HomeMy WebLinkAboutPR 14782: RENE BATES AUCTIONEERS~ 11~e~or~ndu~
~'i o Po~t A~th~~°, Texas
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Pu~chc~sin~ Div~~io~
T~: S$ephen Fitz~ibbons, C~ty Manager ,, ~
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FR~I~: Shawna Tl~bbs Purchasin l~ana er~
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DA.TE: Jl~ne 23, 2008
SUBJECT: Proposed Resolutlon No.14782
RECONI~END~,TION
The Purchasin~ ~epartment recommends the City Counci('s approval to enter the City ot~ Port
Artl~ur into a one year contract with the option to renew up to four additional one year periods
with Rene Bates Auctionee~~s, Inc. of McKinney, Texas for the online auction sale of surplus
City fleet equipment. .
~ACK~R~U~1D ~ '
~I'he Purc~has~n~ Depar~ment conducts an annual onlin~ auct~on for sui~lus vehic~es/equipment
for all departz~nen~s ~vith6n tl~e City. V~e are reco~~nrnend~ng Rene Bates Auctioneers, It~c. to ~
conduct Online Auctians for the City of Port Arthur, Texa~ for a fee of 5% of all fleet ~ .
vehicles, equipment, and miscellaneous items. The Online Auction contract for Auctioneering
Services will begin on the date determined for the Online Auction for a period of one year
with the option to renew up to four additional one year peri~ds.
B~J~GE'TA~Y AND ~ISCAL EFFE~T
T~~e net proc~ed~ o~~h~ sale, after ~uct~on expenses, ~i~l be cred~ted to the Eq~eipn~ent }~
Replace~~ent Fund, and other f~inds as appropriate. ~
STAFF~I~~ EFFECT
None
S~JI~IIV~ AI~Y
The Purchasing D~~~ision recomn~en~s the City~ Cou~c~l's approval to ~nter the ~ity o~^ Port
~.~~t~ur i~~to a one year cont~act ~vith t}7e option to ~~~7ev~ up to four add~tlor~al one year perio~s
wit~~ Rene ~ates A~ctionee~s, I~~c. ~f N~cI~inney, Texas ~fo~- t}~e online sal~ of s~rplus Cit~ fleet
equip~~nent.
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___. __ PR 14Z82.._ _ _ _ _ _ _ _ _.. ._ _ __ _ _. _. ._ ___ _ __ ..
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P. R. ~T~.~4~7$2
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RESOLUTI01~ ~1~0
A- ItES~LUTI~N A-U'I'~I~1Z~ZIN~ T~E CITY
NIANAGER TO EI~TER Il~TO ~~1~E YEA,R
C~~1TRA,C'~' 'WITH TH~ OPTION T~ RENE'~V
U~P TO ~'(~U~ ~~) A~DDITI~NAL ~1~~ 'YEAR.
PERI(~~S ~IT~ REN~ ~ATES A[1CTI~N~~RS,
~NC. ~F NI~~NNEY, TE~~.S ~C~R T~IE ~NLINE
~ S,ALE ~~ S~RPLUS C~`~CI' .FI~~ET ~~UI P1VlENTe
, ~HEREA~, on May 10,~ 2U03 City Council appr~ved Resolution #03-159
authorizing the City Manager to enter Into a contract with Rene Bates Auctioneers, Inc. of
McI~inney, Tex~.s for the online sale of surplus Ci~y fleet equipment; a~ad
VVHER~.AS, t~e P~rchas~ng ~ivision ~s preparing for the 2008 annual online auction
of surplus fleet equipznent; anc~
~HEItE.~~, the internet gives the City t~e abl~ity to att~act a much lar~er potent~al
b~yer base, and the items are on d~splay for those buyers to view 24 hours a day, 7 days a
~veek, for ~p to one month in advance of the au.ctiozl; and ,
'VV~~REA,S; the ~u~~chasing Divis~on i~ecoml~en~s the City Cour~cil to author~ze the
City Mana~er to enter int~ a orle year cangract v~ith the ~ption for the City to renew u~ ~o fodl~
~4~ additional oi~e year ~e~lods v~ith Ren~ ~3ates ~.~c~ioneers, Inc. af l~cl~inne~, Te~as; and
,
VV~EREAS, the City Manager is authorized to enter into a con~ract authoi•izing the
withholding of a~roposed fee af five per cent (5 %~ of the gross sales of all vehicles, heavy
equipinent, and ~eneral rr~erchand~s~ less sales ~ax collected; anc~
. . . PR_14782 _
~U1HEl~EAS, the City can terminate this contract at its convenience which includes,
but 6s not limited to, funding not being a~ailable in an~y budge~ cycle with thirty days ~vritten
~~ot~ce.
l~~J~ T~E~EFORE ~E ~T RES~LVED ~Y T~E CITY COUNCIL ~F ,
TH[E CITY OF P~RT A.RTHUR: ~
~ect~on 1. That the fac~s and opinions in the preamble are true and cor~ect.
