h day of September 2017 BOARD OF TRUSTEES JEFFERSON TOWNSHIP, MONTGOMERY COUNTY, OHIO RESOLUTION NO 17-103 THE JEFFERSON TOWNSHIP TRUSTEES RELEASE A REQUEST FOR PROPOSAL (RFP) FOR PROFESSIONAL AUCTIONEER SERVICES The Board of Trustees of Jefferson Township, Montgomery County, Ohio met in regular meeting on the 5 th day of September 2017 at the Township Offices located at One Business Park Drive, Dayton, Ohio with the following members present: Roy Mann,(<) James McGuirepC) Russell Back (A Trustee k moved for the adoption of the following resolution: WHEREAS, The Jefferson Township Fire Department no longer uses this facility located at 6963 Germantown Pike (Parcel #J442264050008) as an active firehouse. The building is currently used for storage. The Jefferson Township Trustees declare the building unfit for use as a firehouse; and WHEREAS, the building requires extensive roof and masonry repairs which are cost prohibitive for the Jefferson Township Fire Department. Furthermore, the Jefferson Township Trustees feel repairing the building is not the most efficient use of public funds; and WHEREAS, the Jefferson Township Trustees ordered the sale the building under the guidance and direction of a licensed real estate broker/auctioneer approved by the Jefferson Township Trustees under Resolution No. 17-087. The Jefferson Township Trustees authorize the Township Administrator to issue a Request for Proposals (RFP) for a licensed real estate Broker/Auctioneer to sell the building using the guidelines set forth by Ohio Revised Code 505.10. The Trustees via this separate Resolution No. 17-087 will approve the RFP. WHEREAS, Proceeds from the, sale of _the beiing will be used only for building repls and maintenance of active firehouses. ult3 teae. 5.111-2'30-323-0100. Funds will not be used capital equipment or human resources. NOW, THEREFORE, BE IT RESOLVED the Jefferson Township Board of Trustees agree to advertise the Jefferson Township release of Request for Proposal RFP for professional auctioneer services. Trustee 4=C ki is t- seconded the motion and the roll was called on the question of its adoption. 11 ( c The vote was as follows: Roy Mann ( ) James McGuire f ) Russell Back ( James cguire, Vice President Russell Back, Trustee Attes : Tracey Edwards, Fiscal Officer g-0{,c,,ouloc,q1 RES. 17-103
JEFFERSON 'OWNS' IIP OF MONTGOMERY COUNTY OHIO Request for Proposal Auction Services Jefferson Township, Montgomery County, Ohio Board of Trustees are seeking proposals from qualified firms for auction services for Fiscal Year 2017 and Fiscal Year 2018 fees for Jefferson Township. The deadline for receipt of sealed proposals is October 2, 2017 at 12:00 PM Noon (Eastern Standard Time). Sealed proposals must be received by this deadline at the following location: Jefferson Township Administration Building Attn: Steve Woolf, Administrator One Business Park Drive Dayton, OH 45417 Any proposal received after the date and time listed above will be returned and will not be considered. Questions pertaining to this Request for Proposal (RFP) must be communicated in writing and be received via email by October 2, 2017 at 12:00 PM Noon (Eastern Standard Time). Questions must be sent to the email address below and should include the specified question(s). Copies of the Request for Proposal, questions and answers, and any related documents are available when requested from Adrianne Jones, Administrative Assistant at (937)262-3591 or email: adriannei@swohio.twcbc.org Steven Woolf, Administrator Jefferson Township, Montgomery County, Ohio c/o Jefferson Township Board of Trustees One Business Park Drive Dayton, OH 45417 (937) 262-3591 ext. 201
JEFFERSON. TOWNSI-HP OF MONTGOMERY COUNTY OHIO,,,,.,,, Table of Contents Section 1 Project Summary Section 2 Scope of Work Section 3 Proposal Preparation and Submittal Section 4 Selection and Contract Award Section 5 RFP Completion Checklist
(YWNH P Or MONTGOMERY 11( Section 1 1. Request for Proposal Summary Jefferson Township is seeking proposals from qualified firms for auction services in accordance with the Scope of Work specified in this Request for Proposal (RFP). The Township solicits proposals for an experienced and qualified vendor to provide professional coordination and processing of the auctioning of selected, surplus Township assets. The selected vendor will be expected to store and safeguard the assets, if needed, sale price and date of sale, use the method of.sale which will yield the highest price, and dispose of assets once attempts to sell have been exhausted. 2. Entity Submitting RFP. The terms "vendor", "proposer", "offeror", "firm", "consultant", "company", or "contractor" used in this RFP or any subsequent documents or communications related to this REP are interchangeable and mean the entity submitting a proposal and seeking to enter into a contract for the goods and/or services requested in this RRP.
JIFF/ RSON TOWNSHIP OF MONT( COUNTY01110 1 ' Section 2 Scope of Work General Outline: 1. Project Scope The Township solicits proposals for an experienced and qualified vendor to provide professional coordination and processing of the auctioning of selected, surplus assets of the Township. The selected vendor will be expected to: Document the receipt of assets and maintain an inventory Store and safeguard the Townships assets against theft or damages Organize the assets for auction Provide signage stating items are sold as is with no warranties or guarantees Prepare sales advertising Use the method of sale which is expected to yield the highest price Work with the Township to determine minimum sales prices for selected items Hold auctions (when needed) Accept and collect payments Document the sale of assets including the sales price, date of sale Upon approval of the Township, dispose of assets once attempts to sell have been exhausted Be responsible for deliveries to customers, if applicable Maintain insurance on storage and auction facilities This agreement is not exclusive; the Township reserves the right to sell or dispose of material and equipment through other means or vendors. surplus The Township retains title to property stored at vendor's site and reserves the right to retrieve property prior to sale (or pre-sale inspection) for use or sale by the Township. Items identified as unsalable will be reviewed by the Township prior to disposal by the vendor. Township property may not be donated. 2. Background Jefferson Township Trustees are responsible for the disposal of /township owned property, land, and equipment that has become surplus to its needs. Once material or equipment is identified as surplus, it is collected from various Township sites by Township employees and delivered to the auction vendor's property for storage and preparation for auction. The vendor will work with the Township to determine the auction schedule. Auctions are held when Township requests them. The Township does not guarantee any level of value or number of items to be sent to auction.
JEFFERSON TOWNSHIP OF MONTGOMERY COUNTY OHIO 3. Timeline and Due Dates Auctions are to be held when requested by the Township. The Township's fiscal year is January 1 st December 31 st. 4. Project Deliverables A commission check for net auction proceeds and an auction report will be delivered to Jefferson Township within 15 business days after each auction. The report and commission check should be delivered in person or by mail to: Jefferson Township Administration Building Attn: Steve Woolf, Administrator One Business Park Drive Dayton, OH 45417 The action report will itemize the items/lots sold, sale date, and sale amount. The report will include the calculation of commission which will be withheld from the total sale amount (see attachment B for commission calculation). Items identified by the Township as "capital" must be reported separately by the vendor may not be combined with other items in a lot when reporting sales price. 5. Items to be auctioned may include but are not limited to: Land / Building(s) Vacant Land Books Computers desktop and laptop (hard drives removed) Construction, HVAC, Plumbing, Electrical parts Dental equipment Electronics Furniture Landscaping equipment Medical equipment Monitors Office equipment Physical fitness equipment Printers Scientific equipment Tools Vehicles Any other Township owned Property or Assets
JEFFERSON lownsiiip OF MONTGOMERY COUNTY 01110 4.01145,1, Section 3 Proposal Preparation and Submittal Proposals must conform to all requirements stated below, and elsewhere in this RRP. Disregarding these requirements may result in disqualification of the proposal. Before submitting a proposal, each firm shall familiarize itself with the entire RFP, including Scope of Work, contract form and all laws, regulations and other factors affecting contract performance. The firm shall be responsible for fully understanding the requirements of a subsequent contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a proposal will constitute a representation of compliance by the firm. There will be no subsequent financial adjustment for lack of such familiarization. All proposal materials must be placed in a sealed package (envelope, box, etc.) clearly marked with the proposal name and number and the firm's name. It is the responsibility of the firm to ensure that proposals are received in the Administrative Assistant, Adrianne Jones office by the due date and time stated on page 1 of this RFP. The firm is responsible for delivery of their proposal by the deadline notwithstanding any claims or error or failure to perform by a mail, courier or package delivery service. No proposals or proposal modifications may be submitted orally, electronically, or via telephone, facsimile, electronic mail (email) or telegraph. All proposals must be typewritten on standard paper size (8 '/2 x 11 inches) and shall be in the required format incorporating the forms provided in this RFP package, if any. It is permissible to copy these forms as required. The authorized person signing the proposal shall initial erasures, interlineations or other modifications on the proposal. The firm's proposal should be organized in sections as outlined below: 1. Cover Letter - All proposals must include a cover letter submitted under the firm's name on the firm's letterhead containing the signature and title of a person or an official of the firm who is authorized to commit the firm to a potential contract with the Township. The cover letter must also identify the primary contact for this proposal and include the Township's RFP number found within this RFP. The cover letter should express the firm's interest and serve as an executive summary of the proposal. Claims of proprietary information must be included in the cover letter. 2. Proposal Form - All proposals must include the complete Proposal Form signed by a person or an official authorized to commit the firm to a contract with the District. 3. Proposal Copies -The firm must submit one (1) original copy of the proposal, clearly marked "Original". In addition, the firm must submit one (1) digital PDF copy of the proposal on media suitable for copying and distributing electronically. 4. Qualifications - The proposal verbiage must describe the firm's qualifications to provide the requested products and/or services.
JEFFERSON TOWNSHIP OF MONTGOMERY COUNTY 01HO If a consultant has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted proposal. In addition consultant certifies whether or not an employee of the Township has, or whose relative has, a substantial interest in any agreement subsequent to this document. Consultant also certifies their status with regard to debarment, or suspension by any governmental entity. Failure to provide a valid signature affirming the stipulations required by this clause shall result in the rejection of the submitted proposal and, if applicable, any resulting agreement. Signing the certification with a false statement shall void the proposal and, if applicable, any resulting agreement. Any resulting agreement may be subject to legal remedies provided by law. Consultant agrees to promote and offer to the Township only those services and/or materials as stated in and allowed for under resulting agreement(s). Section 4 Selection and Contract Award Proposals shall be evaluated based on the merits of the proposal submitted. Selection of the firm will be at the discretion of the Township and will be based on the proposal that the Township deems to be the most responsive and responsible and serves the best interests of the Township..It is the intent of the Township to negotiate and enter into a contract with the selected firm following a Notice of Intent of Selection. Deadline to submit is October 2, 2017 and a decision will be made on or after October 30, 2017. Selected proposer(s) may be required to make on-site oral and visual presentations or demonstrations at the request of the Township. The Township will schedule the time and location for any presentations. Costs and equipment for such presentations are the responsibility of the proposer. Best and Final offers may be solicited from the pool of finalists prior to selection of the successful firm. Proposals will be reviewed by a Trustee(s) and will be evaluated based on the following criteria which are listed in descending order of importance: a. Firm Experience and Qualifications i. Experience with projects of similar type and scope ii. Space to accommodate storage and auction of Township assets iii. Experience with private and public sector organizations, and institutions or government b. Project Methodology and Structure Teams i. Description of the approach, methodology, and project structure to be used to satisfy the Township's project scope of objectives ii. Experience with advertising and staging items to obtain the highest sales price iii. Information provided by vendor regarding record keeping and reporting techniques c. Financial Proposal i. Total cost to Township in the form of commissions withheld by the vendor d. Relevant References
JE1 FERSON TOWNSHIP OF MONTC,OMER1 COUNTY 01110 Section 5 RFP Completion Checklist This checklist is a summary of some of the required components of the RFP. It is provided as a convenience to contractors, but is not intended to be all-inclusive or to imply acceptance or evidence of compliance by its use. It is the responsibility of the contractor to submit complete and compliant proposals. Cover Letter Proposal Form Qualifications Response to Scope of Work Exceptions Requested Cost Proposal Appendix Insurance Declaration Professional License Bonding Workers Compensation Certificate Deadline Date/Time October 2, 2017 @ 12:00 pm (Noon) Decision to be made on/or after October 30, 2017
J 1 1 I I RSON TOWNSHIP OF MONTGOMERY COUNTY OHIO Proposal No. 17-106 Section 6 Proposal Form Date Proposal of (Name) a corporation organized and existing under the laws of the State of partnership consisting of trading as (Name) Request for Proposal: (provide title or brief description) ; a ; an individual To: Jefferson Township Board of Trustees 1. In compliance with your Request for Proposal No., the undersigned hereby offers to furnish the services designated in the RFP, in strict accordance with the RFP, upon written notice of acceptance of this Proposal at any time on/or after 30-days after the date of opening of the Proposals, and to execute the Contract in accordance with the Proposal as accepted within five (5) days after the Contract is presented for signature. 2. The undersigned Proposer hereby acknowledges receipt of the following addenda, if any: Addendum No. Date 3. The undersigned Proposer understands that the Township reserves the right to reject any or all Proposals or to waive any formality or technicality, as determined by the Township in its sole discretion, in any Proposal in the interest of the Township. 4. The undersigned Proposer hereby certifies and affirms that the Proposal is genuine and not a sham or collusive, nor made in the interest or behalf of any person not herein named, and that the undersigned Proposer has not directly or indirectly induced or solicited any other Proposer to put in a sham bid, or any other person, firm, or corporation to refrain from bidding, and that the Proposer has not in any manner sought by collusion to secure for itself and advantage over any other Proposer.
JE F RON TOWNSI II )1 ;.( )NTCO MFRY COUNTY 011 5. The undersigned certifies that to the best of his/her knowledge: (check only one) ( ) There is no officer or employee of Jefferson Township who has, or would have, or whose relative has, or would have, a substantial interest in any contract resulting from this request. ( ) The names of any and all public officers or employees of Jefferson Township who have, or would have, or whose relative has, or would have, a substantial interest in any contract resulting from this request, and the nature of the substantial interest, are included below or as an attachment to this Proposal. 6. The Proposer certifies, to the best of its knowledge and belief, that: (i) The Proposer and/or any of its Principals or Owners: (A) (check one) are ( ) or are not ( ) presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any governmental agency. (B) (check one) have ( ) or have not ( ), within a three year period preceding this offer, been convicted of or had a civil judgement rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public (federal, state or local) contract or subcontract; violation of federal or state antitrust statues, rules or regulations relating to the submission of offers or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion; or receiving stolen property: and (C) (check one) are ( ) or are not ( ) presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any other of the offenses enumerated in paragraph (i)(b) of this position. (ii) The Proposer (check one) has ( ) or has not ( ), within a three year period preceding this offer, had one or more contracts terminated for default by any governmental agency. "Principals", for the purposes of this Proposal, means officers, directors, owners, partners, and persons having primary or substantial management or supervisory responsibilities within a business entity.
JEFFERSON TOWNSHIP OF MONTGOMERY COUNTY 01110 7. The certifications in paragraphs 4, 5, and 6 of this Proposal are material representations of fact upon which reliance will be placed when making an award. If it is later determined that the proposer knowingly rendered an erroneous certification, in addition to other remedies available to the Township, the Township may terminate the contract resulting from this solicitation for default. SEAL If Bidder is a Corporation (Official Name of Firm) (Signature) (Print Name) (Title) (Complete Business Address) (Email Address) (Federal Taxpayer ID Number)