CONTRACT: Online Auction Services

NEW HAMPSHIRE DEPARTMENT OF ADMINISTRATIVE SERVICES
DIVISION OF PROCUREMENT AND SUPPORT SERVICES
REQUEST FOR BID FOR ONLINE AUCTION SERVICES
3133-26
DUE DATE 5/12/2026 2:00 PM (EASTERN TIME)
Page 1 of 21
Bidder Initials_______
Date___________

Table of Contents
1. PURPOSE: ........................................................................................................................................................................................ 3
2. INSTRUCTIONS TO VENDOR: ..................................................................................................................................................... 3
3. BID SUBMITTAL: ........................................................................................................................................................................... 3
4. BID INQUIRIES: .............................................................................................................................................................................. 3
5. BID DUE DATE: .............................................................................................................................................................................. 3
6. ADDENDA: ...................................................................................................................................................................................... 3
7. TIMELINE: ....................................................................................................................................................................................... 3
8. TERMS OF SUBMISSION: ............................................................................................................................................................. 4
9. GOVERNING TERMS AND CONDITIONS: ................................................................................................................................. 4
10. CONTRACT TERM: ........................................................................................................................................................................ 4
11. CONTRACT AWARD: ..................................................................................................................................................................... 4
12. NOTIFICATION AND AWARD OF CONTRACT(S): .................................................................................................................... 5
13. LIABILITY: ...................................................................................................................................................................................... 5
14. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS: ............................................................................................. 5
15. TERMINATION: .............................................................................................................................................................................. 6
16. VENDOR CERTIFICATIONS: ........................................................................................................................................................ 6
17. BID PRICES: .................................................................................................................................................................................... 6
18. AUDITS AND ACCOUNTING:....................................................................................................................................................... 6
19. Account Representative: ................................................................................................................................................................... 6
20. ESTIMATED USAGE: ..................................................................................................................................................................... 7
21. ESTABLISHMENT OF ACCOUNTS: ............................................................................................................................................. 7
22. PAYMENTS TERMS AND CONDITIONS ..................................................................................................................................... 7
23. VENDOR RESPONSIBILITY: ........................................................................................................................................................ 7
24. IF AWARDED A CONTRACT: ........................................................................................................................................................ 8
25. SPECIFICATIONS: .......................................................................................................................................................................... 8
26. SPECIFICATION COMPLIANCE: .................................................................................................................................................. 8
27. SITE VISITATION: .......................................................................................................................................................................... 8
28. SCOPE OF SERVICES: .................................................................................................................................................................... 8
29. ADDITIONAL REQUIREMENTS: ............................................................................................................................................... 13
30. OBLIGATIONS AND LIABILITY OF THE VENDOR: ............................................................................................................... 14
31. NON-EXCLUSIVE CONTRACT: ................................................................................................................................................. 14
32. OFFER: ........................................................................................................................................................................................... 15
33. VENDOR CONTACT INFORMATION: ....................................................................................................................................... 15
34. ATTACHMENTS: ........................................................................................................................................................................... 15
35. The Bid Opening is open to the public online at the following: ...................................................................................................... 15
STATE OF NEW HAMPSHIRE TRANSMITTAL LETTER ................................................................................................................. 21
Page 2 of 21
Bidder Initials_______
Date___________

1. PURPOSE:
1.1. The purpose of this bid invitation is to establish a contract for Online Auction Services to the State of New
Hampshire with services indicated in the SCOPE OF SERVICES and OFFER sections of this bid invitation, in
accordance with the requirements of this bid invitation and any resulting contract.
2. INSTRUCTIONS TO VENDOR:
2.1. Read the entire bid invitation prior to filling it out. Complete the pricing information in the "Offer" section
(detailed information on how to fill out the pricing information can be found in the "Offer" section); complete
the "Vendor Contact Information" section; and finally, fill out, and sign the bid transmittal letter.
3. BID SUBMITTAL:
3.1. All bids shall be submitted on this form (or an exact copy), shall be typed, or clearly printed in ink, and shall be
received on or before the date and time specified on paragraph 7 of this bid under "Bid Closing". Interested
parties may submit a bid to the State of New Hampshire Bureau of Purchase and Property by email to
NH.Purchasing@DAS.NH.Gov. All bids shall be clearly marked with bid number, date due and purchasing
agent's name.
