Auctioneer Services

Location:	Vermont
Posted:	Sep 3, 2026
Due:	Sep 21, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	Q - Medical Services
Publication URL:	To access bid details, please log in.

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DEPARTMENT OF BUILDINGS & GENERAL SERVICES

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

Request For Proposal

AUCTIONEER SERVICES

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

September 3, 2026

September 11, 2026 – 3:00 PM (EST)

September 21, 2026 – 4:30 PM (EST)

Please be advised that all notifications, releases, and addendums associated with this

RFP will be posted at:

http://www.bgs.state.vt.us/pca/bids/bids.php

The state will make no attempt to contact interested parties with updated information. It is the

responsibility of each bidder to periodically check the above webpage for any and all

notifications, releases and addendums associated with this RFP.

STATE CONTACT: Stefanie Malmstein

TELEPHONE: 802-371-3938

E-MAIL: SOV.ThePathForward@vermont.gov

OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of

Buildings & General Services (hereinafter the “State”) is seeking to establish contracts with one

or more companies that can provide Auctioneer Services.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 24 Months with an

option to renew for up to three additional twelve-month periods. The State anticipates the start

date for such contract(s) will be November 1, 2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed

in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact

with any other individual from the State concerning this RFP is strictly prohibited and may result

in disqualification.

1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this

RFP or wishing to comment on any requirement of the RFP must submit specific questions in

writing no later than the deadline for questions indicated on the first page of this RFP.

Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or

comments not raised in writing on or before the last day of the question period are thereafter

waived. At the close of the question period a copy of all questions or comments and the State's

responses will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php .

Every effort will be made to post this information as soon as possible after the question period

ends, contingent on the number and complexity of the questions. All information provided by

vendors during this process will be public and bidders shall not provide confidential information,

except as described in 4.1 below.

1.5. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State

through the issuance of an Addendum to this RFP and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: DETAILED REQUIREMENTS/DESIRED

OUTCOMES:

2.1. ON- LINE AUCTIONS:

2.1.1.Contractors must be qualified and licensed, if applicable, to conduct on-line auctions. Assets for on-

line auctions are various throughout the state.

2.1.2. Contractors must have current experience in conducting on-line auctions with vehicles or similar

commercial equipment. VT DMV Assets will have Titles; some may be salvage titles. This includes

but is not limited to cars, trucks, trailers, ATV’s, motorcycles, snow machines, boats.

2.1.3.

All types of State property may be auctioned. Examples include but are not limited to: vehicles,

tires, miscellaneous vehicle parts, canoes, kayaks, paddle boats, weed whackers, lawn mowers,

old lightbars, sirens, docking stations, K9 partitions, lab equipment, appliances, firearms, and other

equipment from across a range of State agencies.

2.1.4.Preference will be given to proposals that do not include a buyer’s premium.

2.1.5.Contractors must have a well-established on-line auction system.

2.1.5.1. Contractor will specify what format and the receiving requirements for on-line bids.

2.1.5.2. Contractor will detail any restrictions and or requirements for sale types.

2.1.5.3.

Contractor shall make real-time bidding history available to the State, including bidders

registered ID and amount of bid.

2.1.6.The following options are required:

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2.1.6.1. Minimum starting amount as designated by State

2.1.6.2. No reserve price (item is sold to highest bidder)

2.1.6.3. Hidden reserve amount

2.1.6.4. Ability to deny all bids

2.1.6.5. Ability to include information on invoices (ie: pick up by date)

2.1.6.6.

Provide FTP site for transfer of photos, response should identify the method or process to

transfer large photos outside of email

2.1.6.7. Ability to change auction time length

2.1.6.8.

Contractor will provide information on the process for proxy bidding by any interested

bidder who does not own a computer.

2.1.7. Contractor will state the process for handling last-minute bids and closing bids.

2.1.8. Contractor will have a well-established audience:

2.1.8.1. Contractor will provide the number of registered on-line bidders.

2.1.9.Contractor will have a well-established marketing system:

2.1.9.1.

Contractor will specify what types of general and targeted advertising methods and

frequency they are used to promote specific sales to reach current and potential bidders.

