24-01 RFP AUCTIONEER SERVICES

Agency:	City of Fairbanks
State:	Alaska
Type of Government:	State & Local
NAICS Category:	561990 - All Other Support Services
Posted Date:	Feb 14, 2024
Due Date:	Feb 21, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSAL

FOR

AUCTIONEER SERVICES

RFP #24-01

Issue Date:

Pre-Proposal Question Deadline:

Proposal Deadline:

Proposal Delivery Location:

Proposal Review:

Purchasing Contact:

January 26, 2024

February 9, 2024 at 5:00 PM

February 16, 2024 at 2:00 PM

City Clerk’s Office

800 Cushman Street

Fairbanks, Alaska 99701

February 16, 2024 at 2:00 PM

Christina Rowlett, Purchasing Agent

Phone: 907.459.6779

Preferred Method of Contact

Email: purchasing@fairbanks.us

This is not an order. The included terms and conditions shall become part of the contract resulting from this Request

for Proposal. Proposals shall be submitted in the indicated format. Original signatures must be submitted on the form

provided herein.

Table of Contents

Announcement

Section 1 – Instructions

Section 2 – Specifications / Scope of Work

Section 3 – Terms and Conditions

Section 4 – Required Forms

1. Proposal Form

2. Non-Collusion Form

3. Price Sheet

4. Offeror Questionnaire

5. Business License Waiver

City of Fairbanks RFP #24-01

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City of Fairbanks RFP #24-01

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Announcement

Request for Proposal

The City of Fairbanks is requesting proposals from firms qualified and interested in providing:

AUCTIONEER SERVICES

RFP #24-01

DESCRIPTION: The City of Fairbanks is requesting proposals for providing auctioneer services on a bi-annual

(at minimum) basis for on-site auctions of impounded vehicles and city surplus goods. The City reserves the

right to use other auctioneering services for city surplus and Fairbanks Police Department (FPD) evidence items.

PROPOSAL DOCUMENTS: A copy of this RFP may be obtained on the City of Fairbanks website,

www.fairbanksalaska.us. It is the Offeror’s sole responsibility to check this website for additional information

and / or addendums. Any RFP may also be requested by contacting the Purchasing Agent listed in this document.

If you have any questions e-mail the Purchasing Agent listed in this document.

Sealed proposals are due PRIOR to the deadline of February 16, 2024 at 2:00 P.M. Sealed proposals must be

delivered to the City of Fairbanks, City Clerk’s Office, located at 800 Cushman Street, Fairbanks, Alaska 99701.

Late proposals will not be accepted – NO EXCEPTIONS. It is the Offeror’s responsibility to confirm that the

proposal documents are received.

PUBLISHED: Originally posted in Fairbanks Daily News Miner on January 27/28, 2024

Section 1 – Instructions

City of Fairbanks RFP #24-01

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1. Communications: The only communication concerning modifications, clarifications, questions,

amendments, and addendums will be processed through the Purchasing Agent listed on the cover page.

No contact with any other agents of the City is permitted, and will be grounds for disqualification. Any

exceptions to this will be clarified in this document.

2. Pre-Proposal Questions and Information: If an Offeror finds a discrepancy, error, or omission in this

document they are instructed to contact the Purchasing Agent, listed on the cover page, who will send

written clarification to all prospective offerors and posted on the City of Fairbanks website. All questions

must be submitted to the Purchasing Agent in writing via e-mail: purchasing@fairbanks.us or by mail:

City of Fairbanks – Purchasing, 800 Cushman Street, Fairbanks, AK 99701, by the deadline listed on the

cover page of this document. All answers will be issued in writing.

3. Modifications: Clarifications, questions, amendments, and addendums may be made to this document

by the City at any time prior to the proposal submittal deadline. It is the Offeror’s sole responsibility to

check the City website for these updates and or addendums.

4. Proposal Submission: All required documents must be submitted by mail, express service or hand

delivered, in a sealed envelope, box, or package and clearly marked with the RFP title, RFP number,

submittal date and time, and the Offeror’s company name, address, phone number, and contact name.

