer and/or firm has been in business providing a similar service(s). Provide number of employees and the primary markets served. Complete service with honesty and integrity provide the foundation for creating the "Standard of Excellence" — the corporate benchmark embraced by Fisher Auction Company for over 50 years of continuous business. Fisher Auction Company ("Fisher") was established in 1967 as a family owned and operated business. Our services include Auctions (Live / Online), Conventional Transactions, and Sealed Bids of Personal Property and Real Property. Fisher has been consistently ranked as one of the top ten Auction Marketing Firms in North America having conducted successful sales initiatives in 46 States, Puerto Rico, Mexico and the U.S. Virgin Islands. Fisher offers services with proven results. Fisher is comprised of highly trained and skilled individuals. Fisher has been conducting personal property Auctions since the company's inception. Fisher has had the contract with the State of Florida- Department of Financial Services for the disposition of safe deposit box contents since 1995. Additionally, we had the contract for the City of Miami Surplus Auctions since 2005. In addition to these contracts, we have conducted successful Auctions for twenty- two (22) Cities in the area, the Miami -Dade County School Board, Broward County School Board, Lee County School Board, Broward County Sheriff's Department, Broward County Mass Transit, Broward County Fleet Service, State of Michigan, Department of Defense Reutilization and Marketing Division and U.S. Customs. We have also conducted high profile sales for the U.S. Federal Bankruptcy Courts via live Auctions with online bidding. Fisher is currently owned and managed by second and third generation family members Our Chairman and Founder is a distinguished member of the National Auctioneers Association "Hall of Fame" and our President / CEO is the current Mayor for the City of Pompano Beach, Florida. Fisher is dedicated to a superior code of ethics with the highest degree of professionalism. Our reputation has and continues to be built on one successful Sale and Auction at a time. Fisher has six (6) employees on staff and five plus (5+) subcontractors on call. We conduct personal property Auctions for surrounding municipalities, the Federal U.S. Bankruptcy Courts and the State of Florida. ®,. FISH ER Page 3 i _ . - .. , 2) Provide a detailed list of five (5) comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed within the past five (5) years. Past contracts in the past five (5) years with a similar scope are as follows; Client: I Broward County Public Schools Description of Sale of School Buses and Mid Buses via a public Auction 1 Work: j Total Dollar Value of Contract: $706,841.00 Dates: 2014 thru 2015 Contact: Anthony Welsh Manager I(TA), Vehicle Maintenance 3895 N.W. 10th Avenue Oakland Park, FL 33309 Phone: 754.321.4460; anthony.welsh@browardschools.com Auction Prepared and implemented all pre -Auction advertising. Lot the inventory, Responsibilities: handle the Auction preview, registration, Auction bidding, invoicing, collection of payments, checkout, final reporting and remittance of net proceeds. Client: State of Florida, Department of Financial Services Description of Sale of Unclaimed Contents of Safe Deposit Boxes Work: Total Dollar Value of Contract: $13,026,282.60 Dates: 2010 thru 2017 Contact: Walter Graham, Division Director Department of Financial Services Bureau of Unclaimed Property 200 East Gaines Street Tallahassee, FL 32399 Phone: 850-413-5560; walter.graham@myfloridacfo.com Auction ! Prepared and implemented all pre -Auction advertising. Transfer the Responsibilities: merchandise from the State of Florida Tallahassee vault to the Auction location, arrange for 24-hour Security, handle the Auction preview, registration, Auction bidding, invoicing, collection of payments, checkout, final reporting and remittance of net proceeds. Page 4 FISHER Client: Town of Davie (other municipalities consigned items for some Auctions) Description of Sale of Surplus Vehicles, Trucks, Equipment, Office Items, etc. Work: Total Dollar Value of Contract: $914,000.00 Dates: 2010 thru 2018 Contact: Brian O'Connor , Procurement Manager 6591 S.W. 45th Street (Orange Drive) Davie, Florida 33314-3399 I Phone: 954.797.1016; Brian—OConnor@davie-fl.gov Auction Prepared and implemented all pre -Auction advertising. Lot the inventory, Responsibilities: handle the Auction preview, registration, Auction bidding, invoicing, collection of payments, checkout, final reporting and remittance of net proceeds. Client: City of Miami (other municipalities consigned items for some Auctions) Description of Sale of Surplus Vehicles, Trucks, Equipment, Jewelry, etc. Work: Total Dollar Value I j of Contract: $1,237,985.00 Dates: 1 2010 thru 2018 1 Contact: Max Sagesse, Procurement Card/Surplus Administrator City of Miami — Department of Procurement 444 S.W. 2nd Avenue, 6th Floor Miami, FL 33130 Phone: 305.416-1913; msagesse@miamigov.com Auction Prepared and implemented all pre -Auction advertising. Lot the inventory, Responsibilities: handle the Auction preview, registration, Auction bidding, invoicing, collection of payments, checkout, final reporting and remittance of net j proceeds. Page 5,FISHER pr Client: City of Miami Beach (other municipalities consigned items for some Auctions) Description of Sale of Surplus Vehicles, Trucks, Equipment, etc. Work: -- Total Dollar Value of Contract: $3,986,030.00 Dates: 2010 thru 2018 Contact: Jorge C. Cano, P.E., Fleet Management Director Fleet Management 140 Mac Arthur Causeway Miami Beach, FL 33139 Phone: 305.673.7000, Ext. 3601; JorgeCano@miamibeachfl.gov Auction Prepared and implemented all pre -Auction advertising. Lot the inventory, Responsibilities: handle the Auction preview, registration, Auction bidding, invoicing, collection of payments, checkout, final reporting and remittance of net proceeds. 3) Provide a minimum of five (5) references of auctions performed, with a minimum of three (3) references being for a government entity within the past two (2) years; Brian O'Connor, Procurement Manager Town of Davie 6591 S.W. 45th Street (Orange Drive) Davie, Florida 33314-3399 Phone: 954.797.1016; Brian OConnor@davie-fl.gov Walter Graham, Division Director Department of Financial Services Bureau of Unclaimed Property 200 East Gaines Street Tallahassee, FL 32399 Phone: 850-413-5560; walter.graham@myfloridacfo.com Jorge C. Cano, P.E., Fleet Management Director Fleet Management 140 Mac Arthur Causeway Miami Beach, FL 33139 Phone: 305.673.7000, Ext. 3601; JorgeCano@miamibeachfl.gov Page 6FISHER 91 a.{':CN ._ .YPaf. Marcia Dunn, Trustee Dunn Law, P.A. 555 N.E. 15th Street, Suite 934-A Miami, Florida 33132 Phone: 786.433.3866; mdunn@dunnlawpa.com Kenneth A. Welt, Senior Trustee United States Bankruptcy Court Southern District of Florida 1776 North Pine Island Road - #101 Plantation, Florida 33322 Phone: 954.916.1560 Ext.2; kaw@trusteeservices.biz 4) Provide information concerning any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its employees is or has been involved within the last five (5) years. N/A 5) Describe any relevant industry/subject matter expertise, including any experience in the requested services listed herein, and any unique or proprietary project methodologies relevant to the requested services. In 2011, the City of Miami awarded Fisher Auction Company the contract for Auction Services and has renewed the contract until it expired in March of 2018. We have been engaged in these types of Surplus Auctions for the past thirty plus (30+) years. As a major leader in the Auction Industry, we stay abreast of the various auction technologies. Upon the conclusion of an Auction, we are immediately able to provide the Seller reports in a database format as well as a pdf format. 6) Provide copies of all licenses/certificates required by Item C, within Section 2.7 - Proposer's Minimum Qualifications. All licenses/certificates must be valid/active as of the Proposal submission Date. Provided on the following pages 7) Identify if Proposer has taken any exception to the terms of this solicitation. If so, indicate what alternative(s) is being offered and the cost implications of the exception(s). N/A Page 7 FISHER f. STATE OF FLORIDA DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION FLORIDA BOARD OF AUCTIONEERS f , -A c9 I CF k' The AUCTION BUSINESS Named be ow IS LICENSED 4 Under the provisms of Chapter 468 FS Exp;ration data NOV 30. 2010 � -'tri: FISHER AUCTION COMPANY �ra!• I 2112 EASMI-ANTIC BLVD t' POMPANO BEACH FL 33062-5208 Lv 1 Ll ISSUED f,•,;za <i DISPLAY AS RFQUIRED BY LA';"d STATE OF FLORIDA DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION FLORIDA BOARD OF AUCTIONEERS`» 5 - .__._...._ _. �.J �• L. The AUCTIONEER' Named bel ,,v IS LICENSED Under the prolusions of Chapter 458 F Expiration date NOV 30. 2C19 FISHER, LAMAR PAU_ 290 SE -TH TERRACE PGMPX1 K) BEACH FL 33060 A 1 iSSUED ...24'2`.1±: 0!SPi.4`r AS REQUIRED 3Y LA') a STATE OF f LORiDA DEPARTMENT OF BUSINESS AND A PROFESSIONA.i_REGULATION AU411 ISSUED:.10119/201-,' AUC 10NEER CURRAN, THOMAS R i ci 6 r S i5.tCF�iSE:...-:o,al Page 8 !r` FISHER MJCMN COWS 1) Identify the Auctioneer, Business Manager/Operator and other key personnel who shall be assigned to this project by name and title, and detail the qualifications of each, to include relevant training, education and experience in similar work. Provide resumes if available. Lamar P. Fisher, CAI, AARE, President / CEO EDUCATION: 1978 High School Graduate of Palm Cove Beach High School, Pompano Beach, Florida, 1979 Graduate of Mendenhall School of Auctioneering, High Point, NC, 1980 AA Degree Graduate of Palm Beach Junior College, Boca Raton, FL, 1984 Graduate of the Certified Auctioneers Institute, Bloomington, IN, A.A.R.E. graduate, (full Resume included in Section I Attachments). WORK EXPERIENCE: Mr. Fisher's responsibilities include Sales Presentations, Writing Proposals, Project Management, extensive Asset Due Diligence, Appraisals, conducting Auctions since 1982 for twenty (20) local municipalities. Mr, Fisher will be responsible for the overall planning and coordinating of each Auction event strictly adhering to the timeline (sample Timeline in following pages) ensuring quality control. Francis D. Santos, Executive Vice President, COO / Project Manager EDUCATION: 1980 High School Graduate of Harrison High School, Harrison, AK, 1981 — 1982 attended Trident College, Charleston, S.C., 1993 Graduate of Gold Coast School of Real Estate, 2000 Graduate of Sea School, Ft. Lauderdale, FL, 2002 Completed Courses at Auction Marketing Institute. WORK EXPERIENCE: Mr. Santos's responsibilities include Onsite Project Assessment, Proposal Writing, Assistant Project Management for all of Fisher's Auctions, Personal Property Auction Coordinator for Trust Companies, Individual Sellers, Major Lending Institutions, Government Agencies and Municipalities. Lamar Paul Fisher, Jr., Executive Vice President of Business Development / Assistant Project Manager EDUCATION: 2013 High School Graduate of Westminster Academy, Fort Lauderdale FL, 2017 graduate from Palm Beach Atlantic University with a Bachelor of Science degree in Business Management. WORK EXPERIENCE: Mr. Fisher worked with an exclusive real estate brokerage in Palm Beach, FL creating advertisements for the brokerage and aided in the management of the brokerage's marketing department outreach to connect with over 150 real estate agents in a three month time span. He has worked part time for Fisher Auction Company during this summer breaks for over ten (10) years in all aspects of the firm. Page 9 = FISHER Thomas (Tom) Curran / Professional Auctioneer EDUCATION: Mr. Curran graduated from the Mendenhall Auction School in High Point, North Carolina in 1985 and holds an Associates of Science degree from Broward Collage. WORK EXPERIENCE: Mr. Curran has been a part of Fisher Auction Company for over thirty (30) years and has filled a variety of roles within the auction business. He is a licensed Professional Auctioneer and has represented Fisher in many municipal, heavy equipment and charity auctions. CITY OF MIAMI ET AL SAMPLE AUCTION TIMELINE CM - City of Miami FAC - Fisher Auction Company Paee 10 a FISHER Responsible i Target "Proposed Work Plan" Entity Date 1. ............. Execution and Receipt of Contract .................................. ._............................................................................................................ ;......... CM ;.... Day 1 2.€ ..................:..................................................................................................................................................................._..........................................................................;........._........................................................... _..... ................................... .................................... ................ Timeline and Auction Update presented to CM ................................ FAC ....................... Day 2 3.[ Planning meeting with CM / site inspection FAC/CM Day 3 ..................:................................................................................_..................................._........................................................................................................................;.........................................;............I............... 4.€ Finalization of inventory list with CM's asset numbers :.._............................................................._......................................................................................................................._................_...._....._...._................._..............................r......._................... CM Day 3 5.Key Personnel identification & Contact Sheet to CM :............. ..... .............................................................................. ;...... FAC Day 4 ................ 6. _........................................................................... ........... -.... ........... ..................................... Supplemental direct mail data base of previous bidders ;..................... .................................................................................. ............................ ..... ............................ CM € ;.......................................... Day 30 .................. 7.€ ........... _................ ..................................................... ............................... ............ ....... Send CM proposed marketing / advertising budget :.................................... ;.......... FAC € _ .......... _...... Day 11 .................. 8. . .._............. ................................ ........................................................................................................................................................................ Terms and Conditions of sale approved and posted on web site :..._................... ................. .....................................................................................................................................................................................................;......................................:............................ ....;.......................................... ........................... CM € . Day 12 9. Newspaper ads, auction flyer/ postcard copy and layout to CM for review and FAC € Day 15 ................... approval .......... _.................................................................................... -.................. _... ....................................................................................................... _ ..... €...... ..... ................... ................................... . 10. .................. Receive all approvals from item 9 _.................... _....... ................................... ...... ........... ............... _... ................._..._...............................................................................................................;........_.._........................._............................ CM € Day 16 11. Flyer/ postcard to printer FAC Day 17 .................................................................................................................................................................................................................................................................w................_......................_........................... 12.Initial draft of auction sale catalog layout submitted to CM ....................... .................................................................................................................. FAC ` Day 18 ............. ..- 13.First ..............................................................................................................................................._._................._._.._............................_----__......................._........................._...._._..............._._ ...................... ............. ..................................................... _.............. newspaper ad Breaks ................. ..... _............ .>........ FAC i ...... .......... ........ Day 20 _.................... 14.Auction ...... ............ flyer / postcard delivery to FAC ._...... ........................................................................................................ ................................ _............. _.............................................................................. FAC € .......... .... .......................... z...... Day 21 _..... ............. 15. :Auction flyer /postcard mailing to potential buyers to commence s_ .................................. ........................................................................................................... __._.... _...............................-........ _....................................._........._......_ FAC ................... ___.............. Day 22 _........... 16. Weekly media tracking reports available upon request to CM (through FAC Day 23 .................. completion of pre -Auction Advertising / Marketing Campaign) _.............. .............. .......... ............................................ ........................ ..................................... _......................... .............................. _...................... .............. ......... ................................ ..... ...... ............... 17. €FAC auction day staffing personnel submitted to CM FAC Day 30 .................................... 18. ..................:......................__._.................................................................................................................................................._......_...._..._..................._..................;........._._...._......_............_....._.-_...._........... ................................................................................................_........................................................... € Arranging, set-up and lotting of items at auction site FAC/CM Day 35 19.Auction ..day catalog approved and printed FAC Day 38 ......... 20. ................... _......................................................................................................................................... ......................................... _.......... ...................... € Portable rest rooms delivery coordinated, confirm refreshment stand vendor ... .................... _................... ............................ FAC/CM Day 39 .................. and police security a............................................... _........................................................................................................................................................_..._...............................a...................................._..>.............._........... 21. Bidder Cards / Lot Tags delivered to CM s......... FAC = Day 39 .................. 22. .................. .................................. _......... .__.......... _................ .......... _......... _............................................................................... ....... _............................................... € Bills of Sales / titles prepared for transference to Beach Title >................ ........ _.... .._.......... ----------- .......................... _............... _................................................................. .......................... _............................. ...................... ....._..>... CM _._................ ..... .................. ;.... ... ......... ........... Day 40 _....... ............. 23. .................. Public Inspection .............. _._... ._...................... ... ....... .................................... _................................ .................... ........ ........................ ......................... ................... _...... FAC/CM :..................................... ............ Day 42 .................... 24. ............................................._............................_........_............................_......................................._............................._......................................................................................._.................._.. Auction Event FAC _............. Day 42 _........... 25. .................. Audio tape of Auction Event stored for records >.................................. .................... ............ .............. ........................................... ................... _............................................... ........ _...................................... FAC >................ ........................ ............................ Day 42 ... 26. ---.:..Auction Post -sale check out and final collections received ..................................................................._...................... .............. .-...... _........................--.... FAC ......_.....FAC............... .... Day 43 27... Sales Report.due CM oay.44.... ....... .......... 28. >..... _........................................... .................... ............................ .................. ................................... ................................................................................ _ Final sales proceeds and reports submitted to CM (5 business days after event) ..... .......................................... :.._.__................... FAC Day 48 CM - City of Miami FAC - Fisher Auction Company Paee 10 a FISHER 2) Provide information or documentation to Proposer's qualifications and experience from which the City of Miami can benefit under this contract. Below are similar successful Auctions completed for the City of Miami, other Municipalities - Government Agencies; Date Project & Location Description No. of Total Sales Registered Bidders 2/24/18 City of Miami Sales of Surplus Vehicles & SO $70,486.25 Miami, FL Equipment 2/10/18 Town of Davie, City of SW Sales of Surplus Vehicles & 78 $190,052.50 Ranches & City of Sunrise Equipment Davie, FL 10/18/17 City of Miami Beach, City of Sales of Surplus Vehicles & 95 $343,116.90 Lighthouse Point (Consignor) Equipment Miami Beach, FL 8/26/17 State of Florida Sale of Unclaimed Contents 153 $1,304,930.00 Orlando, FL of Safe Deposit Boxes 8/19/17 Town of Davie Sales of Surplus Vehicles & 55 $39,985.28 Davie, FL Equipment 7/29/17 State of Florida Sale of Unclaimed Contents 268 $1,313,730.00 Ft. Lauderdale, FL of Safe Deposit Boxes 7/22/17 City of Miami, City of Sales of Surplus Vehicles & 94 5301,092.65 Lighthouse Point (Consignor) Equipment Miami, FL 4/1/17 City of Miami, City of Sales of Surplus Vehicles & 72 $12,,949.25 Lighthouse Point (Consignor) Equipment Miami, FL 2/23/17 Marcia T. Dunn, Trustee Bankruptcy Court Sale of 46 $224,290.00 Oswaldo Augusto Ramos, Case Vehicles & Motorcycles No. 16 -10025 -AJC Deerfield Beach, FL 2/11/17 City of Miami Sales of Surplus Vehicles & 84 $232,216.75 Miami, FL Equipment 11/5/16 City of Miami Sales of Surplus Vehicles & 70 $188,507.25 Miami, FL Equipment 9/10/16 City of Miami Beach Sales of Surplus Vehicles & 82 $429,037.90 Miami Beach, FL Equipment 8/13/16 State of Florida Sale of Unclaimed Contents 253 $1,728,666.50 Tampa, FL of Safe Deposit Boxes 7/20/16 City of Miami Sale of Fire Trucks & 8 $28,435.25 Miami, FL Equipment 6/18/16 City of Miami, City of Sales of Surplus Vehicles & 85 $260,304.25 Lighthouse Point (Consignor) Equipment Miami, FL 5/21/16 City of Miami Beach Sales of Surplus Vehicles & 113 $486,266.85 Miami Beach, FL Equipment Page 11 FISHER Date Project & Location Description No, of Total Sales Registered Bidders 4/9/16 City of Miami Sales of Surplus Vehicles & 53 $36,556 55 Miami, FL Equipment 12/12/15 City of Miami Sales of Surplus Vehicles & 45 $58,298.95 Miami, FL Equipment 9/9/15 City of Miami Sales of Surplus Vehicles & 51 $117,106 15 Miami, FL Equipment 8/22/15 Town of Davie, City of SW Sales of Surplus Vehicles & 85 $147,042.50 Ranches (Consignor) Equipment Davie, FL 8/1/15 State of Florida Sale of Unclaimed Contents 182 $1,690,178.60 Jacksonville, FL of Safe Deposit Boxes 7/25/15 City of Margate Sales of Surplus Vehicles & 52 $82,929.00 Margate, FL Equipment 6/6/15 City of Miami Beach, City of Sales of Surplus Vehicles & 138 $682,446.00 Lighthouse Point (Consignor) Equipment Miami Beach, FL 4/18/15 City of Miami Sales of Surplus Vehicles & 82 $97,161.00 Miami, FL Equipment 4/11/15 Broward County Public Schools Sale of Surplus Buses, 72 $265,520.00 Pompano Beach, FL Trucks, Equipment, Etc. 12/13/14 Broward County Public Schools Sale of Surplus Buses & 39 $143,540.00 Pompano Beach, FL Vehicles 11/8/14 City of Miami Sales of Surplus Vehicles & 92 $171,997.00 Miami, FL Equipment 9/13/14 Broward County Public Schools Sale of Surplus Buses & 55 $144,557.00 Pompano Beach, FL Vehicles 8/16/14 Town of Davie Sales of Surplus Vehicles & 82 $112,365.00 Davie, FL Equipment 8/9/14 State of Florida Sale of Unclaimed Contents 206 $1,448,837.00 Orlando, FL of Safe Deposit Boxes 7/19/14 City of N. Miami Beach Sales of Surplus Vehicles & 58 $56,089.00 N. Miami Beach, FL Equipment 7/12/14 City of Miami Sales of Surplus Vehicles & 62 $129,871.00 Miami, FL Equipment 6/14/14 City of Miami Beach Sales of Surplus Vehicles & 116 $383,520.00 Miami Beach, FL Equipment 4/12/14 The City of Margate Sales of Surplus Vehicles & 59 $69,910.00 Margate, FL Equipment 3/4/14 Atlantic Molding Sale of Molding Equipment, 49 w/ 8 being $328,542.00 Pompano Beach, FL Machinery, Supplies, etc. online bicders 3/1/14 City of Miami Sales of Surplus Vehicles & 78 $106,315.20 Miami, FL Equipment 2/22/14 Broward County Public Schools Sale of Surplus Buses & 23 $153,224.00 Pompano Beach, FL Vehicles 9/28/13 City of Miami Beach Sales of Surplus Vehicles & 153 5574,028.25 Miami Beach, FL Equipment Page 12 FISHER Date Project & Location Description No. of Total Sales Registered Bidders 8/24/13 State of Florida Sale of Unclaimed Contents 336 $1,844,122.50 Ft. Lauderdale, FL of Safe Deposit Boxes 8/17/13 Town of Davie Sales of Surplus Vehicles & 74 $86,033.20 Davie, FL Equipment 6/29/13 The City of Miami Gardens Sales of Surplus Vehicles & 40 $99,724.00 Miami Gardens, FL Equipment 6/8/13 State of Florida Sale of Unclaimed Contents 220 $1,280,400.00 Tampa, FL of Safe Deposit Boxes 4/27/13 The City of Margate Sales of Surplus Vehicles & 87 $134,486.00 Margate, FL Equipment 3/30/13 On Behalf of Cleveland Clinic 72' Viking Sport Fisherman 2 $528,000.00 Pompano Beach, FL Boat 3/16/13 City of Miami Sales of Surplus Vehicles & 64 $93,107.12 Miami, FL Equipment 12/1/12 City of Miami Sales of Surplus Vehicles & 69 $124.039.75 Miami, FL Equipment 9/29/12 City of Miami Beach Sales of Surplus Vehicles & 107 $469,458.00 Miami Beach, FL Equipment 8/11/12 Town of Davie Sales of Surplus Vehicles & 56 $61,077.50 Davie, FL Equipment 7/14/12 City of Miami Sales of Surplus Vehicles & 66 $48,521.81 Miami, FL Equipment 3/3/12 The City of Margate Sales of Surplus Vehicles & 74 $59,510.00 Margate, FL Equipment 10/22/11 City of N. Miami Beach Sales of Surplus Vehicles & 91 $120,703.00 N. Miami Beach, FL Equipment 10/15/11 Bankruptcy Auction Three Sales, Live & Online in 439 Online $621,185.00 Scott Rothstein 2010 & 2011 of Office 318 Live Furniture, Equipment and Household Goods 9/24/11 City of Miami Beach Sales of Surplus Vehicles & 71 $148,655.00 Miami Beach, FL Equipment 9/17/11 State of Florida Sale of Unclaimed Contents 205 $1,200,958.00 Jacksonville, FL of Safe Deposit Boxes 8/27/11 City of Miami Sales of Surplus Vehicles & 57 $98,054.80 Miami, FL Equipment 5/7/11 Town of Davie Sales of Surplus Vehicles & 94 $152,647.00 Davie, FL Equipment 4/5/11 Palm Tech Farms Trucks, Tractors, Trailers & 29 $179,520.00 Opa Locka, FL Heavy Equipment 4/2/11 City of Miami Sales of Surplus Vehicles & 59 $91,490.35 Miami, FL Equipment 3/22/11 Rothstein Rosenfeldt Alder 2008 Southport 28' EX 10 $77,000.00 Herbert Stettin, Trustee Express Cruiser Pompano Beach, FL Pai?e 13 ,! FISHER Date Project & Location Description No. of Total Sales Registered Bidders 3/5,/11 City of Miami Beach Sales of Surplus Vehicles & 107 $280,720.00 Miami Beach, FL Equipment 1/18/11 A.R.E. Utility Construction, Inc. Trucks, Drilling, Mixing and 38 $213,072.00 Pompano Beach, FL Boring Equipment, Trailers 11/6/10 City of Miami Sales of Surplus Vehicles & 64 $78,438.49 Miami, FL Equipment 9/25/10 The City of Margate Sales of Surplus Vehicles & 57 $72,275.50 Margate, FL Equipment 8/21/10 State of Florida Sale of Unclaimed Contents 298 $1,214,460.00 Orlando, FL of Safe Deposit Boxes 7/10/10 City of Miami Sales of Surplus Vehicles & 99 $142,026.45 Miami, FL Equipment 6/26/10 City of Miami Beach Sales of Surplus Vehicles & 106 $188,782.00 Miami Beach, FL Equipment 6/5/10 Town of Davie Sales of Surplus Vehicles & 86 $125,186.60 Davie, FL Equipment Pace 14 . FISHER tiJ i d' .r, ''r Fr{ N_ tj 7E fit+. f1 rt r. i r +v Kir r.4 '; ?t # l 5 t: Fifa- 7 �f�., a s•t i _ i° rie y.