City of Seattle Request for Proposal # FAS-4261 Addendum

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1 The following is additional information regarding Request for Proposal # FAS-4261, titled Online Public Surplus Auction, released on 10/17/13 The due date and time for responses remains as 11/08/13 at 2:00 PM (Pacific). This addendum includes both questions from prospective proposers and the City s answers, and revisions to the RFP. This addendum is hereby made part of the RFP and therefore, the information contained herein shall be taken into consideration when preparing and submitting a proposal. Item Date Date Vendor s Question City s Answer RFP Revisions # Received Answered 1 10/23/13 10/23/13 RFP Section 5. Specifications and No, we expect the vendor to respond to our request Scope of Work, letter A, 3rd major bullet, Page 4 of 18: Can you please clarify the statement Vendor will approve of surplus property within 2 working days? Does this mean you expect the vendor to pick-up property within 2 days of a disposal request from the City? within 2 days and setup pickup date and time within 5 working days. 2 10/23/13 10/23/13 RFP Section 5. Specifications and Scope of Work, letter A, 5th major bullet, Page 4 of 18: We have a standard payment process where we remit payment to all our clients on a monthly basis for the previous month s sales. Is the 10 day payment requirement negotiable? No, we would like to have payments to the City within 10-days of receipt of payment from buyer. 3 10/23/13 10/23/13 RFP Section 5. Specifications and Scope of Work, letter B, System Specifications imbedded document, Page 4 of 18: Several of these items on the specs list appear to be for an online system where the City (seller) would load and control their own auction items as opposed to the Vendor taking care of all aspects of the auction process. Please clarify whether the City wants a full-service online auction vendor to pick-up, store, process, auction, and ship all The City is looking for a full-service online auction services where the vendor picks-up, stores, processes, auctions, collects payments and ships the items. Page 1 of 5

2 surplus property items. 4 10/23/13 10/23/13 RFP Section 5. Specifications and Scope of Work, letter B, Order Desk, Page 5 of 18: Our Client Services Department would handle pickup requests for City property and they are in the Eastern Time Zone. So, their hours of operations would not completely match up with the 7 a.m. 5 p.m. Pacific Coast hours. Will this be unacceptable to the City? 5 10/23/13 10/23/13 RFP Section 7. Offer Sheet and Mandatory Submittals, # 5 Proposal Response, page 14 of 18: Is this the only formal response the City requires from the Vendor about fulfillment of the scope of work and any proposed service details? No other paragraph descriptions in word document form are required? 6 10/23/13 10/23/13 City of Seattle Vendor Questionnaire, Section 2 Vendor Registration with City of Seattle, page 1 of 5: Please clarify what the yes or no question pertains to in this section. If we do not fall into that category, do we not answer it? Or, do we write n/a? 7 10/24/13 10/25/13 Is $300,000 annually an accurate estimate? 8 10/24/13 10/25/13 Can the vendor charge additional costs to the City? No, hours that are similar to, but not exactly the same as the 7-5 schedule may be accepted by the City as compliance to this requirement. Yes, but please note that there are 4 tabs in the Excel Workbook that need to be completed (System Specifications, Management Response, Experience, Financial Response). This question is asking if your company has registered on the Online Business Directory Registration (VCR). Answer yes or no. Do not leave blank, do not write n/a. The actual amount for 2011 and 2012 was closer to $500,000 annually. No, the commission that the vendor receives is inclusive of all of the costs that the City will pay the vendor. Page 2 of 5