3.2. IF YOU ARE EXPERIENCING DIFFICULTIES EMAILING YOUR BID OR YOU WISH TO VERIFY THAT
YOUR BID RESPONSE HAS BEEN RECEIVED, PLEASE CALL (603) 271-2201.
4. BID INQUIRIES:
4.1. Any questions, clarifications, and/or requested changes shall be submitted by an individual authorized to
commit their organization to the Terms and Conditions of this bid and shall be received in writing at the Bureau
of Purchase and Property no later than 4:00 PM on the date listed in the timeline below. Questions shall not be
submitted to anyone other than the Purchasing Agent or his/her representative. Bidders that submit questions
verbally or in writing to any other State entity or State personnel shall be found in violation of this part and may
be found non-compliant.
4.2. Questions shall be submitted by email to Devin Lahey at Devin.M.Lahey@DAS.NH.Gov.
4.3. Submissions shall clearly identify the bid Number, the Vendor's name and address and the name of the person
submitting the question.
5. BID DUE DATE:
5.1. All bid submissions shall be received at the Bureau of Purchase and Property no later than the date and time
shown on the transmittal letter of this bid. Submissions received after the date and time specified shall be
marked as "Late" and shall not be considered in the evaluation process.
5.2. All offers shall remain valid for a period of one hundred eighty (180) days from the bid due date. A vendor's
disclosure or distribution of bids other than to DAS, Bureau of Purchase and Property may be grounds for
disqualification.
6. ADDENDA:
6.1. In the event it becomes necessary to add to or revise any part of this bid prior to the scheduled submittal date,
the NH Bureau of Purchase and Property shall post on our web site any Addenda. Before your submission and
periodically prior to the RFB closing, Vendors are required to check the site for any addenda or other
materials that may have been issued affecting the bid. The web site address is:
https://apps.das.nh.gov/bidscontracts/bids.aspx.
7. TIMELINE:
7.1. The timeline below is provided as a general guideline and is subject to change. Unless stated otherwise,
consider the dates below a "no later than" date.
Bid Solicitation distributed on or by: 4/27/2026
Last day for questions, clarifications,
5/5/2026
and/or requested changes to bid:
States response to questions, clarifications,
5/7/2026
and/or requested changes to bid:
Bid Closing (Eastern Time): 5/12/2026 2:00 PM
Page 3 of 21
Bidder Initials_______
Date___________

8. TERMS OF SUBMISSION:
8.1. All material received in response to this bid shall become the property of the State and shall not be returned to
the Vendor. Regardless of the Vendors selected, the State reserves the right to use any information presented in
a bid response. The content of each Vendor's bid shall become public information once a contract(s) has been
awarded.
8.2. A responding bid that has been completed and signed by your representative shall constitute your company's
acceptance of all State of New Hampshire terms and conditions and shall legally obligate your company to
these terms and conditions.
8.3. A signed response further signifies that from the time the bid is published (bid solicitation date and time) until a
contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or
honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional
official, or family member of any such official or employee who shall select, evaluate, or award the RFB.
8.4. Furthermore, a signed response signifies that any terms and/or conditions that may be or have been submitted
by the Vendor are specifically null and void and are not a part of this bid invitation or any awarded purchase
order, even if said terms and/or conditions contain language to the contrary.
8.5. The form P-37 Contract attached hereto shall be part of this bid and the basis for the contract(s). The successful
Vendor and the State, following notification, shall promptly execute this contract form, which is to be
completed by incorporating the service requirements and price conditions established by the vendor's offer.
8.6. CHAPTER ADM 600 DIVISION OF PROCUREMENT AND SUPPORT SERVICES RULESAPPLY TO AND
ARE MADE A PART HEREOF.
8.7. Complete bids shall be filled out on the original documents and format that are a part of this bid invitation.
Vendors may submit additional paperwork with pricing, but all pricing shall be on the documents provided with
this bid invitation and in the State's format.