�r i-,:.. s 3 r= ° t s�ti ' t r � :� f � r �.� � s• r r r ,t ., � �u Y € fi E .,� -t i r - t t -: t t ,. �7 ,, t '�-y tl r.tii��j rpt .kst j=t 4f , 3, t - r i I V �.. Y✓b Y k t i k �.j 1 y . srx ..'�.�s,+t._S'Y.dt.' €hi 's @_,.��<.- v FISHER CIOWAM 1) Explain the Scope of Work as understood by the Proposer and detail the approach to preparing for, and facilitating an auction, in accordance with the Scope of Work. Proposer shall describe its plan of operations which demonstrates an understanding of and the ability to assume responsibility for the public auction of City equipment / materials. The auction -marketing plan will be conducted in such a manner as to enhance the public's perception of the City of Miami as an efficient liquidator of surplus assets at market value. Fisher Auction Company ("Fisher") will endeavor to provide maximum exposure of the Auction sale to auto / equipment dealers, the public, former clients of the City of Miami and Fisher's database of clients from past sales for similar items and assets. The Project Manager will monitor each aspect of the marketing plan daily. Onsite visits, electronic messaging, telephone calls and strict adherence to the critical path / timeline will be tools to ensure quality control of the marketing plan and overall management of the sales process. Fisher's experience with similar engagements will provide the City of Miami the necessary blueprint for planning and conducting successful auction sales while maintaining and establishing good customer relations. A major element of our proven sales program entails constant communication with our sellers from planning and implementing the marketing plan to tracking and monitoring the response. Our results are measured by increased sale returns from previous years, positive comments from the public and the many reference letters of satisfied repeat clients. Our marketing plans are tailored to each Auction event featuring items of interest with pertinent information to educate and inform a prospective purchaser of the terms and conditions of the sale. We work very closely with our seller's representative (project administrator) to obtain all approvals prior to any decisions or any marketing materials being printed, eliminating unplanned surprises and isolating concerns before they evolve into major problems. A) Preparation of merchandise for auction The City of Miami will bring all surpluses to the City's Auction site. Once the surplus is at the Auction site, the Project Manager and Assistant Project Manager will visit the site, lot the inventory and take photographs. The inventory and photographs will be uploaded to Fisher's website for prospective bidders to download. Page 15 ` FISHER B) Ability to advertise and draw adequate public attendance at auctions After finalization of the assets to be auctioned, a direct mail postcard will be designed for print and newspaper ads will be designed, and submitted to the City of Miami for approval. The direct mail database of Fisher (1,800+) and the City of Miami, if any database, will be used to disseminate the City of Miami's and Fisher's approved postcard. All approved advertising materials will direct inquiries to our web site address for further information. The postcard will emphasize the day, date and time of the auction, two hour inspection period, directions, terms of payment -settlement, items being sold "as is" at public auction and a predetermined rain date, if necessary, with a partial list of items to be sold and the City of Miami's name and logo prominently placed. In addition to the postcard, Fisher will place a print media ad in the Miami Herald and EI Nuevo Herald a week prior to the Auction, as well as send out e -blasts to our subscriber list of over 3,000 and advertise the Auction on AuctionZip.com. (Auctionzip.com is the go -to destination where more than 25,000 professional auctioneers and 13 million auction buyers come together each year to list and find auctions). C) Procedures to arrange set up and conduct public auctions Fisher will bring all equipment and supplies needed on Auction day. A computer system will be set-up with a network and printer to enter all auction sales, print sales invoices and reports once the Auction has ended. Once registration begins, Fisher will have 2 to 3 registration clerks registering the bidders by requesting a driver's license and a $100 refundable deposit. The clerk will complete a bid card with the driver's license information and request that the bidder sign the Terms of Sale. The clerk will then give the top part of the bidder card and a printed catalog to the bidder then will give the bottom part of the bidder card to the computer clerk to input the bidder's information. The Project Manager and Assistant Project Manager will be at the preview to answer any questions the public may have. D) Conducting the sale Once the Auction begins, the Auctioneer, thru a portable sound system will announce the lot number and a brief description of the item being sold. He will then start calling for bids and continue calling until no more bids are received per item. A clerk will be stationed with the Auctioneer to record all successful bids and bidder numbers. In addition to the Auction clerk, every auction is also audio taped. The clerk sheet is run to the computer clerk to input all sales. Bidders are able to pay for items purchased at any -time during the Auction once they are finished bidding. They are not able to remove anything until the Auction has finished. Titles to vehicles are transferred by the title company once the invoice has been paid in full. Dealers are not required to have the title transferred to their name. Page 16 :�,�, :.` FISHER E) Accounting for sales revenues / remittance of proceeds City Upon completion of the Auction, the computer clerk will run a consignor report showing the item sold, the bid price and the successful bidder number. The net proceeds of the Auction along with the final settlement and Auction Summary book (lot sales report, registered bidder report, catalog, postcard and print media ads) will be submitted to the City within ten (10) working days. F) Reporting, as described within Section 3.1.2 — Scope of Work Within ten (10) business days, Fisher will provide the City of Miami the following final reports; Consignor Report (shows the seller / agency of the item, seller's code, lot number, description, successful bid number, final bid price) Registered Bidder's Report showing name, company name (if any), address, phone number and tax status (dealer or not) Lot Sales Report showing the lot sold, bidder number and bid price Any other report the City of Miami may request 2) Describe how Proposer has applied the proposed project approach in comparable contracts to make recommendations to improve programs, and describe the net effect of those recommendations. The Project Approach stated above has been our standard operating procedure for the past several years and is a perfected system for buyers and sellers. 3) Provide a list of equipment and staff available to facilitate auction on the day of the event (include information on computer system used, number of staff to perform registration, data entry, cashiering, etc.) Two IBM laptop computers networked with each other Epson Printer for invoice and report printing Wireless VeriFone Debit Card Processing Machine Royal Sovereign Money Counter / Counterfeit Money Detector Machine Portable Sound System Olympus Digital Voice Recorder Page 17 _- FISHER The staff listed below is cross trained and are able to assist / perform in the various areas; - Four (4) staff members for Auction Registration, Data Entry, Invoicing and Collection of Funds - One (1) staff member for Auction Clerking (recording the auction bids) - One (1) staff member controlling the Auction flow and marking the sold bidder numbers on each Auction lot - One (1) Licensed Professional Auctioneer 4) Indicate its current workload and anticipated availability to conduct live auctions for the City (frequency and any dates of unavailability annually). Fisher is currently under contract with the State of Florida, Department of Financial Services for similar engagements. The State usually holds their Auction between mid-July and mid-August. Other than one (1) weekend between mid-July and mid-August, Fisher would be available with a thirty (30) day notice from the City of Miami. Page 18� FISHER TRF�R I• A D FISHER AUCTION COMPANY AUCTIONEERS - APPRAISERS BROKERS - CONSULTANTS 2112 East Atlantic Boulevard Pompano Beach, FL 33062-5208 954.942.0917 800.331.6620 - Fax 954.782.8143 wy/w.fisherauction.com E -Mail: info dVisherauction.com Bidder Date: Number: Company Name. Address: City State: Zip: D.L.#: Phone: E -Mail: Fisher A=ction Company e: -.,q e : 1 2112 E_ Atlantic Blvd. Daze :O -G/04/2018 Pompano Beach, Ft 23062 (953} 5,2= 519 Buyer § r e=: 637 Invoice # 10005; Eomp y Na e, Tax Status 1 Rasa Is First §� 2 East Nw.ie Addr as 1 Resale # RE'S AL »5_ Alat ss 2 Dfieer's Lic# D11I73R LTCEgs3 City, ;$ 33142 Fhr 2 3 2 2r n < i Purchased at Auction of: City of Ni a i Surplus ion T 2c entity Unit P=z. «'IIIic'-43rp 10 29,129 - 2009 Ford ccs m vi tori2 Y 1 1.000.00 1.000.00 7_I_a_ r _ 2 H29 6 1 10246 Odou'Lmter 106-585 22 29120 - 2009 Ford Crown Vi tori . 1 11100.00 1.100.00 V.1 -N. _ 2 -H27 59 1102@9 Odo.meter -10423S 32 29227 - 2009 Ford C 7 7ic!t o=12 Y 1 1,a00-00 11800.00 r . 2EIH£7 29X1242-11 &ter Sga27 z -§. .A B, -/q LL EALFE Es § VSOQ [ #[ All Purchases Mast be se 2v@4 so Later than &272472018 _ch ;_ez & lot -5 2 its s : n =-_ Buyer E_em Iu § 222.00 Ei=w!= Auction Co -Ina- 3.a-12nae Due ; @,172.00 c -2I' mr you for te=al=§ our s;1e! Page 2O El:§e= A=ction cod Ee�e : 1 2112 £_ Atlantic Blvd. :02Z24/2018 20 ano Beach, Et 83062 (954) 942-0917 Bu,ver Number: GSe Duplicate Inv# 100020 First Name Gaet Name max Status I Taxable Address 1 Address 2 cit,, S2 ZIP Dri e=`s Gie# DRIVER LICENSE Phone- £A !£ Fax phlone t ) Purchased Auction of: city of Mie i Surplus T t4 7 Unit. 2r- _ �te nm 21 28601 - 2008 Ford E 250 4 Door 2g = 1 5,200.00 5,200.00 1FTWW3OR88EE5S99a Odsmeter Glao6 223 Purchases Must be Serv.oved §o rete® then 02/24/2018 2===E;lc= 1 lot, 1 items 2==� e $ =,200.00 3=' Premium ; 2,54.00 31� 2zx =oma t & _e�mt salTax 1 5,5 .eee ; 2es_ -A- Finsher Auction Cc -Ina - #16 -8012185235-4; Li _AB106 Balanaze Due & 3,952.45 :a± y=afoc our=�Z!&! Page 21 It V It C 0 N T I If U E D 0 if Pf E x T r A G E x� x Rage 22 Fiehe-r Auction C: mp-mi2 _ -age I i L1? L Atla.11l�- L•1.�d_ PoTpr,ano Fi-ac'-, FL 3�'G 2 (55,1i 942-CiS:17 Seller 1 Statement Z-s—te= CE -.1104-f2,018 City Of Miami P:o::e SAMPLE_'1��0�f .::/M LM u Fina'- �tarerant Boom? at Auction Of: Ciyir of :=i=9rtl1 sur17? x.15 Item ? -EQ * Lot Buyer Description :?uantity PrIce E:¢ten_iotn 2e597 1 687 25597 - :'008 Ford Foca= 4 Lir_ i 250-00 250-00 1FAHP34N08W297646 Odometer 49432 28576 2 6?6 28.576 - 20=8 Chevrolet Impala _ 700_00 700.00 V_I-1.1. No_ 2G-IWB587281350472 Odometer 112176 29255 3 599 29285 - 2009 Ford Crown 1 500-00 500_00 Victoria V-I_N_ No_ 2FAHP71V49X137819 Odometer 97438 29252 4 637 29252 - 2009 Ford Crown i 1.00_0G 100.00 Victoria V -I -N- No- 2FAH^r7.lV49X137756 Odometer 9781. 2002.5 636 200C.-6 - 2000 Dodge RamVan3500 1 3i f _IDU 3u'0.00 Pass. Van V_I.N. No- 25?H311X9'Ir',1677T:j: Odometer 26-00 2.-'2=5 c_. 154^ 2:288 - 2008 Ford E 250 Van 1 1,700_00 1,700.00 V.I.1'1. No_ 1F7:tE24W68DA03944 Odometer 117289 29290 7 68`3 29290 - 2019 Ford Crown 1 800-00 800-00 Victoria V -1-N. Mo. ,'_FA :P?1`139X137324 Odometer l3S593 29169 8 647 291E-9 - 2009 Ford Focuz v.Z_ht_ 1 800.00 800.00 No_ 1FAHP_'4N49W22180_' Odometer 375.77 27324 9 644 27224 - 2007 Ford Taurus V.I_.d. 1 2:10-00 300.00 No_ 1FAFP53U17A139033 Odometer 9 29129 10 637 29129 - 2009 Ford Crown 1 1,000.00 11000.00 Victoria V.I_N- No- 2FAHP71V69X11u346 Odometer 106585 211235 ii 689 211235 - 2011 Ford Crown 1 2,_'00-00 21300.00 Victoria V-I.N- No- 2FA5P7BV7B.•.122113 Odometer 68500 29239 12 599 29239 - 2009 Ford Crown _ 600_00 600.00 Victoria V-I_N_ No- 2FAHP71V99X134253 biometer It V It C 0 N T I If U E D 0 if Pf E x T r A G E x� x Rage 22 Seller Number: 1 City Of Miami Phone - Fisher Auction Company Page 7 21.12 E. Atlantic 917d- Pompano lsd_Pompano Beach, FL 33052 (954) 542.-95111 Statement Date: 06/04/2018 F ax Final Staternent Sold at Auction of : City of Miami Surplus Summary of Sales Activity at City of Miami Surplus Coramiarions a= -a Calculated on A Paramnt of the Smle Price of EACH LOT. 'tateir.ent Totals 76 Lots Sold. Total Sales $ 65,875.00 L,e Co rariss•icns $ 10. 1-, 10 Total Amount Due Page 23 65.875.00 City of Miami Surplus Auction February 24, 2018 Lot Sales Report Lot No. IDescription Bid No. Bid Price 1 28597 - 2008 Ford Focus 4 Dr. 687 $250.00 Sdn. V.I.N. No. 1FAHP34NO8W297646 Odometer 48432 2 28176-200 h o9PUE V.I.N.No.2 474-1 $700.00 Odometer 1 1 6 3 29285 - AA �S RE[PC0)Rj' $500.00 VictoriaNo. 2FAHP71V49X137819 Odometer 97438 4 29252 - 2009 Ford Crown 637 $100.00 Victoria V.I.N. No. 2FAHP71V49X137786 Odometer 97813 5 20026 - 2000 Dodge RamVan3500 636 $300.00 Pass. Van V.I.N. No. 2B7HB11X9YK167773 Odometer 3600 6 28288 - 2008 Ford E 250 Van 647 $1,700.00 V.I.N. No. 1FTNE24W68DA03944 Odometer 117289 7 29290 - 2009 Ford Crown 689 $800.00 Victoria V.I.N. No. 2FAHP71V89X137824 Odometer 133598 8 29169 - 2009 Ford Focus V.I.N. 647 $800.00 No. 1FAHP34N49W221803 Odometer 37977 9 27324 - 2007 Ford Taurus V.I.N. 644 $300.00 No. 1FAFP53U17A139033 Odometer 93784 10 29129 - 2009 Ford Crown 637 $1,000.O0i Victoria V.I.N. No. 2FAHP71V69X110346 Odometer 106585 Page 24 City of Miami Surplus Auction Invoice Summary Report Buyer Number Name Invoice Number Purchases Taxable Purchases Non -Taxable Tax Premium Balance 599 Best Used Auto 100009 $0.00 $3,500.00 $0.00 $245.00 $3,745.00 599 Best Used Auto 100031 $0.00 $100.00 $0.00 $7.00 $107.00 599 Best Used Auto 100033 $0.00 $300.00 $0.00 $21.00 $321.00 630 John nys Auto M O K me, $8,988.00 •06c. Ja,-$588.00 636 Ryan Mar (097 $24.50 $400.72 637 Rudys Auto Sale 100005 r�. $0.00 $4,800.00 $0.00 $336.00 $5,136.00 638 Harry Raymond 100020 $5,200.00 $0.00 $389.48 $364.00 $5,953.48 639 Junior Jean -Lou 100028 $3,300.00 $0.00 $247.17 $231.00 $3,778.17 644 Juan Guerra 100023 $300.00 $0.00 $22.47 $21.00 $343.47 647 Atlanta Auto De 100018 $0.00 $8,600.00 $0.00 $602.00 $9,202.00 649 Jerry Alfred 100016 $1,700.00 $0.00 $127.33 $119.00 $1,946.33 650 Wilfred Garcon 100004 $300.00 $0.00 $22.47 $21.00 $343.47 674 Angel Martinez 100007 $1,200.00 $0.00 $89.88 $84.00 $1,373.88 675 Diosdado Mendez 100013 $1,400.00 $0.00 $104.86 $98.00 $1,602.86 676 Pierreson Derge 100029 $2,500.00 $0.00 $187.25 $175.00 $2,862.25 678 PLP Investment 100017 $0.00 $4,500.00 $0.00 $315.00 $4,815.00 681 3RG LLC 100019 $0.00 $100.00 $0.00 $7.00 $107.00 682 Jorge Valle 100014 $925.00 $0.00 $69.28 $64.75 $1,059.03 684 Oscar Martinez 100021 $600.00 $0.00 $44.94 $42.00 $686.94 68S Economy Auto Sa 100003 $0.00 $3,100.00 $0.00 $217.00 $3,317.00 866 Manolo Trucks 100002 $0.00 $1,600.00 $0.00 $112.00 $1,712.00 Totals 1 $17,775.001 $35,000.00 51,331.35 53,b94.Z5 j5/,8uu.6u Page 2S City of Miami Surplus Auction February 24, 2018 Registered Bidder Report Bid No. Name Company Address 1 Address 2 City St., Zip Phone Tax Status 599 George Lopez 3777 N W 36 Street Miami (305) 807-5617 R Best Used Auto Sales FL, 33142-3793 ( ) - 630 ti 1 O(229) 377-7925 R Johnnys Auto Sales 8-0761 { ) 631 Ljubomir Mla` U CST jjjj(�) � LM �9) 545-2045 f T 632 Herbert Baussiquot 1971 NE 168th Street N Miami (786) 277-9810 T FL, 33162 ( ) - 633 Frank Holmes 3750 Se 3Rd St Homestead (786) 333-0694 T FL, 33033 ( ) - 634 Donald Wheaton 3700 Park Ave Miami (786) 423-2317 T FL, 33133 ( ) - 635 William Flint 1500 SW 73 Ave Fort Lauderdale (754) 234-5506 T FL, 33317 ( ) - 636 Ryan Martinez 11913 Sw 37 Terrace Miami (786) 873-7769 T FL, 33175 ( ) - 637 Rodolfo Gonzalez 2240 NW 36 Street Miami (305) 244-0709 R Rudys Auto Sales And Parts Inc FL, 33142 ( ) - 638 Harry Raymond 11935 NE 11th Ct Miami (786) 586-0281 T FL, 33161 ( ) - 639 Junior Jean-Louis 16131 NW 17th Ct Opa Locka (305) 303-3318 T FL, 33054 ( ) - 641 Arnaldo Cruz 3180 SW 8th St Miami (305) 235-5716 R G & G Auto Motors Inc FL, 33135 ( ) - 642 Patrick Henry 1435 Nw 196Th Terr Miami (305) 409-2310 T FL, 33169 ( ) - 643 Carlos Porras 1700 Nw 79Th St Miami (305) 305-1190 R E -Z To Buy Cars Corp FL, 33147 ( ) - Rage 26 FISHER �► E' City of Miami, FL Contract No. RFP824384 FORM B PRICE PROPOSAL INSTRUCTIONS: Proposer shall use this document to submit its price/compensation proposal for Group 1, Group 2, or Both (Group 1 and Group 2). Proposer shall, as its sole compensation for services provided, receive a) commission based upon a fixed percentage of gross sales proceeds generated from the auction (not to include sales tax), or b) a fixed percentage buyer's premium: Proposers are not allowed to propose a combination of fixed percentage commission and fixed percentage buyer's premium. Proposer must select one mode of payment. Failure to submit this price%ompensation proposal as required may result in the proposal being deemed non-responsive. GROUP 1: PUBLIC (ON-SITE) AUCTION SERVICES Example: Item Hammer Price = $2,000.00. This amount will only be used to evaluate cost. Line 1.1 Description: Fixed Percentage Commission Charge for Gross Sales: _% N/A OR Line 1.2 Description: Fixed Percentage Buyer's Premium for Gross Sales: N/A 7 % GROUP 2: INTERNET AUCTION SERVICES Example: Item Hammer Price = $2, 000.00. This amount will only be used to evaluate cost. Line 2.1 Description: Fixed Percentage Commission Charge for Gross Sales: _% N/A OR Line 2.2 Description: Fixed Percentage Buyer's Premium for Gross Sales: N/A % Note: Notwithstanding any proposed prices, the City reserves the right to negotiate the final terms, conditions and pricing of the Agreement, as may be in the best interest of the City. Page 27 Op .71,E ING0RP 8RATE8 ! Proposer's Name: Rene' Bates Auctioneers, Inc. Contact Person for RFP: Sheryl Bates Firm's Liaison for Contract: Sheryl Bates Primary Office Location: 4660 County Road 1006, McKinney, TX 75071 Local Business Address: 20400 W Country Club Dr #211, Aventura, FL 33180 Business Phone: 972.548.9636 Fax Number: 972.542.5495 Title of RFP: Request for Proposals for Auction Services RFP Number: 824384 Federal ID Number: 75-1718382 This proposal for Auction Services #824384 is being submitted for Group 2 — Internet Auction Services ONLY. TE� RUCTIONEER&JNCA t r Ply SIGNED RFP CERTIFICATION STATEMENT RFP 824384 — Auction Services Legal Name of Firm: Rene' Bates Auctioneers, Inc. Entity Type: Corporation Year Established: 1966 Office Location: Other— McKinney, Texas Business Tax Receipt: 2018 Florida Annual Resale Certificate for Sales Tax Business Tax Number: 78-8011943357-2 Business Tax Receipt: Issued by Florida Department of Revenue Expires 12/31/2018 Business Occupational License Numbers: Auction Licenses ABAU55, AU4025, AU2085 Business Occupational License Issuing Agency: State of Florida Department of Business & Professional Regulation Business Occupational License Expiration Dates: 11/30/2019 State of Florida Department of State: Authority to do Business in the State of Florida, Document F08000002745; Expires 12/31/2018 Will Subcontractors be used: NO Please list and acknowledge all addendum/addenda received: None received as of 5/25/18 at 11:00 AM No questions submitted prior to the 5/15/18 deadline were answered at this time and we had to mail our proposal to ensure it was delivered before the opening date and time. Any questions or addenda received after this time will not be acknowledged. Has the Proposer reviewed the Sample Professional Services Agreement: Yes Does Proposer acknowledge that the Sample PSA is an example of the standard agreement used in conjunction with the provision of these services? Yes Rene' Bates Auctioneers, Inc. hereby certifies that we have read and understand the specifications and requirements of this RFP and have responded to each. Sheryl Bates — President Rene' Bates Auctioneers, Inc. Rene' Bates Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services TABLE OF CONTENTS e f x _. t .....Y ...,.. . Section Page SECTION 3: EXECUTIVE SUMMARY..........................................................................................2 SECTION 4: PROPOSER'S EXPERIENCE/QUALIFICATIONS/PAST PERFORMANCE (GROUP 2) .......4 SECTION 5: KEY PERSONNEL PERFORMING SERVICES (GROUP 2) ...........................................22 SECTION 6: PROPOSED APPROACH TO PROVIDING THE SERVICES (GROUP 2) .........................25 SECTION 7: PROPOSED PRICE (GROUP 2)..............................................................................35 Page 1 Rene' 6otes Auctioneers, Inc. 4560 CR 10066, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services SECTION 3: EXECUTIVE SUMMARY Name of Organization: Rene' Bates Auctioneers, Inc. Business Phone: 972.548.9636 Contact Person: Sheryl Bates— President Summary of Work: Provide online auction services for the City of Miami, Florida Rene' Bates Auctioneers, Inc. is currently in our 52nd year of continual operation providing auctioneering services for governmental entities across the United States. We were the first in the nation to offer online auctions to our governmental clients. Our principal place of business is in McKinney, Texas. We began conducting live auctions in 1966 and have conducted auctions for hundreds of municipalities, counties, utility companies, school districts, colleges and special districts. In 1997, we began offering online auctions to our governmental clients. Since that time, we have conducted thousands of online auctions selling tens of thousands of items each year. We have conducted auctions for hundreds of different governmental agencies from both rural and urban areas across the United States. We continually sell everything from heavy equipment and trucks to real estate and smaller items that are required to be sold at auction. Rene' Bates Auctioneers, Inc.'s S2 years' worth of auction business gives us more exposure than any other auction company, and because of this exposure, all of our clients, both large -and small, reap the benefits of a statewide, national and international buyer base. Our extensive data base of buyers consists mainly of end users who pay top dollar, as well as wholesalers and dealers for all types of items sold. For substantiation of our client base and the amount of auctions we are conducting, please log on to www.renebates.com to view auctions being conducted daily. We have been conducting online auctions longer than any company in the governmental auction industry. Our website has been customized to mirror a live auction as much as possible. When bidders utilize our site, they are participating in an auction that is as close to a live auction as possible while still being conducted on the internet. The number of auctions we have conducted for the numerous clients we work for proves that our experience in this area cannot be surpassed. We sell almost exclusively for governmental agencies and understand the laws that regulate and govern the disposition of assets for these governmental agencies. Many of our online clients continue to sell their heavy equipment one to two pieces at a time because the prices we are able to obtain for them far exceed any expectations they have. We are almost always able to bring far more money for the equipment than they are offered on a buyback, trade-in or sealed bid. This is another service that we offer you (at no charge) to help advise you as to whether or not a piece of equipment will bring more money at auction or whether you should take the buyback price or trade it in. Page 2 Rene' 6o`es Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 75071-972.548.9636 Response to RFP 824384 Auction Services You can view our website, www.renebates.com, 24 hours a day to see the various types of items we are selling. We sell for a wide variety of clients and can accommodate any of their requests. We continually