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Home My WebLink AboutPR 20213: CONTRACT WITH RENE BATES AUCTIONEERS, INC. City of _ 4 r,rt rthur Texas INTEROFFICE MEMORANDUM Office of the Finance Department Date: April 12, 2018 To: Harvey Robinson, Interim City Manager From: Clifton Williams, Purchasing Manager RE: Proposed Resolution Number 20213 Nature of the request: The Purchasing Division is requesting that the City Manager enter into a contract with Rene Bates, Auctioneers, Inc of McKinney Texas through Buyboard to conduct an online auction on an as-needed basis for the sale of City surplus furniture/minor equipment, vehicles equipment and/or heavy equipment. Staffing Analysis, Considerations: None Recommendation: The Purchasing Division is requesting that City Council approve PR No. 20213 authorizing the City Manager to enter into a contract with Rene Bates Auctioneer, Inc. of McKinney, Texas thru BuyBoard. Budget Consideration: None P. R. NO.20213 04/12/18 YLG PAGE 1 OF 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH RENE BATES AUCTIONEERS, INC. OF MCKINNEY, TEXAS THROUGH BUYBOARD CONTRACT NO. 541-17 TO CONDUCT ONLINE AUCTIONS ON AN AS-NEEDED BASIS FOR THE SALE OF CITY SURPLUS FURNITURE/MINOR EQUIPMENT, VEHICLES, EQUIPMENT AND/OR HEAVY EQUIPMENT WHEREAS, the City of Port Arthur has surplus property to wit; Computers and Assorted Office Equipment, Furniture, Vehicles, etc which has become surplus, obsolete and/or non-functional; and WHEREAS, it has been determined it would be in the best interest of the City to see said property at an online auction to obtain the best possible amount; and WHEREAS,the internet gives the City the ability to attract a much larger potential buyer base, and the items are on display for those buyers to view 24 hours a day, 7 days a week, for up to 2 weeks in advance of the auction; and WHEREAS,in Resolution 02-341 the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the BuyBoard Cooperative Purchasing Program; and WHEREAS, the Purchasing Division recommends the City Council to authorize the City Manager to enter into a two year contract through Buyboard with Rene Bates Auctioneers, Inc. of McKinney, Texas; and WHEREAS,the City Manager is authorized to enter into a contract authorizing the withholding of a proposed fee of 7.5%of all items sold. P. R. NO. 20213 04/12/18 YLG PAGE 2 OF 3 NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Council deems it is in the best interest of the City to approve and authorize the City Manager to execute a contract between the City and Rene Bates Auctioneers, Inc. through Buyboard Contract No. 541-17, for the sale of Equipment which has become surplus, obsolete and/or non-functional, in substantially the same form as attached hereto as Exhibit"A". Section 3. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED,AND APPROVED, this day of April 2018, A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Ford Freeman, Mayor P. R. NO. 20213 4/12/18 YLG PAGE 3 OF 3 ATTEST: Sherri Bellard, City Secretary APP/ ODVE AS JO FORM: \ii - "--) Valecia Tizeno, Ci Attorney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager UrtAik.ulAibitlk, Clifton Williams, CPPB, Purchasing Manager "EXHIBIT A" ENE BATES PUCTIONEEBLINCA 4660 County Road 1006, McKinney, Texas 75071 (972) 548-9636 • www.renebates.com René Bates Auctioneers, Inc. (hereinafter referred to as RBAI) proposes to conduct Online Auctions for the City of Port Arthur, Texas on an as needed basis under the following terms and conditions: René Bates Auctioneers, Inc.'s Responsibilities: 1. Conduct online auctions for the City of Port Arthur, Texas at their request. 2. Set starting prices for each online auction item or coordinate with your designee to set starting prices for each online auction item, if so desired. 3. Post all online auction information on www.renebates.com. 4. Conduct and monitor auction items for approximately two weeks prior to the closing date of each online auction conducted. 5. Advertise your online auction, as necessary, through our normal channels such as, but not limited to, newspapers, trade journals, and print brochures at our sole discretion. RBAI shall not be responsible for advertising required of governmental entities under state law. 6. Generate and send a minimum of two email blast notices to our entire email database when your auction has been posted. 7. Invoice all successful bidders once your auction has closed. 8. Collect all auction proceeds including any applicable sales tax from the successful bidder(s). 