~ec~~on 2, That, t~~e City Counci~ deems it is in the best ~nteres~ of the C~ty ~o
a rove and authori~e the City ~Iana~er to execute a contract between the City a~~d Re~e
~p
Bates Auctioneers, Inc. for the sale of surplus city equipment as de[~neated in Exhibit "A".
Section 3. That, a copy of the capt~on of this Resolution be spread upon the
~Iinutes af the City Council. ~
READ, AD~P~'ED, AND APP~~'~ED, this ~ day of June
ZOO~, AoD., at a Re ular Meeting of the ~ity Counc~l of the City of Por~ ~rthur, Texas by the
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following Vote: ~ .
AY~ES: Mayor:
Council me~~bers: ~
NOES:
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,
l~ayor
~TT~S`To
Acting C~ty Secretary
AP~ VE A~S ~'~ F(~RNI: ~
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IVlark S~k ow;~ ~A 't Attorne ~ ~~ ~
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~1PPROVED F(~R AD11V~Il~~STRATICJN:
Steve Fitzg~bbons, City Manager
A-PP~OVED AS TO FU1~1~ A~,~(~,A~~L~~'Y
Rebecca Underhill, Director~ of' F~nance
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_ PR 14782 . _ .
PR~FESSI~N.A,L ~ERVICES C(JN~'RACT
F~R ~NLINE A~1CTI~l~EERING SERVICES
R.ene' ~ates Auctioneers, Inc. (herei~after refe~red ta as R~~~~ proposes
to conduct Onli~e A,uctio~s for t~e C~~y of ~ort Arthur, Texas on a~ as
needed basis under the fallow~r~g terms and cand~it~onso
Rene' Eate~ A~ct~oneers, Inc.'s Respons~bi~~t~es:
l. Conduct on~ine auctions for the Cit of Port Arthur, Te~as at their
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request.
2. ~1ork ~vith the City of Port Arthur, Texas to set starting prices for
each onlir~e auct~on ~tem. Both art~es should ~a ree on the s~art~n
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~rices o ~ ~
3. Post all online at~ct~on infor~nation on www.renebates.com and
dis 1a auction ite~~s for one rr~onth ~to two weeks prior to ~he
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closing date o~ each online auction conducted. ~ ~
4. Prepare Federal A~ IS-WHERE IS forms for all auction vehicles.
5. E-rnail each of our online auction customers when a new City ~f
Port Arthur, Texas auctlon ~s added to the site.
6. Co~lect all auction proceeds ar~d app~icabie sales tax and ~enerate
e~ectronic Pa~d Recei ~s for both the C~t of Port Arthur, Te~as and
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~ the buyers ~or each a~ct~on i~em sold. ~
7, Remit all mon~es, ~e5s commisston and sales tax, to the City of Port
Arthur, Texas.
8. Remit a~ll sales ~a~ collected to the State of Texas. ~ ~
The City of Port ,Arthur, Texas' Responsibil~tles:
l. Provide ~~st of all iten~s to be sald and gather~~ all infor~nation or~
fleet a~d m~scel~aneous auct~on ~ten~s.
2. Take di ~tal hotagraphs of each auction item and send to RBAI.
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3. Have Fleet l~anager or designee complete Vehicle Information
Sheet on a~l vehic~es and heav~ equ~pm.ent and forward to RBA~.
40 .Attach Federal 1~S -~S /~VKERE IS forms on each auction
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veh~c es.
5. Con.duct ons~te ~ie~ving of all auction items be~ore ~he closir~g o~
each onl~ne auc~lon for b~dders to come and h sically ~nspect all
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~~1C~10~ 1~~1~S.
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6. Contact local news media for PSA informing bidders of upcoming
online auct~or~ and handle all le~al ad~ertising as required by the
C~ty of Por~ Arthu.r, Texas.
~. Transfer a.ll titles ~o successful buyers after the City of Port Arthur,
Tex.as has received a"PAI~" recei ~ frorr~ Rene' ~ates Auctloneers,
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Inc.
~. Oversee re~noval and checkout of all ~a~d aucti~n ~tems.
~ene' ~ates A.uctioneers, In~. proposes to conduct Online Aucti,ons for
the City of Port ~rth~r, Te~as for 5% of all fleet vehicles and heavy
equipment and 5% of a11 ~~scellaneo~s iter~s not to exceed $25,000.
These auctlons ~~ill be conducted on an as needed bas~s for the City of
Por~ Arthur, Texas.
Rene' ~ates ~uctloneers, Inc. Date:
The City of Port Arthur, Texas Date: ~
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