ATTENTION ALL BIDDERS
RETURN THE ENCLOSED PROPOSAL IN A SEALED ENVELOPE TO:
ANNIE WARD,
PURCHASING MANAGER
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
YOU MUST MARK ON THE ENVELOPE:
SEALED BID #88-08
“AUCTIONEERS SERVICES”
RETURN BY 5:00 P.M. ON
JANUARY 30, 2008
For questions concerning this ITB
Contact: Donald Dennis, Principal Buyer
Phone: (205) 325-5384
Email:
No faxed or email responses will be accepted
PURCHASING ASSOCIATION OF CENTRAL ALABAMA
TO ALL BIDDERS:
The attached Request for Proposal presents a cooperative proposal for the Purchasing Association of Central Alabama (PACA) members below:
Adamsville
Alabama School of Fine Arts
Alabama Technology Network
Alabaster, City of
Bessemer, City of
Bessemer Board of Education
Bessemer State Technical College
Bibb County Commission
Bibb County Firefighters Assoc
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Library System
Brighton, City of
Brookside, City of
Cahaba Valley Fire & Rescue
Center Point, City of
Chelsea, City of
Chilton County Board of Education
Chilton/Shelby Mental Health Board
Columbiana, City of
Concord Fire Department
Copeland Ferry Fire Department
Cook Springs Fire Department
Cullman County Commission
Eastern Valley Volunteer Fire Dept
Fairfield, City of
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale, City of
Glennwood Fire District
Gardendale, City of
Greenpond Fire Department
Helena
Homewood, City of
Hoover, City of
Hoover Board of Education
Hueytown, City of
Irondale, City of
Jefferson County Board of Education
Jefferson County Commission
Jefferson County Fire Districts
Jefferson County Assisted Housing Corp
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly, City of
Lakeview Fire Department
Lakeview, Town of
Lawley Fire Department
Lawson State Community College
Leeds Board of Education
Leeds, City of
Lipscomb, City of
McAdory Fire Department #1
McAdory Fire Department #2
Midfield, City of
Midfield Board of Education
Minor Heights Fire Department
Morris, City of
Mountain Brook, City of
Mountain Brook Board of Education
Mulga, Town of
North Johns
North Shelby Fire Department
Oneonta City Board of Education
Palmerdale Fire Department
Pelham, City of
Pelham Civic Center
Pelham Water Department
Pell City Fire Department
Pleasant Grove, City of
Riverside Fire Department
Rocky Ridge Fire/Rescue
Shannon Fire Department
Shelby County Board of Education
Shelby County Commission
Shelby County Work Release
St. Clair County Fire & EMS
Storm Water Management Authority
Sylvan, City of
Tarrant City Board of Education
Trafford, City of
Trussville Board of Education
Trussville Volunteer Fire Department
Tuscaloosa County Board of Education
Tuscaloosa County Commission
Tuscaloosa County Firefighters Assn
Vestavia Hills, City of
Vestavia Hills Board of Education
Virginia Mines Volunteer Fire Dept
Walker County Firefighters Assn
Warrior, City of
Warrior River Fire & Rescue Service
West Blocton Volunteer Fire & Rescue
Westwood Rescue 209
Other government entities and all school systems within Jefferson County and counties adjoining thereto may elect to participate in this cooperative bid. Vendors must agree that if any additional government entity does join the Association, vendors shall honor prices on this Invitation to Bid for those additional entities that may join the Association.
Commodity: “AUCTIONEER SERVICES”
Bid No: 88-08
Principal Buyer: DONALD DENNIS
Telephone: (205) 325-5384
The proposal award will be made by the Jefferson County Commission on behalf of the Association in accordance with the provision of the intergovernmental agreement between the Jefferson County Commission and the members of the Association. Each participating governmental entity of the Association will be responsible for issuing its own purchase orders, delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by vendors.
This cover letter is considered an integral part of this Request for Proposal document and shall be included by reference into any contract.
Acknowledged by
______
Vendor Name Authorized Signature/Title
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 325-5384
PRINCIPAL BUYER: DON DENNIS JANUARY 10, 2008
PROPOSAL NO: 88-08
SHEET NO. 3
REQUEST FOR PROPOSAL
PROPOSAL # 88-08
AUCTIONEER SERVICES
Sealed Proposals marked "AUCTIONEER SERVICES" will be received by the Purchasing Manager, Room 830 Jefferson County Courthouse, Birmingham, Alabama.