3 9 10/24/13 10/25/13 B-3 of the Desired Specifications allows a buyer to purchase an item immediately instead of waiting until the end of bidding. Please explain /24/13 10/25/13 B-11 OF THE DESIRED VENDOR MUST PROVIDE A LIST TO BUYERS, WITHOUT PHOTOS. PLEASE EXPLAIN /24/13 10/25/13 B-7 OF THE DESIRED AUCTION SYSTEM MUST HAVE A LINK BACK TO THE SELLER S SITE FROM ANOTHER PAGE ON THE SAME WEBSITE. PLEASE EXPLAIN /24/13 10/25/13 B-21 OF THE DESIRED SYSTEM MUST PROVIDE ON-LINE VERIFICATION OF SHIPMENT TO BUYER. PLEASE EXPLAIN /24/13 10/25/13 B-28 of the Desired Specifications says the vendor must deliver a check to the City 14 days after the sale of an item, but the RFP says 10. Which is it? 14 10/24/13 10/25/13 Does the buyer have an inspection period before the sale is final? On a very limited number of items, the City may set a purchase price for an item that a bidder can agree to without having to wait until the end of the auction. This is similar to ebay s Buy It Now pricing. The vendor must be able to provide buyers a list of the available items on a list without photos. The City would like the vendor to have a link to their (the vendor s) webpage on any auction site that they post items to. The vendor s system must send an to the buyer when the item is shipped. The vendor must pay the City within 10 days of sale of any item. This is up to each vendor. If such a time period is allowed, it should end before the 10 day payment Section 5, Part B, on the attachment form named Desired System Specifications, item B-28: Reporting and Payment: Vendor shall deliver proceeds check to the City within 14 days of the sale Reporting and Payment: Vendor shall deliver proceeds check to the City within 10 days of the sale Page 3 of 5

4 15 10/24/13 10/25/13 Is there a maximum amount of time that an item (items) can be held by the vendor before it is put on auction? 16 10/24/13 10/25/13 B-22 of the Desired Specifications calls for system information to be exported to an Excel file. Is this for the customer or the City? 17 10/24/13 10/25/13 B-14 of the Desired Specifications says the system must allow the City to set a reserve price on items if it wants to. Is this typical or rare? 18 10/24/13 10/25/13 What does a typical pick-up look like (vendor picking up City surplus items)? 19 10/24/13 10/25/13 Will a vendor who takes multiple forms of payment receive more evaluation points than a vendor who takes less forms of payment? 20 10/24/13 10/25/13 What can you tell us about the current contract with Bidadoo Inc.? 21 10/30/13 10/30/13 One of the requirements states that items must be moved to the vendor's facility. Our business model allows for a more efficient operation, without requiring a separate facility. Will the city be open to reviewing proposals where the surplus items remain onsite which will be picked up by the winning bidders during deadline to the City occurs. No, but vendors who plan to quickly list items after receiving them are likely to be scored higher than those who hold on to them longer. This is for the City s use. Rare. The City will set a reserve price on very few items. It varies. Items will be picked up at several different locations throughout the City, although there will be 1 contract person for all pick-ups. Maybe. The evaluation team will assign points to each RFP response. The different types of payments accepted may be part of a vendor s response, which may or may not result in a higher point award, although there is not a specific question regarding the topic. The current contract with Bidadoo Inc. Can be found at: ocs/unov contract_summary_2221r.doc Both City Light and FAS-Fleets prefer that the surplus items be move off-site due to space at their yard. However, the City is open to reviewing proposals that differ from this approach. Page 4 of 5

5 scheduled pickups that we will coordinate? 22 10/30/13 10/30/13 Does the City remove any of its Law Enforcement logos or letters prior to being designated for surplus or are they handled the same way as other vehicles owned by the City? 23 10/30/13 10/30/13 I have logged on to to find any blogs with updates but I am unable to locate the The Buy Line /30/13 10/30/13 Regarding item C-6 under Management Response. It states Describe the various tools to the bidder in creating auctions. Is this regarding what functions are available to potential buyers, or are you wanting to know what tools are available to the City to create auctions? 25 10/31/13 11/01/13 Who is responsible for the fees associated with some online auction sales (i.e. ebay charges a small percentage of each sale)? 26 10/31/13 11/01/13 On the proposal response form there is a section that asks if there are other fees for washing, decal removing, etc? The rest of the document says we have to include everything in our bid. Which is it? 27 10/31/13 11/01/13 Is the vendor allowed to still charge a buyer s fee to the buyer? The City will remove the light bars, radios and decals of all Law enforcement vehicles. The direct link to the RFP post is Please list the tools (if any) that are available to the City to create auctions? The vendor is responsible for all costs associated with online auctions, including any charges the online auction site may charge. The section for other fees refers to fees that are not common and would not normally occur. Please do not include regularly occurring charges as those should be built in to your bid. Yes, but the City will only pay commission on the purchase price, not the purchase price plus buyer fee. Page 5 of 5