9. Generate paid receipts to the buyer with a copy to your approved distribution list. 10. Balance all auction payments received with actual sales results. 11. Remit all monies, less commission and sales tax, to your designee. 12. Remit all sales tax collected to the State of Texas Comptroller under our Texas Sales and Use Tax Permit#17517183822 on a monthly basis. 13. Maintain all documentation for exemptions, resale certificates, and export certifications for sales tax for the State of Texas. 14. Maintain records of all your auctions for three years. City of Port Arthur, Texas' Responsibilities: 1. Provide a list of all items to be sold and gather information on all auction items and take digital photographs of each auction and send to RBAI. 2. Have auction contact person (Fleet Manager or designee) complete Vehicle Information Sheets on all vehicles and heavy equipment and forward to RBAI. 3. Conduct onsite viewing of all auction items before the closing of each online auction in order for bidders to physically inspect auction items. 4. Contact local news media for a Public Service Announcement informing the local public of the upcoming online auction and handle all legal advertising as required by the City of Port Arthur, Texas. Provide a link on your website to www.renebates.com to direct potential buyers to your auction. 5. Transfer all titles to successful buyers after the City of Port Arthur, Texas has received an electronic paid receipt from RBAI. 6. Oversee removal and checkout of all paid auction items. René Bates Auctioneers, Inc. proposes to conduct Online Auctions for the City of Port Arthur, Texas for 7.5% of all fleet vehicles, heavy equipment, and miscellaneous items. These auctions will be conducted on an as needed basis for the City of Port Arthur, Texas. This contract is being issued under the BuyBoard Contract for Auctioneer Services # 541-17. , / / 4' .• Date: 4/11/18 Michelle Bates, Vice President René Bates Auctioneers, Inc. Date: City of Port Arthur, Texas Authorized Signer* *Any items submitted for public auction via this contract have been declared surplus through the appropriate channels of the selling entity. René Bates Texas Auctioneer License #6644 Sheryl Bates Texas Auctioneer License #15025 Michelle Bates Texas Auctioneer License #12100 All auctioneers are licensed and regulated by the Texas Department of Licensing and Regulation and are covered by a Recovery Fund administered by the Department. Licensure with the Department does not imply approval or endorsement by the State of Texas. If you have an unresolved complaint it should be directed to: Texas Department of Licensing and Regulation, P.O. Box 12157, Austin, Texas 78711, (512) 463-2906, www.tdlr.texas.gov. Index Page 1 of 1 ligYBoard Coopereh'a Purchasing t';.,r. ri Clifton Pur(ta.-;e Order Reports Shopping Cart Help Vendor Contract Information F,i:A Searches: Vendor Name: Rene Bates Auctioneers,Inc. Search by Vendor Address: 4660 County Rd 1006 McKinney,TX 75070 Browse Contracts Phone Number: (972)548-9636 Email: michelle@renebates.com Search: Website: http:Nwww.renebates corn auction Federal ID: 75-1718382 All Contact: Michelle Bates 0 Vendor Discounts Only Accepts RFQs: Yes .) Catalog Pricing Only Minority Owned: No Women Owned: Yes Refine Your Search: Service-Disabled Veteran Owned: No Vendors Certificate Number: 1751718382200 None Selected Certifying Agency: State of Texas I Texas Comptroller of Public Accounts Pricetan Show all prices EDGAR: Yes Category Contract Name: Auction Services None Selected Contract Description: On-Line and live auction services for the disposal of surplus personal property&equipment Contract Contract#: 541-17 None selected Effective Date: 09/01/2017 Expiration Date: 08/31/2020 Payment Terms: Other Delivery Days: 10 Shipping Terms: Pre-paid and added to invoice Freight Terms: FOB Destination Additional Resources Ship Via: Common Carrier Region Served: All Texas Regions States Served: All States Additional Info: EDGAR Vendor Certification Form(relating to 2 CFR Part 200&Appendix II)is included in t Vendor response document,and can be found in the Vendor Proposal File link near the bolt of the page. Quote Reference Number: 541-17 Contract Documents EDGAR Notice: Click to view EDGAR Notice Proposal Documents: Click to view Buy6oard Proposal Documents Regulatory Notice: Click to view Bonding Regulatoryr_Notice Proposal Files: Click to view Vendor Proposal Files Documents Contact us 800.695.2919 https://app.buyboard.com/Search/Index?SearchTerm=auction%20&Di scountProductId=-1 4/12/2018