sell items ranging from heavy equipment, vehicles, buildings, real estate, seized items for police departments and sheriffs departments to the miscellaneous surplus that all governmental entities must dispose of. Our company prides itself on taking care of all of our clients with personal service regardless of the size of the auction or the items being sold. Since our core business has been selling for governmental entities since 1966, we stay updated on the laws and regulations that govern the different types of governmental entities. We proudly sponsor many purchasing associations which also allow us to attend meetings and keep current on the changing rules as they apply to purchasing for our governmental clients. As it relates to online auctions, we have conducted tens of thousands of online auctions which consisted of hundreds of thousands of lots sold. There have been several million bids placed on these auctions and the totals sold are well into the mid to high nine figure range. We ask that the City visit our website, www.renebates.com to see what we are selling on any given day. Our experience and knowledge in the area of governmental auctions is built upon daily as we strive each and every day to live up to the reputation that we have built over the last five decades. Page 3 Rene' Bates Auctioneers, Inc. 4560 CR 1006, McKinney, Tx 75071:972.548.9636 Response to RFP 824384 Auction Services SECTION 4: PROPOSER'S EXPERIENCE/QUALIFICATIONS/PAST PERFORMANCE (GROUP 2) 1. Describe the Proposer's organizational history and structure, past performance and state the number of years Proposer and/or firm has been in business providing a similar service. Provide number of employees and the primary markets served. Rene' Bates Auctioneers, Inc. is a corporation located in Texas. The company was founded in 1966 by Rene' Bates for the purpose of providing auctioneering services for governmental entities across the United States. The company has a State of Texas HUB designation as well as multiple WBE designations in the state. The owners of the company are Rene' Bates and Sheryl L. Bates. We have been conducting governmental auctions for 52+ years. We have seven full time employees to handle our day to day operations. Through our website, www.renebates.com, we are able to serve all markets across the United States. We began conducting live auctions in 1966 and began offering internet auction services in 1997. Since that time, we have conducted thousands of online auctions selling tens of thousands of items each year. We sell for hundreds of different governmental agencies in both rural and urban areas across the United States. We continually sell everything from heavy equipment and trucks to real estate and smaller items that are required to be sold at auction. We began conducting auctions in the State of Florida in 1973. In Florida, our company has conducted auctions for the United States Postal Service selling their postal vehicles; Florida Power & Light selling heavy trucks, cranes, vehicles; Broward County Sheriff's Office selling seized boats, airplanes and vehicles; City of Fort Lauderdale selling vehicles, heavy equipment, fire trucks, ambulances, boats, heavy trucks and miscellaneous items; Brevard County, Flagler County, Cities of Coconut Creek, Dania Beach, Deerfield Beach, Homestead, Lauderdale Lakes, Miami Gardens, North Miami Beach, Oakland Park, Pembroke Pines, Pompano Beach, Sunrise, and Tamarac, just to name a few. Rene' Bates Auctioneers, Inc. and Rene' Bates were one of the first to receive a Florida Auctioneer's License when the state began licensing for auctioneers and auction companies. Our business license number is AB55 and Rene' Bates number is AU55. The first 50 licenses were reserved for state dignitaries and other VIPs with our company receiving auction license 55 and we have retained continual licensing since that time with the State of Florida. Rene' Bates Auctioneer's Inc.'s 52 years worth of auction business experience gives us more exposure than any other auction company, and because of this exposure, all our clients, both large and small, reap the benefits of a statewide, national and international buyer base. Our extensive data base of buyers consist mainly of end users who pay top dollar, as well as wholesalers and dealers for all types of items sold. For substantiation of our client base and the amount of auctions we are conducting, please log on to www.renebates.com to view auctions being conducted daily. We have been conducting online auctions longer than any company in the governmental auction industry. Our website has been customized to mirror a live auction as much as possible. When bidders Page 4 Rene' Bates Auctioneers, Inc. 4560 CR 1006: McKinney, Tx 75071;972.548.953o' Response to RFP 824384 Auction Services utilize our site, they are participating in an auction that is as close to a live auction as possible while still being conducted on the internet. The number.of auctions we have conducted for the numerous clients we work for proves that our experience in this area cannot be surpassed. We sell almost exclusively for governmental agencies and understand the laws that regulate and govern the disposition of assets for these governmental agencies. Many of our online clients continue to sell their heavy equipment one to two pieces at a time because the prices we are able to obtain for them far exceed any expectations they have. We are almost always able to bring far more money for the equipment than they are offered on a buyback, trade-in or sealed bid. This is another service that we offer you (at no charge) to help advise you as to whether or not a piece of equipment will bring more money at auction or whether you should take the buyback price or trade it in. You can view our website, www.renebates.com, 24 hours a day to see the various types of items we are selling. We sell for a wide variety of clients and can accommodate any of their requests. We continually sell items ranging from heavy equipment, vehicles, buildings, real estate, seized items for police departments and sheriff's departments to the miscellaneous surplus that all governmental entities must dispose of. Our company prides itself on taking care of all of our clients with personal service regardless of the size of the auction or the items being sold. Since our core business has been selling for governmental entities since 1966, we stay updated on the laws and regulations that govern the different types of governmental entities. We proudly sponsor many purchasing associations which also allow us to attend meetings and keep current on the changing rules as they apply to purchasing for our governmental clients. As it relates to online auctions, we have conducted tens of thousands of online auctions which consisted of hundreds of thousands of lots sold. There have been millions of bids placed on these auctions and the total assets sold are well into the mid to high nine figure range. We ask that the City visit our website, www.renebates.com, to see what we are selling on any given day. The number of clients that we sell for across the State of Texas on a daily basis is unrivaled by any of our competitors. Our experience and knowledge in the area of governmental auctions is built upon daily as we strive each and every day to live up to the reputation that we have built over the last five decades. We can also provide a link to the committee where you can actually look at auction results since 2010 of every auction we have conducted online. We will provide this upon request and ask that it be kept confidential and not disclosed with any open records request as this link is confidential and proprietary. 2. Provide a detailed list of five comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed within the past five years. The description should identify for each project the following points (i.) Client; (ii.) Description of work; (iii.) Total dollar value of the contract; (iv.) Dates covering the term of the contract, (v.) Client contact person and phone number; (vi.) Detail Proposer's responsibilities and the results of the project. Specify whether or not the scheduled completion time for each project was met, if not met, please provide an explanation. Page 5 Rene' Bates Auctioneers. Inc. 40"60 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction 5enyices CONTRACT 1 Client: Brevard County, Florida Description of work: Online auction services for all types of surplus items Total dollar value of the contract: $3,909,700 Dates covering term of the contract: Client since 1986; Online since 2003; Current Contract 9/1/17 to 8/31/20 Client Contact Person: Merrill Vincent, Asset Manager, 321.345.3075 Scheduled completion time for each project was met. CONTRACT 2 Client: City of Oakland Park, Florida Description of work: Online auction services for all types of surplus items Total dollar value of the contract: $354,671 Dates covering term of the contract: Client since 1990; PSA 1/1/13 to 12/31/18 Client Contact Person: Maggie Turner, Purchasing Manager, 954.630.4256 Scheduled completion time for each project was met. CONTRACT 3 Client: City of Fort Lauderdale, Florida Description of work: Online auction services for all types of surplus items Total dollar value of the contract: $3,144,628 Dates covering term of the contract: Since 1976; Last contract RFP 10/15/13 to 10/14/17 Client Contact Person: Kirk Buffington, Deputy Director of Finance, 954.828.5145 Scheduled completion time for each project was met. CONTRACT 4 Client: Tarrant County, Texas Description of work: Live and Online auction services for all types of surplus items Total dollar value of the contract: $3,479,177 Dates covering term of the contract: Since 1976; RFP 5/15/2003 to 5/14/2019 Client Contact Person: Jack Beacham — Purchasing Agent, 817.884.1133 Scheduled completion time for each project was met. CONTRACTS Client: Ector County, Texas Description of work: Online auction services for all types of surplus items Total dollar value of the contract: $308,360 Dates covering term of the contract: RFP 5/15/2003 to 5/14/2019 Client Contact Person: Kenneth Lind, Purchasing Agent, 432.498.4020 Scheduled completion time for each project was met. Page 6 Rere' Botes Aucticr,eers, !nc. 466C, CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services 3. Provide a minimum of five references of auctions performed, with a minimum of three references being for a government entity within the past two years (preferably in South Florida). Reference list shall include government entities that are similar to the City of Miami. List shall include a brief description of similar accounts and size, satisfactorily completed by Proposer, identified in the proposal with location, dates of contracts, names, addresses, phone numbers, auction dates, summary of items auctioned, advertising budget and number of registered bidders. As it relates to Auction Dates requested, we have listed only dates for the period 2013-2018. REFERENCE Client: Brevard County, Florida Date of Contract: Client since 1986; Current Contract 9/1/17 to 8/31/20 Contact Name: Merrill Vincent, Asset Manager Address and Phone: 345 Wenner Way, Cocoa, FL 32926; 321.345.3075 Ext 43079 Auction Dates: 5/22/18; 3/5/18; 1/15/18; 10/12/17; 9/11/17; 7/31/17; 6/19/17; 3/28/17; 3/24/17; 2/1/17;9/12/16;718/16;5/2/16;3/10/16;12/7/15;11/9/15;7/20/15;6/15/15;4/23/15;3/17/15; 3/16/15; 12/10/14; 9/23/14; 9/8/14; 7/7/14; 3/3/14; 2/5/14; 9/23/13; 8/26/13; 8/20/13; 3/5/13 Surnmary of Items Auctioned: Vehicles, Heavy Equipment, Heavy Trucks, Refuse Trucks, Ambulances, Fire Trucks, Cranes, Buses, Boats, Trailers, Mobile Homes, Office Trailers, Miscellaneous Surplus Advertising Budget: NA — Online auctions advertised as needed Number of Registered Bidders: Online 70,000+ and adding daily REFERENCE Client: City of Oakland Park, Florida Date of Contract: Client since 1990; Current Contract 1/1/13 to 12/31/18 Contact Name: Maggie Turner, Purchasing Manager Address and Phone: 3650 NE 12 Ave, Oakland Park, FL 33334; 954.630.4256 Auction Dates: 3/27/18; 2/23/17; 5/11/16; 7/15/15; 8/25/14 Summary of Items Auctioned: Vehicles, Refuse Trucks, Fire Trucks, Heavy Trucks, Trailers, Boats, Heavy Equipment, Miscellaneous Surplus Advertising Budget: NA—Online auctions advertised as needed Number of Registered Bidders: Online 70,000+ and adding daily REFERENCE Client: City of Pompano Beach, Florida Date of Contract: Client Since 2010; Current contract 3/5/2012 to 7/2/2018 Contact Name: Leeta Hardin, General Services Director Address and Phone: 1190 NE 3`d Ave, Bldg C, Pompano Beach, FL 33060; 954.786.4098 Auction Dates: 2/16/18; 8/15/17; 6/1/17; 4/20/17; 12/13/16; 8/16/16; 5/17/16; 3/4/16; 7/17/15; 3/5/15;1/6/15;6/11/14;6/10/14;9/12/13;5/6/13;2/27/13;2/5/13; Summary of Items Auctioned: Vehicles, Heavy Equipment, Trailers, Heavy Trucks, Miscellaneous Surplus Page 7 Rene' Sates Auctioneers, Inc. 4660 04 1006, McKinney, Tx 75071; 972.548.9635 Resoonse to RFP 824384 Auction Services Advertising Budget: NA — Online auctions advertised as needed Number of Registered Bidders: Online 70,000+ and adding daily REFERENCE 4 Client: City of Sunrise, Florida Date of Contract: Client since 2008; Current contract 10/5/13 to 10/14/17 Contact Name: Ann Potter, Director of Purchasing Address and Phone: 10770 W Oakland Park Blvd, Sunrise, FL 33351; 954.572.2276 Auction Dates: 7/6/17; 12/14/16; 6/29/16; 3/17/16; 11/5/15; 4/2/15; 9/19/14; 7/21/14; 8/21/13 Summary of Items Auctioned: Vehicles, Heavy Equipment, Heavy Trucks, Ambulances, Fire Trucks, Cranes, Buses, Boats, Trailers, Miscellaneous Surplus Advertising Budget: NA — Auctions advertised as needed Number of Registered Bidders: Online 70,000+ and adding daily REFERENCE Client: Tarrant County, Texas Date of Contract: Client since 1976; Current contract 5/15/03 to 5/14/19 Contact Name: Jack Beacham, Purchasing Agent Address and Phone: 100 E Weatherford, Ste 303, Fort Worth, TX 76196; 817.884.1133 Auction Dates: Online 5/15/18; 5/10/18; 4/4/18; 3/26/18; 3/20/18; 2/12/18; 1/22/18; 1/22/18; 1/19/18; 1/18/18; 1/2/18; 12/13/17; 12/7/17; 11/29/17; 11/27/17; 11/27/17; 11/13/17; 11/6/17; 10/27/17; 10/19/17; 10/10/17; 9/29/17; 9/21/17; 9/14/17; 9/6/17; 8/25/17; 8/21/17; 8/17/17; 8/7/17; 7/31/17; 7/11/17; 7/6/17; 6/2/17; 5/16/17; 5/15/17; 5/8/17; 4/17/17; 4/3/17; 3/31/17; 3/27/17; 3/16/17; 3/9/17; 3/2/17; 2/20/17; 1/30/17; 1/25/17; 1/20/17; 1/6/17; 12/15/16; 12/14/16; 12/2/16; 11/21/16; 11/7/16; 10/31/16; 10/28/16; 9/28/16; 9/27/16; 8/22/16; 8/19/16; 8/5/16; 8/4/16; 8/1/16; 7/22/16; 7/11/16; 6/23/16; 6/20/16; 6/7/16; 5/20/16; 4/29/16; 4/22/16; 4/15/16; 4/8/16; 3/25/16; 3/22/16; 3/14/16; 2/29/16; 2/22/16; 2/5/16; 2/2/16; 1/19/16; 1/4/16; 11/24/15; 11/6/15; 10/26/15; 9/21/15; 9/14/15; 8/31/15; 8/14/15; 8/5/15; 8/3/15; 7/23/15; 6/29/15; 6/8/15; 5/22/15; 5/15/15; 5/12/15;4/20/15;3/16/15;3/3/15;2/20/15;1/19/15;1/12/15;12/10/14;12/8/14;11/31/14; 11/12/14; 10/24/14; 10/20/14; 9/26/14; 9/24/14; 9/5/14; 8/25/14; 8/18/14; 8/8/14; 7/28/14; 7/21/14; 7/7/14; 6/30/14; 6/20/14; 6/10/14; 5/30/14; 5/23/14; 5/2/14; 4/24/14; 4/16/14; 3/31/14; 2/17/14; 2/6/14; 1/27/14; 1/27/14; 1/24/14; 12/17/13; 12/2/13; 11/20/13; 11/15/13; 10/28/13; 9/25/13; 8/30/13; 8/21/13; 8/19/13; 8/5/13; 7/15/13; 6/10/13; 5/24/13; 5/14/13; 5/13/13; 4/29/13; 4/22/13; 4/2/13;3/29/13;3/18/13;2/26/13;2/25/13;2/5/13;1/25/13;1/14/13;1/9/13 Live Auction Dates: 5/12/18; 1/6/17; 5/14/16; 5/16/15; 8/4/14; 7/29/14; 5/17/14; 12/5/13; 8/17/13; 6/10/13 Summary of Items Auctioned: Vehicles, Heavy Equipment, Heavy Trucks, Ambulances, Fire Trucks, Cranes, Buses, Boats, Trailers, Mobile Homes, Office Trailers, Miscellaneous Surplus, Livestock, Real Estate, Seized Tax Property and Tax Seizure Businesses Advertising Budget: NA—Auctions advertised as needed Number of Registered Bidders: Online 70,000+ and adding daily Page Rene' Sotes Auctioneers, Inc. 4550 CR 1006, McKinney, Tx 75071;.9741.548.9636 Response to RFP 824384 Auction Services REFERENCE 6 Client: Ector County, Texas Date of Contract: Client since 2003; Current contract 5/15/03 to 5/14/19 Contact Name: Kenneth Lind, Purchasing Agent Address and Phone: 1010 East 8th St, Odessa, TX 79761; 432.498.4020 Auction Dates: 2/27/18; 8/29/17; 11/30/16; 11/29/16; 11/20/15; 11/7/14; 5/15/14; 5/9/14; 6/21/13 Summary of Items Auctioned: Vehicles, Heavy Equipment, Heavy Trucks, Refuse Trucks, Ambulances, Fire Trucks, Buses, Boats, Trailers, Miscellaneous Surplus Advertising Budget: NA—Online auctions advertised as needed Number of Registered Bidders: Online 70,000+ and adding daily 4. Provide information concerning any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered here, in which the Proposer, any of its employees is or has been involved within the last five years. NONE 5. Describe any relevant industry/subject matter expertise, including any experience in the requested services listed herein, and any unique or proprietary project methodologies relevant to the requested services. Rene' Bates Auctioneers, Inc. will utilize our past experience in conducting auctions for 52+ years as it relates to the Auction Services contract. We have conducted thousands of auctions containing hundreds of thousands of items for governmental entities across the United States. Our website has been developed specifically for our use and is tailor made to mirror a live auction as much as possible. We have multiple features included in our auction site which allow for various features and customizations available to the client. We will address these in more detail in Section 6 in the Proposed Approach to Providing the Services for Group 2. 5. Provide copies of all licenses/certificates required by Item C, within Section 2.7— Proposer's Minimum Qualifications. All licenses/certificates must be valid/active as of the Proposal submission date. Rene' Bates Auctioneers, Inc. does not have a State of Florida Independent Dealer in Motor Vehicles License. Since vehicles are not taken into the possession of the auction company for the Group 2 Internet Auctions, and since title work is handled by the City of Miami on any titled items, we are not involved in the title process and therefore do not have the dealer's license. We will list this as an exception to terms in the next item below. Please note that we do have an Independent Motor Vehicle license in the State of Texas which allows us through our license to act as a dealer in the State of Texas, if necessary. However, we are not required to use the dealer's license with our governmental entities as they are always in possession of their vehicles and handle all paperwork as it relates to the vehicles. Page 9 Rene' Bates Auctioneers, Inc. 4660 CR 10066, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services The following pages include copies of the following documents: 2018 Florida Annual Resale Certificate for Sales Tax 2018 Authority to do Business in the State of Florida Florida Auction License for Rene' Bates Auctioneers, Inc. Florida Auction License for Rene' Bates Florida Auction License for Sheryl Bates Florida Auction License for Michelle Bates Texas Auction License for Rene' Bates Texas Auction License for Sheryl Bates Texas Auction License for Michelle Bates Texas Motor Vehicle Dealer's License for Auction Motors Page 10 IT a0aed 'Saw�ep piojpu-.; & 'auould! ;ddv eilqovy -,c cess aumsncz,, 'woo*anU0AaJCP!J0jj*A,WA :8WjUC) =:as�-.-! ;CP.Lj..Jv )-3;uS P -AR C lC-Lsc-"Lq :auoLld icn"v �IeL4 tuisn s;awcs-�:. n--!, JCUI.ig =uc-A J.E "CC: zliRss8 s,,ewo.sn-, IiiC4 -bu:sr. )acunuJC4 z -J?Luc,sno -rc-.� .3 VJOJIoa-j -Zjusalj_i Dies :C-2YS-xEl = GNt'LU .: _s L, asn url, MOA -,o ou:sn aiesaj J -o; -31--c Y -x ,oce lsf-,.,LL %jallas e sv a;eSeE jEn.::- -a ;o asn ez-laai Pja -o s!e, B;aS=H :'1:.', ?S" ou AvW usj ;o siE.:sujrjn---J =-%2w, m ic PlIceei Si -4 ii I= -o �-ja �;t4z, u8 ,m 4dwaxa xe, .-o jk;ja=j��,Jej j� il :un. -ao AQ -Al;szaid ir-aj -,e=a�uwo-- SC ":.ic-do'd In: Vffleoll 8' -OZ U L439VI3030 NO S38ldX3 31VOULU130 SIHI -Xel. sa-'.'Bs Jo3 aleollpeo- ep!joll 9 Lo alesaH lenuuv saj!AJaS uo!pnVp,&EpL7Sd_jd of asuodsa8 9F96*8tS7Z6!TZ0EZ xl '1(autIPW 900T 83 0996 *Dul 'sjaauQq3nVsa3vg,auay Rene' Bates Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services Page 12 State 0 'Floi-it. 1a Departnwnt of State I certifx :he rccurds uifth;sBATHS AUCTION[il:RS, P\C. is a'Foxa,; corporaul-On audioviz-vd !.-3 vansac-lbusincss in the Suite' of � I Florid'.1, qu.illfied on June 19. '008. The document number ofthi., conporat;on is 1:08000002-14>. 1 further ccnifv that said corporation has paid all fees due this oi-fii,-e through Deccnr.ber ' 1, 2ii 1 S. that its most rc,.:Lni annual repot-VuniCorrn business rcpOrl, %va,; fil-c-d on Januar15. 2018. and that its status is act;ve. 1 further certi`x that said comoorafion has no, filed a Cer-ti-ileate o! 'XILhdrakNaL Given finder mv halod uIld the GreatSeal of dite State nfParida at Tallahassee. the Capital, tit Li the Fifteenth d4tY qfJanuarv, 261S W. Secretary of State Track:nz Number; C(.'�IW7400- Toauthenticate :his crrlihclft.sisit thefnifoaing, Ate -enter this nmuhrr. anti 0, n foliow the instructions displaNed. C i h ItPs:.!ser% ireq."on biz.o"g! Fifin i Ac3 i c0flii ruXcrfirTcwe.-% u i hen tic a i im; f Page 12 Rene' Sates Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services - - STATE OF FLORIDA �}' = DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION FLCR01 A BOARD OF AUCTIONEERS' t8501,487-1395 <_ 25G1 SLAIR STONE ROAD TALLAHASSEE FL 32399-0722 CJI-1IN— + , RO,40 1005 TX i= r?. -se }'v tecome inn ; ncar!y. . 'W. Plo!o,airt- iC ne-?: by :hn C',zari ._ 11 G-js a33 3'rd Pr ,. zs oral Regulation Cur ec_. ;r..ais ry: 'rwr. arch;'. -:=s :c vach' ".rckcrs. horn bcYars tC ?arz and they <Aeu Yionda's e'.Orc;^iy s*.---,, =veer; Cr: we wc•rx to :rrcrove ^e way we do 'ss :r :o serJe VCU h-ier For - c�mat :n about our Fr,:c;-;5. PIP --so .Crc +%-.vmmyllcridalicersa.Cam.nem _-3n f:-- r ^^nat:ac abcvt air CI•ri i o s and the requ ai:ors aubscr:bc- to Ce.^ar•:me-...-.-sletters an -1 2a^ mein 3=ul : _ aesrt:::ents:ri;ia;vss. the Deoar-re^' :5, L•cente Eff cies::v. Re :Utah -e Nz _onslar y s!-. i9 SBrYP y^,u Lz`er sn that you can '.'C'.;-i;szczre'S. T hart y?U '•-..:etr-^y ;£n?Sc it F. G3. STAT` OF cLOMDA. D=PAPT?.iEN Cr E•:S!NESSAtiC PxC cSS'CCNAL P.r- J.:U.Til N A855 ISSUED:. 09110120:1' AU CT:ON SUVNN_SS RENE SATES ALIT'CNEFS:tSW =-._ .=....�c -.'.. STATE OF FLORIDA DEPAP. T MENT OF BUSIN;!SS AND PROFESS1014AL REGULATION � FLORIDA BOARD OF AucnONEERS };. f N _ SiN=SS " de^ ce'G !S LICENSE A . __f ca c .,:sins cf er 433 FS. RENS SATES AI MC;fEERS I.t Z �!?i. r i� {G'v C:1;.(i"I rtvA,i 10.0 TAC KINNEY � t ` DISPLAY AS R=tr. UIREv BY "�.r,:.' S_ 07a9._,:Oi--c - Page 13 Rene' Sates Auctioneers, Inc. 4660 CR 1006. McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services ,lT STATE OF FLORIDA ' ' .• DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION FLORIDA.. BOARD OF AUCTIONEEEIRS 1850) 48'-1395 ' 2604 BLAIR STONE RO.nC TALLA' HASSEP FL 32399-0703 S. TE -5 RENS CCC ---'.11- RO .0 ' TX l 0113 --:;S:CO F' iori.:ransi - "y :±:e Cepar•.m'M: ' st.-.':Css ar;dl e sa a! P.e ..n aryl !he'; szmrg - --:.-.. :. r. ..zf!cm. ac-; f oers-antes. please vn•:.v.:n;'.lo•i .:;lp^_^:C.Gom T^ere" L, Can find mxe 'Ter. no :e.:r more a.`.zV1 - at Censt- clfi ie ly.. z 9U ,n strive ±^ swe ycu c= er s c iha. ycu can T^,ark ;eu ro' dci„ 4s ess :.....,..Ca. - .. � ....a. :-� :?'jGtif r P•.•: LCE!r15e' _ ;3 •. S ATE OF FLCR:t.A CEPAP--ENT DF BUSINESS ANG F R JF=SSiv`R_ REGvLi+ T tON AU53- ISSUED' 08;"•.0120'7 AUCTIOPiR -ATES. :iCT ACC HERE STATE OF FLORIDA DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION FLORIDA BOARD OF AUCTIONEERS ' r I e ti'IC T;: 1j;: :2 Under Iha rra:isicns o3 C, lacler 458 Fes. �.."-`.'.on mate. Na -1 3.:, -4049 SAT;:S S:?CGfi1�E'' TR 75W?4 c514 Y ry;T�lyl` SSLEC' GSf-;_•I .r 1';3Pr ti(.;S RECUIR_C SY L-',' .N SE s isT,JCCC3C-a Page 14 Rene' Bores Auctioneers, Inc. 4660 CP. 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services STATE OF FLORIDA DEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION FLOP:IDABOARD OFAUCTIONEERS ^` 437-1305 =' 20o"J1 BLAIR S T ONE ROAD 1�vJ� v TALLAKAS SEE FI.323g9-r>;83 SATS. SHERa: LVIN 4 i ` CO'JN�' RVAD 10,06 MC1ciNEY TX SC7 r .`:" :his iicerse •fou Y^w'T _ na of.s nearly .�L:•52d' the Derarlme . -zmnzss and s-�s range to w..''.:�ce . . - Y -._'.r '.a`s czincm~/ S:rong tz ess !n rie YGr .. - .. ... .,^, an =t:r SerY:Ges_ pr:3-�' cG ^.n"c M.v+v.myftcridailrerse �tnm `-:i-e you an Im. more . suG--ri[z ^.:nern nas:..._.:^d :.•a......_.5 cut -.. c DC:;Sr', C -r•! _seemly. Rea_3. : P'. -•_r -I_1- rSC Ulm }Gu ,:.2i; an= CrS on ICUr.^.+_`N iiGep. . � j AT= Cr r_CRt'-:1)A '•,"•'.�.. �[+..YYEaPAFZ:'-�i__N C i r- SUSINESSAND AU4C2.5 ISSUED. 0w'10.t01 r AtUC T IGNEFR 6,;77=_S. S ;ER)2 tYVPI CETACH HERE Jnd8 ;`! : :v!S'V5 0 Cn ISS r3. SCOTT JC..... _.,..>1 SE ;PsTAPb' STATE OF FLORIDA DEPARTNIENT OF SUSNIESS AND PROFESSIONAL REGULATION �----�� FLORIDA BOARD OF AUCTIONEERS 5 A. Te ,UczIONEPR ' L!7c-r i, pr flaws C! Ser 465 FS.=� ExY"s:ica aa!e. NOV 2:11" 5I�:;T�S. SHE 'RC!:'1 LYNN `•alwlul: Cv—i A✓ IvyF -M 7 D•'SPL:AY AS REGWRED BY L .YI Page 15 Rene' Bates Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 75071; 972.548.9636 .Response to RFP 824384 Auction Services ' STATE OF FLOR'- a DEPARTMENT Or BUSINESS AND PROFESSIONAL ..EGULATION y` =LORI f+ OA?D Or AUCTIONEERS ',350) 4='-1395 �, .. 000' SLAIP STONE ROAD TALLAHASSEE = 32399-0783 SATES h1!CHEL' P RcENEE the xa•: r *'.S: to :r ol-Utf ;n • y--:: , .. F' T z(-.nat;:m a cvt G...r��rncGS. ptea;e g .. : wwvl rnyGorid d co:tsc.com. Tyr-r-1:� r,2r: Gk -.d -c -n!n-rra:-Ln aLL, -:J' 3:.:r a-10 t»e y -:u. S:,bT; .e Ic dupsmmev re wslfet:P:i 1tTa^.':C=�: � .mart. at—1 1 ^-z,-Y. vC {: •5^mi: i=t :S L,'CC't:s rtiT. Kl fUw:C Se -3', yc-ur _a:Str.. F!C !l 4, F: -fid a, .,. .,-..::rr 3:L1.22wr5 71•'1:)::l CC-><: •Ce'tsei e.. S _'F F' �R!DA t7- eAsNr OF .4US;NE3S ANO PROFESSIONAL REGULA.TiCN AU2 '� 3:: ISSUED: 491 ?-'.i L? ;'r AU C- -_-:< DATES L'.:: H=LLE RENEE ..r NS'i,;rte.: r .�.5..:. _ ^ata :' Z.CHEa. SECRETARY STATE OF FLORMA CEPARTMENT OF BUSINESS AND PROFESSIONAL REGULATION x ~ - FLORIDA BOARD OF AUCTIONEERS 30. 20-19 TES ;7ENEE Mf-,* CII,n;rz! ?x -50-11-6614 a : AY :'FO IRI -F! W, L. -�iYl• Page 16 Rene' Bates Auctioneers, Inc. 4660 GR 1006, McKinney, Tx 75071; 972.5x8.9636 Response to RFP 824384 Auction Services =." TEXAS DEPARTMENT OF LICENSING AND REGULATION PO Box 72157 Austin, Texas 78711 Texas Depar7nien, o Licersino_ and 3'.IOr iTDLR) is resp nsiCie for -rs:ng and a broad range of ns bt-s;resses facilities, and e<i;uC Texa_ Our p:JrP-Cse =s :C v. pct : _.eaiIn,� and safet c' Texans 3rr' --4 *reg are ser:ec Cy :'ua:4;ec ayc::at cu -W3 3r`... aVO!d UrreS,Cnabe est :z:e Fe-erce in as _,ese ndea:ors.v:a are open _ :ransr•arent a..:y c€ea•. ,..,ns-ster,, ar. cow rc^ sense standards: keep cods low and efficiency and excect:o^at=..:..,. sr se.^.