Delaware County Online & In-Person Tax Foreclosure Auction

I. Overview

The Delaware County Treasurer’s Office is issuing a Request for Proposal (RFP) for Online and In-Person Tax Foreclosure Auctions for Delaware County, NY. The company should have the ability to hold tax auctions both online and in person, following all rules, regulations, and laws set forth by the State of New York and the Federal Government. The company should expand the consumer base to attract more prospective bidders through print and online media distributions.

The company selected will work closely with the Treasurer’s Office staff to ensure a smooth process and that all questions are addressed. Treasurer’s Office staff will be the point of contact for any questions relating to the properties from the selected company and any questions coming from other County Departments and/or the Board of Supervisors.

The ideal company will have knowledge of all State and Federal rules and regulations relating to tax foreclosure auctions, best advertising strategies, and best practices for a successful in person and online auction.

II. General Background

The Delaware County Treasurer’s Office not only collects delinquent taxes, they are also responsible for foreclosing and auctioning properties after two years of delinquency. The Office also collects Occupancy tax, PILOT payments, State Land tax payments, as well as entering into installment plans and collecting payments associated with those.

Delaware County primarily held in person only tax auctions annually. If there were properties that didn’t sell at those auctions, they would then become sealed bids. The Board of Supervisors has always and will continue to have the final decision in whether a bid is accepted if it is below the minimum. During COVID no tax auctions were held since Delaware County did not switch to an online auction platform; tax auctions were delayed further while awaiting the final ruling Tyler v. Hennepin County (2023). Tax auctions not only serve the purpose of the Towns, Villages, and County getting the taxes owed to them, they also get properties back on the tax rolls. These auctions contain properties from almost all 19 towns within Delaware County.

Although Villages will get the taxes owed to them, the County does not foreclose on or auction Village property. Villages within the County can foreclose on and auction/sell these properties themselves. If this is what they choose to do, the County will file a Claim to Surplus with the Court to recoup the amount(s) owed for Town and County taxes if possible. Village auctions serve the same purpose as County auctions, to regain back-due taxes and get properties back on the tax rolls.

Due to the volume of properties to be auctioned, and the drive to streamline this process, Delaware County is seeking a company that has the ability to hold these auctions online and in person. We require both auctions so patrons of Delaware County that are without internet can bid on and purchase properties, as well as expanding our reach to interested bidders that may be out of County or prefer to participate from their homes.

III. Scope of Work/Services Anticipated

The company selected pursuant to this RFP will produce and provide the following:

A. Advertising

1. Print and digital media to be distributed to potential buyers and surrounding landowners. A catalog that can be displayed not only in the Treasurer’s office but surrounding municipalities town and/or village offices for public viewing. The ability to mail such a catalog to an interested party upon request, or to a mailing list curated by the contractor. Contractor will provide a link to their website that show the properties to be auctioned; this link should be one that can be posted and distributed.

B. In-Person and Online Auction

1. Contractor will provide an auctioneer for the in-person portion of the foreclosure auction. This auction will be held at an agreed upon location, date, and time in Delaware County.
2. Contractor will host the auction on an online platform. The Auction will be open for a period agreed upon by the Contractor and County, this time frame will include the date of the in-person auction.
3. Both the in-person and online auctions will include the same listing of properties ensuring equal opportunity to bidders on both platforms.
4. Contractor will be responsible for collecting bidder packets from individuals.
5. Contractor will collect payments from successful bidders both in person and online.
6. Contractor will complete and file deeds with County Clerk’s Office.
7. Contractor will provide Treasurer’s Office with a document that includes:
   
   1. Property address
   2. Tax Map I.D.
   3. Sale Price

IV. RFP Timeline

A. Schedule

B. Questions/Requests for Clarification

1. All questions and/or requests for clarification relative to this RFP should be sent by to: Carli Pinner, Treasurer; Email
2. The final Q&A will be posted to the Delaware County Treasurer’s Office website at Home – Treasurer by

V. Proposal Submittal

Proposals will be accepted until October 30, 2026 at 5:00PM (ET). All proposals may be submitted in a sealed envelope(s) or electronically. All submissions shall be properly identified with “RFP Delaware County Online and In-Person Tax Foreclosure Auction.”

Proposals may be hand delivered, mailed, or emailed to:

• Hand Delivery :
  Delaware County Treasurer’s Office
  111 Main Street, Suite #3
  Delhi, NY 13753
• Mailed :
  Delaware County Treasurer
  P.O. Box 431
  Delhi, NY 13753
• Emailed

If submitting a hard copy proposal, submit one original and five copies to Carli Pinner at the above address. Please clearly label the response “Sealed Proposal for RFP Delaware County Online and In-Person Tax Foreclosure Auction.” All proposals must be received on or before October 30, 2026. Late proposals will not be considered.

It is the vendors’ responsibility to ensure the proposal is received prior to the due date and time. Late proposals will not be considered. The County reserves the right to accept or reject all or any part of any proposal, waive information, and award the contract to best serve the interest of the County. Receipt of proposals can be verified by calling (607)832-5070.

No proposals will be accepted from, nor any agreement awarded to any entity that is in arrears upon any debt or in default of any obligation owed to Delaware County.

Additionally, no agreement will be awarded to an entity that has failed to satisfactorily fulfil any prior agreement with Delaware County.