9. GOVERNING TERMS AND CONDITIONS:
9.1. A responding bid that has been completed and signed by Vendor's representative shall constitute Vendor's
acceptance of all State of New Hampshire terms and conditions and shall legally obligate Vendor to these terms
and conditions.
9.2. A signed response further signifies that from the time the bid is published (bid solicitation date and time) until a
contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or
honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional
official, or family member of any such official or employee who shall select, evaluate, or award the RFB.
9.3. Furthermore, a signed response signifies that any terms and/or conditions that may be or have been submitted
by the Vendor are specifically null and void and are not a part of this bid invitation or any awarded purchase
order, even if said terms and/or conditions contain language to the contrary.
10. CONTRACT TERM:
10.1. The term of the contract shall commence on July 1, 2026, or upon approval of the Governor and Executive
Council, whichever is later, through June 30, 2031.
10.2. The contract may be extended for up to an additional two (2) years thereafter under the same terms, conditions,
and pricing structure upon the mutual agreement between the successful Vendor and the State with the approval
of the Commissioner of the Department of Administrative Services.
10.3. The maximum term of the contract (including extensions) shall not exceed seven (7) years.
11. CONTRACT AWARD:
11.1. The award shall be made to the Vendor meeting the criteria established in this RFB and providing the lowest
cost in total. You must bid on all items to be considered. The State reserves the right to reject any or all bids or
any part thereof.
11.2. Successful Vendor shall not be allowed to require any other type of order, nor shall the successful Vendor be
allowed to require the filling out or signing of any other document by State of New Hampshire personnel.
Page 4 of 21
Bidder Initials_______
Date___________

12. NOTIFICATION AND AWARD OF CONTRACT(S):
12.1. Bid results shall not be given by telephone. For Vendors wishing to attend the bid closing, the names of the
vendors submitting responses and pricing shall be made public. Other specific response information shall not be
given out. Bid results shall be made public after final approval of the contract(s).
12.2. Bid results may also be viewed on our website at https://apps.das.nh.gov/bidscontracts/bids.aspx.
12.3. For Vendors wishing to attend the bid closing: Names of the Vendors submitting responses and pricing shall be
made public. In lieu of in person public bid openings the State shall conduct openings via electronic means until
further notice.
13. LIABILITY:
13.1. The State shall not be held liable for any costs incurred by Vendors in the preparation of bids or for work
performed prior to contract issuance.
14. PUBLIC DISCLOSURE OF BID OR PROPOSAL SUBMISSIONS:
14.1. Generally, the full contents of any proposal (including all materials submitted in connection with it, such as
attachments, exhibits, addenda, and vendor presentations) become public information upon completion of final
contract or purchase order negotiations with the selected vendor. Certain information concerning proposals,
including but not limited to scoring, is generally available to the public even before this time, in accordance
with the provisions of NH RSA 21-G:37.
14.2. Confidential, commercial, or financial information may be exempt from public disclosure under RSA 91-A:5,
IV. Any and all information contained in or connected to a bid or proposal that a Bidder considers confidential
shall be clearly designated in the following manner:
14.3. If the Bidder considers any portion of a submission confidential, they shall provide a separate copy of the
full and complete document, fully redacting those portions by blacking them out and shall note on the
applicable page or pages of the document that the redacted portion or portions are "confidential." Use of
any other term or method, such as stating that a document or portion thereof is "proprietary", "not for public
use", or "for client's use only", is not acceptable. In addition to providing an additional fully redacted copy of
the bid submission to the person listed as the point of contact on Page one (1) of this document, the identified
information considered to be confidential must be accompanied by a separate letter stating the rationale for each
item designated as confidential. In other words, the letter must specifically state why and under what legal
authority each redaction has been made. Submissions which do not conform to these instructions by failing to
include a redacted copy (if required), by failing to include a letter specifying the rationale for each redaction, by
failing to designate redactions in the manner required by these instructions, or by including redactions which are
contrary to these instructions or operative law may be rejected by the State as not conforming to the
requirements of the bid or proposal. Marking or designating an entire proposal, attachment, or section as
confidential shall neither be accepted nor honored by the State. Marking an entire bid, proposal, attachment, or
full sections thereof confidential without taking into consideration the public's right to know shall neither be
accepted nor honored by the State.
14.4. Notwithstanding any provision of this request for submission to the contrary, proposed pricing shall be subject
to public disclosure REGARDLESS of whether or not marked as confidential.
14.5. If a request is made to the State by any person or entity to view or receive copies of any portion of a proposal,
the State will assess what information it believes is subject to release; notify the Bidder that the request has been
made; indicate what, if any, portions of the proposal or related material shall be released; and notify the Bidder
of the date it plans to release the materials. To halt the release of information by the State, a Bidder must initiate
and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State
of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.
14.6. By submitting a proposal, Bidders acknowledge and agree that:
14.6.1. The State may disclose any and all portions of the proposal or related materials which are not marked as
confidential and/or which have not been specifically explained in the letter to the person identified as
the point of contact for this RFP;
Page 5 of 21
Bidder Initials_______
Date___________

14.6.2. The State is not obligated to comply with a Bidder's designations regarding confidentiality and must
conduct an independent analysis to assess the confidentiality of the information submitted in your
proposal; and
14.6.3. The State may, unless otherwise prohibited by court order, release the information on the date specified
in the notice described above without any liability to a Bidder.
15. TERMINATION:
15.1. The State of New Hampshire shall have the right to terminate any resultant contract at any time with a thirty
(30) day written notice to the successful Vendor.
16. VENDOR CERTIFICATIONS:
16.1. All Vendors shall be duly registered as a vendor authorized to conduct business in the State of New Hampshire.
16.2. STATE OF NEW HAMPSHIRE VENDOR APPLICATION: To be eligible for a contract award, a Vendor must
have a completed Vendor Application Package on file with the NH Bureau of Purchase and Property. See the
following website for information on obtaining and filing the required forms (no fee:
https://DAS.NH.Gov/Purchasing).
16.3. NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: To be eligible for a contract award, a Vendor
that is a corporation, limited liability company, or other limited liability business entity (this excludes sole
proprietors and general partnerships) must be registered to conduct business in the State of New Hampshire
AND in good standing with the NH Secretary of State. Please visit the following website to find out more
about the requirements for registration with the NH Secretary of State: https://sos.nh.gov/corporation-division/.
16.4. CONFIDENTIALITY & CRIMINAL RECORD: If Applicable, any employee or approved subcontractor of the
Vendor who will be accessing or working with records of the State of New Hampshire shall be required to sign
a Confidentiality and Non-Disclosure Agreement and a Release of Criminal Record Authorization Form. These
forms shall be returned to the designated State agency prior to commencing any work.
16.5. CERTIFICATE OF INSURANCE: Prior to being awarded a contract the Vendor shall be required to submit
proof of comprehensive general liability insurance coverage prior to performing any services for the State. The
coverage shall insure against all claims of bodily injury, death, or property damage in amounts of not less than
$1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall also include State of New Hampshire
workers' compensation insurance to the extent required by RSA Chapter 281-A.
17. BID PRICES:
17.1. Bid percentage shall remain firm for the entire contract and shall include all other costs required by this bid
invitation. Special charges, surcharges (including credit card transaction fees), or fuel charges of any kind (by
whatever name) may not be added on at any time. Any and all charges shall be built into your bid price at the
time of the bid.
17.2. Per Administrative Rule 606.01(e) "if there is a discrepancy between the unit price and the extension price in a
response to an RFP, RFB or RFQ, the unit price shall be binding upon the vendor".
17.3. Price decreases shall become effective immediately as they become effective to the general trade or the
Vendor's best/preferred customer.
17.4. Updated Published Price List MUST be e-mailed to Devin.M.Lahey@DAS.NH.Gov
18. AUDITS AND ACCOUNTING:
18.1. The successful Vendor shall allow representatives of the State of New Hampshire to have complete access to all
records for the purpose of determining compliance with the terms and conditions of this bid invitation and in
determining the award and for monitoring any resulting contract.
18.2. At intervals during the contract term, and prior to the termination of the contract, the successful Vendor may be
required to provide a complete and accurate accounting of all products and quantities ordered by each agency
and institution and by political sub-divisions and authorized non-profit organizations.
