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RFx: 3000010080
Addendum #1 – Vendor Inquires
May 10, 2018
ADDENDUM NO. 01
Your reference is directed to Solicitation Number 3000010080 for Auctioneering Services for LPAA, which is scheduled to open at 10:00 a.m. (CT) on May 17, 2018.
State response to vendor inquiries received by the deadline of May 3, 2018.
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Question #1
Upon receipt of answers to these or questions asked by other bidders, will bidder be allowed to ask additional questions within 24 hours as long as it is in reference to the initial answers?
Response:The state reserves the right to entertain additional questions if necessary to clarify responses to initial inquiries.
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Question #2
Attachment B page 3 of 4 #7: Is it possible to provide a contract bond, performance bond, or other bond in lieu of the deposit check?
Response: If this inquiry is in response to item #8 on page 3 of Attachment B, the response is No, payments must be made by certified check, cashiers’ check, or bank money order.
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Question #3
If contractor is responsible for remitting sales tax, then the software being used has to be reliable to properly collect the tax. What guarantee does contractor have that the LPAA software is properly calculating sales tax?
Response: No guarantee is available. LPAA will work with the auctioneer and software vendor if a problem arises and it is brought to the attention of LPAA.
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Question #4
Contractor has no control over the software that calculates the sales tax. If LPAA software does not calculate correct sales tax for purchases, is LPAA responsible for remitting the uncollected sales tax to the contractor for proper remitting to the appropriate tax authority?
Response: LPAA is not responsible. Auctioneer has opportunity to correct invoices at the time invoices are created by their staff.
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Question #5
How does contractor make sure that buyers with exemptions are only exempt on items they are supposed to be exempt on? For example if someone with an exemption form is exempt from tax on restaurant equipment, it does not make them exempt on all their purchases; for example they would not be exempt on medical items, bicycle or ac unit.
Response: LPAA does not have knowledge of tax rules; therefore, auctioneer could establish internal policies to manage tax exempted sales.
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Question #6
Auctioneers software has the option to add or take off tax per item for the buyers; mainly used for buyers with exemptions; is this an option available in LPAA’s software? If not, can it be?
Response: LPAA software does not have the ability to remove tax from individual items on an invoice. Invoices are fully taxed at a rate set by the vendor or not taxed at all. There are three potential solutions. 1) Any adjustments to items for which tax is collected would have to be made by the vendor and manually written on the invoice. 2) The auctioneer, at their option, could register the bidder twice prior to the sale resulting in the bidder being issued two, different bidder’s number. The bidder would need to use the appropriate bidder number to bid on tax-exempt items. 3) A less desirable but final solution would be for the auctioneer’s staff to issue the bidder a second bidder number at the time payment is being remitted and split the sales between those two accounts. If this solution is preferred, the auctioneer should not allow staff registering or collecting payments at the sales windows to accomplish this task as it creates delays for the other customers waiting in line.
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Question #7
Contractor needs sufficient reports for proper tax reporting. For example, a report listing totals in buyer number order showing total purchase amount & sales tax, per invoice, and then grand totals at the bottom of the report. Can a report like this be provided to the contractor?
Response: Reports necessary to reconcile the sale accounting are provided by LPAA and show buyer, lot number(s), sales price and system generated tax amounts. This report is exportable in Excel and can be resorted by bidder number. If this is not satisfactory, LPAA will work to accommodate vendor requests, but specific report formatting cannot be guaranteed.
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Question #8
Attachment B page 4 of 4 #14: We would like to request that the requirement for automotive liability insurance be removed/waived.
Response: LPAA approves the request.
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Question #9
Once bids are submitted what is the estimated time frame for notification of contract being awarded?
Response: Timeframe of completion and notification of award is not known at this time.
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This addendum is hereby officially made a part of the referenced Solicitation.
ACKNOWLEDGEMENT: If you have already submitted your bid and this Addendum does not cause you to revise your bid, you should acknowledge receipt of this Addendum by identifying your business name and by signing where indicated. You may return this Acknowledgement by mail to: Office of State Procurement, P. O. Box 94095, Baton Rouge, LA 70804-9756, by hand delivery to: 1201 N. 3rd Street, Ste. 2-160, Baton Rouge, LA 70802, or by fax to: (225) 342-8688. The State reserves the right to request a completed Acknowledgement at any time. Failure to execute an Acknowledgement shall not relieve the bidder from complying with the terms of its bid.
Addendum Acknowledged/No changes:
For: By: ______
REVISION: If you have already submitted your bid and this Addendum requires you to revise your bid, you must indicate any change(s) below, identify your business name and sign where shown. Revisions shall be delivered prior to proposal opening by mail to: Office of State Procurement, P. O. Box 94095, Baton Rouge, LA 70804-9095, or by hand delivery or courier to: 1201 N. 3rd Street, Ste. 2-160, Baton Rouge, LA 70802, and indicate the file number and the bid opening date and time on the outside of the envelope for proper identification, or by fax to: (225) 342-9756. Electronic transmission other than by fax are not being accepted at this time
Revisions received after bid opening shall not be considered and you shall be held to your original bid.
Revision:
For: ______By: ______
By: Joshua Marcellino
Office of State Procurement
Telephone No. 225-342-8024
Email: