VirginiaTedi · VirginiaTedi Procurement Department (MC 0333) North End Center, Suite 2100,...

VirginiaTedi Procurement Department (MC 0333)North End Center, Suite 2100, Virginia Tech

300 Turner Street NW

Blacksburg, Virginia 24061

540/231-6221 Fax: 540/231-9628

www.procurement. vt. edu

January 30, 2017

Smith K. Reasor

Smith Reasor Auctioneer

547 Kinder Valley RoadRural Retreat VA 24368

Dear Mr. Reasor;

Subject: Virginia Tech Contract # TS-044-12Commodity/Service: Auctioneering Services

Thank you for responding to my letter of December 19, 2016 and agreeing to renew the contract. Thecontract will now expire May 31, 2018.

The attached form shows your company information as listed in the university's vendor database. If any ofthis information changes, please make corrections directly on the form, and return to me. It is essential thatthis information be aceurate in order for payments to be processed in a timely manner.

We look forward to working with you for an additional year.

jincerely.

Kimberly Dulaney, CPSM, CUPOAssistant Director & Contracts ManagerTelephone: (540) 231-8543

KDD/kbl

c: F.M. Pro

Ron Barrett

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An equal opportunity, affirmative action institution

VENDOR INFORNIATION FORM12/19/2016

TS 044 12 for office use Kim Dulaney

Smith K. Reasor

FULL LEGAL NAME

(Company Name as it appears with your Federal Taxpayer Number)

FEDERAL TAXPAYER NUMBER


BUSINESS NAME/ DBA NAME/TA NAME

(If different than Full Legal Name)


(If different than ID# above)


BILLING NAME

(Company name as it appears on your invoice)


(if different than ID# above)

PURCHASE ORDER ADDRESS: PAYMENT ADDRESS:

P 0 Box 57

P O BOX ADDRESS 1 PAYMENT P O BOX ADDRESS 1

547 Kinder Valley Road

STREET ADDRESS 2


PAYMENT STREET ADDRESS 2

Rural Retreat

CITY CITY

VA 24368

STATE ZIP CODE STATE ZIP CODE

Smith Reasor

CONTACT PERSON

276-620-3123

PHONE NUMBER

[email protected]

TOLL FREE NUMBER

276-686-6518

FAX NUMBER

ViiginiaTech Procurement Department (MC 0333)North End Center, Suite 2100, Virginia Tech300 Turner Street NW

Biacksburg, Virginia 24061540/231-6221 Fax: 540/231-9628

www.procurement.vt.edu

December 19, 2016Smith Reason

Smith Reason Aiictioneen

547 Kinder Valley RoadRural Retreat VA 24368

Dear Mr. Reason;

Subject: Virginia Tech Contract it TS-044-12Commodity/Service; Auctioneering Services

This is to inform you that the subject contract expires May 31,2017. Since the university would like to renew the contractfor an additional year, please advise concerning your intention by signing in the appropriate space listed below. A signedcopy of this letter should be received in Procurement by January 20, 2017.

In addition, review the attached form, which shows your company information as listed in the university's vendor database.If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential thisinformation be accurate for payments to be processed in a timely manner.

Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System for payment of all invoicesand strongly encourages all vendors under contract with the university to participate in this program. If your firm is notenrolled in the program, refer to our website: htlD://www.Drocurement.vt.edu/Vendor/WellsOne.html or contact me directlyfor more information.

maerely

5ulaney,xf'SM, CUPOAssistant Director & Contracts ManagerTelephone: (540) 231-8543

Smith Reasor Auctioneer agrees to renew the contract for an additional year under the terms and conditions of the subjectcontract.

Authorized Signature:

Name:

We currently participate in the Weils One Program.

(please print)

I. ̂ H

late:

...

Date:

Title:

'e would like to participate in the Weils One Progrant_

Smith Reasor Auctioneer does not agree to renew the contract for an additional year.


Name:

KDD/kbl

Approved:

Date:

Date:

Title:

(please print)

Kimberly Dulaney, CPSM, CUPOAssistant Director and Contracts Manager

11 j O I ''yInvent the Future



VENDOR INFORMATION FORM 12/19/2016

TS 044 12 for office use ■ Kim Dulaney

Smith K. Reason

FULL LEGAL NAME

(Company Name as it appears with your Federal Taxpayer Number)FEDERAL TAXPAYER NUMBER

Smith Reason Auctioneen


(If diffenent than Full Legal Name)


(If different than ID# above)

Smith Reason Auctioneen

BILLING NAME

(Company name as it appears on youn invoice)FEDERAL TAXPAYER NUMBER

(if different than ID# above)

PURCHASE ORDER ADDRESS: PAYMENT ADDRESS:

P 0 Box 57

P O BOX ADDRESS 1


STREET ADDRESS 2

PAYMENT P O BOX ADDRESS 1



Rural Retreat

CITY CITY

VA 24368

STATE ZIP CODE STATE ZIP CODE

Smith Reason

CONTACT PERSON

276-620-3123

PHONE NUMBER

[email protected]

EMAIL

TOLL FREE NUMBER

276-686-6518

FAX NUMBER

lllVirginiaTech I

Smith Reasor Smith Reasor Auctioneer 547 Kinder Valley Road Rural Retreat VA 24368

Dear Mr. Reasor:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231 -6221 Fax: 540/231-9628 www.procurement.vt.edu

February 16, 2016

Subject: Virginia Tech Contract #TS-044-12 Commodity/Service: Auctioneering Services

Thank you for responding to my letter of January 28, 2016 and agreeing to renew the contract. The contract will now expire May 31, 2017.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.


KDD/kbl

c: F.M. Pro Ron Barrett

Sincerely,

Kimberly Dulaney, CPSM, CUPO Assistant Director & Contracts Manager Telephone: (540) 231-8543




TS 044 12 ------- for office use -------

Smith K. Reasor

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)


BUSINESS NAME/ OBA NAME/TA NAME

{If different than Full Legal Name)


BILLING NAME {Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

P 0 Box 57

P 0 BOX ADDRESS 1


STREET ADDRESS 2

Rural Retreat

CITY

VA 24368

STATE ZIP CODE

Smith Reasor

CONTACT PERSON

[email protected] EMAIL

Kim Dulaney


FEDERAL TAXPAYER NUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

PAYMENT P 0 BOX ADDRESS 1



CITY

STATE ZIP CODE

276-620-3123

PHONE NUMBER

TOLL FREE NUMBER

276-686-6518 FAX NUMBER

\ - - 1

lllVirginiaTech I Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW

Smith Reasor Smith Reasor Auctioneer P 0 Box 57 547 Kinder Valley Road Rural Retreat VA 24368

Dear Mr. Reasor:

Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

January 28, 2016

Subject: Virginia Tech Contract# TS-044-12 Commodity/Service: Auctioneering Services

This is to inform you that the subject contract expires May 31, 2016. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. A signed copy of this letter should be received in Procurement by February 12, 2016.

In addition, review the attached form, which shows your company information as listed in the university 's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential this information be accurate for payments to be processed in a timely manner.

Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System for payment of all invoices and strongly encourages all vendors under contract with the university to participate in this program. If your firm is not enrolled in the program, refer to our website: http:ijwww.procurcment.vt.eduNendor/WellsOne.html or contact me directly for more information.

Kimberly Assista t irector & Contract Telephone: (540) 231-8543

Smith Reasor Auctioneer agrees to renew the contract for an additional year under the terms and conditions of the subject contract.


Name: $mifl.. I<. @lf~otl (please print)

We currently participate in the Wells One Program. / We would like to participate in the Wells One Program __ _


Authorized Signature: Date:-----------

Name: Title: _________ _

Approved:

Date: 2-D /h

~-------------------------- Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity , affirmative action institution

' -, - VENDOR INFORMATION FORM 1/19/2016

TS 044 12 ------- for office use -------

Smith K. Reasor



BUSINESS NAME/ OBA NAME/TA NAME



BILLING NAME (Company name as it appears on your invoice)


P 0 Box 57

P 0 BOX ADDRESS 1


STREET ADDRESS 2

Rural Retreat

CITY

VA 24368

STATE ZIP CODE

Smith Reasor

CONT ACT PERSON

[email protected] EMAIL

Kim Dulaney




PAYMENT ADDRESS:




CITY

STATE ZIP CODE

276-620-3123

PHONE NUMBER

TOLL FREE NUMBER

276-686-6518

FAX NUMBER

!IIVirginiaTech I

Smith Reasor Smith Reasor Auctioneer P 0 Box 57 Rural Retreat VA 24368

Dear Mr. Reasor:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt.edu

January 23, 2015


Thank you for responding to my letter of January 7, 2015 and agreeing to renew the contract for an additional year. The contract will now expire May 31, 2016.


We look forward to workjng with you for an additional year.

KDD/kbl


Kimberly Dulaney, CPSM, CUPO Assistant Director & Contracts Manager Telephone: (540) 231-8543

L_ _______________________________________________ Invent the Future


An equal opportunity , affirmative action institution


TS 044 12 ------- for office use -------

Smith K. Reasor








P 0 Box 57

P 0 BOX ADDRESS 1


STREET ADDRESS 2

Rural Retreat

CITY

VA 24368

STATE ZIP CODE

Smith Reasor

CONTACT PERSON

[email protected]

EMAIL

Kim Dulaney




PAYMENT ADDRESS:




CITY

STATE ZIP CODE

276-620-3123

PHONE NUMBER

TOLL FREE NUMBER

276-686-6518

FAX NUMBER

IIJ VirginiaTech I


Dear Mr. Reasor:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt. edu

January 7, 2015


This is to inform you that the subject contract expires May 31 , 2015. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by January 30, 2015.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form , and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

Sincerely,

·mberly Dulaney, CPSM, CUPO Assistant Director & Contracts Manager Telephone: (540) 231-8543

Smith Reasor Auctioneer agrees to renew the contract for an additional year in accordance with the terms and conditions of the subject contract.


Name: (please print)


Authorized Signature: Date: __________ _

Name:

KDD/kbl c: FMP

Title: __________ _ (please print)

Invent the Future

VIRGINIA POLYTECHNIC IN S TITUTE AND STATE UNIVERSITY

An equal opportunity , a f firmativ e action institution

1 - VENDOR INFORMATION FORM 12/18/2014

TS 044 12 ------- for office use -------

Smith K. Reasor








P 0 Box 57

P 0 BOX ADDRESS 1


STREET ADDRESS 2

Rural Retreat

CITY

VA 24368

STATE ZIP CODE

Smith Reasor

CONTACT PERSON

skrlkr@embarqmail .com

EMAIL

Kim Dulaney




PAYMENT ADDRESS:




CITY

STATE ZIP CODE

276-620-31 23

PHONE NUMBER

TOLL FREE NUMBER

276-686-6518

FAX NUMBER

I (II Virginia Tech I


Dear Mr. Reasor:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt. edu

Jan uary 31, 2014


Thank you for responding to my letter of Ja nuary 10, 2014 and agreei ng to renew the contract for an additional year. The contract will now expire May 31, 2015 .



WTK/ kbl


Sincerely,

~ tll-~f.' w~ ~ W. Thomas Kaloupek Director of Materials Management Telepho ne: (540) 231-6221

L_ __________________________________________________ Inven t the Future

VIRGINIA POLYTECHNIC INST ITUTE AND STATE UNIVERSITY

An equal opportunity , affirmat iv e action institution


TS 044 12 ------- for office use -------

Smith K. Reasor








P 0 Box 57

P 0 BOX ADDRESS 1


STREET ADDRESS 2

Rural Retreat

CITY

VA 24368

STATE ZIP CODE

Smith Reasor

CONTACT PERSON

[email protected]

EMAIL

Tom Kaloupek



FEDERAL TAXPAYER NUMBER (if different than 10# above)

PAYMENT ADDRESS:




CITY

STATE ZIP CODE

276-620-3123

PHONE NUMBER

TOLL FREE NUMBER

276-686-6518 FAX NUMBER

IIJVirginiaTech I


Dear Mr. Reasor:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www. procurement. vt. edu

January 10, 2014


This is to inform you that the subject contract expires May 31, 2014. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by January 27, 2014.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

/) Since11ly

/ ..(

l \V v

W. Thomas Kaloupek Director of Materials Management Telephone: (540) 231-6221

Smith Reasor Auctioneer agrees to renew the contract for an additional year in accordance with the terms and conditions

oflh""bjoct '""'"'t. ~/& z:;:?_ ~ /) ~ Authorized Signature: ~ ~L_ Date: ~UAII[ ~/, ZP/f

C)J\1 j-ftt KM~el~ Title: /JAcfoHi{U. /d2-WNi-1 I

Name: (please print)


Authorized Signature: Date: ______ ____ _

Name:

WTK/kbl c: FMP

Title: __________ _ (please print)

L_ ___________________________ Invent the Future




TS 044 12 ------- for office use -------

Smith K. Reasor

FULL LEGAL NAME .. (Company Name as it appears with your Federal Taxpayer Number)







P 0 Box 57

P 0 BOX ADDRESS 1


STREET ADDRESS 2

Rural Retreat

CITY

VA 24368

STATE ZIP CODE

Smith Reasor

CONTACT PERSON

[email protected]

EMAIL

Tom Kaloupek


FEDERAL TAXPAYER NUMBER (If different than 10# above)

FEDERAL TAXPAYER NUMBER (if different than 10# above)

PAYMENT ADDRESS:




CITY

STATE ZIP CODE

276-620-3123

PHONE NUMBER

TOLL FREE NUMBER

276-686-6518

FAX NUMBER

COMMONWEALTH OF VIRGINIA

STANDA.RD CONTRACT

Contract Number: TS-044' 12

This contract entered intotthis 1'' day of June 2012 by Smith Reasor hereinafter called the "Contractor" ' and Commonwealth of V:irginia, Virginia Polytechnic Institute and State University called "Virginia

Tech.'' !

WITNESSETH that the cimtractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:

SCOPE OF CONTRACT: ·1

The Contractor shall provide the Auctioneering Services to Virginia Tech as set forth in the Contract Docnments.

PERIOD OF CONTRACT: From Jnne 1, 2012 through May 31,2014, with provision for renewals. i

COMPENSATION AND METHOD OF PAYMENT: in accordance with the conhact documents.

The Contractor shall be paid by Virginia Tech

CONTRACT DOCUMEN[: The contract documents shall consist of this signed contract, Request for Proposal (RFP) number 0022026 dated March 16, 2012, the proposal submitted by the Contractor dated April 8, 2012 and the cdntractor's letter dated April 18, 2012, all of which contract documents are incorporated herein. '

In WITNESS WHEREOF, the parties have caused this Contract to be dul xecuted intending to be bound thereby. I

Virginia Tech . By:

W. Thomas Kaloupek Director of Purchasing

II Virginia Tech

Request for Proposal # 0022026

for

Auctioneering Services

March 16, 2012

RFP # 0022026 GENERAL INFORMATION FORM

1. QUESTIONS: All inquiries for information regarding this solicitation should be directed to: W. Thomas Kaloupek, Phone: (540) 231-6221, email: [email protected].

2. DUE DATE: Sealed Proposa'is will be received until April 12~ 2012 at 3:00PM. Failure to submit proposals to the correct location by the designated date and hour wilt' result in disqualification.

i 3. ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute And State University (Virginia Tech), Purchasing

Department, 270 Southgate Center (0333), Blacksburg, Virginia 24061. Reference the Opening Date and Hour, and RFP Number in the lower left corner of the return envelOpe or package.

I I

4. TYPE OF BUSINESS: (PleaSe check all applicable classifications). If your classification is certified by the Virginia Department of Minority Business Enterprise, provide Your certification number: For certification assistance, please visit: http :I www. dm be. state. va. us/ swamcert.html.

Large

Small business -An illdependently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of;$10 million or less averaged over the previous three years. Department of Minority Business Enterprise (DMBE) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification. [

' Women-owned busineSs- A business concern that is at least 51% owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of l corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or mor"e women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and bdth the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens. '

Minority-owned business- A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in

1 the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity

ownership interest in the' corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the manageme-ryt and daily business operations are controlled by one or more minority individuals.

5. COrviPANY INFORMATION/SIGNATURE: ln compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by refere'nce, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal· and

I d ' as mutual y agree upon by subsequent negotiation.

FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (!D#) (Company name as it appears with your Fectcb! Taxpayer Number)

i '

BUSINESS NAME/DBA NAMEi'fA NAME FEDERAL T,A.XP,A.YER NUI\1BER (If different than the Full Legal Name)

\ (If different than JD# above)

'

i BILLING NAME I FEDERAL TAXPAYER NUMBER

' (Company name as it appears on your invoice) (If different than ID# above)

'

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

'

CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS

i 08/ll

2

I. PURPOSE:

i The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiat'~ons for auctioneering services by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of~he Commonwealth of Virginia.

II. CONTRACT PERIOD:

III.

!

The term of this coritract is for two year(s), or as negotiated. There will be an option for two-year renewals, or as negotiated.

BACKGROUND: i

Virginia Tech conctu¢ts approximately 10 public auction events per year at our Surplus Property Warehouse located at 1425 South Main Str~et, Blacksburg, VA 24061. These events are a! ways conducted on a Saturday. A copy of the coming schedule is p:rovided as Attachment (a). Our intent is to have a contractor to conduct the public auction scheduled for June 9, 2012 and thereafter. Auction events start at 9:00a.m. and are usually concluded by 5:00pm the same date. The number of lots is variable, but averages between 700 and 800 per auction. Gross auction sales per event have recently ranged from $40,000 to $80,000. The higher number is usually due to the presence of vehicles. There is a Wide variety of items that are offered; including office furniture, sporting equipment, computer equipment, vehicles ~nd various electronic products.

I The intended outcorrie of this solicitation is to have the services of an independent contractor to provide the professional auctionJers who will conduct the public sale. Our past experience is that this requires three auctioneers. One individual calls lhe sale and is assisted by a second auctioneer who spots the public for bids. The third auctioneer enters data into the Auction Flex record-keeping system regarding the winning bidder number and price for each lot awarded. The three ~ndividuals periodically rotate positions and duties as the auction progresses.

Virginia Tech intend~ to provide all the other support services for the auction. This includes preparation and publishing of the auc'tion list, advertising of the auction, staff to assist customers in removing purchased items, the Auction Flex record-f-eeping system, collection of payments and issuing of receipts.

I Although the above ~sa general plan for the use of contracted services and in-house services, Virginia Tech may, at its election, add additional related services during the contract period.

Virginia Tech will be holding a public auction on Saturday, March 31, 2012. The event is open to the public. Prospective responctdnts are invited to attend and observe the scope of the auction and the current practice for its conduct. I

IV. EVA BUSINESS-TQ-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet eldctronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximiZe the use of this system in the procurement of goods and services, We are, therefore, requesting that your firm register as a trading partner within the eVA system.

There are registratioh fees and transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in thee VA system.

! Registration in the eYA system is accomplished on-line. Your firm must provide the necessary information, Please visit the eVA website portal at http://www.eva.vireinia.eov!register/vendoneg.htm and register both with eVA and Ariba. This procesj needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm condudts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: eVACustomerCare@de:s.vin!inia.gov, or call 866-289-7367 or 804-371-2525.

V. STATEMENT OF NEEDS AND SCOPE OF SERVICES I '

The independent co~tractor is expected schedule and provide all necessary personnel to provide auctioneering services for each auction. V~rginia Tech intends to provide other support services as described in Section III. In that regard, Virginia Tech intends to make collection of all funds from the auction and will pay the invoice presented by the auctioneering firm fOr their services.

The contract will ma~e provision to expand the services provided by the auctioneering firm, if during the life of the contract, requirements change.

I

VI. PROPOSAL PREP~RATION AND SUBMISSION:

l A. General Requirements

' I 1. RFP Respollse: In order to be considered for selection, Offerors must submit a complete response to this

RFP. One ~riginal and four copies of each proposal must be submitted to:

Virginia Tech PurchaSing Department (0333) 270 Soi.thgate Center

I Blacksburg, VA 2406l

i Reference the Opening Date and Hour, and RFP Number in the lower left hand corner of the return

I envelope or: package.

No other diitribution of the proposals shall be made by the Offeror. i

2. Proposal Prbparation: !

a. Proposils shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt '1 submission of missing information and/or giving a lowered evaluation of the proposal. Propodls which are substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

I b. Propodls should be prepared simply and economically providing a straightforward, concise description

of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of contJnt.

I i

c. Propos~ls should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number; subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers

I more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Informdtion which the offeror desires to present that does not fall within any of the requirements of the RFP shbuld be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from considebtion if the evaluators are unable to find where the RFP requirements are specifically addressed.

i d. Each cc\py of the proposal should be bound in a single volume where practical. All documentation

submitti:d with the proposal should be bound in that single volume.

i e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant to

the RFI{ shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror' shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the

4

Code df Virginia, in writing, either before or at the time the data or other materials is submitted. The written' request must specifically identify the data or other materials to be protected and state the reasons why p~otection is necessary. The proprietary or trade secret material submitted must be identified by some ~istinct method such as highlighting or underlining and must indicate only the specific words, figuresj or paragraphs that constitute trade secret or proprietary information. The classification of an entire Proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is

' not acceptable and may result in rejection of the proposal. I I

3. Oral Presen1tation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentatiorl of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate m\ the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and loCation of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. !Therefore, proposals should be complete.

' i

B. Specific Requirements

Proposals should be as thorough and detailed .as possible so that Virginia Tech may properly evaluate your capabilities to pfovide the required services. Offerors are required to submit the following informationiitems as a complete propoda!:

!

I. The completed and signed Offeror data sheet contained at the first page of this document. !

2. Experience: i i

Describe ybur experience in providing similar print auctioneering services. '

Describe tqe usual size and product content of the auctions that your firm conducts.

3. Resources: i

Provide th~ name and title of the specific individual who will be supervise the Virginia Tech account and '

describe th1eir experience and professional credentials. i -

4. References: !

5.

6.

Provide thiee references; including full contact information. i

Price: i

Quote yoJ price to provide auctioneering services for each auction event.

i Small, Worrlen-owned and Minority-owned Business (SWAM) Utilization:

!

If your business can not be classified as SWAM, describe your plan for utilizing SWAM subcontractors if awarded a contract. Describe your ability to provide reporting on SWAM subcontracting spend when requested. If your finn or any business that you plan to subcontract with can be classified as SWAM, but has not been certified by the Virginia Department of Minority Business Enterprise (DMBE), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree td maintain your certification for the life of the contract. For assistance with SWAM certification, visit the D~E website at www.dmbe.virginia.e:ov.

VII. SELECTION CRITERIA AND AWARD:

A. Selection Criteria !

Proposals will bb evaluated by Virginia Tech using the following:

1. Dernonstrat~d auctioneering experience i

2. Resources tO support a successful outcome

! 3. Cost of services

4. References '

5. SWAM Utilization

B. Award

Maximum Point Value

25

20

35

10

10

Total 100

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting prop6sals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in thb Request for Proposal. Negotiations shall then be conducted with the offerors so selected. Price shall be conside;.ed, but need not be the sole determining factor. After negotiations have been conducted with each offeror so ielected, Virginia Tech shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Tech may cancel this Request for Proposal or reject proposals at anyltime prior to an award. Should Virginia Tech determine in writing and in its sole discretion that only one offeror!has made the best proposal, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor's proposal as negotiated. See Attachment B for sample contract form.

!

VIII. INVOICES: i

'

Invoices for goods oi services provided under anv contract resulting from this solicitatiof.l. shail be submitted to: I . , ~

Virginia Polytechnic Institute and State University Accounts Payable 20 I Southgate c;enter Blacksburg, VAI24061

IX. METHOD OF PAYMENT: I

Virginia Tech will adthorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal'.

' ' Payment can be expddited through the use of the Wells One AP Control Payment System. Virginia Tech strongly

encourages participation in this program. For more information on this program please refer to Virginia Tech's Purchasing website: :http://www.purch.vt.edu/Department/WellsOne.html or contact the person in Purchasing identified in the RFP:

X. ADDENDUM:

i . Any ADDENDUM issued for this solicitation may be accessed at http://www.purch. vt.edu/html.docs/bJds.ohp. Since a paper copy of the atldendum will not be mailed to you. we encourage you to check the web site regularly.

XL CONTRACT ADMINISTRATION:

XIL

' I A Ron Barrett, Surplus Property Manager, at Virginia Tech or his designee, shall be identified as the Contract

Administrator aAd shall use all powers under the contract to enforce its faithful performance.

' B. The Contract Ahministrator, or his designee, shall determine the amount, quantity, acceptability, fitness of all

aspects of the ~ervices and shall decide all other questions in connection with the services. The Contract Administrator, dr his designee, shall not have authority to approve changes in the services which alter the concept or which call fe,?r an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech PUrchasing Department through a written amendment to the contract

i ' TERMS AND CONDITIONS: I i

This solicitation and lany resulting contract/purchase order shall be governed by the attached terms and conditions.

' XIIL ATTACHMENTS:

Attachment A - Terms and Conditions Attachment B - Standard Contract Form Attachment C- Schddule of Auction Events

I

7

j

ATTACHMENT A

TERMS AND CONDITIONS

RFP General Terms and Conditions I

http:/www.ourch.vt.edu/html.docs/terms/GTC RFP 072720ll.pdf

I Special Terms and Conditio'ns

i I. AUDIT: The Contractor \Jereby agrees to retain all books, records, and other documents relative to this contract for five (5)

years after final payment\ or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period. i

2. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract p~riod upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. I

'

3. INSURANCE: By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the: contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coveragd required. INSURANCE COVERAQiES AND LIMITS REQUIRED: A. Worker's Compensatidn - Statutory requirements and benefits. B. Employers Liability- $Joo,ooo.oo C. General Liability - $SOO,OOO.OO combined single limit. Virginia Tech and the Commonwealth of Virginia shall be

named as an additiOnal insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractdr's Protective Liability and Personal Injury Liability.

D. Automobile Liability-: $500,000.00 E. Builders Risk- For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk

Builders Risk Insurm/ce. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk - Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate.

The contractor agrees to ~e responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it vim, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, lts officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly rr indirectly arising out of the performance or nonperformance of the contract.

4. SUBCONTRACTS: Noiportion of the work shall be subcontracted without prior written consent of Virginia Tech. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish Virginia Tech the names, qualific~tions and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contdct.

8

ATTACHMENT B

Standard Contract form for ref~rence only Offerors do not need to fill in this form

COMMONWEALTH OF VIRGINIA STANDARD CONTRACT

Contract N umber: ____ 7

_____ _

I This contract entered into tnis day of 20 , by , hereinafter called the "Contractor" and Commonwe~lth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech".

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as foilows:

' !

SCOPE OF CONTRACT: The Contractor shall provide the ______ to Virginia Tech as set forth in the Contract Documents. i

i

PERIOD OF CONTRACT: From __________ through----------

i COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.

i

CONTRACT DOCUMENT:1 The contract documents shall consist of this signed contract, Request For Proposal Number _____ dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all of which contract documents are incorporated herein.

! In WITNESS WHEREOF, !lie parties have caused this Contract to be duly executed intending to be bound thereby,

'

Contractor: Virginia Tech

By: _______ -'------ By: ____________ _

Title: _______ --:-------

9

Surplus Property '"'"'"uvu1 Dates and Current Auction Information I Purchasing Departmen... Page 1 of I

Surplus

~ January 21, 2012

> February 25, 2012

; March 31,2012

; May 5, 2012

f June 9, 2012

; July 14, 2012

> August 18, 2012

f September 15, 2012

> October 20, 2012

f December 1, 2012

I

Current Auction In'fonnation

February 25, 2012

; Auction Flyer

Auction List

> Tips

!

'

2012 Tentative Auction Dates

Last Updated: February 15, 2011

Information for Departments !Information for Vendors I Surplus Property

i

I

httn ·I lwww nurch.vt.bdu/Sumlus/auction.html 1/14/701 ')

Virginia Tech

Request for Proposal# 0022026

for

Auctioneering Services

SUBMITIED BY


PO Box 57


Rural Retreat, VA 24368

276-620-3123

Specific Requirements

Generallnformatio.n Form -Completed and signed RFP #0022026 (See Attached page 1)

RFP # 0022026 GENERAL INFORMATION FORM

1. QUESTIONS: All inquiries for· information regarding this solicitation should be directed ro: W. Thomas Kaloupek, Phone: (540) 231-622!, email: [email protected].

2. DUE DATE: Sealed Proposals 1will be received until April U~ 2012 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will re'sult in disqualification.

3. ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute And State University (Virgini2. Tech), Purchasing Departmenl, 270 Southgate Ceriter (0333), Blacksburg, Virginia 24061. Reference the Opening Date and Hour, and RFP Number in the lower left corner of the return envelop:e or package.

4.

I

TYPE OF BUSINESS: (Please Check all applicable classifications). If your classification is certified by-the Virginia Department of Minority Business Enterprise, provide yoUr certification number: For certification assistance, please visit: h tto :/ www. drn be. state. va. us/ swamcert.hrrnl.

Large

Small business - An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average aruma! gross receipts of $10 million or less averageD over the previous three years. Department of Minority Business Enterprise (DM:BE) certified women-owned ind minority-owned business shall also be considered small business when they have received DMBE small business certification.

Women-owned business:-- A business concern that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a Corporation, partnership, or iimited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more !women who are citizens of the United States or non~citizens who are in full compliance with the United Smtes immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens.

Minority-owned business- A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporaiion, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.

5. COMPA!\TY INFORMATION/SIGNATURE: ln compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal· and as

FULL LEGAL NAME (PRINT) (Compillly nam:: as it appears with your Feder.~ I Taxpayer Number)

Srnftk !<'. Rl:{JsoR.. BUSINESS NAMEJDBA NAMEJTA NAME [If differt:nt th:rn the Full Legal Name)

dn'' ~fh l< £M o 12 BILLING NAME (Company name as it appear~ on your invoice). ,

.;S;'VI;fh_ 1?£19~A2- /kd'owttf!-PURCHASE ORDER ADDRESS i

PD 15'1. 57 {!ilf(,Kw1'6€ VC<II£y R ui2L!2 12-c:lnw-r v 4 ,) lf 3 fi, ff CONTACT NAME!TITLE (PRINT)

JW1;'f{, Klfl~o!?_, /kd,o/Jeu E-MAIL ADDRESS TELEPHONE NUMBER

, lVWI

FEDERAL T.i\XPAYER NUMBER (If different than JD# above)

FEDERAL TAXPAYER NUMBER (Ifdifferem than ID# above)

(IN INK)

~ TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE

E-PROCUREMENT ORDERS

J.76 -69

1

' .

2. Experience

Smith Reasor has been a licensed Virginia Auctioneer since 1997 and has worked for the Virginia

Department of General Services, on an hourly basis, as an Auctioneer for the past 10 years. During

that time Smith served as an Auctioneer for auctions at Virginia Tech, Bland Correctional Center,

the University of Virginia, Virginia State Police, and the Virginia Department of Transportation in

Bristol, Salem, Harrisonburg, Richmond, and Northern Virginia.

The typical VA Tech auction normally include 700-800 items and consists of everything from desks

and chairs to computers, automobiles and specialty scientific items. Other types of auctions that

Smith conducts on a regular basis include purebred livestock, farm and construction equipment,

personal property, and fund raisers.

3. Resources

Smith Reasor Auctioneer and owner of the company will supervise the Virginia Tech account. ' Smith Reasor has been a licensed auctioneer since 1997 and has conducted hundreds of auctions

during the 15 years of experience. The past 10 years has included 8-10 auctions per year at

Virginia Tech. He is licensed and bonded in Virginia, Tennessee, and North Carolina.

4. References

J. B. Buckland PO Box 308 Rich Creek, VA 24147 (cell540-599-2814) (office 540-726-2814)

Mike McDowell 12065 Chatham Road Vernon Hill, VA 24597 (cell434-575-4850)

Dr. Dan Eversole VA Tech Dept of Animal Science Litton Reaves Hall Blacksburg, VA 24060

(office 540-23l-4738) (cell S40-641-0295)

5. Price

3% with a minimum fee of $1SOO.OO

6. Small, Women-owned and Minoritv-owned Business (SWAM) Utilization:

Smith Reasor Auctioneer would be classified as Small Business based on the description of -An

independently owned and operated business which, together with affiliates, has 250 or fewer

employees or!average annual gross receipts of $10 million or less averaged over the previous

three years.

Page 2

) .

Kaloupek, W. Thomas

From: Sent:

skrlkr@ em barqm ail. com Wednesday, April18, 2012 3:28PM

To: Subject:

Kaloupek, W. Thomas; [email protected] Re: VT auctioneering contract

Mr. Kaloupek, Thanks for allowing me to meet with yonr group. Yes, I agree with your email. It is as we discussed during the meeting. Thanks and looking forward to hearing from you again. Smith

Sent from my U.S. Cellular Android device

----- Reply message -----From: "Kalonpek, W. Thomas" <[email protected]> Date: Wed, Apr 18, 2012 2:39pm Subject: VT auctioneering contract To: "[email protected]" <[email protected]>

Smith,

Thank you for meeting with us today.

We discussed a mechanism of considering an increase in the commission rate upon future renewa I of the contract. We worked out wording to the effect that an increase in the commission rate could be considered and mutually Agreed upon under the following conditions. (1) the number of auction events decreased, (2) the average volume of auction event sales decreased, and/or (3) there was an increase in travel expenses.

If you agree with the above, please send me a confirming email.

Thanks and best regards,

Tom Kaloupek Virginia Tech Director of Materials Management Ph: 540-231-6221 Fax: 540-231-9628

1

!IJVirginiaTe~h I I

MEMORANDUM '

I TO: Ron Barrdtt

I

FROM: Tom Kaldupek ~..¥:..---!

SUBJECT: Contract For Auctioneering Services

Enclosed is your copy~ of the subject contract

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch. vt. edu

May 9, 2012

Following is a summaty of pertinent information related to this contract: !

Contractor BJsiness Address: Smith ReasortAuctioner POBox 57 I 547 Kinder Valley Road Rural Retreat! VA 24368

Contact Persdn: Smith Reasor

E-Mail AddrJss: [email protected] i

Telephone Number:

Fax Number: I i Contract Number:

276-620-3123

276-686-6518

TS-044-12

Payment Address Same

Contract Perihd: I

Payment Terms:

June 1, 2012 through May 31,2014 with an option for

Net 30 I

F.O.B.: I Destination I

Prices: i See Contract I

This will serve as your authority to make purchases against this contract !

If the need arises to n1odify the contract, please complete the attached Request For Contract Modification form and return it to me.

I Also enclosed is a blanket purchase order.

If you should have qjestions, please contact me at 1-8543. !

WTK/kbl

'----------+---------------- Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution

_j

Contract Administrator Responsibilities

i PLEASE RETAIN FOR YOUR RECORDS.

!

This note is being seni to outline the Do's and Don'ts of contract administration. You have been named as the Contract Administrator in the attached contract(s). Contract administration involves ongoing

' activities that should be performed after a contract has been awarded to ensure that the Contractor and Virginia Tech are meeling the requirements of the contract.

I The Contract Administrator is responsible for ensuring that all contract provisions are being followed. The Administrator assures quality, documents nonperformance if any, facilitates problem resolution, and coordinates actions with Purchasing (contract renewals, contract amendments, and contract terminations) and legal staff when necessary. This includes:

! • Monitoring the contractor's performance and interfacing with the contractor's representatives

• Formally meebng on a periodic basis with the contractor to review performance

• Verifying thai invoices are consistent with contract terms

• Maintaining ftppropriate records, including documentation of any non-conformance or other ' issues that may have occurred with the contractor and resolution as a result thereof, including any

significant ev~nts during the contract term

• Contacting Phrchasing for any issues, complaints, or disputes that cannot be resolved at the I

department Jerel

• Working witn Purchasing to determine if contract should be renewed (if applicable)

• Avoiding con~licts of interest and maintaining appropriate standards of conduct

• Coordinating I with other university units who are users of the contract

• Documenting1receipt of revenue and rebates (if applicable) I

Some of these dutid may be delegated to others in your organization. For example, inspection of contractor invoices dJay take place in your business office. You need to be knowledgeable of the delegated process sudh as who is doing what and do they have the information necessary to accomplish their responsibil ities.l

All contracts require !that any change to the terms of the contract be made in writing and be accepted by both the contractor and Virginia Tech before the change is binding. Contract Administrators are not empowered to make thanges to the terms of the contract. For example, you are not authorized to change the price or add additional services. If there is a need to add or delete services, changes should be communicated to th~ Procurement Officer, who will prepare a written contract modification. The same applies for renewing ~co racts for additional time periods.

I Thank you for your 1 ffor to ensure this contract meets the needs of the Virginia Tech. If you have any questions, contact th Pr curement Officer assigned to this contract.

Thank you,

W. Thomas Kaloupek 1·6221

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution

I REQUEST FOR CONTRACT MODIFICATION

I Virginia llolytechnic Institute and State University - Purchasing Department

I I Please retain a copy of this form for your files.

Date------+---- Department-----------------------

Contract Number-+-------- Contractor _______________ _

Signature of person authorized to sign requisitions:

fName

I I

I I

I. DESCRIPTION OF MODIFICATION I

i A. Add To Contract:

I

I B. Delete From Contract:

I

C. Other:

I

II. REASON FOR MODIFICATION: I I

i

Title

VIRGINiiA

I

POLYTECHNIC INSTITUTE AND STATE UNIVERSITY


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