Detailed Specifications & Proposal Form
SCOPE OF WORK
The purpose of this Request for Proposal is to obtain pricing for online auction systems and
services for the sale of surplus personal property and equipment for Members of the Local
Government Purchasing Cooperative. The system should allow for the Coop Member to
conduct auctions as often as the Coop Member chooses to hold them throughout the year with
minimal assistance from the service provider. The auctioneer or contractor must have adequate
personnel available to assist the Coop Members in conducting their own auctions. The service
provider must have been conducting on-line auctions for a minimum of five years.
Services specified herein are required as minimum services. Auctioneer or Contractor may offer
expanded services that support the goals of these specifications, if detailed in their proposal.
The auctioneer or contractor shall supply a fully functional internet auction service for the
purpose of selling surplus equipment. The auctioneer or contractor shall supply service that
1. All hardware, software and servers needed to operate the online auction service will be
provided by the Auctioneer or Contractor. The Auctioneer or Contractor must give the Coop
Member full access to their assigned online auction account and must allow the Member to
load their own equipment via a common internet browser. The system should be available to
each Member 24 hours a day, 7 days a week, 365 days a year. Items that the Coop Member
wishes to sell can be loaded at any time that best suits the schedule of the Coop Member.
2. The Auctioneer or Contractor will provide and absorb all cost of a secure hosting facility to
operate the online auction system and allow the Coop Member full access to their account. The
Coop Member will not be required to install any additional computer hardware or soft ware at
their location. The only requirement will be that the Coop Member has internet connection via
a common web browser and a digital camera. The auction service shall not interact with any
Coop Members computer hardware, software or data base systems other than accessing its
account through a common web browser.
3. All maintenance and upgrades to the hardware and software that the auctioneer or
contractor provides over the term of the contract shall be made at no cost to the Coop
4. The Auctioneer or Contractor will supply all operating software and applications needed for
the auction site to function.
5. All connectivity to the internet such that it is accessible through industry standard internet
connections, web browsers and email. The system must allow access from Windows based
systems and Apple compatible systems. The system provided will not require the installation of
any special software on the computer systems of any Coop Member.
6. All maintenance and support, including email and telephone support needed to operate the
auction site. Live customer service support must be available Monday – Friday between the
hours of 8:00 A.M. and 5:00 P.M. Central Standard Time.
7. The auctioneer or contractors system should have simple and uniform methods for bidders
to submit bids and have the highest bid price to date posted on the bidding site for all bidders
to see. It shall also have a system to notify a bidder if the bidder’s bid has been rejected and
such notification shall identify the reason for such rejection.
8. Clearly displayed date and time to the end of bidding.
9. The capability for the Coop Member to set a minimum opening bid price and a minimum bid
10. The capability to automatically notify other governmental entities of available surplus
personal property or equipment prior to the items being made available to the general public
on the auction site. In cases of a sale to another governmental entity the auctioneer or
contractor would not be entitled to receive a commission on those sales.
11. An internal method of recording all bids, a method of identifying the winning
bidder and a method of identifying the second highest bidder in those instances where the
winning bidder reneges on completing the sale.
12. A record of bids that may be provided to the Coop Member.
13. All security systems, anti-virus and firewalls capable of preventing the hacking of any
auction information from the auction servers, capable of preventing the assimilation or
distribution of viruses and other programs and capable of preventing any bidder from learning
the identity of any other bidder.
14. Contingency plans to backup information and recover information. The auctioneer or
contractor shall have a disaster recovery plan that covers internet failure, electricity failure or
15. Systems that are easy to use for posting auctions and that allows for the Coop Member
control over the auction.
16. A method for the Coop Member to withdraw and cancel an auction without penalty. The
auctioneer or contractor shall describe its system of notifying bidders if an auction has been
withdrawn and canceled.
17. A system that provides the Coop Member a method of duplicating prior auctions, cutting
pasting and editing information from prior auctions that will assist the Member in saving time
posting new auctions to the online auction site.
18. A system that will allow the Auctioneer or Contractor to post the Member’s own Terms and
Conditions for each asset offered for sale and also provide a quick link to the Member’s Terms
and Conditions. The system must also provide a section on the asset auction page for posting
special instructions for each asset that include important terms from the Member’s Terms and
Conditions such as when payment should be made and when an item should be picked up by
the winning bidder. This section can also be used to give the bidder contact information to call
to inquire about the asset being auctioned or any other helpful information that the bidder may
need to make a bid.
19. Auctioneer or contractor must have documented training tools and processes to train Coop
Member’s on use of the system.
20. A system of collecting payments from bidders – auctioneer or contractor agrees to accept
payment via Pay Pal, wire transfer or credit card.
21. Auctioneer or contractor must have system and process of handling item disputes involving
22. A system to generate and send both Member and Buyer a “PAID” e-mail notice
(Electronically) when payment is received.
23. A system that provides detailed financial and summary reports of all transactions to both
the Coop Member and the Cooperative.
24. Auctioneer or contractor must have documented process and tools for marketing and
promoting the site constantly to entice bidders.
The auctioneer or contractor’s proposal should explain:
A. History/experience with Internet auctioning
B. Site references
C. Method of contacting buyers (buyer database)
D. Information available to potential buyers (data, photos, etc.)
E. Method of collection of data and photo of sale items
F. Method of auctioning (set minimums, deadline date and time, modified deadlines, etc.)
G. Site structure (dedicated page, shared)
CONSIDERATIONS FOR ON-LINE AUCTION SERVICES
1. Experience, qualifications, and past performance of the proposing firm; Proper registration to
operate a business in the State of Texas; References, Governmental client experience. Results
and outcome of sales for governmental clients.
Maximum points available are 20.
2. Facilities and resources: layout of web page; Safeguards & security of website;
Reporting capabilities; Number of registered bidders in database; Percentage of ‘regular’
buyers; Average number of ‘hits’ your site gets per month (substantiated).
Maximum points available are 30.
3. Approach to scope of proposal. Including your understanding of the governmental sector
requirements and how your offering addresses those requirements; Marketing initiatives and
advertising; Reports available; Procedures and details associated with how your company will
assist the Coop Member in conducting an auction; Reliance on subcontracting (if any); Services
offered to governmental sector clients and bidders.
Maximum points available are 30.
4. Percentage fee charged for sales based on the sales price (lowest % rated the highest)
Maximum points available are 20.
Total Points Available are 100 points.
Auctioneering Services: Internet Auctions to Sell Surplus Personal Property and Equipment
Price Item Price per Auction
1. Price per Auction – (Listing Fee) $_____________
This is a price per auction that the auctioneer
or contractor will be paid once an auction item
is listed on the auction web site, regardless
if there is a completed sale or not.**
2. Commission Fee Schedule – The bidder shall attach its commission fee schedule
that details the percentage commission fee that will be charged after each
completed sale on the sale price.
No price or fee will be accepted other than a price per auction (listing fee) and a
percentage commission fee schedule.
** If the bidder does not charge a listing fee, the bidder must insert a zero ($0.00) bid on the
price per auction line. If the price per auction line is left blank, the bidder may be determined to
Auctioneer or Contractor Name: _______________________________________________
Signature of Authorized Auctioneer or Contractor Official: ___________________________