2.1.10. Contractor will provide proof of payment to the State of Vermont in the form of an email (PDF

format attachment) of the Buyer’s paid receipt(s). This proof of payment will be for the release of

the vehicle, keys and title to the Buyer. Buyers will be solely responsible for removal of won item(s)

within the time specified by the State of Vermont (to be determined for each sale). The titles will

remain with the State until proof of payment is recorded, and the State mails the title to the buyers.

Pickup and payment terms will be posted on each listing in the auction.

2.1.11. Contractor will provide payment in check form to the State of Vermont within fifteen business days

after the bids close. Contractor assumes all liability for payment made from bidder. If winning bidder

does not pay, the state will maintain ownership of the item until either the next most qualified bid is

accepted by the State, or the item is sold at a later date.

2.1.12. The contractor will provide the following bidder’s activity in Excel or compatible format within fifteen

days of the completion of each sale:

2.1.12.1. Bidder number assigned

2.1.12.2. Name

2.1.12.3. Complete mailing address

2.1.12.4. E-mail if captured

2.1.12.5. Telephone number if captured

2.1.12.6. Lot number

2.1.12.7. Year/ Make/ Model/ VIN

2.1.12.8. Amount of sales.

2.1.13. Any advertising, press release or other material prepared and released in written or oral form by the

contractor in connection with the services provided under this contract shall be approved by the

state prior to release. Vendor will send an e-mail broadcast to their on-line customer base notifying

them of auctions at the time they are posted. This email broadcast will include a “state group” of

recipients.

2.1.14. Payments may be withheld in whole or in part in the event of failure by the Contractor to comply

with the terms of the contract.

2.1.15. The State shall not be responsible for expenses of the contractor unless it is specified in the

attached bid response sheet.

Revised: February 13, 2026

Page 3 of 23

2.2. ON-SITE/PHYSICAL AUCTIONS:

2.2.1.

Contractor shall plan, set up, advertise, and conduct the annual auction sales for the State for the

disposal of automobiles, trucks and other surplus equipment and supplies at times and locations

specified by the State. Contractors shall do an audio or video recording of sale. Contractor will

provide a P.A. system capable of a 360-degree radius.

2.2.2.

Contractor shall provide all material and personnel necessary for advertising, setup, preview and

conduct of the auction sale, except as provided (reference Section 2.4, State's obligation), including

at least 2 people to assist with the setup of vehicles a week prior to the auction date, and sufficient

personnel to expedite the closing of the auction sale.

2.2.3.

Contractor shall advertise the auction in a timely and thorough manner to effectively promote the

sale of state property, including the preparation, printing, and mailing of advertising brochures at

least three weeks before the auction date. Advertising should include but is not limited to the

following newspapers: New York Times, Boston Globe, Burlington Free Press, Rutland Herald,

Times Argus, Press Republican (Plattsburg) and any applicable trade journals.

2.2.4.

Brochures will be mailed to all parties on the list provided by the state. The entire cost of all

advertising, including printing and mailing costs, is to be paid by the contractor. Contractor shall

provide at least 800 brochures for distribution to State Agencies, a minimum of three weeks before

the date of the auction.

2.2.5. Payments may be withheld in whole or in part in the event of failure by the Contractor to comply

with the terms of the contract.

2.2.6. Contractor shall, within 2 business days after the auction sale provide the State with a report of all

advertising done for the sale and a list of the registered bidders and a report that contains, at a

minimum, the following information:

 Vehicle ID

 Make

 Year

 Bidder number, name and address

Format for this report must be Microsoft Excel or text format that can be imported to Excel.

2.2.7.

Contractor will provide catering service for the auction. Any caterer must be licensed to do

business in the State of Vermont. A preference should be given to local non-profit organizations.

Contractor is responsible for cleanup of lot after auction. Contractor is responsible for all electrical

hookups requiring other than 110 volts provided by the State. All hookups for electricity must

comply with State safety codes.

2.2.8. Contractor shall set up vehicles, equipment and supplies to be auctioned at the auction site at a

time specified by the State; approximately one week before the auction date.

2.2.9.

Contractor shall provide the personnel and materials necessary for potential buyers to preview

auction items and pre-register for the auction on the day before the auction sale and at least two

hours before the commencement of the sale on the auction date. Contractor is responsible for

providing, placing and removal of portable restroom facilities. A minimum of three (3) port-a-lets

are required, with one being handicap accessible.