• .... Fcr asst_.ance c„ntact Customer Ser tc; Ct.stcrr.er ser -Ac Ctdli texas you TDLR`s klission: To honor the truss of ali Texans, safeguard t^e public. and provide a fair and efficiert licensing and regulatory ervs10nr-"en? at the lowest aossibie cost- TDLR's Vision: To be the leader in PL;blic service by creat"g inrova,;ve. '.o:v-cost licensing and regulatory '-next" practices, and cuiiivatin3 highly -engaged employees who prcvic?e exceptional customer service TDLR's Core Values: Accoun,abiiity CUslorter Service Innovation lntear=.'v Coen and Frig Communication Respect '7ear ork :JIt"W) Ur t:i: '4;c- dt VV'N'v....?r.leX23-9O.QDV STATE OF TEXAS RENS SAi CC w s� %1"'ZE-a 5E- TZXAA arPAWrW1&NT cit AND RZOULA t r ._ ... � moo.✓ _—__.-.._.._ -- Page 17 Rene'Botes Auctioneers. Inc. 4560 CR 1006, McKinney, Tx 75071; 972.548.9536 Response to RFP 824384 Auction Services TEX"S DEPARTMENT OF LICENSING AND REGULATION A POhex 12!57 Austin, 73711 fit 11h".1-1111 If! 1,1, 1! h.; fill- 1 equw.--men,1 in Our ni)6e :-z' pn:;tazr "he -eai'n ar%d Safe,anc erlSu,re e 2., � s- r"e. W"a fos�e� 3 nF.4:"";:z1nrj C!:m3'-e ann avad Imre s3rtat'e arE ard tra-.spafe�.:- ard =-rmnn- sense s:anCards. a;1C dpilver aXcect!ara:' seri assis a^ contact Cusomer Sene;c: 'Cir.tex3s CQV TDLR's h-lission: To 'he frjsi of a:'.l Texans, Wequarj 'nu i;.,, xid proviuma a fax anid efficje-- licensing and at "he lowes! POSS:.A- cost TDLR's Vision: o te I G �a h 'ate,, in public. s2r%Jce bv acw�-ost iicersing anC reguimory `nex* pra-M-c-es, and c7allivat no who P- vl�e e -(c ePI 0 n a 1 Z,-! s t C t n er service. TDI -R's Core Values: C':5:'ume, service Op-ar. and Free Comm.unicalbrl Visit us on the web at td I.r. texas. g ov sTATE of rExAs SHERYL LYNN SATES stiCrC,ti-es •+P L;CLm5C NUMBER I SCIS E-(PiR=-S 0-1-V=T9 r£Te z;c.-Amrr•vroe L1-&-ts1Ma 6 -) Page 18 Rene' Sates Auctioneers, Inc. 4560 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 814384 Auction Services TEXAS DEPARTMENT OF LICENSING AND REGULATION ?0 Box 12157 Austin, Texas 78711 T ^e Texas Ler'•an. of Ucens:ng and ReCUI@'ViCn ;TCLP.: s resat nsibie for Nc.e^.sing and reguia',.n_ a broac rar'ge Cf cccupatr-ars. Cus:nesses. 'acili.:es and eq-,.pment f (Texas our purPose :s to pro:e_Y' health and sa`ev o4 Texans and ens:; -'e ihr-7 are served by q:,a::`.ed pre^, e35:0 r_n,s 7-/e tosser a e.. - atie . ^nate. and aiCi_ 25 naCiB a•e open anc t -a :snarert. an—pl., clear. co„-,sia. . anc common- sense saraards. keep coos lo:, and efficiency higF, and d8_:ver e-xccphanai C1:S:fi'^er se.'V:Ca. -12 iioil free stafe?W:dei TDLR•s Mission: T. Honor the trist cf a l Texans. sajeCjard the nui liic., and protide a fa".r and efficent licensing and rergqi later environment at ,. iovrest possible cost. TDLR's Vision: c bz the leader to public se. vice by creating innovat,, e. low -cast t'C�^Stn^y and regulatory -next` practices, and cuiitvating h ghhj-engag d employees who orovice exceptional custonier service. TDLR's Core Values: Accountability Customer Se: vice Inn.0vat;0r, intecr:tv Open and Free Gmmumcation Respect i eam..ork Visit us on the web at 1rSAw,,.tdli-texas.ccv AdEM A CF _r, S _LHEILLE <ENE= BA: cS -- d(r ii 1 5.Z1C.ti'f..':01, !L'.LR'.i `1E.uiRTN�'4t� VN ifCtT/�(Ti". �f10 A£^.1_3TftvY Page 19 lbxieS I)rpuruncnt of A•IoWr Vehides MOTOR VEHICLE DIVISION RENE BATES AUCTION MOTORS, 4660 COUNTY ROAD 1006 MCKINNEY, TEXAS 75071.6614 MOTOR VEHICLE DEALER GENERAL DISTINGUISHING NUMBER: P16528 THIS DEALER IS LICENSED AS A MOTOR VEHICLE DEALER. ADDITIONAL LOCATION(S): N/A EXPIRES. 09-30-2018 PHYSICAL. LOCATION: 4660 COUNTY ROAD 1006 NICKINNEY, TEXAS 75071-6614 HAVING SATISFIED THE APPLICABLE REQUIREMENTS OP CHAPTER 2301 OF THE TEXAS OCCUPATIONS CODE, CHAPTER 503 OP THE TRXAS TRANSPORTATION CODE, AND THR RULES OF THE BOARD, THE PRRSON NAMED ABOVE IS HEREBY LICENSED WITH THE TEXAS DEPARTMENT OF MOTOR VEHICLES, MOTOR VEHICLE DIVISION. D"& A-vtVA Daniel Avilia, Director Texas Department of Motor Vehicles Motor Vehicle Division WARNING: PENAL CODE SECTION 37. 10, PROVIDES THAT TAMPERING WITH A GOVERNMENTAL RECORD 1S AN OFFENSE PUNISHABLE AS A SECOND-DEGREE FELONY. v OQ 04 m N O Rene' Sates Auctioneers, Inc. 4560 CR 1006, McKinney, Tx 75071; 972.548.9635 Response to RFP 824384 Auction Services 7. Identify if Proposer has taken any exception to the terms of this solicitation. If so, indicate what alternative is being offered and the cost implications of the exception. Rene' Bates Auctioneers, Inc. does not have a State of Florida Independent Dealer in Motor Vehicles License. Since vehicles are not taken into the possession of the auction company for the Group 2 Internet Auctions, and since title work is handled by the City of Miami on any titled items, we are not involved in the title process and therefore do not have the dealer's license. Due to the nature of how items are sold on the internet, the internet auction company never has physical possession of the vehicles and is not responsible for the transferring of the vehicles. Please note that we do collect applicable sales tax on vehicles under our Florida sales tax permit number and we remit those funds to the state on a monthly basis. However, the titles are handled by each selling entity and we are not required to have a dealer's license in those circumstances. There are no cost implications of this exception as the City prepares paperwork when releasing the vehicle when they are sold through the internet auction. Please note that we do have an Independent Motor Vehicle license in the State of Texas which allows us through our license to act as a dealer in the State of Texas, if necessary. However, we are not required to use the dealer's license with our governmental entities as they are always in possession of their vehicles and handle all paperwork as it relates to the vehicles. Page 21 Rene' Bates Auctioneers, Inc. 4560 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services SECTION 5: KEY PERSONNEL PERFORMING SERVICES (GROUP 2) 1. Identify the Auctioneer, Business Manager/Operator and other key personnel who shall be assigned to this project by name and title, and detail the qualifications of each, to include relevant training, education and experience in similar work. Provide resumes if available. Rene' Bates, Founder, Secretary/Treasurer, Director and Shareholder Rene' Bates founded Rene' Bates Auctioneers in 1966 when he saw the need for governmental entities to have an asset recovery solution. Rene' has been an integral part of the company since its beginning serving in many capacities. He is the primary auctioneer for our company and is licensed and bonded in multiple states throughout the United States. He is a lifetime member of the National Auctioneer's Association, a lifetime member and Hall of Fame Inductee of the Texas Auctioneer's Association along with various other state organizations. He received the National Purchasing Institute's 2003 Presidential Award of Merit for appreciation of outstanding and dedicated service to NPI. This was the first time in the history of NPI that this award was given to a non-governmental employee. Rene' has been a speaker at multiple purchasing conferences on the topic of Governmental Auctions, Online Auctions and Equipment and Materials Auctions. He has 52+ years of experience in conducting auctions for all types of governmental agencies. He stays abreast of changes in the auction business as well as the governmental side of the auction industry in order to better serve our clients_ Rene' holds auctioneer's license AU55 with the State of Florida and license 6644 with the State of Texas. Sheryl Bates, President, Director and Shareholder Before joining Rene' Bates Auctioneers, Inc. in 2001, Sheryl was in the financial industry with over 20 years' experience. She was Vice President and Banking Center Manager for JP Morgan Chase responsible for over $100 million in assets and managed 40+ employees. She was responsible for commercial and consumer lending, depository products and national trainer for the Texas and Louisiana markets of the bank. Since joining Rene' Bates Auctioneers, Inc. over 17 years ago, Sheryl has been responsible for all aspects of the auction business. Her main responsibilities are the financial and auditing side of the business in addition to personnel, contracts, legal issues and ensuring that the company is compliant on all governmental regulated issues. She also is responsible for updating all state and local certifications to maintain the company's Women's Business Owned status. Sheryl holds auctioneer's license AU 4025 with the State of Florida and 15025 with the State of Texas. Michelle Bates, Vice President and Director Michelle Bates was born and reared in the auction business. She is familiar with all phases of the auction process, both live and online. After college, Michelle joined the company full time and has been working in the business for 25 years. She is the main liaison for our clients. She personally handles contracts and oversees the posting of all items on our website. She is familiar with all types of items and is extremely knowledgeable in the areas of heavy equipment, heavy trucks and vehicles. Having worked live auctions growing up, she has seen firsthand all types of equipment and rolling stock that might be offered for sale on our site. She is able to guide our clients through the description process in order to help the client achieve the highest results for their assets. She is also available to help on site at any Page 22 Rene' Sc.es Auctioneers, Inc. 4660 CR 1006, fvi•_K nney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services time that a client needs assistance with any part of the auction process. Michelle holds Florida auctioneer's license AU2085 and Texas auctioneer's license 12100. Mary Beth Brown, Customer Service, Online Auction Management Joining Rene' Bates Auctioneers, Inc. in 2006, Mary Beth just completed her 11`h year in the auction business. She is responsible for the day to day activities as it relates to our bidder base ensuring they are activated to bid as necessary. In addition, she monitors all online auctions and is responsible for closing those auctions once the bidding has been completed. She invoices all successful bidders. Mary Beth processes payments on online auctions and is responsible for the follow up on auction payments. She is extremely involved in the collection aspect of the online auction business. She is responsible for making phone calls, emailing and other contact as necessary to ensure that all invoices are collected in a timely manner. Mary Beth is also responsible for day to day customer service issues from bidders. Jennifer Williams, Accounting and Customer Service Jennifer joined our company in 2008 and came to us from the financial industry, having worked at JP Morgan Chase for 10+ years in the Business Banking Division. Jennifer is responsible for the accounting of all funds for the company. She ensures that all auctions are balanced, proceeds are remitted to the selling entity within the specified time frame and sales tax collected is remitted to the appropriate agencies as needed. Jennifer is also responsible for processing payments from bidders and general customer service as it relates to bidders. She maintains all auction records for the company and is the liaison between Rene' Bates Auctioneers, Inc. and our clients in the event that past reports or records are requested by a client. Brittany Lindsey, Marketing and Online Auction Liaison After graduating from the University of Texas in 2011, Brittany joined our company that same year. Utilizing her degree in marketing, Brittany is responsible for designing and preparing marketing materials, brochures, newspaper advertising and other advertising for our company. In addition to these duties, she handles all communications received from bidders that come in through our website portal. She is also responsible for handling online auctions for our clients. Brittany works closely with our clients to ensure that information posted to our site is accurate and timely. She also handles the posting on our social media sites. Brittany is also our lead live auction coordinator and is responsible for the setting up and running of our monthly live auctions. In addition to the officers and employees listed above, we have multiple members of our team who have been with the company 10 years or more. Each employee is cross trained to handle any aspect of the auction business in addition to their specialized functions that they hold within the company. 2. Provide information or documentation to Proposer's qualifications and experience from which the City of Miami can benefit under this contract. Rene' Bates Auctioneers, Inc. has been in continual business selling for governmental entities since 1966. The three officers of the company, Rene' Bates, Sheryl Bates and Michelle Bates alone have Page 23 Rene' o"ctesA.uctioneers, In;. 4660 CR 100E, McKinney Tx 75071; 972.548.9636 Res.ocnse to RFP S24384 Auction. Services almost 100 years combined experience in the auction business. Our company has supported and been a part of multiple purchasing organizations throughout the decades which allows us to be a part of training conferences and sessions and stay abreast of purchasing laws and issues. We are involved in numerous purchasing organizations including but not limited to the National Procurement Institute, the National Institute for Public Procurement (both national and local chapters), the Texas Public Purchasing Association, the Local Government Purchasing Cooperative, the National Purchasing Cooperative, the Texas Association of Counties and other local organizations. Upon request, we can provide a link to our archived auctions which will list all online auctions conducted since 2010. This link is confidential and should NOT be included in any open records requests without our express written consent. Page 24 Rene' Botes Auctioneers, Inc. 4660 041006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services SECTION 6: PROPOSED APPROACH TO PROVIDING THE SERVICES (GROUP 2) 1. Describe Proposer's approach to project organization and management, including the responsibilities of Auctioneer and Business Manager/Operator that will perform work in this project. Each auction is assigned to a Project Manager once it is received by the seller. Clients are assigned to a Project Manager's portfolio so that our clients can deal with one person who will coordinate all aspects of their auction. The Project Manager is responsible for the coordination of receiving the items and descriptions from clients as well as working out all other details of the internet auction. This includes auction date and time, locations of auction items, contacts for all locations, inspection terms, payment terms and removal terms. This also includes any other special terms that our client may desire. Our goal is to make the process as simple as possible for the client when preparing your auction for its listing on our website. On internet auctions, the Auctioneer's role is to review items, starting prices and postings to ensure that all pertinent information is available for the bidders. The Auctioneer will contact bidders when appropriate if selling high value items to ensure that the item receives the exposure desired. 2. Provide Proposer's operational plan that clearly indicates how the Proposer plans to provide the Online Auction Services requested in this solicitation. The Proposer's operational plan must detail how the Proposer intends to fully satisfy the service requirements outlined within Section 3.1, Specifications/Scope of Work, of this RFP. Auction Requirements The successful proposer shall provide a comprehensive web -based auction system that is capable of conducting online auctions 24 hours a day, 7 days a week. This system must allow for the City to conduct auctions as often as the City requires throughout the term of the contract. The successful proposer must have processing centers in place to meet the City's auction requirements. Rene' Bates Auctioneers, Inc. can and will meet all requirements as it relates to the Auction Requirements and Reporting Requirements detailed within Section 3.1, Specifications/Scope of Work of this RFP. Below is more detail on each requirement. a. Auctions shall be advertised via the internet in a manner which will maximize visibility, awareness, participation and sales revenue. We will advertise your auction at our expense through our normal advertising channels. The Marketing plan to be used for auctions includes, but is not limited to, social media, email, mail lists, and brochures, advertisements in Trade Journals for specialized and heavy equipment, calendars, verbal announcements and personal contact. Each auction receives the benefit of at least two weekly emails that are sent to all registered bidders in addition to the thousands of individuals and companies that have signed up to receive our emails. As soon as your auction is added to our calendar, you are included in these emails. In addition, we use extensive social media posts to encourage bidding on our auctions. We also rely on trade journals to advertise specialized items such as fire trucks, heavy equipment, bucket trucks, etc. if the need arises. In Page 25 Rene' Sates Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 7.5071;972.548.9636 Response to RFP 824384 Auction Services addition, any advertising done for other clients directly benefits you as all advertising is geared to direct potential bidders to our website. b. Items to be auctioned shall be uploaded to the successful Proposer's website within five business days of submittal by the City, unless otherwise approved by the City. Our web based auctions are available at all times by accessing www.renebates.com. Rene' Bates Auctioneers, Inc. has a dedicated web site to our online and live auctions. Our site is hosted at one of the largest web hosting companies in the United States and they utilize the latest technologies and have an experienced and dedicated staff available 24/7 for technical issues for all their clients. The City's auctions will be published on our website as soon as inventory is available. It will be available for preview before it's open for bidding to ensure that your auction is presented to the public for as long as possible. Your online auction will generally run for a two week period which is what we have found to be the ideal amount of time. Rene' Bates Auctioneers, Inc. will always create and maintain your online listing. We strive to make this process as simple as possible for the City. We realize that your staff has many other duties other than the auction process and we are here to take on as much of the responsibility for this service for the City as they desire. We will provide forms to the City that make the gathering of the information as easy as possible while ensuring that we have the appropriate information needed for the listing. We will create, edit and post the online listing for each item being sold in your auction. We will utilize the photographs along with information provided to the Auctioneer by City staff. We organize your items in a precise and clear manner in order to present them to the public in the best way possible. When a seller begins utilizing online auctions with RBAI, the Seller's Project Manager will work with your designee to make certain they have a complete understanding of the Vehicle & Equipment Information Sheet. The most important thing that can be done to ensure the success of your online auction is to complete the forms on your surplus assets as accurately and detailed as possible. This will help keep the Seller and RBAI out of any disputes in the future over misrepresented items. We encourage you to use the knowledge and experience that we have gained from conducting auctions since 1966 and online auctions since 1997. We have learned what to look for and what to watch out for. We will help the Seller's staff understand the importance of describing items accurately and help them recognize problems before they occur. We are available to train any new personnel on this procedure at your convenience and in the manner you prefer. We can train by telephone or via email by taking the City's designee through each step of the data gathering process while viewing actual items that are posted on Page 26 Rene' Sotes Auctioneers, Inc. 4550 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services our website. Any employee will be able to prepare a list of inventory for an online auction. There is no special training needed because our process puts the majority of the work on the auction company, not the Seller. What we will offer to your staff is the experience and knowledge of a licensed, auction company that has conducted thousands of live auctions and online auctions for governmental entities. You will benefit from what we have learned after 52 years in the auction business and one of the main things we have learned is to make the process simple for the customer. Our instructional documentation is very simple because we believe that personal communication between RBAI and our client is the best way to ensure a successful auction. As your auction company, it is our job to make the online auction process as easy as possible for your staff. All you do is provide the information to us on the items you want to sell and we put them in a consistent format and post the auction to our website. You, the Seller, are not required to input your own auction to our website. This is a standard service that we provide to you. We know that the Seller's employees have many other duties and the online auction process should not take an enormous amount of their time. Once your information is sent to us, we will organize it, post it and add any pertinent disclosures to items that are needed. All you need to do is look it over once we have it posted and give us the okay to turn it on for bidding. We determine taxable status on each item submitted for auction. Items will be assigned either a taxable or non-taxable code. Taxable items will first be assigned a sales tax rate. We determine sales tax rate on each item based on its physical location as required by law. All address locations are verified through the Florida Department of Revenue at www.floridarevenue.com and assigned the correct sales tax rate based on the information provided from the state. We verify all vehicle VINs through the Florida Department of Highway Safety and Motor Vehicles. This system verifies the VIN on each item sent to us and gives us any special notations on the title that the state may have such as salvage, flood, bonded, etc. This is a paid subscription we utilize to ensure the accuracy of information posted to our site and provide at no additional cost to you. c. Auction participants shall be provided a user-friendly online registration form. Bidders and potential bidders are able to access our site and view auctions at any time. In order to bid, we have a "For Bidders" link which gives all pertinent information to bidders. This includes How to Bid, New Bidder Registration, Update Your Profile, Update Your Subscription, Retrieve Login, Profile & Activity and what's New. The registration is a simple process for the potential bidders to enter and complete. In addition, Rene' Bates Auctioneers, Inc. has the ability and a process in place to validate all of our online auction bidders. We utilize reCAPTCHA to prevent robotic registrations. All of our Page 27 Rene' Sotes Auctioneers, Inc. 4660 CR 1006, McKinney, Tx 75071; 972.548.9636 Response to RFP 824384 Auction Services registered bidders are required to post a $100.00 refundable deposit before being allowed to make a bid on our system. This deposit ensures that we have valid, serious bidders bidding on your auction items. This also ensures that we have a minimal amount of non -payments from our registered bidders. If a registered bidder does not pay for their items within the specified time frame, they forfeit their deposit and are permanently banned from all auctions through Rene' Bates Auctioneers, Inc. d. The terms and conditions of City auctions shall be published for every auction participant. Each participant shall be required to accept these terms and conditions prior to accessing each auction. The City's auctions will have their own specific terms and conditions and can be changed or updated at any time. These are posted with every auction that we post for the City. Before a bidder is able to place a bid on any auction, they must agree to the specific terms and conditions for that auction. We can also place special wording at this step of the "agree" process if there is something special the City wants emphasized. This is a standard feature of our website and is always adhered to without exception. e. Winning bidders shall be notified by email of their award status. Payment and pickup instructions shall be provided to winning bidders with their notification of award. Within 15 minutes of an auction closing, successful bidders are invoiced directly from our system. Items will be invoiced based upon sales tax criteria set by the State of Florida. The invoices include bidder name, address, phone numbers and email address. It also includes a complete description of the lots won with the final sales price. The invoice has payment instructions for the bidder along with complete removal or pick-up instructions. Rene' Bates Auctioneers, Inc. accepts payment for auction purchases in the form of cash, cashier's check or money order within four business days of the close of the auction. In addition, we are able to accept wire transfers upon request. We receive and process payments from bidders via certified funds, cash or wire transfers. We follow strict IRS guidelines as it relates to the acceptance of cash and handle all Form 8300 reporting of cash payments over $10,000 as required by federal guidelines. We also utilize Pay Pal for certain invoices and work closely with our bidders to ensure the best option is available. We work with bidders regarding resale or exemption requests for sales tax and adjust invoices for those bidders who provide us with a properly completed resale or exemption certificate. We generate paid receipts to buyer as payment is received with a copy to your approved distribution list. Page 28 Rene' Botes Auctioneers, Inc. 45& CR 1005, McKinney, Tx 75071; 972.548.9636 Resaorse to .RFP 824384 Auction Services Reporting Requirements The successful Proposer shall provide to the City Auction Reports as follows: a. A basic report of all sales within fifteen minutes of the conclusion of each auction event. b. Each year, no later than September 30, a comprehensive report detailing the following: Closed Auctions, Auction Payments, Bid Activity (aggregate and per item), Total Sales vs. Total Paid (aggregate and per auction) and Tax Collection. All reports required can and will be provided to the City as requested. Detailed below are some of the features of the reports. We send a remittance letter with a summary of the auction and a copy of the check to your designee. We can also send funds via ACH transfer. We send reports electronically to your designee upon final reconciliation of the auction. Reports include: Totals Report - Summarizes number of lots listed, number of lots sold, number of participating bidders, number of winning bidders, number of bids placed. Auction Listing Summary - Actual copy of your auction title page which lists all pertinent information on auction such as date and time of closing, location of items, highlights of items being sold, categories of items, special notes, terms of auction including payment terms, removal terms, removal locations and any special instructions regarding removal. Also includes contact information for Ren6 Bates Auctioneers, Inc. All Lots Report - Lists each lot number, lot description, final sales price and winning bidder number. We will maintain records of all your auctions for a minimum of three years. We maintain all documentation for exemptions, resale certificates and export certifications for sales tax according to the retention schedule as dictated by the State of Florida. We remit all sales tax collected to the State of Florida and this is done on a monthly basis and remitted to the State of Florida electronically under our permit number 78- 8011943357-2. 