19. ACCOUNT REPRESENTATIVE:
19.1. The Contractor shall assign a dedicated account representative and a backup in their absence who will be
responsible for the daily administration of this Contract. The account representative shall be familiar with all
Page 6 of 21
Bidder Initials_______
Date___________

Contract requirements to ensure compliance with the terms of the Contract. The account representative shall
respond by phone or email to Client Agency inquiries within 24 hours of initial contact or the next business day
if after normal business hours. The account representative's responsibilities shall include but not be limited to:
19.1.1. Coordinate business review meeting(s) either virtually or on-site with the State held at a cadence
requested by the State.
19.1.2. Provide recommended process and productivity improvements related to potential cost savings to the
State for consideration quarterly.
19.1.3. Provide information and product offerings to bring the latest industry ideas and trends to the State as
applicable.
19.1.4. Provide training on the use of the Contractor's portal as needed with no charge to the State.
20. ESTIMATED USAGE:
20.1. The quantities indicated in the offer section of this bid invitation are an estimate only for the State of New
Hampshire's annual requirements. These quantities are indicated for informational purposes only and shall not
be considered minimum or guaranteed quantities, nor shall they be considered maximum quantities. These
quantities do not include any eligible participant usage.
21. ESTABLISHMENT OF ACCOUNTS:
21.1. Each State of New Hampshire agency shall have its own individual customer account number. There may also
be instances where divisions or bureaus within an agency will need their own individual customer account
numbers. Should any State of New Hampshire agency place an order under the contract, the successful Vendor
agrees to establish an account within three business days from the date the order is placed. However, there shall
be no delay in any shipment; the agency shall receive the items ordered in accordance with the delivery time
required under this bid invitation, as if an account already exists for the agency.
22. PAYMENTS TERMS AND CONDITIONS
22.1. The State shall not be billed or charged any fees by the Vendor for any of the requested services of this contract.
22.2. The Vendor shall transfer to the State the net proceeds of any and all auctions. The State has the capability to
accept electronic funds transfers from the Vendor.
22.2.1. The Vendor shall provide a copy of an activity report that shows detailed auction-related information
with payment that balances with the auction proceeds. If at all possible, this activity report should be
submitted one (1) business day before the State's receipt of the funds transfer.
22.2.2. The State, at its discretion, may modify the information requirements of the activity report.
22.2.3. The State shall confirm the auction settlement. Any discrepancy in accounting shall be announced in
writing, and shall be remedied by the Vendor within five (5) business days of the Vendor's receipt of
such information.
22.2.4. The Vendor shall retain applicable commission fees in accordance with the winning bidder's fee as
described herein.
23. VENDOR RESPONSIBILITY:
23.1. The successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and
any resulting contract.
23.2. All State of New Hampshire bid invitations and addenda to such bid invitations are advertised on our website at
https://apps.das.nh.gov/bidscontracts/bids.aspx.
23.3. It is a prospective Vendor's responsibility to access our website to determine any bid invitation under which the
Vendor desires to participate. It is also the Vendor's responsibility to access our website for any posted
addenda.
23.4. The website is updated several times per day; it is the responsibility of the prospective Vendor to access the
website frequently to ensure that no bidding opportunity or addendum is overlooked.
23.5. It is the prospective Vendor's responsibility to forward a signed copy of any addendum requiring the Vendor's
signature to the Bureau of Purchase and Property with the bid response.
Page 7 of 21
Bidder Initials_______
Date___________

23.6. In preparation of a bid response, the prospective Vendor shall:
23.6.1. Provide pricing information as indicated in the "Offer" section; and
23.6.2. Provide all other information required for the bid response (if applicable); and
23.6.3. Complete the "Vendor Contact Information" section; and
23.6.4. Complete the company information on the "Transmittal Letter" page, and sign under penalty of
unsworn falsification in the space provided on that page.
23.7. It is the responsibility of the Vendor to maintain any awarded contract and New Hampshire Vendor Registration
with up to date contact information.
23.8. Contract specific contact information (Sales contact, Contractor contract manager, etc.) shall be sent to the
State's Contracting Office listed in Box 1.9 of Form P-37.
23.9. Additionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax identification
numbers are required to be current through a formal electronic submission to the Bureau of Purchase and
Property at: https://www.das.nh.gov/purchasing/vendorresources.aspx.
24. IF AWARDED A CONTRACT:
24.1. The successful Vendor shall complete the following sections of Appendix A (Agreement State of New
Hampshire Form #P-37):
Section 1.3 Contractor Name
Section 1.4 Contractor Address
Section 1.11 Contractor Signature
Section 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)
24.2. Provide certificate of insurance indicating the coverage amounts required by Section 14 of the Form Number P-
37.
24.3. Provide proof of sufficient workers' compensation insurance coverage or evidence of exemption from RSA
Chapter 81-A.
24.4. If the successful Vendor is a corporation, limited liability company, or other limited liability business entity,
then provide a certificate of good standing issued by the NH Secretary of State or, for a newly incorporated,
formed, or registered entity, a copy of the appropriate registration document certified by the NH Secretary of
State.
25. SPECIFICATIONS:
25.1. Complete specifications required are detailed in the SCOPE OF SERVICES section of this bid invitation. In
responding to the bid invitation, the prospective Vendor shall address all requirements for information as
outlined herein.
26. SPECIFICATION COMPLIANCE:
26.1. Vendor's offer shall meet or exceed the required specifications as written. The State of New Hampshire shall be
the sole determining factor of what meets or exceeds the required specifications.
27. SITE VISITATION:
27.1. Prior to bidding, it is each Vendor's responsibility to become thoroughly familiar with the sites of the intended
service, to determine everything necessary to accomplish the services. Failure of the Vendor to make a site visit
does not relieve the Vendor of responsibility to fully understand what is necessary to accomplish a successful
and complete services.
28. SCOPE OF SERVICES:
28.1. Vendor shall supply all labor, tools, transportation, materials, equipment and permits as necessary and required
to perform services as described herein.
28.2. INTRODUCTION:
28.2.1. The State of New Hampshire is soliciting bids from qualified Vendors to provide auction services, for
online sales of State surplus property. The Department of Administrative Services, Bureau of Purchase
and Property, State Surplus Property annual online auction sales volume was $250,000.00. This figure
Page 8 of 21
Bidder Initials_______
Date___________

is given only for historical information and not guaranteed annual sales. Material available for these
sales typically include items such as used furniture, equipment and vehicles, including computers,
laptops, cameras, tools, jewelry, desks, chairs, filing cabinets, dump trucks, SUVs, compact cars, etc.
28.3. REQUIREMENTS:
28.3.1. The successful Vendor must be able to satisfy all of these requirements identified in this bid document
to be deemed compliant. The State may require the Vendor to provide supporting documentation that
demonstrates the ability to meet these requirements. If the State determines the supporting
documentation does not demonstrate the ability, the Vendor will be considered non-compliant.
28.3.2. EXPERIENCE AND LICENSED:
28.3.2.1. The Vendor shall be experienced at auctioning via the internet, have considerable knowledge
of the advertising media in prospective markets and must have demonstrated
municipal/government experience.
28.3.2.2. Per RSA 311-B:13 the requirement of holding a New Hampshire Auctioneers License to host
online auctions will not be required for the resulting contract.
July RSA 311-B:13, VI Any auction conducted over the Internet shall be exempt from the
requirements of this chapter.
Source: 1969, 469:1. 1987, 274:8. 2010, 291:12, eff. Jan. 1, 2011. 2018, 116:1, eff 28, 2018.
28.3.3. SERVICE:
28.3.3.1. The Vendor shall provide and maintain all the software and hardware that manages the online
auction system.
28.3.3.2. The State and the Vendor will make a mutual decision for each individual lot on which party
shall be responsible for preparing the individual lots for the auction. This will include taking
photos, writing descriptions, and data entry into the web platform.
