Title
Auctioneer and Related Services
Action
Action:
A. Authorize the City Manager to negotiate and approve a contract with Rogers Realty & Auction Company for Auctioneer and Related Services for an initial term of three years, and
B. Authorize the City Manager to renew the contract for up to two additional, consecutive one-year terms with possible price adjustments, and to amend the contract consistent with the City’s business needs and the purpose for which the contract was approved.
Body
Staff Resource(s):
Robert Campbell, Management & Financial Services
Explanation
§ Management & Financial Services provides asset recovery and disposal services to the City of Charlotte, Mecklenburg County, Emergency Management Services, and the Charlotte Housing Authority. The Asset Recovery and Disposal program manages all used, seized, and surplus assets at the end of their useful life through final disposition via live and electronic auction activities.
- Live auctions for rolling stock, equipment, and miscellaneous items are held at least twice a year, and electronic auctions are used throughout the year for disposal of a variety of assets.
- Annual gross sales from all Asset Recovery and Disposal auctions vary, with gross sales over the most recent fiscal years ranging between $1,497,985 and $2,066,993.
- Resulting revenues are returned to each entity as appropriate. City revenue is reapportioned to both Enterprise Fund and General Fund, as may be required.
§ The City contracts with a third party service provider to perform auction activities, including but not limited to advertising and marketing, auction preparation of all vehicles including cleaning and mechanical services, buyer registration and outreach, event coordination and support, auctioneer services, technical equipment and support, on-site records management and reporting, and other assorted pre- and post- auction activities as may be required in support of asset recovery and disposal operations.
§ On August 18, 2015, the City issued a Request for Proposals (RFP) for Auctioneer and Related Services. In response to the RFP, the City received four proposals from interested service providers.
§ The Project Team, consisting of staff from Management & Financial Services, Mecklenburg County Procurement Services, and the Charlotte-Mecklenburg Police Department evaluated the proposals and determined that Rogers Realty & Auction Company best meets the City’s needs in terms of qualifications, proven experience based on past performance, overall low cost inclusive of commissions and fees, and responsiveness to RFP requirements.
§ Staff anticipates renewing the contract for two additional, one-year terms at the same cost as the initial term.
§ Estimated annual contract expenditures are $200,000.
Charlotte Business INClusion
No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy).
Fiscal Note
Funding: Management & Financial Services Operating Budget