3. Provide a list of equipment and staff available to facilitate the auction on the day of the event (include information on software system used, number of staff to perform registration, data entry, invoicing, etc.) All staff is available on each day for auction events that are closing on our site. We are available to assist bidders in registering, answering questions regarding bidding or any other issues that relate to our Page 29 Rene` Bates Auctioneers, Inc. 4560 CR 1005, :McKinney, Tx 75071; 972.548.9636 Resconse to RFP 824334 Auction Services website and its functionality. Most functions are programmed in to our system so they are able to be accomplished with minimal manual input which eliminates errors and ensures the continuity of each process within our site. Online auctions are designed to run themselves so that all personnel are available to assist our clients and bidders with their needs and questions. 4. Describe in detail the manner in which Proposer will advertise all City of Miami auctions. The City's auctions will be published on our website as soon as inventory is available. It will be available for preview before it's open for bidding to ensure that your auction is presented to the public for as long as possible. Your online auction will generally run for a two week period which is what we have found to be the ideal amount of time. Rene' Bates Auctioneers, Inc. will advertise your auction at our expense through our normal advertising channels at our sole discretion. PLEASE NOTE THAT WE DO NOT DO YOUR LEGAL ADVERTISING. We have the experience and expertise to properly advertise your auction in the most advantageous way to produce exposure and, in turn, generate revenue for your auction. The Marketing Plan to be used for auctions includes: • E -Mail and Electronic Mailings & Social Media Platforms • Mail List • Brochures • Advertisements (Trade Journals and Newspapers) • Calendars • Verbal Announcement • Personal Contact A more detailed description of each of these marketing tools/capabilities is as follows: E -Mail and Electronic Mailings Rene' Bates Auctioneers, Inc. has an e-mail address (auction@renebates.com) which allows customers to contact us regarding brochure requests, auction information, mail list addition requests, or any other information. Electronic mailings allow us to quickly announce, advertise and distribute auction information using our global e-mail mail list with just a few clicks of a button. We currently have thousands of names on our email list as well as over 70,000 registered bidders on our site. The email addresses that we have were not bought or retrieved from some random source. These are interested buyers who have registered on our website and requested to be added to our email lists in order to receive notification of auctions. These buyers have the option to add or remove their name at any time. These buyers have the ability to remove their names each and every time an email is sent from REAL This is done in order to comply with governmental anti -spam regulations. We currently average over 30 million hits per month on our website and we are adding email addresses and registered bidders daily due to our continual national and international advertising. Page 30 Rene' Bates Auctioneers, lrc. 4560 CR 1006, McKinney, Tx 75071; 972.548.9630' Response to RFP 824384 Auction Services Because we conduct auctions across the United States and are continually adding new locations, the exposure you receive from the new entities buyer's base and our advertising for these new locations will benefit your auction in the increased exposure our website receives. On a weekly basis, we send email announcements to our registered bidders and the email addresses that have registered with us. These announcements are sent based on the type of items the bidder is interested in. If your auction has vehicles, computers or miscellaneous items in it, all bidders who have indicated an interest in those items will be notified that your auction has been posted and they will be notified again the week before your auction closes. Your auction will be listed on the home page of www.renebates.com basis which receives the benefit of all the traffic on our website. This means that a buyer interested in an auction anywhere in Texas, New Mexico, Arizona or Florida, etc. will also have access to your auction when they access our site. We sell for numerous cities and counties across the State of Texas, Florida, Arizona, New Mexico, Oklahoma and the United States and any buyer accessing our website for any of these auctions will also see your auction listed there. In addition, the entities that we work for provide a link to www.renebates.com from their own city or county websites. When an individual accesses those numerous websites, they are able to access ours giving them the ability to view and bid on any and all auctions that we have posted. Also, our web host provider submits our website address, along with 20-30 main keywords to national search engines on a monthly basis to ensure that anyone searching the internet can also pull up a link to our website simply by searching for key phrases such as Vehicles, Auctions, Municipal, Heavy Equipment, Police Cars, etc. Mail List In addition to the thousands of names on our email list mentioned below, Rene' Bates Auctioneers, Inc. has a hard mailing list of over 35,000 names of proven buyers. This diverse list has been amassed from conducting municipal auctions for over 52 years throughout the United States, past buyers and auction attendees from across the globe, submissions forwarded from city/county mail list requests, and daily telephone and e-mail requests. Our hard mail list (or live auction mail list) is maintained, added to, cross referenced, and backed up on a daily basis. These names are coded under one or more of our 70 different coding categories as to the type of items they purchase and the distance each buyer will travel. Our extensive list of reliable buyers will be notified of your auction and will strengthen the bidder activity of your sales. Our experience has been that we consistently draw national and international bidders to our website, and even if they are not the successful bidder on a piece of surplus inventory, their participation enhances the results of the sale. Advertisements of Sale We advertise continually in major newspapers across Florida, Texas and the United States. In addition, we will advertise your auctions in conjunction with the many other auctions that are being conducted daily on our website. We advertise in trade journals, such as Rock & Dirt and Fire Trader, just to name a couple. We send out brochures for our live auctions on a monthly basis and we include all online auctions in those brochures, as well. These brochures are sent to our mail list which is broken down i Page 31 Rene' Botes Auctioneers, Mc. 4660 CR 1006, McKinney, Tx 75071; 972548.9636 Response to RFP 824384 Auction Services geographically and by buyer's interest. This ensures that we reach anyone in your area or those buyers that are interested in the items you are selling, regardless of where they are located. EXAMPLES OF TRADE JOURNAL ADVERTISING INCLUDE, BUT NOT LIMITED TO: Trade -A -Plane Rock & Dirt Fire Trader Fire Apparatus & Emergency Equipment Local Newspapers as needed depending on inventory being sold Our experience in conducting live auctions since 1966 and online auctions since 1997 has helped us in determining the above advertising strategy and fine tuning it as we find what works best. Verbal and Personal Contact Rene' Bates Auctioneers, Inc. will begin announcing your auction date at each auction we conduct prior to your auction as soon as an auction date is determined. Rene' Bates Auctioneers, Inc. always personally contacts proven buyers of the type of vehicles and equipment each auction has. Upon receiving the initial inventory we begin to place phone calls to known buyers of your surplus assets. RBAI will work in conjunction with the Seller to receive Public Service Announcements (PSA) from local news media. These have been very effective in the past at getting the local community informed and involved in the online auction. 5. Describe the methodology that will be used in order to audit the plan's compliance with all contractual/regulatory requirements. Our system has a built in client system that includes all details of a contract and its requirements. This includes a feature that will notify us for upcoming items such as insurance renewals, license renewals and any other legal requirements that are attached to a contract. We have dual systems in place to ensure that any key contractual or regulatory requirements have redundant notification processes in place to ensure items are handled in a timely manner and all guidelines are being followed. 6. Describe how Proposer has applied the proposed project approach in comparable contracts to make recommendations to improve programs, and describe the net effect of those recommendations. We continually strive to make the auction process simple and easy for our clients by offering features that they may not be aware of. For instance, there are various tools and customizations available to the seller in creating auctions, including but not limited to, private auctions (e.g. law enforcement only), starting prices, minimum bid requirements, bidder deposit requirements, internal departments, etc. Internal Departments — When the Seller has several internal departments offering items in the same auction, the lot numbers can be assigned to identify a particular consignor (e.g. Sheriff's Office, Road Page 32 Rene' Sates Auctioneers, Inc. 40"50 GR 1006, McKinney; Tx 75071;972.548.-9636 Re=nse tc RFP 824384 Auction Services and Bridge, Seized, etc.). When this option is used, the accounting reports that are provided to the Seller will have each department's total broken down separately for use in your internal reallocation. Private Auctions — We have the capability of conducting private auctions. In the past, we have conducted private auctions when we have sold real estate for municipalities. Because of the value of the real estate, the municipalities wanted to ensure that only serious bidders were allowed to bid on the real estate. They required a larger deposit to bid on the real estate. One instance required a $10,000 deposit and another had required a $100,000 deposit because of the high value of the real estate being sold. Rene' Bates Auctioneers, Inc. handled this entire process by posting clearly on the website that only bidders with the "special deposit requirement" would be allowed to bid. Cashier's checks were sent to Rene' Bates Auctioneers, Inc. for the amount specified and held by our office until the auction had closed. The cashier's checks were not deposited. After the auction closed, the unsuccessful bidders had their cashier's checks returned to them and then we forwarded, to the title company the Seller had requested, the cashier's check of the successful bidder. Even though all bidders accessing our site could view this auction, they could not bid on this private auction unless they had met the deposit requirement. This scenario would work the same way for a "law enforcement only" auction and all requirements would be verified before allowing them to bid on that auction. Upgrades are made to our system upon our request on an as needed basis. Upgrades in the past have been a result of our requests to add features that are unique to our auctions. We also consider customer suggestions when adding or upgrading features. These upgrades are always done in a timely fashion, sometimes same day or,others might take longer in order to get the program written for the upgrade and the testing completed. All upgrades are fully tested on a private network before being implemented on the www.renebates.com server. In the event of disputes, we will assist the City when requested. We can provide valuable information to the City on the bidder such as their bid history, record of any past disputes, timely or delinquent payment patterns, etc. We believe that each scenario is unique and each bidder is unique. We will always be happy to give the City advice in this area or handle the disputes with the City's permission. Before doing so, we always evaluate the past history of the bidder in question and give recommendations based on that along with other solutions that City's have used in the past for similar situations. Whatever the case, we will always be available to help resolve any issues as we want the City's auction process to be as smooth as possible. We want to stress again that we are an auction company and not simply providing a "web posting solution" for you. We consider ourselves a partner in your auction process and will be responsive to your issues as if they were our own. We believe that a good solid bidder base is another key to a successful auction for our clients. Our bidder base is the result of 52+ years in the auction business and is critical in ensuring that we receive the highest return for the City's assets. For example, two recent County auctions had winning bidders from Texas, Florida, Oklahoma, Arizona, Louisiana, Illinois, Tennessee, Missouri, Pennsylvania, New Mexico, Utah and Mexico. We continue to draw bidders from as far away as Jordan, Turkey, and England. f� U `'`i Page 33 Rene' 6otes Auctioneers, Inc 4660 CR 1006, :McKinney, Tx 75071; 972.548.9635 Response to RFP 824384 Auction Services We want to stress that we are here to assist the City to ensure that we utilize the best means possible when selling your surplus items. After being in the auction business for over 52 years, we have seen 99% of our clients move to the online auction method. It has proven time and again to be the most efficient and effective way to sell surplus items. There are numerous advantages to the online method for the City. Items can be sold as soon as they come out of service, you can reach thousands of people through the online auction versus a couple of hundred at a live auction, you do not need to factor in weather for your auction and the cost to the City is considerably less when utilizing online auctions. Our job is to get the most money for your assets at the best value for the City and we consistently do that for all our clients. We do not charge the City for items that do not sell and we do not charge any type of listing fees. You only pay for those items that are sold and collected and there are never any additional fees charged to either the City or the buyer. We thank you for the opportunity to bid on your internet auction services. We want the City to know that we will continue to assist you with your auction needs in the best way possible to ensure each auction is conducted to ensure that the City receives the highest return possible. Our job is to make the process as easy as possible for the City and we work each day to accomplish this for each of our clients. We will continue to draw on our 52+ years experience in the governmental auction business to make your auction a successful one. Page 34 Rene' Sates Auctioneers, Inc. 4560 CR 1006, McKinney, Tx 75071; 972.548.9536 Response to RFP 824384 Auction Services SECTION 7: PROPOSED PRICE (GROUP 2) City of Miami, FL FORM B PRICE PROPOSAL INSTRUCTIONS Contract No. RFP824384 Proposer shall use this document to submit its price/compensation proposal for Group 1, Group 2, or Both (Group 1 and Group 2). Proposer shall, as its sole compensation for services provided, receive a) commission based upon a fixed percentage of gross sales proceeds generated from the auction (not to include sales tax), or b) a fixed percentage buyer's premium: Proposers are not allowed to propose a combination of fixed percentage commission and fixed percentage buyer's premium. Proposer must select one mode of payment. Failure to submit this price%ompensation proposal as required may result in the proposal being deemed non-responsive. GROUP 1: PUBLIC (ON-SITE) AUCTION SERVICES WE ARE NOT BIDDING GROUP 1 — PUBLIC ONSITE AUCTION SERVICES Example: Item Hammer Price = $2, 000.00. This amount will only be used to evaluate cost. Line 1.1 Description: Fixed Percentage Commission Charge for Gross Sales: OR Line 1.2 Description: Fixed Percentage Buyer's Premium for Gross Sales: N/A GROUP 2: INTERNET AUCTION SERVICES Example: Item Hammer Price = $2, 000.00. This amount will only be used to evaluate cost. Line 2.1 Description: Fixed Percentage Commission Charge for Gross Sales: 4.75—% N/A OR Line 2.2 N/A Description: Fixed Percentage Buyer's Premium for Gross Sales: NIA _% Note: Notwithstanding any proposed prices, the City reserves the right to negotiate,the final terms, conditions and pricing of the Agreement, as may be in the best interest of the City. Page 35 TitLi Ulf ffl-am- ANNIE PEREZ, CPPO EMILIO T. GONZALEZ, Ph.D. Procurement Director City Manager `„•Of t' 1 i ADDENDUM NO. 2 DATE: June 4, 2018 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 824384 TITLE: Auction Services The following changes, additions, clarifications, and/or deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the RFP and Professional Services Agreement (PSA). Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A. The following is the inquiry received and the corresponding response: 1. Section 3.1.2.13, Group 2: Internet Auctions, Subsection 1.d) states that "The terms and conditions of City auctions shall be published for every auction participant. Each participant shall be required to accept these terms and conditions prior to accessing each auction". Is this requirement negotiable? Answer: Pursuant to Section 4. 1, Submission Requirements, Group 2, Internet Auctions, Subsection 4.7), Proposers must "identify if Proposer has taken any exceptions to the terms of this solicitation. If so, indicate what alternative(s) is being offered and the cost implications of the exception(s)". ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. Sincere y, Jire4'r " /t ' ie Pe z, 0 ctor of Procurement AP:cj c. Lydia Osborne, Ph.D., CPPO, CPPB Assistant Director/Chief Negotiator, Procurement THU of ffliamii ANNIE PEREZ, CPPD Procurement Director ADDENDUM NO. 1 DATE: May 25, 2018 TO: ALL PROSPECTIVE PROPOSERS SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: 824384 TITLE: Auction Services EMILIO T. GONZALEZ, Ph.D. City Manager The following changes, additions, clarifications, and/or deletions amend the RFP documents of the above captioned RFP, and shall become an integral part of the RFP and Professional Services Agreement (PSA). Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. This Addendum becomes a part of the subject solicitation. A. The deadline for submission of proposals has been extended until Thursday, June 7, 2018 at 3:00 PM, in order to allow adequate time to respond to inquiries submitted by potential proposers. B. Section 2.7, Proposers' Minimum Qualifications, Subsection C, items 1 and 2 have been deleted in their entirety: Item 3 has been amended by adding the following language: 3) State of Florida, Board of Auctioneers, Auction Business License (for each Auctioneer) (On Site Auctions Only). C. Section 3.1.2, titled Auctions, Subsection A,2,j has been added to the RFP with the following language: Where required, the Successful Proposer shall facilitate the transfer of vehicle title to buyer at each auction. D. Section 3.1.2, titled Auctions, Subsection B,2,f has been added to the RFP with the following language: The successful Proposer shall pay net proceeds to the City within ten (10) business days after the auction is completed. E. The following are the inquiries received and the corresponding responses: 1. Are online submissions permitted, and do paper (hardcopy) submissions require more than one copy? Answer: Please see Section 4.1, Submission Requirements of the RFP. The instructions found within this section supersede those found within Section 1, General Terms and Conditions. 2. Should a completed Sample Professional Services Agreement (''PSA") be included with a hardcopy submission? Answer: No. The Sample PSA is attached to the RFP for reference purposes only. It provides an example of the agreement that will be executed by the City and the Successful Proposer(s) for the provision of the services being procured through this RFP. 3. Is there a document labeled ''Form A" to be completed as part of a response to this RFP? Answer: No. 4. Please provide the annual revenue generated through auctions for the years 2015, 2016 and 2017? Answer: 2015 Onsite - $254,517.70; Internet - $26,956.06 2016 Onsite - $471,590.00; Internet - $23,721.60 2017 Onsite - $610,695.00; Internet - $27,424.32 5. Will the City allow the Successful Proposer to hire a Tag Agency as a subcontractor, to handle title transfers? Answer: Yes. 6. If Proposers have exceptions to the terms of this RFP, can they be submitted in a section of the response? Answer: Yes. Please see Section 4, Submission Requirements. 7. Group 2, Internet Auctions - a) How are previews handled; and b) What are the transfer of title, c) payment and pickup instructions? What will be the Auction Company's responsibility with regard to these items? Answer: a) Items are to be previewed on the successful Proposer's website; b) The City will facilitate the post -auction transfer of vehicle title to buyers prior to the release of vehicles; c) the Successful Proposer shall determine payment and pickup instructions, subject to the approval of the City. Section 3.1.2 (B) Group 2: Internet Auctions, states "Items to be auctioned shall be uploaded to the Successful Proposer's website within five (5) business days of submittal by the City, unless otherwise approved by the City". Would the City be open to using a staggered listing approach in the interest of maximizing the sales value of the property being auctioned? Answer: The City may allow for flexibility with regard to the time in which items for auction must be uploaded onto the Successful Proposer's website, but the decision will be made at the City's discretion. ALL OTHER TERMS AND CONDITIONS OF THE RFP REMAIN THE SAME. Sincerely, 1 Annie Perez, CP O Director of Procurement AP:cj c. Lydia Osborne, CPPD, Assistant Director of Procurement G.�Y OF City of Miami 1 K Request for Proposals " " (RFP) oxi RFPNumber: Title: Issue Date/Time: RFPClosing Date/Time: Pre-Bid/Pre-Proposal Conference: Pre-Bid/Pre-Proposal Date/Time: Pre-Bid/Pre-Proposal Location: Deadline for Request for Clarification: Contracting Officer: Hard Copy Submittal Location: Contracting Officer E -Mail Address: Contracting Officer Facsimile: Procurement Department Miami Riverside Center 444 SW 21d Avenue. 61h Floor Miami, Florida 33130 Web Site Address: w,vw.miamigov.com/procurement 824384,2 Request for Proposals for Auction Services 04 -JUN -2018 07 -JUN -2018 C 15:00:00 None Tuesday, May 15, 2018 at 5:00 PM Johnson, Charles City of Miami - City Clerk 3500 Pan American Drive Miami FL 33133 US CJohnson@miamigov.com 305-400-5373 Page 1 of 44 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTLNATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: ADDRESS: PHONE: EMAIL: SIGNED BY: TITLE: FAX: CELL(Optional): DATE: FAILURE TO COMPLETE, SIGN. AND RETURN THIS FORM SHALL DISQUALIFY THIS RESPONSE. Page 2 of 44 Certifications Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt / Occupational License Number: Business Tax Receipt / Occupational License Issuing Agency: Business Tax Receipt / Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or No) If subcontractor(s) will be utilized, provide their name, address and the the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 7/1/17). If no addendum/addenda was/were issued, please insert N/A. Has the Proposer reviewed the attached Sample Professional Services Agreement (PSA)? Does Proposer acknowledge that the attached PSA is an example of the standard Agreement used in conjunction with the provision of these services? Page 3 of 44 Line: 1 Description: Proposers are not required to enter a unit price on this line. Proposers shall submit their proposed prices on Form B, Price Proposal Schedule, located under the Header/Notes and Attachments Section of this Solicitation, in the Oracle/iSupplier Sourcing System Category: 96209-00 Unit of Measure: Each Unit Price: $ Number of Units: Total: $ Page 4 of 44 Request for Proposals (RFP) 824384,2 Table of Contents Termsand Conditions......................................................................................................................................................6 1. General Conditions............................................................................................................................................6 1.1. GENERAL TERMS AND CONDITIONS.............................................................................................6 2. Special Conditions...........................................................................................................................................26 2.1. PURPOSE.............................................................................................................................................26 2.2. PRE-BID/PRE-PROPOSAL CONFERENCE......................................................................................26 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION..........................................................................................................26 2.4. TERM OF CONTRACT.......................................................................................................................26 2.5. EXECUTION OF AN AGREEMENT.................................................................................................26 2.6. CONDITIONS FOR RENEWAL.........................................................................................................26 2.7. PROPOSERS' MINIMUM QUALIFICATIONS.................................................................................27 2.8. REFERENCES......................................................................................................................................27 2.9. INSURANCE REQUIREMENTS........................................................................................................28 2.10. PROJECT MANAGER.......................................................................................................................30 2.11. PRICE PROPOSAL............................................................................................................................30 2.12. COMPENSATION.............................................................................................................................30 2.13. USE OF PREMISES...........................................................................................................................31 2.14. DAMAGES TO PUBLIC/PRIVATE PROPERTY............................................................................31 2.15. FAILURE TO PERFORM..................................................................................................................31 2.16. CHANGES/ALTERATIONS.............................................................................................................31 2.17. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD.........................................31 2.18. RECORDS..........................................................................................................................................32 2.19. TRUTH IN NEGOTIATION CERTIFICATE...................................................................................32 2.20. ADDITIONAL SERVICES................................................................................................................33 2.21. TERMINATION.................................................................................................................................33 2.22. ADDITIONAL TERMS AND CONDITIONS..................................................................................33 3. Specifications..................................................................................................................................................34 3.1. SPECIFICATIONS/SCOPE OF WORK..............................................................................................34 4. Submission Requirements...............................................................................................................................38 4.1. SUBMISSION REQUIREMENTS.......................................................................................................38 5. Evaluation Criteria...........................................................................................................................................44 5.1. EVALUATION CRITERIA..................................................................................................................44 Page 5 of 44 Request for Proposals (RFP) 824384,2 Terms and Conditions 1. General Conditions I.I. GENERAL TER�NIS AND CONDITIONS Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services with an estimated aggregate cost of $25,000.00 or more. Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense. 1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall be considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon issuance by the City of a purchase order. 1.3. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or parts of after opening/closing date and request re -issuance on the goods/services described in the formal solicitation. In the event of such rejection, the Director of Purchasing shall notify all affected bidders/proposers and make available a written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a position to perform the requirements defined in this formal solicitation. The City further reserves the right to waive any irregularities or minor informalities or technicalities in any or all responses and may, at its discretion, re -issue this formal solicitation. 1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are available at the City's website at: http://www.ci.miami.fl.us/procurement 1.5. ALTERNATE RESPONSES WILL NOT BE CONSIDERED. 1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's prior written consent. 1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract, each party shall bear their own attorney's fees through and including appellate litigation and any post judgment proceedings. 1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall maintain and retain any and all of Page 6 of 44 Request for Proposals (RFP) 824384,2 the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. 1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not-for-profit or quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s) established herein, when permissible by federal, state, and local laws, rules, and regulations. Each Governmental, not-for-profit or quasi -governmental entity which uses this formal solicitation and resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the successful bidder(s)/proposer(s). 1.10. AWARD OF CONTRACT: A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall constitute the entire contract, unless modified in accordance with any ensuing contract/agreement, amendment or addenda. B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or designee in the instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference to Businesses with Drug -Free Workplace Programs. C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its contractual obligation if such documents are not submitted in a timely manner and in the form required by the City. Where Bidder/Proposer is in default of these contractual requirements, the City, through action taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer's Response and may accept the Response from the next lowest responsive, responsible Bidder or Proposal most advantageous to the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution from Bidder/Proposer and its bid/proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the Bidder's/Proposer's default. D. The term of the contract shall be specified in one of three documents which shall be issued to the successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or contract award sheet. E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar days beyond the stated contract term in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised, the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific number of days. Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer are in mutual agreement of such extensions. F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude upon completion of the expressed or implied warranty periods. G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis, or such combination as shall best serve the interests of the City unless otherwise specified. H. A Contract/Agreement maybe awarded to the Bidder/Proposer by the City Commission based upon the minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the Page 7 of 44 Request for Proposals (RFP) 824384,2 City's best interests. Such agreement will be furnished by the City, will contain certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City Attorney. 1.11. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all bidders/proposers, if so indicated under the Special Conditions. This check or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it is awarded to bidder./proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award contract/agreement to Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract has been awarded, all bid deposits will be returned on demand. 1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and submitted accordingly. 1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or Proposal most advantageous to the City or all responses may be rejected. 1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an approved equal, Bidders/Proposers will submit, with their response, complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be requested if the proposed brand is other than specified by the City. Such samples are to be furnished after formal solicitation opening/closing only upon request of the City. If samples should be requested, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. 1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its opening/closing. In the event of bid/proposal cancellation, the Director of Purchasing shall notify all prospective bidders/proposers and make available a written explanation for the cancellation. 1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any contractor. If contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable proceedings or on account of any delay for any cause over which the City has no control. 1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without previous understanding, agreement or connection either with any person, firm or corporation submitting a response Page 8 of 44 Request for Proposals (RFP) 824384,2 for the same items/services or with the City of Miami's Purchasing Department or initiating department. The Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action. Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred and the City reserves the right to reject any and all bids/responses where collusion may have occurred. 1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts between private entities and local governments are subject to certain laws and regulations, including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but not limited to: A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E. Uniform Commercial Code (Florida Statutes, Chapter 672). F. Americans with Disabilities Act of 1990, as amended. G. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation. H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation. I. City Procurement Ordinance City Code Section 18, Article III. J. Conflict of Interest, City Code Section 2-611;61. K. Cone of Silence, City Code Section 18-74. L. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment. Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the provision of goods and services and public works or improvements for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs, RFLI or IFBs (bids) between, among others: Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff, the Mayor, City Commissioners, or their respective staffs and any member of the respective selection/evaluation committee. The provision does not apply to, among other communications: Page 9 of 44 Request for Proposals (RFP) 824384,2 Oral communications with the City purchasing staff, provided the communication is limited strictly to matters of process or procedure already contained in the formal solicitation document; the provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -proposal or pre-bid conferences, oral presentations before selection/evaluation committees, contract negotiations during any duly noticed public meeting, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section 2.2. of the Special Conditions); or communications in connection with the collection of industry comments or the performance of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff. Proposers or bidders must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the Office of the City Clerk (clerksCmiamigov.com), which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Office of the City Clerk. In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami Code for further clarification. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at 305-250-5360, to obtain a copy of same. 1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22. CONFLICT OF INTEREST — Bidders/Proposers, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Bidder/Proposer or its employees must be disclosed in writing to the City. Further, you must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm. A. Bidder/Proposer further agrees not to use or attempt to use any knowledge, property or resource which may be within his/her/its trust, or perform his/her/its duties, to secure a special privilege, benefit, or exemption for himself/herself/itself, or others. Bidder/Proposer may not disclose or use information not available to members of the general public and gained by reason of his/her/its position, except for information relating exclusively to governmental practices, for his/her/its personal gain or benefit or for the personal gain or benefit of any other person or business entity. B. Bidder/Proposer hereby acknowledges that he/she/it has not contracted or transacted any business with the City or any person or agency acting for the City, and has not appeared in representation of any third party before any board, commission or agency of the City within the past two years. Bidder/Proposer further warrants that he/she/it is not related, specifically the spouse, son, daughter, parent, brother or sister, to: (i) any member of the commission; (ii) the mayor; (iii) any city employee; or (iv) any member of any board or agency of the City. C. A violation of this section may subject the Bidder/Proposer to immediate termination of any professional services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law. Page 10 of 44 Request for Proposals (RFP) 824384,2 Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and submission of Responses to the City, or any work performed in connection therewith shall be borne by the B i dder(s)/Proposer(s). 1.25. DEBARNIENT AND SUSPENSIONS (Sec 18-107) (a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission. (b) Causes for debarment or suspension. Causes for debarment or suspension include the following: (1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. (2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. (3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. (4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of nonresponsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. (5) Debarment or suspension of the Contractual Party by any federal, state or other governmental entity. (6) False certification pursuant to paragraph (c) below. (7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which the violation remains noncompliant. (8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. (9) Any other cause judged by the City Manager to be so serious and compelling as to affect the Page 11 of 44 Request for Proposals (RFP) 824384,2 responsibility of the Contractual Party performing city Contracts. (c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(S). (d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial relief. 1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not submit a response on a contract to provide goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit response on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of this contract within the time stipulated. Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify the Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the effective date of the termination. The following shall constitute default: A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B. Failure to begin the work under this Contract within the time specified. C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 1.28. DETERiIMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is one which follows the requirements of the formal solicitation, includes all documentation, is submitted in the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure Page 12 of 44 Request for Proposals (RFP) 824384,2 to comply with these requirements may deem a Response non-responsive. A. Responsible Bidder shall mean a bidder/proposer who has submitted a bid/prposal and who has the capability, as determined under the City Procurement Ordinance, in all respects to fully perform the contract requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance. 1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s)/Proposer(s) during the term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the City Commission Any discounts offered by a manufacturer to Bidder/Proposer will be passed on to the City. 1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) Addenda (as applicable) 2) Specifications 3) Special Conditions 4) General Terms and Conditions 1.31. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster situation, the successful vendor shall provide the City with the commodities/services defined within the scope of this formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliver/perform for the city on a priority basis during such times of emergency. 1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal Solicitation and then the Response shall control. This Contract may be modified only by a written agreement signed by the City of Miami and Contractor. 1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period. The City is not obligated to place an order for any given amount subsequent to the award of this contract. Said estimates may be used by the City for purposes of determining the low bidder or most advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities at the prices bid/proposed or at lower prices in this Formal Solicitation. 1.34. EVALUATION OF RESPONSES A.Rejection of Responses The City may reject a Response for any of the following reasons: Page 13 of 44 Request for Proposals (RFP) 824384,2 1) Bidder/Proposer fails to acknowledge receipt of addenda; 2) Bidder/Proposer mistates or conceals any material fact in the Response ; 3) Response does not conform to the requirements of the Formal Solicitation; 4) Response requires a conditional award that conflicts with the method of award; 5) Response does not include required samples, certificates, licenses as required; and, 6) Response was not executed by the Bidder's/Proposer(s) authorized agent. The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City. B. Elimination From Consideration 1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City. 2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature. 3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City's Debarment and Suspension Ordinance. C. Determination of Responsibility 1) Responses will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terns "equipment and organization" as used herein shall be construed to mean a fully equipped and well established entity in line with the best industry practices in the industry as determined by the City. 2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other governmental entity in making the award. 3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered non-responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non-responsive; and, if exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating negotiations. 1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid/proposal. ' 1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its response will be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed Page 14 of 44 Request for Proposals (RFP) 824384,2 or supplied over a period of time. 1.38. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24, states that employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the contractor's and its' subcontractor(s) responsibility to understand and comply with this Florida constitutional minimum wage requirement and pay its employees the current established hourly minimum wage rate, which is subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and clerical workers, CPI -W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January 1st. At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full responsibility to determine whether any of its employees may be impacted by this Florida Law at any given point in time during the term of the contract. If impacted, bidder/proposer must furnish employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of submitting a response constitute successful bidder's/proposer's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of contract and waiver of any contractual price increase request(s). The City reserves the right to request and successfiil bidder/proposer must provide for any and all information to make a wage and contractual price increase(s) determination. 1.39. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this Contract shall take place in Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective attorney's fees. 1.40. HEADINGS AND TERiVIS - The headings to the various paragraphs of this Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending or affecting in any way the expressed terms and provisions hereof. 1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential, E. Making Protected Health Information (PHI) available to the customer; F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G. Making PHI available to the City of Miami for an accounting of disclosures; and H. Making internal practices, books and records related to PHI available to the City of Miami for compliance audits. PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its privacy information Page 15 of 44 Request for Proposals (RFP) 824384,2 practices including specifically, a description of the types of uses and disclosures that would be made with protected health information. 1.42 INDEMNIFICATION - Contractor shall indemnify, hold/save harmless and defend at its own costs and expense the City, its officials, officers, agents, directors, and employees, from liabilities, damages, losses, and costs, including, but not limited to reasonable attorney's fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance of this Contract and will indemnify, hold harmless and defend the City, its officials, officers, agents, directors and employees against, any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted work, even if it is alleged that the City, its officials and/or employees were negligent. These indemnifications shall survive the term of this Contract. In the event that any action or proceeding is brought against City by reason of any such claim or demand, Contractor shall, upon written notice from City, resist and defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate Contractor to defend at its own expense to and through appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against City whether performed by Contractor, or persons employed or utilized by Contractor. This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under the laws of the State of Florida, including without limitation and which conforms to the limitations of §725.06 and/or §725.08, Fla. Statues, as amended from time to time as applicable. Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City. The Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Contractor in which the City participated either through review or concurrence of the Contractor's actions. In reviewing, approving or rejecting any submissions by the Contractor or other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or Sub -Contractor, under this Agreement. 1.43. FORMATION AND DESCRIPTIVE LITERATURE—Bidders/Proposer must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered. Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this provision. 1.44. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Contractor under this Contract conform to the terms and conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-79), as same may be amended or supplemented from time to time. 1.45. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not be made available until such time as the City provides notice of a decision or intended decision or within 30 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation. Tabulations also are available on the City's Page 16 of 44 Request for Proposals (RFP) 824384,2 Web Site following recommendation for award. 1.46. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled "Insurance Requirements". The City shall be listed as an "Additional Insured." Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from submitting future responses to the City. Information regarding any insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604. The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in effect for the duration of the contractual period; including any and all option terms that may be granted to the Bidder/Proposer. 1.47. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered (i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.48. LOCAL PREFERENCE A. City Code Section 18-85, states, "when a responsive, responsible non -local bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local bidder, then that non -local bidder and each of the aforementioned responsive, responsible local bidders shall have the opportunity to submit a best and final bid equal to or lower than the amount of the low bid previously submitted by the non -local bidder. Contract award shall be made to the lowest responsive, responsible bidder submitting the lowest best and final bid. In the case of a tie in the best and final bid between a local bidder and a non -local bidder, contract award shall be made to the local bidder." B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer, include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in Section 18-73. In such cases, this five (5%) percent evaluation criterion in favor of proposers who maintain a local office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply. 1.49. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such certification may result in the rejection of bid/proposal or termination of contract/agreement, for which the bidder/proposer must bear full liability. 1.50. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet Page 17 of 44 Request for Proposals (RFP) 824384,2 as appropriate. 1.51. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create any other similar relationship between the parties. 1.52. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services or by other appropriate testing Laboratories as determined by the City. The data derived from any test for compliance with specifications is public record and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at Bidder's/Proposer's expense. These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in bidder/proposer being found in default in which event any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list. 1.53. NONDISCRIMINATION—Bidder/Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.54. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts for these herein goods and/or services, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be available. It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction with this Formal Solicitation. In addition, any and all commodities, equipment, and services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best interest of the City. 1.55. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the response; however, the City may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award. 1.56. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or joint venture will be considered in response to this Formal Solicitation. Page 18 of 44 Request for Proposals (RFP) 824384,2 1.57. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records, files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by the Bidder/Proposer for any other purposes whatsoever without the written consent of the City. 1.58. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent permitted by law. 1.59. PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price. 1.60. PREPARATION OF RESPONSES (HARDCOPY FOR�NIAT)—Bidders/Proposers are expected to examine the specifications, required delivery, drawings, and all special and general conditions. All bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be at the Bidder's/Proposer's risk. A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address, and telephone number on the face page and on each continuation sheet thereof on which he/she makes an entry, as required. B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will be presumed correct. C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods and/or services. D. The Bidder/Proposer should retain a copy of all response documents for future reference. E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person signing the response or the response may be rejected. F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the Successful Bidder's/Proposer's response may be included as part of the contract, at the City's discretion. G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON-RESPONSIVE. 1.61. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by reason of Page 19 of 44 Request for Proposals (RFP) 824384,2 market change or on the part of the contractor to other customers shall be passed on to the City of Miami. 1.62. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds all quality requirements. 1.63. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with, the award of this Contract. 1.64. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for response evaluation purposes. Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for the percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders/proposers daring the term of the contract. 1.65. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami. Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible for replacement value of the property at the current market value, less depreciation of the property, if any. 1.66. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns. 1.67. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a response on a contract to provide any goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Page 20 of 44 Request for Proposals (RFP) 824384,2 1.68. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all documents subject to disclosure under applicable law. Contractor shall additionally comply with the provisions of Section 119.070 1, Florida Statutes, entitled "Contracts; public records". Contractor's failure or refusal to comply with the provision of this section shall result in the immediate cancellation of this Contract by the City. 1.69. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in this Solicitation. 1.70. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality except as otherwise specified in this Solicitation. 1.71. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. 1.72. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105) (a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than 525,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. (b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission or the City Manager which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this section. 1.73. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104) (a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000. Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing. 1.Protest of Solicitation. i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the Request for Proposals, Request for Qualifications or Request for Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer; or Page 21 of 44 Request for Proposals (RFP) 824384,2 H. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. 2. Protest of Award. L A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the proposer of the notice of the City Manager's recommendation for award of Contract, which will be posted on the City of Miami Purchasing Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of Award To fields. If "various" is indicated in the Recommendation of Award To field, the Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. It shall be the responsibility of the Bidder/Proposer to check this section of the website daily after responses are submitted to receive the notice; or ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non responsiveness or non responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. iii. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer within five (5) days after the date the notice of protest was filed. A written protest is considered filed when received by the Chief Procurement Officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination. The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based, and shall include all pertinent documents and evidence and shall be accompanied by the required Filing Fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. (b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said decision to the City Commission within 30 days after he/she receives the protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by the city attorney and the City Manager. c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or Page 22 of 44 Request for Proposals (RFP) 824384,2 the written protest, together with the required Filing Fee as provided in subsection (f), with the Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section (d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the Contract until the protest is resolved by the Chief Procurement Officer or the City Commission as provided in subsection (b) above, unless the City Manager makes a written determination that the solicitation process or the Contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. (e) Costs. All costs accruing from a protest shall be assumed by the protestor. (f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one•percent of the amount of the Bid or proposed Contract, or 55000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer and/or the City Commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. 1.74. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense, within 30 days after notification. Failure to remove the samples will result in the samples becoming the property of the City. 1.75. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or assign any portion of the performance required by this contract, except under and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. 1.76. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty, service and replacements that will be provided. Bidders/Proposer must explain on the Response to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your response. 1.77. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental specification as to any detail or the omission from it of detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship and services is to be first quality. All interpretations of these specifications shall be made upon the basis of this statement. If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply with this request will result in disqualification of bid/proposal. 1.78. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via the Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500 Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend the solicitation closing; however, no Page 23 of 44 Request for Proposals (RFP) 824384,2 award will be made at that time. A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or package must show the hour and date specified for receipt of responses, the solicitation number and title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the requisite Response Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed non-responsive. Directions to City Hall: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US 1. US i SOUTH TO 27TH AVE., TURN LEFT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE SOUTH: US I NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. B. Facsimile responses will not be considered. C. Failure to follow these procedures is cause for rejection of bid/proposal. D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by the United States mail delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be returned unopened, and will not be considered for award. E. Late responses will be rejected. F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions are subject to rejection. G. Modification of responses already submitted will be considered only if received at the City before the time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider any subsequent submission which alters the responses. H. If hardcopy responses are submitted at the same time for different solicitations, each response must be placed in a separate envelope, box, or package and each envelope, box or package must contain the information previously stated in 1.82.A. 1.79. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer. 1.80. TER=MINATION —The City Manager on behalf of the City of Miami reserves the right to terminate this contract by written notice to the contractor effective the date specified in the notice should any of the following apply: A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract. B. The City has determined that such termination will be in the best interest of the City to terminate the contract for Page 24 of 44 Request for Proposals (RFP) 824384,2 its own convenience; C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.81. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded to a Bidder/Proposer have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami. Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable law. 1.82. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified on their Response. Deliveries are to be made during regular City business hours unless otherwise specified in the Special Conditions. 1.83. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the goods/equipment or used the goods, whichever comes first. 1.84.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade secrets." If the Response contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the outside. Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person. By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by the City by reason of any legal action challenging your claim. 1.85. UNAUTHORIZED `YORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a change order or purchase order is issued and received by the Contractor. The qualified Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the contract or any work performed by an employee not otherwise previously authorized. 1.86. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion or other publicity materials containing information obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City Manager of the City Commission. 1.87. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are not stated on their Response, it will be assumed that the product fully complies with the City's specifications. Page 25 of 44 Request for Proposals (RFP) 824384,2 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for Auction Services, as specified herein, from a source(s), fully compliant with the terms, conditions and stipulations of the solicitation. 2.2. PRE-BID/PRE-PROPOSAL CONFERENCE None 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Procurement Department, Attn: Charles F. Johnson; fax: (305) 400-5373 or email: CJohnsonCmiamigov.com, and a copy filed with the Office of the City Clerk, pursuant to Section 1.20. Cone of Silence. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than Tuesday, May 15, 2018 at 5:00 PM. All responses to questions will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. TERM OF CONTRACT The Proposer(s) qualified to provide the service(s) requested herein (the "Successful Proposer(s)") shall be required to execute a Professional Services Agreement ("PSA") with the City, which shall include, but not be limited to, the following terms: (1) The term of the PSA shall be for three (3) years with an option to renew for one (1) additional three (3) year period. (2) The City shall have the option to extend or terminate the PSA. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Proposer. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.5. EXECUTION OF AN AGREEMENT The Successful Proposer(s) evaluated and ranked in accordance with the requirements of this Solicitation, shall be awarded an opportunity to negotiate a Professional Services Agreement (PSA) with the City. The City reserves the right to execute or not execute, as applicable a PSA with the Successful Proposer(s) in substantially the same form as the draft PSA included as part of this solicitation. Such PSA will be furnished by the City, will contain certain terms as are in the City's best interest, and will be subject to approval as to legal form by the City Attorney. 2.6. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: Page 26 of 44 Request for Proposals (RFP) 824384,2 (1) Continued satisfactory performance compliance with the specifications, terms and conditions established herein. (2) Availability of funds 2.7. PROPOSERS' MINIMUM QUALIFICATIONS Proposers shall provide documentation that demonstrates Proposer's ability to satisfy each of the minimum requirements cited below. Proposers who do not meet the minimum qualification requirements or who fail to provide supporting documentation may be deemed non-responsive. A. Proposals will be considered only from firms that are regularly engaged in the business of providing goods and/or services as described in this Request for Proposal, that have a record of performance for a minimum period of four (4) years (as a business with the same Federal Employee Identification Number; not just individual employees); and that have adequate financial support, equipment and organization to ensure that they can satisfactorily provide the goods and/or services if awarded a contract under the terms and conditions herein stated. Proposers shall: B. Provide a fiill-time Business Manager/Operator that has a minimum of four (4) years' experience in the business of providing On -Site Auctions and/or Internet Auction Services. C. Possess the following active valid licenses and certificates: 1) State of Florida Independent Dealer in Motor Vehicles License; 2) Florida Annual Resale Certificate for Sales Tax; 3) State of Florida, Board of Auctioneers, Auction Business License (for each Auctioneer). Notes: i. Copies of licenses / certificates shall be submitted with proposal. ii. All licensing / certification requirements are a continuing condition of award, and shall be maintained throughout the duration of the contract. D. Have no record of pending lawsuits, bankruptcies, or criminal activities and not have any conflicts of interest as defined by applicable law with the City. E. Not be, nor have any member, officer, or stockholder who is in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any. 2.8. REFERENCES Each proposal MUST be accompanied by a list of five (5) references, which shall include for each project, the name of the organization, dates covering the term of the contract; description of the scope of work; client contact person and phone number, and statement of whether Proposer was the prime contractor or subcontractor. Where possible, list those references for projects performed for government clients of similar size to the City. Page 27 of 44 Request for Proposals (RFP) 824384,2 2.9. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Proposer(s) shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgments, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Proposer(s) and persons employed or utilized by Successful Proposer(s) in the performance of this Contract. Successful Proposer(s) shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted Work, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Proposer(s) shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Proposer(s) expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Proposer(s) shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Proposer(s) to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Proposer(s), or persons employed or utilized by Successful Proposer(s). These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Proposer(s) shall require all subcontractors(s) agreements to include a provision that each subcontractor(s) will indemnify the City in substantially the same language as this Section. The Successful Proposer(s) agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Proposer(s) in which the City participated either through review or concurrence of the Successful Proposer(s)'s actions. In reviewing, approving or rejecting any submissions by the Successful Proposer(s) or other acts of the Successful Proposer(s), the City, in no way, assumes or shares any responsibility or liability of the Successful Proposer(s) or subcontractor(s) under this Contract. Ten dollars (S 10) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Proposer(s). Note: Insurance Definitions, Conditions and Additional Requirements are provided as an attachment, within the Header section of this RFP. The Successful Proposer shall furnish to City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, 6th Page 28 of 44 Request for Proposals (RFP) 824384,2 Floor, Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: (1) Worker's Compensation A. Limits of Liability - Statutory - State of Florida Employer's Liability A. Limits of Liability $100.000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee 5500.000 for bodily injury caused by disease, policy limit (2) Commercial General Liability: A. Limits of Liability Bodily Injury and Property Damage Liability - Each Occurrence: $1,000,000 General Aggregate Limit: $2,000,000 Personal and Advertising Injury: $1,000,000 Products and Completed Operations: 51,000,000 B. Endorsements Required: City of Miami included as an Additional insured. Employees included as insured. Contingent and Contractual Liability. Primary Insurance Clause. (3) BusinessAutomobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit. Any Auto, including hired, borrowed or non -owned autos used in connection with the work - 51,000,000 B. Endorsements Required: City of Miami included as an Additional Insured (4) Professional Liability/Errors and Omissions Coverage Combined Single Limit, Each Claim: 5300,000 General Aggregate Limit, Retro Date: $300,000 (5) Personal Property of Others (if applicable): TBA BINDERS ARE UNACCEPTABLE. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the Proposer. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The Company must be rated no less than "A-" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and/or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer not less than (30) days prior to any such cancellation or material change, on in accordance to Page 29 of 44 Request for Proposals (RFP) 824384,2 policy provisions. NOTE: CITY RFP NUMBER AND/OR TITLE OF RFP MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Proposer of his liability and obligation under this section or under any other section of this Agreement. --If insurance certificates are scheduled to expire during the contractual period, the Proposer shall be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. --In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City shall: (4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the RFP. (5) The City may, at its sole discretion, terminate this Contract for cause and seek re -procurement damages from the Proposer in conjunction with the General and Special Terms and Conditions of the RFP. The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. 2.10. PROJECT MANAGER Upon award, Successful Proposer(s) shall report to, and work directly with Max Sagesse, who shall be designated as the Project Manager for the City. 2.11. PRICE PROPOSAL Each Proposer shall detail any and all fees and costs to provide the required services as detailed in Section 3, Scope of Services herein, on Form B, Price Proposal Schedule. Failure to submit Price Proposal, as required, may disqualify Proposer from consideration. 2.12. COMPENSATION Successful Proposer shall receive, as its sole compensation for the services provided, the fixed percentage commission, or fixed percentage buyer's premium approved upon the completion of negotiations with the City. Successful Proposer shall be compensated through one of the following methods: 1) Fixed Percentage Commission - Successful Proposer shall deduct the Fixed Percentage Commission amount from the proceeds from each auction. Successful Proposer shall then pay to the City the remaining auction proceeds. Example: Fixed Percentage Commission = 3%; Item Sale Price = $100.00 Vendor retains $3.00, and remits $97.00 to the City. Or: 2) Fixed Percentage Buyer's Premium - Successful Proposer shall retain the Fixed Percentage Buyer's Premium, Page 30 of 44 Request for Proposals (RFP) 824384,2 and pay to the City 100% of the proceeds from each auction. Example: Fzced Percentage Buyer's Premium = 3%; Item Sale Price = S100.00 Vendor collects $103.00, and remits SI00.00 to the City. With each remittance of auction proceeds to the City, Successful Proposer shall submit a statement, on its letterhead, detailing auction proceeds, Fixed Percentage Commission withheld / Fixed Percentage Buyer's Premium collected, Sales Tax collected and total proceeds remitted to the City. 2.13. USE OF PREMISES The Successful Proposer(s) shall confine his/her equipment, apparatus, the storage of materials, and the operation of his/her workmen to the limits indicated by law, ordinances, permits, or direction of the project manager, and shall not unreasonably encumber the premises with his/her materials. The Successful Proposer(s) shall take all measures necessary to protect his/her own materials. 2.14. DAMAGES TO PUBLIC/PRIVATE PROPERTY The Successful Proposer(s) shall carry out the work with such care and methods as not to result in damage to public or private property adjacent to the work. Should any public or private property be damaged or destroyed, the Successful Proposer(s), at his/her expense, shall repair or make restoration as is practical and acceptable to the City and/or owners of destroyed or damaged property promptly within a reasonable length of time. (Not to exceed one month from date damage was done). 2.15. FAILURE TO PERFORM Should it not be possible to reach the Successful Proposer(s) or Business Manager / Operator and/or should remedial action not be taken within 48 hours of any failure to perform according to specifications, the City reserves the right to declare Successful Proposer(s) in default of the contract or make appropriate reductions in the contract payment. 2.16. CHANGES/ALTERATIONS Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Written modifications shall not be allowed following the proposal deadline. 2.17. EVALUATION/SELECTION PROCESS AND CONTRACT AWARD The procedure for response evaluation, selection and award is as follows: (1) Solicitation issued; (2) Receipt of responses; (3) Opening and listing of all responses received; (4) Procurement staff will review each submission for compliance with the submission requirements of the solicitation, including verifying that each submission includes all documents required; Page 31 of 44 Request for Proposals (RFP) 824384,2 (5) An Evaluation Committee ("Committee"), appointed by the City Manager, comprised of appropriate City Staff and members of the community, as deemed necessary, with the appropriate technical expertise and/or knowledge, shall meet to evaluate each response in accordance with the requirements of this solicitation and based upon the evaluation criteria as specified herein; (6) The Committee reserves the right, in its sole discretion, to request Proposers to make oral presentations before the Committee as part of the evaluation process. The presentation may be scheduled at the convenience of the Committee and shall be recorded; (7) The Committee reserves the right to rank the proposals and shall make its recommendation to the City Manager requesting the authorization to negotiate. No Proposer(s) shall have any rights against the City arising from such negotiations thereof, (8) The City Manager reserves the right to reject the Committee's recommendation to negotiate, and instruct the Committee to re-evaluate and make another recommendation, or reject all proposals. No Proposer(s) shall have any rights against the City arising from such termination thereof, (9) If the City Manager accepts the Committee's recommendation to negotiate, Procurement will negotiate a final contract with the Successful Proposer, and submit a recommendation to award a contract (s) to the City Manager; (10) The City Manager shall then submit his or her award recommendation and negotiated contract (s) to the City Commission for approval. Written notice shall be provided to all proposers. (11) If the City Manager accepts the award recommendation, the City Manager's recommendation for award of contract will be posted on the City of Miami Procurement Department website, in the Supplier Corner, Current Solicitations and Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by selecting the details of the solicitation and is listed as Recommendation of Award Posting Date and Recommendation of "Award To" fields. If "various" is indicated in the Recommendation of "Award To" field, the Proposer must contact the Contracting Officer for that solicitation to obtain the suppliers names. (12) After reviewing the City Manager's recommendation, the City Commission may: 1. Approve the City Manager's award recommendation and negotiated contract(s); 2. Reject all proposals; 3. Reject all proposals and instruct the City Manager to reissue a solicitation; or 4. Reject all proposals and instruct the City Manager to enter into competitive negotiations with at least three individuals or firms possessing the ability to perform such services and obtain information from said individuals or firms relating to experience, qualifications and the proposed cost or fee for said services, and make a recommendation to the City Commission. The decision of the City Commission shall be final. Written notice of the award shall be given to the Successful Proposer. 2.18. RECORDS During the contract period, and for a least five (5) subsequent years thereafter, Successful Proposer shall provide City access to all files and records maintained on the City's behalf. 2.19. TRUTH IN NEGOTIATION CERTIFICATE Execution of the resulting agreement by the Successful Proposer shall act as the execution of truth -in -negotiation certificate stating that wage rates and other factual unit costs supporting the compensation of the resulting Page 32 of 44 Request for Proposals (RFP) 824384,2 Agreement are accurate, complete, and current at the time of contracting. The original contract price and any additions thereto shall be adjusted to exclude any significant sums by which City determines the contract price was increased due to inaccurate, incomplete, or non-current wage rates and other factual unit costs. All such contract adjustments shall be made within one (1) year following the end of the Agreement. 2.20. ADDITIONAL SERVICES The City reserves the right to add or delete any service, at any time. Should the City determine to add an additional service, for which pricing was not previously secured, the City will ask the Successful Proposer(s) to provide reasonable cost(s) for same. Should the City determine the pricing to be unreasonable, the City reserves the right to negotiate costs(s) to seek another vendor for the provision of said service(s). 2.21. TERMINATION A. FOR DEFAULT If Successful Proposer defaults in its performance under this Contract and does not cure the default within 30 days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Successful Proposer shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Successful Proposer was not in default or (2) the Successful Proposer's failure to perform is without his or his Subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in the best interest of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so terminated for the convenience by the City of Miami the Successful Proposer will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.22. ADDITIONAL TERiIMS AND CONDITIONS No additional terms and conditions included as part of your solicitation response shall be evaluated or considered, and any and all such additional terns and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposer's acknowledgment form attests to this. If a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. Page 33 of 44 Request for Proposals (RFP) 824384,2 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK BACKGROUND The purpose of this Request for Proposals is to obtain the services of a professional auctioneering firm(s) to provide on-site and/or intemet auction services. The City of Miami, conducts on-site and intemet auctions, on an as needed basis throughout the year (approximately 3-4 auctions of each type annually). The items auctioned include automobiles (surplus and confiscated/found), trucks, fire -fighting equipment and vehicles, heavy equipment, boats, work equipment, personal computers, office equipment, furniture, jewelry, electronics, miscellaneous police confiscated items and found property ("Property"). It is the City's desire to contract with an auction firm that has an extensive and up-to-date mailing list and that promotes its auctions aggressively. It is also the desire of the City to contract with an auction firm that has an extensive following of active large buyers on file. Both of these considerations, the City believes, will increase the average item price and total auction sales and will be considered in determination of award. Proposers may submit a proposal for either Public ("On -Site") Auction Services (Group 1), Internet Auction Services (Group 2) or both (Group 1 and Group 2). The City may award one (1) or two (2) contracts for the provision of these services. 3.1.1 Citv Requirements In the operation of this Agreement, the City will be responsible for the following: • Submitting a list of Property to be sold a minimum of ten (10) days prior to the auction date. It is understood that minor changes in said list may be submitted to Successful Proposer(s) at any time prior to one (1) week in advance of each auction; in the case of online auctions, the City will upload descriptions and pictures (when available), of the items to be sold at any time prior to one (1) week in advance of the auction. • Maintaining any records considered necessary by the City, other than those provided by the Successfitl Proposer(s). • Providing the Certificate(s) of Ownership and all other documents necessary to effect transfer of title for motor vehicles, trailers, boats, and vehicle equipment. • Providing security for cashiering activities 3.1.2 Auctions A. Group 1: Public ("On -Site") Auctions 1) On -Site Requirements Successful Proposer(s) shall conduct on-site auctions of Property in accordance with the following requirements: a) Auctions shall be open to the general public and there will be no fee to attend/observe. b) Auctions shall be advertised in a newspaper of general circulation within the Greater Miami area at least once, no less than ten (10) days prior to the auction date. Size and frequency to be determined prior to placement of ads. Cost for this advertising is assumed by the Successful Proposer(s). c) The Successful Proposer(s) shall list the City's auction dates on the Successful Proposer's brochures which will be mailed to the Successful Proposer's buyer's lists. The Successful Proposer(s) shall also advertise and promote the Page 34 of 44 Request for Proposals (RFP) 824384,2 City's auctions by mailing flyers to its mailing list. In addition, the Successful Proposer(s) shall be required to advertise the City's auction on the Successful Proposer(s)'s internet website, a minimum of one (1) month prior to the auction date at the Successful Proposer(s)'s expense. d) Successful Proposer(s) shall require all bidders to register prior to the auction in order to receive a Bidder's Number. Bidders shall be allowed to sign up and view the items available a minimum of two (2) hours prior to the auction time. Terms of sale are cash, cashier's check, or approved business/personal check. Bidders shall utilize their driver's license for the required bidder information in order to receive a Bidder Card. e) Successful Proposer(s) shall provide all necessary labor to register bidders. f) Successful Proposer(s) shall sell personal property to the highest bidder only. g) Unless otherwise directed by the City, Successful Proposer shall attempt to sell any unsold vehicles and equipment at the next available auction. h) Successful Proposer(s) shall pay the net proceeds to the City within ten (10) working days after the auction is completed. Note: A reasonable refundable registration fee may be ittili_ed to deter bidders from walking away from their purchases. Proposers shall indicate in theirproposal submission the anticipated refundable registration fee, if any. 2) Labor, Equipment, and Services to Be Provided By the Successful Proposer(s) Successful Proposer shall provide a staff of experienced, licensed auctioneers, registration and computer personnel to: a) Enter bidder data and auction sales as they occur b) Lot equipment c) Secure sale items during auction and throughout checkout process d) Promptly and accurately record the activities of each auction e) Save each transaction within its computerized system in real time, to ensure the timely generation of invoices f) Transmit sales information to the data entry staff immediately to allow bidders to pay their invoices in a timely manner. g) Print a master list for distribution as close to the auction day as possible h) Tag all items for sale the day before the auction i) Resolve any disputes that arise during the auction and request the assistance of the Project Manager if required In addition, the Successful Proposer shall provide: a) A "Lot Number", assigned to each item for sale, and a printed bidder catalog. b) Public address system c) Computers, printers, extension cords and any other equipment required to facilitate auctions as required by the City. d) Registration Form of bidders with identification information e) Bidder Cards f) Bidders Contract Form containing the terms and conditions of the sale with an assigned bidder number. g) Recording (video and/or audio) of the entire auction (Copies of the recording shall be provided to the City at the end of the auction) Page 35 of 44 Request for Proposals (RFP) 824384,2 h) Sufficient staff for the protection of its own equipment, supplies, materials and work, against any damage resulting from the elements (such as flooding, rainstorms, wind damage, or other natural disasters) or vandalism 3) Reports and Reporting Requirements Successftul Proposer shall provide Microsoft Excel -based reports, which shall include the following: a) Entry of each lot with lot number, description and City Account/Division Code(s), or separate account identifying each participating Agency b) Entry of each registered buyer with buyer number, name, address, telephone number and dealer/tax status c) Entry of each lot sold including lot number, buyer number and price d) Buyer's invoice (Bill of Sale) including buyer's number, name, address, telephone number, lot numbers purchased with description and selling price. Tax due (if applicable)and invoice total e) List of buyers registered / active buyers f) Lots sold by Agency g) Summary by Agency h) Overall summary, including sales tax by Agency Notes: i. Successful Proposer shall maintain an electronic record of all of the entries of the sale on secure electronic media for the term of the contract, and five (5) years after termination of contract. ii. All bidders shall sign the Bidder Contract Form. This form will be kept by the City. This form may be combined with the bidder registration form and shall have the assigned bidder number referenced. B. Group 2: Internet Auctions The Successful Proposer shall provide a comprehensive web -based auction system that is capable of conducting online auctions 24 hours a day, 7 days a week. This system must allow for the City to conduct auctions as often as the City requires throughout the term of the contract. The Successful Proposer must have processing centers in place to meet the City's auction requirements. 1) Auction Requirements The Successful Proposer shall conduct said internet auctions of property in accordance with the following requirements: a) Auctions shall be advertised via the internet in a manner which will maximize visibility, awareness, participation and sales revenue. b) Items to be auctioned shall be uploaded to the successful Proposer's website within five (5) business days of submittal by the City, unless otherwise approved by the City. c) Auction participants shall be provided a user-friendly online registration form. d) The terms and conditions of City auctions shall be published for every auction participant. Each participant shall be required to accept these terms and conditions prior to accessing each auction. e) Winning bidders shall be notified by email of their award status. Payment and pick-up instructions shall be Page 36 of 44 Request for Proposals (RFP) 824384,2 provided to winning bidders with their notification of award. 2) Reporting Requirements The Successful Proposer shall provide to the City Auction Reports as follows: a) A basic report of all sales within fifteen (15) minutes of the conclusion of each auction event. b) Each year, no later than September 30, a comprehensive report detailing the following: i) Closed Auctions ii) Auction Payments iii) Bid Activity (aggregate and per item) iv) Total Sales vs. Total Paid (aggregate and per auction) v) Tax Collection Page 37 of 44 Request for Proposals (RFP) 824384,2 4. Submission Requirements 4.1. SUBMISSION REQUIREMENTS Proposers shall carefully follow the format and instruction outlined below, observing format requirements where indicated. Proposals should contain the information itemized below and in the order indicated. This information should be provided for the Proposer and any sub -contractors to be utilized for the work contemplated by this Solicitation. Proposals submitted which do not include the following items may be deemed non-responsive and may not be considered for contract award. ALL RESPONSES WILL BE SUBMITTED IN HARDCOPY FORMAT ONLY TO INCLUDE ONE ORIGINAL ALONG WITH SEVEN (7) COPIES. IN ADDITION TO AN ELECTRONIC COPY (FLASH DRIVE). NO ON -LIME SUBMITTALS WILL BE ACCEPTED. Proposer shall clearly indicate whether a proposal is bein; submitted for On -Site Auction Services (Group 1). Internet Auction Services (Group 2). or BOTH (Group 1 and Group 2). The responses to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non-responsive. A. Include the signed RFP Certification Statement. B. Include in detail, evidence that clearly demonstrates Proposer meets the minimum qualification requirements, pursuant to Section 2.7, Proposer's Minimum Qualifications. 1. Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers, if applicable Email addresses; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number. 2. Table of Contents The table of contents should outline, in sequential order, the major sections of the Proposal as listed below, including all other relevant documents requested for submission. All pages of the Proposal, including the enclosures, should be clearly and consecutively numbered and correspond to the table of contents. 3. Executive Summary A signed and dated summary of not more than two (2) pages containing Proposer's overall Qualifications and Experience and Technical Qualifications, as contained in the submittal. Proposer shall include the name of the organization, business phone and contact person and a summary of the work to be performed. GROUP I - ON-SITE AUCTIONS; 4. Proposer's Experience / Qualifications / Past Performance (Group 1) 1) Describe the Proposer's organizational history and stnicture, past performance and state the number of years Proposer and/or firm has been in business providing a similar service(s). Provide number of employees and the Page 38 of 44 Request for Proposals (RFP) 824384,2 primary markets served. 2) Provide a detailed list of five (5) comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed within the past five (5) years. The description should identify for each project: i. Client ii. Description of work iii. Total dollar value of the contract iv. Dates covering the term of the contract V. Client contact person and phone number vi. Detail Proposer's responsibilities and the results of the project Specify whether or not the scheduled completion time for each project was met; if not met, please provide an explanation. In the event that the Proposer has not performed five (5) comparable contracts within the past five (5) years, the Proposer should provide information that demonstrates its ability to perform the required services. 3) Provide a minimum of five (5) references of auctions performed, with a minimum of three (3) references being for a government entity within the past two (2) years (Preferably in South Florida). Reference list shall include government entities that are similar to the City of Miami. List shall include a brief description of similar accounts and size, satisfactorily completed by Proposer, identified in the proposal with location, dates of contracts, names, addresses, phone numbers, auction dates, summary of items auctioned, advertising budget and number of registered bidders. 4) Provide information concerning any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its employees is or has been involved within the last five (5) years. 5) Describe any relevant industry/subject matter expertise, including any experience in the requested services listed herein, and any unique or proprietary project methodologies relevant to the requested services. 6) Provide copies of all licenses / certificates required by Item C, within Section 2.7 - Proposer's Minimum Qualifications. All licenses / certificates must be valid / active as of the Proposal submission Date. 7) Identify if Proposer has taken any exception to the terms of this solicitation. If so, indicate what altemative(s) is being offered and the cost implications of the exception(s). 5. Key Personnel Performin; Services (Group 1) 1) Identify the Auctioneer, Business Manager/Operator and other key personnel who shall be assigned to this project by name and title, and detail the qualifications of each, to include relevant training, education and experience in similar work. Provide resumes if available. Page 39 of 44 Request for Proposals (RFP) 824384,2 2) Provide information or documentation to Proposer's qualifications and experience from which the City of Miami can benefit under this contract. Note: After proposal submission, but prior to the award of any contract issued as a result of this Solicitation, the Proposer has a continuing obligation to advise the City of any changes, intended or otherwise, to the Auctioneer, Business INlanager/Operator, and key personnel identified in its proposal. 6. Proposed Approach to Providing the Services (Group 1) Proposer shall: 1) Explain the Scope of Work as understood by the Proposer and detail the approach to preparing for, and facilitating an auction, in accordance with the Scope of Work. Proposer shall describe its plan of operations which demonstrates an understanding of and the ability to assume responsibility for the public auction of City equipment / materials. The plan should detail methods of the following aspects of public auctions, in accordance with Section 3.1 of the RFP: A) Preparation of merchandise for auction B) Ability to advertise and draw adequate public attendance at auctions a) Advertising methods b) Size (number of individuals / firms) of mailing / distribution list C) Procedures to arrange set up and conduct public auctions a) Physical set-up of equipment b) Participant registration i) Describe registration process ii) Provide a sample of registration form iii) .Provide amount (if applicable), buyer registration fee, which will be applied toward item(s) purchased D) Conducting the sale E) Accounting for sales revenues / remittance of proceeds City F) Reporting, as described within Section 3.1.2 — Scope of Work 2) Describe how Proposer has applied the proposed project approach in comparable contracts to make recommendations to improve programs, and describe the net effect of those recommendations. 3) Provide a list of equipment and staff available to facilitate auction on the day of the event (include information on computer system used, number of staff to perform registration, data entry, cashiering, etc.) 4) Indicate its current workload and anticipated availability to conduct live auctions for the City (frequency and any dates of unavailability annually). Note: The Evaluation Committee will use the information provided in the proposal to determine the Proposer's Page 40 of 44 Request for Proposals (RFP) 824384,2 understanding and ability to address the City's unique needs. 7. Proposed Price (Group I) Each Proposer shall submit its proposed price using Form B - Price Proposal. Said document can be found as an attachment to the RFP within the "Header" section of this RFP within the online system. Proposer shall, as its sole compensation for services provided, receive commission based upon a fixed percentage of gross sales proceeds generated from the auction (not to include sales tax), or a fixed -percentage buyer's premium. Proposers are not allowed to propose a combination of fixed percentage commission and fixed percentage buyer's premium. Successful Proposer(s) shall submit an invoice to the City based upon their fixed percentage commission charge, or deduct the fixed percentage buyer's premium from the gross sales proceeds. GROUP 2 - INTERNET AUCTIONS: 4. Proposer's Experience / Qualifications / Past Performance (Group 2) 1) Describe the Proposer's organizational history and structure, past performance and state the number of years Proposer and/or firm has been in business providing a similar service(s). Provide number of employees and the primary markets served. 2) Provide a detailed list of five (5) comparable contracts (similar in scope of services to those requested herein) which the Proposer has either ongoing or completed within the past five (5) years. The description should identify for each project: i. Client ii. Description of work iii. Total dollar value of the contract iv. Dates covering the term of the contract V. Client contact person and phone number vi. Detail Proposer's responsibilities and the results of the project Specify whether or not the scheduled completion time for each project was met; if not met, please provide an explanation. In the event that the Proposer has not performed five (5) comparable contracts within the past five (5) years, the Proposer should provide information that demonstrates its ability to perform the required services. 3) Provide a minimum of five (5) references of auctions performed, with a minimum of three (3) references being for a government entity within the past two (2) years (preferably in South Florida). Reference list shall include government entities that are similar to the City of Miami. List shall include a brief description of similar accounts and size, satisfactorily completed by Proposer, identified in the proposal with location, dates of contracts, names, addresses, phone numbers, auction dates, summary of items auctioned, advertising budget and number of registered bidders. 4) Provide information concerning any prior or pending litigation, either civil or criminal, involving a governmental Page 41 of 44 Request for Proposals (RFP) 824384,2 agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its employees is or has been involved within the last five (5)years. 5) Describe any relevant industry/subject matter expertise, including any experience in the requested services listed herein, and any unique or proprietary project methodologies relevant to the requested services. 6) Provide copies of all licenses / certificates required by Item C, within Section 2.7 - Proposer's Minimum Qualifications. All licenses / certificates must be valid / active as of the Proposal submission Date. 7) Identify if Proposer has taken any exception to the terms of this solicitation. if so, indicate what altemative(s) is being offered and the cost implications of the exception(s). 5. Kev Personnel Performing Services (Croup 2) 1) Identify the Auctioneer, Business Manager/Operator and other key personnel who shall be assigned to this project by name and title, and detail the qualifications of each, to include relevant training, education and experience in similar work. Provide resumes if available. 2) Provide information or documentation to Proposer's qualifications and experience from which the City of Miami can benefit under this contract. Note: After proposal submission, but prior to the award of any contract issued as a result of this Solicitation, the Proposer has a continuing obligation to advise the City of any changes, intended or otherwise, to any key personnel identified in its proposal. 6. Proposed Approach to Providing the Services (Group 21 1) Describe Proposer's approach to project organization and management, including the responsibilities of Auctioneer and Business Manager/Operator that will perform work in this project. 2) Provide Proposer's operational plan that clearly indicates how the Proposer plans to provide the Online Auction Services requested in this Solicitation. The Proposer's operational plan must detail how the Proposer intends to fully satisfy the service requirements outlined within Section 3. 1, Specifications/Scope of Work, of this RFP. 3) Provide a list of equipment and staff available to facilitate auction on the day of the event (include information on soft -ware system used, number of staff to perform registration, data entry, invoicing, etc.) 4) Describe in detail the manner in which Proposer will advertise all City of Miami Auctions. 5) Describe the methodology that will be used in order to audit the plan's compliance with all contractual / regulatory requirements. Page 42 of 44 Request for Proposals (RFP) 824384,2 6) Describe how Proposer has applied the proposed project approach in comparable contracts to make recommendations to improve programs, and describe the net effect of those recommendations. Note: The Evaluation Committee will use the information provided in the proposal to determine the Proposer's understanding and ability to address the City's unique needs. 7. Proposed Price (Group 2) Each Proposer shall submit its proposed price using Form B - Price Proposal. Said document can be found as an attachment to the RFP within the "Header" section of this RFP within the online system. Proposer shall, as its sole compensation for services provided, receive commission based upon a fixed percentage of gross sales proceeds generated from the auction (not to include sales tax), or a fixed percentage buyer's premium. Proposers are not allowed to propose a combination of commission and buyer's premium. Successful Proposer(s) shall submit an invoice to the City based upon their fixed percentage commission charge, or deduct the fixed percentage buyer's premium from the gross sales proceeds. Page 43 of 44 Request for Proposals (RFP) 824384,2 5. Evaluation Criteria 5.1. EVALUATION CRITERIA Each proposal will be reviewed to determine whether or not it is responsive to the submission requirements outlined in this solicitation. A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has appropriate signatures as applicable. Failure to comply with these requirements may result in the proposals being deemed non-responsive. Proposals will be evaluated by an Evaluation Selection Committee (Committee) which will evaluate and rank proposals on criteria listed below. The Committee will be comprised of appropriate City personnel and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights for a maximum of one hundred (100) points per Committee member. Below are the criteria and weight: Technical Criteria and Points Proposer's relevant experience, qualifications, and past performance 25 points Relevant experience and qualifications of Auctioneer and Proposer's key personnel that will be assigned to the project 20 points Proposer's approach to providing the services requested in this solicitation and ability to meet schedules 25 points Price Criteria and Points Proposer's proposed price 30 points Proposals submitted for each Group will be evaluated against other proposals submitted for the same Group. Upon completion of the criteria evaluation indicated above, the Committee may choose to conduct oral presentations with the Proposer(s) which the Committee deems to warrant further consideration. Upon completion of the oral presentations, the Committee will re-evaluate, re -rate, and re -rank the proposals remaining in consideration, based upon the written documents combined with the oral presentation. The price proposal will be evaluated subjectively in combination with the technical proposal, including an evaluation of how well it matches Proposer's understanding of the City's needs. The pricing evaluation is part of the evaluation process to determine the highest -ranked proposer. The City reserves the right to negotiate the terms, conditions, and pricing as may be in the best interests of the City. Page 44 of 44