Proposals will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on JANUARY 30, 2008. Proposals submitted after this date and time will not be considered.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses, which are received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file, unopened.
Proposals will be publicly opened at 2:00 P.M. on JANUARY 31, 2008 and name of Bidder only will be publicly read.
For additional information contact: Don Dennis (205) 325-5384
CONDITIONS
Jefferson County reserves the right to reject any or all proposals, or parts of any or all proposals, and to make the award or awards as to appear to be in the best interest of the County and PACA.
INTRODUCTION
The Purpose for this Request for Proposal is to establish a contract with a bidder that will provide Jefferson County and any member(s) of the Purchasing Association of Central Alabama (PACA) with experienced, professional, auctioneer services with a flexible service oriented attitude.
Contract is for Auctioneer services for period April 1, 2008 to April 1, 2009 with the County’s option to renew from year to year until April 1, 2011.
Participation by members of PACA will be on a voluntary basis.
By this Request for Proposal, we are seeking a bidder to successfully conduct auctions for Jefferson County and PACA members to include a complete detailed auction plan with advertising and accounting capability. The successful bidder will be required to furnish detailed accounting reports upon completion of auction.
Continued on Sheet 4
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 325-5384
PRINCIPAL BUYER: DON DENNIS JANUARY 10, 2008
PROPOSAL NO: 88-08
SHEET NO. 4
INVITATION TO BID-Continued
INSTRUCTIONS
Proposals must be submitted in a sealed envelope(s) with the Request for Proposal number, title of proposal and offer or’s name and address indicated on the envelope(s).
All proposals must be submitted in ink or typewritten.
ALL BIDDERS MUST SUBMIT FOUR (4) COPIES OF THEIR PROPOSAL FOR EVALUATION BY JEFFERSON COUNTY.
Each bidder will furnish a minimum of six (6) references. Acceptable references will show that a minimum of six (6) satisfactory auctions of similar types and volume have been held by the contractor.
Proposals will be considered only from companies that have been established for a minimum of five (5) years under the same name and ownership.
PERMITS, CODES & REGULATIONS
All equipment, construction, and installation will comply with City, County, State and Federal codes and Regulations. Successful bidder will obtain and pay for all permits necessary, notify proper authorities for inspections and furnish any certificates required for the work.
SPECIFIC PROPOSAL REQUIREMENTS
Bidder will be required to act as an agent of the Jefferson County Commission and shall provide a definite plan for meeting or exceeding our objectives as follows:
1. Bidder must have the capability to hold absolute sales by public auction at the request of the Jefferson County Purchasing Agent at mutually agreed upon dates, times and locations (all sales will be held on weekdays or Saturday not more than 45 days after requested). Bidder must be capable of furnishing auction services for all surplus materials, supplies and equipment, which the Purchasing Agent requests to be sold. This may include, but is not limited to vehicles/heavy equipment and accessories, and general merchandise. No guarantee is made to the Contractor on a minimum sale; however it is the County’s intent to combine heavy equipment sales and general merchandise sales when possible.
Successful bidder will also be required to:
· Include all advertising expenses in the quoted commission percent. (Separate price quotes for advertising expenses will not be accepted by the County.)
· Mail vehicle titles using only certified mail with signed return receipt.
· Internet based online auction capability for sales as needed.
Continued on Sheet 5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 325-5384
PRINCIPAL BUYER: DON DENNIS JANUARY 10, 2008
PROPOSAL NO: 88-08
SHEET NO. 5
INVITATION TO BID-Continued
SPECIFIC PROPOSAL REQUIREMENTS (Cont’d)
2. Bidder must describe its method of how to inventory all items prior to the auction.
3. Bidder must provide in detail, a plan for advertising the auction. (This plan must include the placement of several road signs advertising the auction to be placed at high traffic intersections leading to the sale site and entrances several days prior to sale).
4. Bidder must explain its procedure of assisting potential buyers with freight rates.
5. Bidder must describe in detail its plan for pre auction (1 day prior to auction) including inspection and administrative coordination.
6. Bidder must describe in detail its plan for conducting the auction on the day of the sale. This should include pre-registration through payment and check out and also include plans for activities after the day of the auction until all items have been removed or what to do after the passage of time and items remain without buyers removing them.
7. Bidder must describe its procedure for providing Jefferson County with complete accounting reports of all costs and auction transactions and bidders method of resolving any possible auction transaction dispute. Bidder must have the capability to send these reports via e-mail in excel format.
8. Bidder must describe in detail its procedure for making final settlement and payment to Jefferson County. Bidder is
required to deliver payment check to the Jefferson county purchasing agent on or before 15 working days after
the auction date.
9. Bidder must describe in detail, a plan to provide a caterer, portable toilets, sufficient security, and supply batteries to start vehicles and method of securing keys in vehicles on sale day.
10. Bidder must describe what type of office trailer will be provided to handle registration and check out.
11. Bidder must be capable of holding Jefferson County’s first auction in the month of April or May on a specific date to be determined.
Continued on Sheet 6
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 325-5384
PRINCIPAL BUYER: DON DENNIS JANUARY 10, 2008
PROPOSAL NO: 88-08
SHEET NO. 6
INVITATION TO BID-Continued
SPECIFIC PROPOSAL REQUIREMENTS (Cont’d)
12. Bidder must describe in detail the preparations of items for sale prior to sale day. This must include providing personnel to clean items prior to sale, remove decals, start motorized items during the preview period and starting of motorized items during the sale. Jefferson County anticipates no involvement of County personnel the day of the sale as all preparation should be prior to sale date. Describe how bidder will handle titles (when they should be made available to him), same with keys.
13. Successful bidder will be required to meet with Jefferson County personnel at the Jefferson County Courthouse prior to scheduling an auction to coordinate and plan the event.
______
Donald Dennis
Principal Buyer
RESPONSIBILITIES OF JEFFERSON COUNTY
Bidder must describe in detail what responsibilities are expected of Jefferson County.
LOCATION OF AUCTION SITE
Ketona Highway District
131 County Shop Road
Birmingham, Al 35217
Or other sites as required by the members of the purchasing cooperative.
EVALUATION CRITERIA
Proposals will be evaluated, and the contract awarded, on the basis of the following criteria, lettered A-D:
A. Bidders experience in planning and conducting equipment and material auctions.
Bidder must demonstrate its success by supplying a list of individual clients as references. The bidder must have demonstrated those capabilities within the past 12 months immediately prior to the release of the RFP.
Continued on Sheet 7
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 325-5384
PRINCIPAL BUYER: DON DENNIS JANUARY 10, 2008
PROPOSAL NO: 88-08
SHEET NO.7
INVITATION TO BID-Continued
EVALUATION CRITERIA (Cont’d)
B. Bidders overall approach to planning and conducting an auction to meet or exceed our requirements outlined above.
Bidders must indicate in detail as to how they intend to plan an auction that will result in a well planned, efficient and profitable auction.
C. Bidders in-house marketing, advertising and strategic planning capability.
The proposal by the bidder must offer a detailed description of advertising techniques such as brochure printing and postage charges, trade journal advertising, newspaper advertising, telemarketing, public relations, etc. (Bidder must quote all advertising expense in the quoted commission percentage with NO HIDDEN COST OR FEES . A separate quote for advertising expense will not be accepted by the County).
D. Auction cost
Bidder must itemize all associated costs (excluding advertising) to conduct an auction for Jefferson County. This should include the bidder’s commission as a percentage of the gross sale.
The auction costs are to be evaluated based upon the realism, reasonableness, and credibility of prices submitted.
SPECIAL TERMS AND CONDITIONS
Bidder will furnish evidence of State and local Auctioneer licenses upon request by the County.
Contract
The Request for Proposals, bidders Offer of Proposal, the acceptance of the proposal whether in part or whole, and the Letter of Award to the successful bidder shall constitute a contract unless otherwise noted.
TERMINATION OF CONTRACT
This contract may be terminated by the County or PACA member with a thirty (30) day written notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the County shall have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the contractor of any liability to the County for damages sustained by virtue of a breach by the contractor.