All required documents must be delivered to the City Clerk’s office at 800 Cushman Street, Fairbanks,

Alaska 99701 prior to the deadline listed on the cover page of this document. This responsibility rests

entirely on the Offerors, regardless of delays with mailing or any other reasons. Proposals can be accepted

by the Clerk’s office Monday – Friday between 8:00am – 5:00pm, except for City Holidays, which are

listed on the City of Fairbanks website. The Clerk’s time stamp is the official time stamp of receipt.

a. The accepting and opening of a proposal document does not constitute the City’s acceptance of

the Offeror as a responsive and responsible Offeror. By accepting and opening a proposal, the

City only presumes the Offeror is familiar with the proposal documents and agrees and understands

all requirements in this document.

b. All prices and notations must be typed or written in ink. Pencil markings will not be accepted.

Any mistakes must be crossed out and initialed by the person signing the proposal.

c. Proposals will not be accepted via facsimile or email.

d. All costs associated with preparation and presentation of this proposal are the Offerors’

responsibility. No pre-proposal costs will be reimbursed to any Offeror. All documentation

submitted to the City will become property of the City.

5. Confidential and Proprietary Information: If any information is confidential, it should be placed in a

separate sealed envelope and marked CONFIDENTIAL. If any information is proprietary, an original

shall be delivered which is clearly marked PROPRIETARY and an additional copy shall be submitted

City of Fairbanks RFP #24-01

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omitting the proprietary information for city use. The copy containing proprietary information will be

solely for city use and then disposed of after the proposal is awarded. The omitted copy will remain on

file as part of the RFP documents for future use or records requests.

6. Exceptions: Any exception must be clearly defined and referenced to the proper section or paragraph of

this document. The exception must include the Offeror substitution language and explanation as to the

reason why this would provide an equivalent or better service or product. If no exceptions are explained

in this proposal submittal, the City will assume the Offeror can perform accordingly.

7. Bid Guarantee: Per the Fairbanks General Code Sec. 54-163, bid security is required for all construction

contracts. Bid security must be in an amount equal to at least:

a. Ten percent (10%) of bid amount if bid amount does not exceed $100,000; or

b. Ten percent (10%) of the first $100,000 and five percent (5%) of the amount of the bid over

$100,000, up to a maximum of $200,000 in security.

8. Duplicate Proposals: The City will only accept one (1) proposal per Offeror, including its subsidiaries,

affiliated companies, organizations, or franchises. If multiple proposals are received from the same

Offeror, all proposals from the Offeror will be rejected.

9. Withdrawal or Corrections: Proposals may be withdrawn by written notice prior to the submittal

deadline. Corrections may be made to proposals submitted if prior to the submittal deadline.

10. Rejection: The City reserves the right to reject any or all proposals and to waive any minor informalities

or irregularities in proposals received if it is determined by the Purchasing Agent that it is in the City’s

best interest to do so. If any Offeror fails to provide any requested information in the consideration stage

of the evaluation process, its proposal will be deemed non-responsive and rejected without any further

evaluation. The City may reject any proposals from any Offeror which is in arrears or in default to the

City on any contract, debt, or other obligation. The City may reject a proposal if the Offeror has been

debarred per Fairbanks General Code Sec. 54-297, or has violated any other section of the Fairbanks

General Code. The City may reject a proposal if the Offeror has been debarred by the State of Alaska or

any Federal agency. The City has the right to reject all non-conforming, non-responsive, and unbalanced

proposals.

11. Procurement Policy: Procurement for the City is based on the Fairbanks General Code Sec. 54 –

Procurement and any applicable State of Alaska statutes. The Fairbanks General Code is available online

at www.fairbanksalaska.us.

12. Non-Discrimination: The City will not contract with any persons or entities that discriminate against

employees or applicants for any reasons other than those related to job performance. Prospective Offerors

will comply with all Federal, State, and local laws and policies that prohibit discrimination in the

workplace. The City will not discriminate because of race, religion, color, national origin, ancestry, sex,

sexual orientation, age, marital status, change in marital status, pregnancy, parenthood, physical or mental

disabilities, genetic information, or political affiliation.

24-01 RFP AUCTIONEER SERVICES

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