28.3.3.3. The Vendor's online auction system shall offer flexibility in how the auction can be
conducted. The following functionalities are required:
28.3.3.3.1. Ability to choose between a static bid and dynamic bid. A static bid entails having
the bid close at a specific time (i.e. e-bay) whereas a dynamic bid allows a bid
closing to be extended if there is continued activity. The State shall determine the
extension time intervals;
28.3.3.3.2. Ability to have multiple line items per lot (i.e. computers);
28.3.3.3.3. Ability to have one asset per listing (i.e. vehicles);
28.3.3.3.4. Ability to have multiple lots per auctions (i.e. 75 line items - equipment & 40 line
items vehicles);
28.3.3.3.5. Ability to have ample space provided to load detailed descriptions and be able to
support the capacity to display a minimum of four (4) pictures of each item or no
picture at all if so desired by the State;
28.3.3.3.6. Ability to list specific times for public viewing and different times for pick-up of
the equipment;
28.3.3.4. The successful Vendor shall provide administrative account management in support of the
services by appointing an account(s) manager who shall assume overall responsibility for the
coordination of all contract issues.
28.3.3.5. The successful Vendor shall provide bidder support service for inquiries and all technical
support questions that arise during the course of a regular business day between the hours of
8 a.m. to 5 p.m. (EST), Monday through Friday, to both the State and potential bidders. At a
minimum, the bidder support service shall be provided by skilled technicians who are
proficient in the English language and include a toll free telephone line for assistance.
Page 9 of 21
Bidder Initials_______
Date___________

28.3.3.6. The successful Vendor may provide marketing of this web-based auction service site to
enhance the number of bidders. Any news release, photographs, or public announcement
pertaining to any activity conducted in association with the contract, or any advertising copy
and placement, shall not be made without the prior written approval of the State.
28.3.3.7. The successful Vendor shall provide proof/documentation of all marketing efforts, e.g., copies
of print advertisements, schedules of radio or television spots, etc., to the State. The
successful Vendor shall, upon request by the State, provide advertising services for unique or
high value property.
28.3.3.8. The successful Vendor shall be responsible for securing all necessary licenses, certifications
and permits, if any, for selling the State's surplus property over the Internet.
28.3.3.9. A web link will be placed on the State's web site to direct bidders to the successful Vendor's
auction site.
28.3.4. SYSTEM REQUIREMENTS:
28.3.4.1. The successful Vendor's system shall have a search feature whereby the user can conduct a
search of all property that the user is qualified to purchase or acquire. This feature shall allow
the user to search, at a minimum, by state, by item description or item category.
28.3.4.2. All property offered for sale on the public auction site will be available for viewing without
requiring the viewer to be registered.
28.3.4.3. During the auction process:
28.3.4.3.1. The State reserves the right to reject any and all bids. When a buyer defaults on
his/her bid, the successful Vendor's software shall have the capability of
disallowing (banning) that person from bidding on future State equipment.
28.3.4.3.2. If a dispute arises between two or more bidders, the State may decide the dispute
or immediately put the lot up for sale again, and resell to the highest bidder. The
decision of the State shall be final and absolute.
28.3.4.4. The successful Vendor shall require the bidder to agree to the State's Terms and Conditions
before placing a bid.
28.3.4.5. The successful Vendor's system shall offer members of the general public the ability to
register on-line. No bids shall be accepted by anyone not properly registered and in good
standing with the successful Vendor and the State.
28.3.4.6. Cosmetic or design changes (planned downtime) to the successful Vendors web site by, or on
behalf of the Vendor), shall not interfere with or disrupt any of the State's online auctions, or
cause any disruption with any State webpage(s), without prior written consent of the State.
28.3.4.7. Failure by the successful Vendor to maintain 95% uptime (5% or less downtime), whether
due to planned or unplanned events, constitutes cause for the State to terminate this contract.
Failure by the State to terminate the contract for cause in this circumstance shall not be
construed as a waiver or relinquishment of the State's right to do so.
28.3.4.8. The successful Vendor shall provide real-time monitoring of the auction in progress.
28.3.5. STATE ACCESS TO SYSTEM:
28.3.5.1. The State shall have sufficient access to the system in order to make additions or deletions of
items listed, edit item details or add photos of items as desired. The State reserves the right to
remove items from the web page at any time. The State shall have access to the system,
whether in a supervisory role or hands on role, in overseeing additions, deletions, etc., to
auction listings.
28.3.5.1.1. This is an essential requirement. If, for whatever reason the State deems
necessary, a posted item is needed for use by the State, such items will be
withdrawn from auction. In addition, if substantial errors are discovered in the
Page 10 of 21
Bidder Initials_______
Date___________