VI. Proposal Requirements

Proposals should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond what is necessary to provide a complete and accurate presentation. Each proposal should, at minimum, include:

A. Experience and Qualifications

The proposal should describe the relevant experience in relation to in-person and online tax foreclosure auctions, as well as creating and distributing marketing and advertising materials.

B. Cost

Include a budget breakdown of direct and indirect costs associated with the service(s). Hourly rates per task should be included if applicable.

C. Approach/Design

Provide a description of the approach to this task. Include timeframe of any data collection, filings, final report compilation, and specific components.

D. Minority- and/or Women-Owned Enterprise

Delaware County Treasurer’s Office will make every effort to utilize women- and/or minority-owned businesses. A proposing entity should include documentation of M/WBE certification with the proposal, if appropriate.

E. Conflict of Interest

Applicants must disclose any existing or potential conflict of interest relative to the performance of the services resulting from the RFP, including any relationship that might be perceived or represented as conflict. By submitting a proposal, the applicant affirms that it has not given, 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 or any employee or representative of same, in connection with this procurement. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest will automatically result in the disqualification of the applicant’s proposal or immediate termination of an awardee’s contract. An award will not be given where an actual conflict of interest exists. Delaware County reserves the right to disqualify any applicant on the grounds of actual or apparent conflict of interest.

VII. Award and Contracting Process

A. Evaluation Criteria

The Delaware County Treasurer’s Office, or a subcommittee thereof, will review and score the proposal

B. Notification of Award

It is expected that selection of the successful applicant will be made within five (5) weeks of the closing date for receipt of proposals.

C. Terms and Conditions

By submitting a proposal in response to this RFP, the applicant agrees to and understands the following:

• Any proposal, attachments, additional information, etc. submitted pursuant to this RFP constitutes merely a suggestion to negotiate with Delaware County and is not a bid under Section 103 of the New York State General Municipal Law;
• Submission of a proposal, attachments, and additional information shall not entitle the applicant to enter into an agreement with Delaware County for the required services;
• By submitting a proposal, the applicant agrees and understands that Delaware County is not obligated to respond to the proposal nor is it legally bound in any way by submission of same;
• Any and all counter-proposals, negotiations or any communications received by an applicant, its officers, employees, or agents by the County, its elected officials, officers, employees, or agents shall not be binding against Delaware County, its elected officials, officers, employees, or agents unless and until a formal written agreement for the services sought by this RFP is duly executed by both parties and approved by Delaware County legislature.

In addition to the foregoing, by submitting a proposal, the applicant also understands and agrees that the Delaware County Treasurer’s Office reserves the right to, and may at its sole discretion exercise, the following rights and option with respect to this RFP:

• To reject any or all proposals;
• To issue amendments to this RFP;
• To issue additional solicitations for proposals;
• To waive any irregularities in proposals received after notification to applicants affected;
• To select any proposal as the basis for negotiations of a contract and to negotiate with one or more of the applicants for amendments or other modifications to their proposals;
• To conduct investigations with respect to the qualifications of each applicant;
• To exercise its discretion and apply its judgement with respect to any aspect of this RFP, the evaluation of proposals, and the negotiations and award of any contract;
• To enter into an agreement for only portions (or not to enter into an agreement for any) of the services contemplated by the proposals with one or more of the applicants;
• To select the proposal that best satisfies the interests of Delaware County and not necessarily based on price or other single factor;
• To interview the applicant(s);
• To request additional information Delaware County deems necessary to determine the ability of the applicant;
• To modify dates;

All proposals prepared in response to the RFP are at the sole expense of the applicant and express understanding that there will be no claim whatsoever for reimbursement from Delaware County for the expenses of preparation. Delaware County assumes no responsibility or liability of any kind for costs incurred in the preparation or submission of any proposal.

Information submitted in proposals, including budgets and cost breakdowns, will be considered good and valid for ninety (90) days from the closing date for receipt of proposals.

While this is an RFP and not a bid, the Delaware County Treasurer’s Office reserves the right to apply the case law under General Municipal Law 103 regarding bidder responsibility in determining whether an applicant is a responsible vendor for the purpose of this RFP process.

Delaware County is not responsible for any internal or external delivery delays which may cause any proposal to arrive after the stated deadline. To be considered, proposals must arrive at the place and in the manner specified.

VIII. Contract

After selection of the successful applicant, a formal written contract will be prepared by Delaware County and will not be binding until signed by both parties, and, if necessary, approved by Delaware County legislature.

IX. Indemnification and Insurance

The vendor accepts and agrees that language in the following form will be included in the contract between the vendor and Delaware County:

In addition to, and not in limitation of, the insurance requirements contained herein, the vendor agrees:

• That except for the amount, if any, of damage contributes to, caused by, or resulting from the negligence of Delaware County, the vendor shall indemnify and hold harmless the County, its officers, employees, and officials from and against any and all liability, damage, claims, demands, costs, judgements, fees, attorney’s fees, or loss arising directly or indirectly from the acts or omissions hereunder by the vendor or third parties under the direction or control of the vendor; and,
• To provide defense for and defend, at its sole expense, all claims, demands, or causes of action directly or indirectly arising out of this Agreement and to bear all other costs and expenses related thereto.

Under execution of any contract between the vendor and the County, the vendor will be required to provide proof of the insurance customary for the delivery of technology and services, including commercial general liability, auto liability, and professional liability.