2.2.10. Contractors shall be responsible for any and all checks accepted at the sale.

2.2.11. Buyers must be provided with the option of paying only 25% of the sale on the day of the auction.

Contractor may collect the deposit at time of sale or at the close of the auction. Contractor is

responsible for the collection of all monies due. Contractor shall inform depositors, and stipulates

as a condition of receipt of deposit, that the item purchased must be removed by 3:00PM on the

Wednesday following the auction, or the Buyer will be assessed a $25.00 per day storage

fee, per item.

2.2.12. At the end of the sale, the Contractor and the representative of the State shall compare their tallies

and reconcile their figures. The contractor shall then present a check to the State Representative

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for the total amount of the sale. Contractor is responsible for the collection of all outstanding

monies due.

2.2.13. The Contractor shall render to the State a bill showing the gross auction receipts and commissions

due. This invoice will be processed through the State of Vermont Finance Department and a check

will be mailed to the contractor.

2.2.14. Contractor shall prevent items that are not paid for in full from being removed from the auction site

during the day of the sale. Contractor shall post someone at the gate to prevent unpaid items from

leaving the premises. Contractor shall provide purchasers with a bill of sale sufficient to register a

vehicle as required by the Vermont Department of Motor Vehicles. A State representative will have

custody of the titles and keys for the auction items and will surrender them only upon presentation

of such a bill of sale.

2.2.15. At the close of the sale all records pertaining to the sale will be turned over to the State

representative for verification and a copy will be retained for the State’s file. This at a minimum will

include the Lot #, Buyers # and the sale price of all auction items.

2.2.16. Contractor may not require a deposit at time of registration or charge a buyer's premium unless

agreed upon by the State.

2.2.17. Vehicles from political subdivisions of the State of Vermont may be placed in the auctions at the

same commission rate as bid to the state. Items from other sources may not be included in the

auction without prior approval of the State.

2.2.18. The date of the on-site/physical auction will be mutually agreed upon by the State and Contractor.

The State’s preference is typically the second Saturday of May (the day before Mother’s Day).

Auctioneers should indicate if this date will not be acceptable as preference may be given to

auctioneers who are able to accommodate this date.

2.2.19. The State shall not be responsible for expenses of the Contractor unless it is so specified in the

attached bid response sheet.

2.3. CONTRACTOR’S OBLIGATIONS FOR ON-SITE/PHYSICAL AUCTIONS:

2.3.1. Proposal must conform to, and bidders must agree to the following conditions, which will be part of

the contract awarded.

2.3.2.The Contractor shall, at least one day prior to the auction sale, furnish to the State either:

2.3.2.1.

A Bank Letter of Guarantee or a Standby Letter of Credit from the Contractor's bank

guaranteeing the Contractor's check drawn to the order of the Treasurer, State of Vermont;

such guarantee to be in effect until at least one week after the auction sale, OR,

2.3.2.2.

Surety bonds in a form acceptable to the State to be in effect until at least one week after

the auction sale, OR,

2.3.2.3.

A cashier's certified check made payable to the Treasurer, State of Vermont. This check

will be used as an offset against the "end of sale" check.

 The amount of the bank letter/surety bond/ cashier’s check will be determined by the

State a week prior to the auction date, based on the anticipated gross sales. The amount

will not be larger than $500,000 or smaller than $100,000.

2.3.3. Any advertising, press release or other material prepared and released in written or oral form by the

contractor in connection with the services provided under this contract shall be approved by the

state prior to release.

2.3.4.

Responsibility for the manner in which the auction is conducted rests with the Contractor.

However, a designated representative of the State will supervise the sale and set up of the auction

equipment and the decisions of that representative will be final, if and when any controversies

arise.

2.4. STATE’S OBLIGATIONS FOR ON-SITE PHYSICAL AUCTIONS:

2.4.1. The State will furnish the auction site for each auction sale and all employees for starting and

moving vehicles on auction day. The State will also provide an individual to handle titles and a

Revised: February 13, 2026

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Auctioneer Services	09/11/2026 03:00PM		09/21/2026 04:30PM

Auctioneer Services

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